# Visual Structure and Formatting

This reference provides guidance on the visual elements of document design, including formatting, spacing, typography, and layout. Proper visual structure and formatting are essential for readability, accessibility, and professional presentation. These guidelines ensure documents maintain a consistent, clean appearance that supports efficient information processing and reflects professional standards for quality communication.

## DOs

### Typography and Text Formatting
- Use 10-11pt standard font for body text (Times New Roman, Arial, or similar)
- Apply consistent font sizes: 14pt for title, 12pt for major headings, 11pt for subheadings, 10-11pt for body text
- Format headers as bold and underlined; sub-headings as underlined
- Use left-aligned text (not justified) for better readability and accessibility
- Apply single line spacing for body text
- Include white space between paragraphs (6pt before/after paragraphs)
- Use bold sparingly to emphasize truly important points
- Maintain consistent capitalization in headings (either title case or sentence case)
- Spell out acronyms on first reference with the acronym in parentheses
- Use consistent formatting for similar elements throughout the document

### Page Layout and Structure
- Set margins between 0.5" and 1" on all sides
- Allow an inch at the top of the first page for note-taking
- Include page numbers in the footer of every page
- Add "Confidential" to the footer of every page
- Keep headings with their paragraphs (avoid orphaned headings)
- Limit main narrative to six pages maximum (excluding appendices)
- Use US Letter (8.5" x 11") or DIN A4 depending on audience location
- Include the document name and review/draft date in the title area
- Apply white space strategically to separate distinct sections
- Create a visual hierarchy that reflects the logical structure of content

### Lists and Tables
- Use bullets for unordered lists of items
- Use numbered lists for sequential steps or prioritized items
- Format list items consistently (punctuation, capitalization, indentation)
- Create clean, readable tables with clear headers
- Include column headers for all tables
- Align numerical data right-justified in tables for easier comparison
- Use consistent formatting for similar types of tables
- Add descriptive captions to tables
- Maintain reasonable column widths to avoid excessive text wrapping
- Use zebra striping (alternate row colors) for large tables if it improves readability

### Visual Elements
- Ensure all charts and diagrams have clear, descriptive titles
- Label all axes, data points, and elements in visualizations
- Use a consistent color scheme throughout the document
- Consider accessibility when using colors (don't rely solely on color to convey information)
- Size images and diagrams appropriately (not too large or too small)
- Align visual elements with the text that references them
- Include captions for all figures, charts, and diagrams
- Maintain sufficient contrast between text and background
- Use borders or shading to group related information when helpful
- Ensure all visual elements are high-resolution and professional

### Navigation Aids
- Include a table of contents for documents longer than three pages
- Use descriptive headings and subheadings that convey content
- Apply consistent heading levels to reflect document hierarchy
- Add section numbers for longer documents (1.0, 1.1, 1.2, etc.)
- Include running headers/footers with document title and date
- Use cross-references to connect related information
- Add line numbers for documents requiring detailed review feedback
- Create appendices for supporting materials with clear labels
- Include hyperlinks in digital documents for easy navigation
- Provide page references when referring to other sections

## DON'Ts

### Typography and Text Mistakes
- Use font sizes smaller than 10pt to fit more content
- Mix multiple fonts within the same document
- Apply excessive text formatting (bold, italic, underline) that creates visual noise
- Use all caps for entire paragraphs or sections
- Create long blocks of italicized text that are difficult to read
- Use colored text that may not be visible when printed in black and white
- Apply different formatting to similar elements (inconsistent styling)
- Use decorative or non-standard fonts that may not be available on all systems
- Create text with poor contrast against the background
- Use justified text alignment which can create accessibility issues

### Layout Problems
- Set margins smaller than 0.5" to increase content space
- Create dense pages without sufficient white space
- Allow important content to break across pages awkwardly
- Use inconsistent spacing between sections or paragraphs
- Create headers or footers that consume excessive page space
- Allow widows and orphans (single lines at top/bottom of pages)
- Use different layouts for similar types of documents
- Create unbalanced pages with too much empty space
- Position images or tables in ways that disrupt reading flow
- Ignore the six-page limit by using smaller fonts or margins

### List and Table Errors
- Mix different bullet styles within the same list level
- Create deeply nested lists that are difficult to follow
- Use inconsistent formatting across tables
- Create tables with excessive columns that require horizontal scrolling
- Leave table cells empty without explanation
- Use tables when narrative text would be more appropriate
- Create lists with inconsistent grammatical structure
- Use bullets for sequential steps where numbers would be clearer
- Create tables without clear headers or structure
- Use inconsistent indentation in lists

### Visual Element Mistakes
- Include images or charts without clear purpose or reference in the text
- Use 3D charts that distort data representation
- Create visualizations with unlabeled axes or data points
- Use colors that are indistinguishable for colorblind users
- Include low-resolution or pixelated images
- Create charts with excessive decoration that distracts from the data
- Use clip art or stock images that appear unprofessional
- Include screenshots that quickly become outdated
- Create diagrams without clear flow or organization
- Use inconsistent visual styles across similar elements

### Navigation and Structure Issues
- Create a document without clear section divisions
- Use vague or similar headings that don't distinguish content
- Apply heading levels inconsistently (skipping from H1 to H3)
- Create a table of contents that doesn't match actual headings
- Use different numbering schemes in different parts of the document
- Fail to update navigation aids when content changes
- Create excessively long sections without subheadings
- Use different formatting for the same level of headings
- Include sections without clear headings
- Create a structure that makes it difficult to find specific information

