Design Issues for Forms, Invoices and Other 'Boring' Business Documents

Your business documents are an integral part of the branding of your company. Make sure they promote your company and are easy to use.

Most business owners don't think much about everyday documents. Everyone uses invoices, cover pages and other forms, but most businesses don't worry much about their layout or appearance.

Fact is, those "boring" documents are essential components to creating and reinforcing your company's image and success. Slap your logo on a fax cover page and it might get noticed across a crowded office. Likewise, a poorly designed invoice can lead to payment problems. If your customer can't read the payment due date on an invoice, chances are you won't get paid on time.

Follow these hints to create effective, useful business documents:

• Make your corporate logo or slogan part of all your documents -- even the "boring" ones. Lots of entrepreneurs create elaborate business cards that feature logos or slogans to represent their companies. But the rest of their forms and documents are bereft of such symbols. That's a missed opportunity. Make all of your "boring" office documents work together as part of an overall corporate branding strategy. Use the same design elements on your business card or letterhead to identify your fax cover sheets, disk labels, invoices and so on. That way, your corporate image is reinforced with every document you send to clients or potential customers. Your company will look professional and your brand image will start to stick. If you're lacking a coherent logo, read Developing Your Company's Logo for advice.

• Consult a designer. Amateur designers typically use too many or too few design elements and end up sending a confusing message. By contrast, an experienced design pro can help you develop a strong corporate branding strategy. A good graphic designer can create a logo or text that conveys the message you want to send about your company -- whether it's straight-laced or laid back.

• Design invoices carefully. Each invoice should contain spaces for the invoice number, the customer's account number, the date on which the customer ordered the item, an item I.D. number and description, the amount ordered, the amount shipped and the price per unit. The top of the invoice should clearly list your company's name, address, phone and fax number, email address and Web site &#151 along with your logo or slogan. Read What Information Should My Invoices Include for more information.

• Provide enough information on your fax cover page. Clearly, it's important to include your contact information, as well as spaces where you can spell out the names of both sender and target recipient. Also include the number of pages you're sending and the names of anyone else that will receive the fax. You may also want to leave a space where you instruct the recipient about what to do or how to respond. For example, include directions such as "urgent", "please reply" or "please destroy after reading."

• Faxes can be a great marketing vehicle. If your company is sponsoring an upcoming event or introducing a new product, use the corner or bottom half of your fax cover page to promote it.

Get more business advice on branding your business including logo tips at AllBusiness.com.

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