Headings and subheadings are like mini-summaries of the text that follows them. Differentiate between headings and subheadings by using a different type size, or bolding like this, or centring headings while putting subheads to the left. I usually don’t leave a space between the subhead and the following line. If you do want to leave a space, make sure it is smaller than the space between the subhead and the last line of the paragraph above. Otherwise the heading looks as if it is standing all alone, not belonging anywhere.

Choice of format
Small booklets, 5½ × 8½ inches, are an easy way to make your information attractive and accessible. Instead of one larger product, you might want to break the information into several booklets. These are less likely to frighten slower readers, as they can pick up just the one they think they’ll need, or take the set and work through them at different times.

Maybe you are writing something even shorter. The choice may be between a brochure or a single page. Think about how much information is absolutely necessary and leave out everything else. A two-fold pamphlet on an 8½ × 11 inch page will give you four columns of print, plus the front and back panels. The back panel is usually kept for contact addresses or phone numbers. A three-fold pamphlet on 8½ × 14 inch paper will give you six columns plus the front and back panels.

Brochures are easy for people to pick up and tuck into a purse or pocket. Single sheets are more useful if you want your information posted for many to see or if there is no time to make a well-designed brochure. They are like mini-posters. With both brochures and single pages, the information needs to be kept to a minimum. Do not try to squeeze too much in by reducing the margins or using tiny print.

White space
One of the first points to consider is white space. This is not simply “dead” space which can be filled up with more words. It is the clothing which dresses our words. Look at your document carefully. The margins around the text should be generous—don’t push the text right to the edges. There is a temptation to do this so that fewer pages are needed, but it is not effective. If you think you have too many pages, try to cut out some content. If you can put the document aside for a few days or weeks, it is surprising how much can then seem unessential. If you can’t delete anything, stick with a longer document rather than a squished one.

Paragraphs
Paragraphs are usually indicated by either an indented first line or a line space. For information documents, I recommend the line space. These break up the text into manageable chunks as well as making it easier for readers to find their way around. If you are reading this, it is probably because you are approaching a writing task in which you need to get information across. Your readers may need to reread some paragraphs and maybe skip others altogether. Having line spaces makes this easier to do. Keep paragraphs short, just one main idea in each.