## Examples

### Good Example: Well-Formatted Executive Summary

```
# Feature Prioritization Framework for Q3 2025
April 28, 2025

## Executive Summary

This document proposes a new framework for prioritizing feature development in Q3 2025. The framework addresses three key challenges identified in our current process:

1. Inconsistent evaluation criteria across teams
2. Insufficient incorporation of customer feedback data
3. Lack of alignment with strategic goals

Based on analysis of our current backlog and customer feedback, we recommend implementing a weighted scoring system that balances:

| Factor | Weight |
|--------|--------|
| Customer impact | 40% |
| Strategic alignment | 30% |
| Implementation effort | 20% |
| Technical risk | 10% |

This approach is projected to increase customer satisfaction by 15% while reducing development cycle time by 20%.

Key decisions needed:
• Approval of the proposed prioritization framework
• Agreement on the weighting percentages
• Confirmation of implementation timeline (proposed: July 1, 2025)
```

### Bad Example: Poorly Formatted Executive Summary

```
FEATURE PRIORITIZATION FRAMEWORK FOR Q3 2025
April 28th, 2025

Executive Summary:

This document proposes a new framework for prioritizing feature development in Q3 2025. The framework addresses three key challenges identified in our current process: inconsistent evaluation criteria, insufficient customer data incorporation, and lack of alignment with strategic goals. Based on analysis of our current backlog and customer feedback, we recommend implementing a weighted scoring system that balances customer impact (40%), strategic alignment (30%), effort (20%), and risk (10%). This approach is projected to increase customer satisfaction by 15% while reducing development cycle time by 20%.

Key decisions needed:
1) Approval of the proposed prioritization framework
2) Agreement on the weighting percentages
3) Confirmation of implementation timeline (proposed: July 1, 2025)

Customer impact - 40%
Strategic alignment - 30%
Implementation effort - 20%
Technical risk - 10%
```

### Good Example: Well-Formatted Section with Lists and Visual Structure

```
## 3. Implementation Approach

We recommend a phased implementation approach to minimize disruption while quickly delivering value. The implementation will proceed in three stages:

### 3.1 Preparation Phase (June 1-15)
* Finalize scoring criteria and weights
* Develop evaluation templates
* Configure tracking tools
* Train product managers on framework

### 3.2 Pilot Phase (June 16-30)
* Apply framework to 3 selected product areas:
  - Shopping cart experience
  - Payment processing
  - Account management
* Collect feedback from pilot teams
* Refine process based on initial results

### 3.3 Full Rollout (July 1-15)
* Deploy framework to all product teams
* Conduct training sessions for all stakeholders
* Implement monitoring dashboard
* Establish bi-weekly review cadence

**Key Success Metrics:**
| Metric | Current | Target | Measurement Method |
|--------|---------|--------|-------------------|
| Feature alignment with strategy | 65% | 90% | Quarterly strategy review |
| Customer satisfaction | 72 NPS | 80 NPS | Post-release surveys |
| Development predictability | 60% | 85% | On-time delivery rate |
| Feature adoption | 35% | 50% | 30-day usage analytics |

The implementation will require approximately 120 person-hours across product management, engineering leadership, and data analytics teams.
```

### Bad Example: Poorly Formatted Section with Lists and Visual Structure

```
3. Implementation Approach

We recommend a phased implementation approach to minimize disruption while quickly delivering value. The implementation will proceed in three stages:

3.1 Preparation Phase (June 1-15)
Finalize scoring criteria and weights
Develop evaluation templates
Configure tracking tools
Train product managers on framework

3.2 Pilot Phase (June 16-30)
Apply framework to 3 selected product areas:
Shopping cart experience
Payment processing
Account management
Collect feedback from pilot teams
Refine process based on initial results

3.3 Full Rollout (July 1-15)
Deploy framework to all product teams
Conduct training sessions for all stakeholders
Implement monitoring dashboard
Establish bi-weekly review cadence

Key Success Metrics:
Feature alignment with strategy: Current - 65%, Target - 90%, Measurement Method - Quarterly strategy review
Customer satisfaction: Current - 72 NPS, Target - 80 NPS, Measurement Method - Post-release surveys
Development predictability: Current - 60%, Target - 85%, Measurement Method - On-time delivery rate
Feature adoption: Current - 35%, Target - 50%, Measurement Method - 30-day usage analytics

The implementation will require approximately 120 person-hours across product management, engineering leadership, and data analytics teams.
```

## Rationale

Effective visual structure and formatting in documents is critical for several reasons:

1. **Cognitive Processing**: Well-formatted documents reduce cognitive load, allowing readers to focus on content rather than struggling with disorganized presentation.

2. **Reading Efficiency**: Proper formatting enables readers to quickly scan documents, locate specific information, and understand the relationship between different elements.

3. **Professional Impression**: Clean, consistent formatting reflects attention to detail and professionalism, enhancing the credibility of the content and its author.

4. **Accessibility**: Appropriate formatting ensures documents are accessible to all readers, including those with visual impairments or reading disabilities.

5. **Meeting Culture**: The practice of starting meetings with document reading requires formatting that supports quick comprehension during limited reading time.

6. **Decision Support**: Clear visual hierarchy helps decision-makers identify key points, recommendations, and supporting evidence more efficiently.

7. **Consistent Experience**: Standardized formatting creates a consistent experience across documents, allowing readers to develop familiarity with the documentation style.

8. **Print Compatibility**: Proper formatting ensures documents remain readable when printed in black and white, which is common for meeting materials.

9. **Information Hierarchy**: Visual structure reinforces the logical hierarchy of information, helping readers understand the relationship between main points and supporting details.

10. **Attention Direction**: Strategic use of formatting elements directs attention to the most important information, ensuring key points aren't overlooked.

In a document-driven culture, visual structure and formatting aren't merely aesthetic concerns—they're essential components of effective communication that directly impact how information is processed, understood, and acted upon.
