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How to Make Documents Look Professional

Sometimes, documents require a professional before presenting it officially. Learn how to make documents look professional.

Any business proposal, or a report or any writeup requires a professional presentation that will make the client belive in the professionalism of the company they are representing. To write professional reorts, you require a professional or expert guidance. Read on to find out how you can make your reports look more professional.

Sometimes documents are the first (or only) impression you make on a customer. They might represent a high value deal or contain information that will be used for decision-making. While the content of your document is important, the presentation will determine if it will be trusted or even read.

When preparing a document—business plan, sales proposal, work order, or analysis—consider if it makes you look competent, intelligent and professional. If the paper is crumpled, the ink smeared, or the document is formatted poorly, it reflects poorly on you as a contractor, provider, servicer or representative. Poor quality presentation might just cost you a sale, or a customer.

Written presentations, memos and other documents that are crisp and professional will leave a lasting impression of your competence and professionalism.

Here are some tips for creating professional looking documents that make a great impression.

Back to the basics

A few simple spelling errors or poor grammar conveys incompetence. Word processing software has simple tools that will make these types of embarrassing errors a thing of the past. Be sure to always:

  • Spell check
  • Grammar check

If the document is to be written in a specific style like AP or APA consult the guidelines.

Make it readable

People are busy and don’t always have time to read documents, so be sure to make them look as readable as possible.

  • Incorporate lots of white space
  • Stay away from long heavy paragraphs
  • Use bulleted and numbered lists
  • Add color graphs and charts to present your information visually


Organized documents are easier to navigate and understand. Depending on the type of document you are presenting incorporate any of these for added organization:

  • A cover page
  • Table of contents
  • Headers and sub headings
  • Appendix

The right supplies

If your document is superbly written and persuasive, but printed in poor quality or on regular weight copy paper it will appear less professional. Be sure to use high quality supplies:

  • High quality printer toner
  • Professional weight paper


Don’t even think about folding a presentation into a business sized envelope! Use report covers, laminated covers, letter sized envelopes, or binders. Consider providing a supplementary CD or DVD in a professional looking sleeve. Be sure to use items like:

  • Letter sized envelopes (so documents don’t have to be folded)
  • Report sleeves
  • Binders
  • CD or DVD sleeves
  • Laminated Covers

Remember, no matter how great the content of your document is, it’s the presentation that will entice someone to pick it up and start reading. Take the time to incorporate some of these simple tips to insure the best presentation possible for all your documents!

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