Official documents, as a term sounds solemn and boring. For many years, official documents have been regarded as a necessity for formal occasions, but as time passed, people began to realize that the traditional way of writing could no longer meet the needs of modern society. It’s time to adapt our official documents to the new era, and here are five tips to help you do just that.
1. Make language closer to people
Official documents of the past were filled with complex sentences and jargon, but modern readers prefer simple and clear text. Try to use approachable vocabulary and sentence patterns to make your text not only "official" but also "humanized".
Practical suggestions:
Use words that may appear in everyday conversation.
Avoid long, complex sentences and keep your sentence structure simple.
2. Dynamic visual effects
Text-only content is often less engaging than adding graphics, images, or videos. Consider conveying some key information through these visual elements to make it easier for readers to understand and remember.
Practical suggestions:
Use charts and graphs to describe data.
Use pictures to aid explanation or highlight important points.
3. The structure should be clear
Modern people’s time is precious and no one wants to read long and unorganized articles. A good document should have a clear structure so that readers can quickly find the information they are interested in.
Practical suggestions:
Use headings and subheadings to divide your content.
Organize information in a logical order.
4. Interaction and participation
Rather than conveying information in one direction, involve the reader. You can make your document more lively by setting up questions or surveys, or by providing additional reference materials and links.
Practical suggestions:
Provide additional resources or links related to the topic.
Set up questions or surveys to collect opinions and feedback from your readers.
5. Adapt to multi-platform reading
We now read not only on computers but also on cell phones and other mobile devices. Make sure your documents are easy to read and navigate on a variety of devices.
Practical suggestions:
Use responsive design.
Make sure text and visual elements are clearly visible on small screens.
Summarize
Modern society is a fast-paced and diversified environment, where traditional official documents can no longer meet all needs. By adopting these top five tips, you can not only make your document more modern, but also make it more efficient and effective. After all, a good document should be able to convey information clearly, accurately and effectively, not just follow the stereotypes.