When you write documents, your audience expects certain parts of that
document—such as a signature on a letter—and you must, as the writer,
provide those "conventional elements"—those elements that the reader expects.
What is a document? Traditionally, documents were considered printed text and images; however, today, documents include any type of text, which includes print text, hypertext (or digital text), code, videos, and audio recordings. Think
outside the box when you define "document," because today, a document
can include
- books and reports,
- e-mails,
- letters,
- resumes,
- voicemail messages, and
- texts.
Because documents are diverse—e.g., each in its audience, genre,
purpose, means of delivery—each document has its own conventional
elements.
Conventional elements and the audience's expectations
In
information design, you need to consider what conventional elements will
your audience expect. When you create a Web site, your audience may
expect a "search" window and button at the top right of the page or a
Web master link at the bottom. For a blog, your audience may expect
tags, a date, and a list of archived articles to browse. Audience
members may also expect comment windows and thus the ability to interact
with the designer. If you creating a podcast, your audience will expect
a title and introduction of the speaker and/or subject matter.
Each
document has conventional elements—elements that the audience
expects—and the designer is responsible to provide what audience members
need and want.
Books, manuals, and reports
In a larger, bound publication, readers expect
- a cover,
- a title page,
- a table of contents, and
- the body of the text.
The purpose of the document determines the conventional
elements. For example, a novel will not need an index, lists of tables
and figures, and other elements that navigate to specific information;
instead, the novel should be read in a linear fashion. However, an
informational book, manual, or report should allow the reader to more
easily navigate—to identify the specific location of information within
the document. Thus, an informational document will include lists of
visuals—figures and tables—as well as an index and appendixes
(supplemental information that the reader
might want and that is added at the end of the document).
E-mails
When we read e-mails, we anticipate that before we open
the document, we will know who sent the e-mail and what it references.
Therefore, the e-mail should include the sender's e-mail address and a
descriptive subject line. While these elements are informative, they also relate to security and enable the recipient to know what the e-mail contains, which helps to prevent the spread of viruses that can damage hardware and software.
Letters
Letters are a more formal communication medium than e-mail or memorandums. Traditionally, letters were the most favored form of communication, and historians maintain the letters of many great communicators and historic figures. Letters are still important and relevant today because they provide a formal documentation of the information you are sharing.
Letters should include
- your mailing address, because letters are typically sent via U.S. Postal Service;
- the date that you print the document—to inform the recipient of the timeliness of the letter;
- the recipient's name, position, and mailing address;
- a salutation (greeting);
- a introductory summary to inform the recipient of the letter's contents;
- a concluding summary to reiterate the purpose of the letter and your request for action—and include contact information (phone and e-mail) so the recipient can more easily access how to contact you; and
- a signature block.
Resumes
Resumes are perhaps the most important document that you will write because you won't get an interview if you do not write a strong resume and cover letter!
Resumes come in a variety of forms, including digital and video. But every professional needs a well-designed print resume, and that resume must include information (in varying orders and formats) about
- your name (so potential employers will remember your name),
- your contact information (so they can contact you for an interview),
- your work history with dates and locations,
- your education with dates and an emphasis on your degree (not the university), and
- skills that make you a strong candidate for the job for which you are applying.
Voicemail messages
When leaving voicemail, you should always first clearly state your name so the recipient of your message knows from whom the message comes. Also, finish all voicemails with a telephone number so the recipient can act on your message and return your telephone call. Although telephones have caller identification today, some business hardware does not allow the recipient to record the call or identify which telephone number goes with which message.
Texts
When sending a text, you should always begin with a brief introduction—your name and your relationship with the recipient—unless you know that the recipient has saved your name and telephone number to her phone. You should also consider a text as a concise mode of communication, so include a closing or a call to action but use full language rather than "text-ese."
