1 Choose appropriate fonts

Fonts are the styles of letters, numbers, and symbols that you use in your text. They can convey different tones, moods, and impressions, depending on their shape, size, and weight. For professional writing, you should choose fonts that are easy to read, consistent with your purpose and audience, and suitable for your medium and format. For example, you might use a serif font, such as Times New Roman, for a formal report, or a sans serif font, such as Arial, for a web page.

2 Use white space wisely

White space is the empty area around your text and graphics. It can help you create contrast, balance, and hierarchy in your document, as well as guide the reader's eye and attention. For professional writing, you should use white space to separate different sections, highlight important information, and avoid clutter and confusion. For example, you might use margins, indents, line spacing, and headings to create white space in your document.

3 Align your text and graphics

Alignment is the way you position your text and graphics on the page or screen. It can affect the readability, coherence, and aesthetics of your document. For professional writing, you should align your text and graphics to create a clear and consistent layout that follows the logic and flow of your content. For example, you might use left alignment for your text and center alignment for your graphics, or use a grid system to align your elements along vertical and horizontal lines.

4 Use contrast and repetition

Contrast and repetition are two design principles that can help you create emphasis, variety, and unity in your document. Contrast is the difference between two or more elements, such as color, size, or shape. Repetition is the use of the same or similar elements, such as font, style, or format. For professional writing, you should use contrast and repetition to draw attention to key points, create visual interest, and establish a consistent identity and tone. For example, you might use contrast to highlight headings, quotes, or graphics, and use repetition to maintain font, color, or style throughout your document.

5 Consider color and images

Color and images are two visual elements that can enhance your document's appeal, meaning, and impact. Color can evoke emotions, associations, and moods, as well as create contrast and hierarchy. Images can illustrate, explain, or support your text, as well as attract and engage your readers. For professional writing, you should consider color and images that are relevant, appropriate, and effective for your purpose, audience, and medium. For example, you might use color to differentiate sections, categories, or data, and use images to show examples, processes, or results.

6 Test and refine your document

The final principle of typography and layout for professional writing is to test and refine your document before you publish or deliver it. Testing and refining your document can help you identify and correct any errors, inconsistencies, or problems that might affect your document's quality, clarity, and credibility. For professional writing, you should test and refine your document by using proofreading tools, checking accessibility and usability standards, and seeking feedback from others. For example, you might use spell check, readability scores, or color contrast tools to test your document, and ask colleagues, clients, or users to review your document and provide suggestions for improvement.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?