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Whitehill Business Services Ltd >> news >> latest news >> 5 steps to creating the perfect business document

5 steps to creating the perfect business document

Posted by admin on April 6, 2016

Steps to creating professional business documents

business_doc.jpgHaving professional business documents is essential for your business. These documents may include running financial reports, printing invoices, printing statements, which ever kind of document it is, it needs to look professional because a good appearance instils a good impression on the customer.

Being a small business means the operations are usually minute between customers and your business, however the way your business comes across is essential. You need to have professional business documents for your business to make it look presentable and well organised.

Standard fonts

       Using the standard font is key because if you have more than 3 fonts in all of your business documents then it will make your paperwork look disorganised and also make your company look unrecognisable. This is not what you want, so make sure that you keep with standard fonts, it will also keep things clear and understandable for yourself as well as your customers.  

Colour scheme

       Creating a colour scheme for your business documents is also key. You can get ideas for this from the colour of your logo, and also what your company does. If your company was to do with gardening or nature, then you could take inspiration from this. This can be changed if you don’t like it so at the start you can try different things out, however don’t change it all the time because your business won’t be recognised and this will be a put off for your customers.


       The way you format the documentation will need to be clear and simple. Your customers need to be able to understand what they are looking at, so if it is cluttered up or cramped in and hard to understand then you need to make sure it’s easier. If it’s an invoice, then 9 out of 10 times the reader will be looking for the price and the what the invoice is for. So depending on what the documentation is, this needs to be clear for the customer to read.  


       You need the print outs are sharp and clear, not blurred or faded, as this will make it hard to understand and having sharp and clear print outs will also look better. Using high GSM paper can be good for this as it is a high quality print out. Having a good print out is essential for your business because the appearance of documents is something a customer will look at, also the appearance is how a customer may judge your company and this is easy for you to get right depending on if you have the GSM paper, however it isn’t too expensive and it will have a positive effect on your company.  


       When picking out quotes and pulling-out excerpts, you need to make sure you catch the readers eye so the quote should be put on its own line, its needs to be attention-grabbing so the reader will immediately be drawn to it. Also when using quotes or pulling out excerpts, they need to be referenced, which will also give your company a sense of academic authority.