Business writing, compared to other forms of wordsmithing, requires a largely straightforward approach. Instead of regaling the readers with your word-crafting prowess, the goal is usually to fashion the most informative document with the least amount of writing. As such, formatting your titles and headers could be one of the most important aspects (along with using a good proofreading software), as it will allow time-starved peers and associates to gloss over the material, without being bereft of crucial information.
The Title. The business document’s title is the most important part of the piece, as it tells the reader immediately what it is about. If I am salesperson who receive a company-wide email about changes facilitated by IT, the title should immediately tell me whether this will affect me directly or if reading it is something I can schedule for another day.
The Subtitle. The subtitle qualifies the title, often providing a more detailed account of your statement of purpose than what the title can deliver. When formatting, always put the subtitle right under the main title in smaller font.
Major Headings. Major headings signal the start of large sections of content, often related to each other in the big picture of things. When formatting, make them four points larger than the size of your paragraph’s font.
Minor Headings. Minor headings can be eliminated in short papers, but are almost always necessary in longer business documents. In relation to the major headings, they typically group related ideas under the same major concept. When formatting, make them two points larger than the size of your paragraph’s font.
Paragraph Headings. Paragraph headings give the reader a quick idea about what a full paragraph is about. They should be clearly and logically linked to the minor heading that includes them. When formatting, use the same font size and type, but in boldface.
Tags: business document format, Business Writing, formatting
