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Text Sizes, Spaces & Graphs


White Space

No one likes to look at large blocks of gray text. To avoid this problem, leave plenty of white space around your text and your headings.

White space, sometimes called negative space, is the space between elements in a report or manual. White space increases legibility. Legibility increases comprehension. According to a study conducted on readability, the effective use of white space can increase readability by 20 percent (Sillence, Briggs, Fishwick and Harris, 2004).

Aim to make your margins at least one inch from each side of the pages of your manual. Also, allow space between your headings and your copy or graphic elements. This space helps headings stand out from the other elements on the page.

You can add white space to your document by using bulleted and numbered lists.

Visual elements

Now, it's time to think about ways you can make your manual more visually appealing by using any graphic elements. Charts, diagrams, and photos can help convey your meaning and provide interest.

For example, an organizational chart, such as the one below, may be very helpful for new employees.


In the case of policies, don't expect pictures to do all the work, however. Your text should clearly explain what is in an illustration.

You can draw attention to certain information in your manual with boxes. Use a box to highlight piece of information that is especially important. Or, you can place information that doesn't fit into the flow of the text into a box.

Be sure to give the text plenty of white space in the box. Otherwise, it may look crowded and uninviting, defeating the purpose of the box altogether.

Color is another way you can add interest to your manual. Adding a color to your headlines or certain graphic elements can work well. According to research by McGraw-Hill, color in business documents increases readership by 40 percent, and can increase the retention of material by 18 percent.

Just be careful not to overdo. Too much color can take away from the professionalism of your material. In addition, certain colors, such as yellows and pinks, do not provide enough contrast on the page and, as a result, are hard to read.

Paper quality

If you are supplying print copies of your manual to your employees, this is not the time to scrimp on quality.

If you expect the manual to be read once and discarded, thin paper is acceptable. However, if you expect your employees to keep this manual and refer to it often, then you will want to use high quality paper for printing.

Business papers, printer papers, and personal stationery range usually in weight from 20-pound to 32-pound. The most common paperweight is 20-pound.

Keep in mind that the heavier the basic weight, the thicker the sheet of paper. It is often the case that the thicker the paper, the more impressive the document feels.



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