Tengrrl’s Do’s & Don’ts
for Workplace Writing
01
Ready for the Workplace
Successful documents are ready for the workplace. Don’t include the name of the assignment, the class, or other course information.
Long paragraphs confront the reader with a difficult-to-read wall of text.
Chunk long paragraphs into smaller elements to increase readability.
02
Break Up Large Paragraphs
03
Left Align for Readability
Left-aligned, ragged right paragraphs and headings are easiest to read. Centered and justified paragraphs are more difficult to scan and follow, especially in longer passages.
Include
clear, consistent captions so readers understand what they’re seeing and why it matters. Use a two-part format: a label and number (e.g., Figure 1:) followed by a brief, descriptive title (e.g., How a Dog’s Teeth Are Arranged).
04
All Visuals Need Captions
05
Use the Correct Format
Letters and
memos have distinct structures and conventions, so don’t mix elements or leave out key parts. Use the appropriate format to ensure your document is clear, complete, and professional.
Use
bibliographical citations on your references page, no matter what citation system your field uses. Links are NOT citations. They lack the details needed to identify and retrieve a source reliably.
06
Links Are Not a Bibliography
07
Keep Related Content Together
Place connected information together on the same page. Keep headings with their opening paragraphs and pair visuals with their captions and references. Make the most of
the design principle of proximity.
Avoid all caps in body text and headings, since it’s harder to read. Save all caps for purposeful uses—like acronyms—where they can add emphasis without “yelling” at the reader.
09
Use Readable Font Size
Text should be
easy to read at a glance. Use at least 10–12 pt font in your document, and keep text in visuals the same size or larger so readers don’t have to strain to see it.
Use
title case for document titles, headings, subheadings, and subject lines to create a professional look. Capitalize the first and last words and all major words.
Background image: September 16th, 2024 - Detail of a Hokie stone wall. (Photo by Luke Hayes/Virginia Tech)
Text Copyright © 2026 Traci Gardner. Licensed under a Creative Commons Attribution-NonCommercial Share-Alike 4.0 International License.