Guidelines for designing and printing the forms

Forms are Printed or Cyclostyled on ordinary sheets or thick sheets or paper to collect information. In office, collection of information is being done through the forms. Forms are sent to those who have to put the information on the forms. Then, the filled in forms are gone through in order to understand and collect the information.

After that they may be filled or destroyed on the basis of office procedure. In view of these facts, it is essential that careful attention be given to the correct design of the form, so as to put it into proper use and speedy action.

In order to attain the merits and objective of the forms, proper design is needed according to the office system. Bad design of the forms will be a waste as it will not attain the desired object. Therefore, before designing and printing the forms the following points may be noted.

(a) Purpose:

The foremost point in designing the form is to study the purpose and aim of the form. One of the aims may be to reduce the labour of the clerks and the other may be to get a clear and full idea of the information needed. If there are no advantages in getting a special form, the idea of having form can well be given up.

The designer of the form must draw a complete picture of the form in his mind with the aim for which he designs the form. The manner of the information may be studied in relation to the sources to be followed.

(b) Size:

The form is to be according to the size of the file, or cabinet. It must be of convenient size to be inserted in the typewriter, if the information is to be typed. Blank space should not be left out on the form, as it will be a waste. The form should neither be too small nor very big because sufficient space should be given in order to write the information legibly and neatly.

The width of each column should be on the basis of information to be given neither more nor less. The forms may be filled in either by hand or with a typewriter. If it is to be filled in by hand, more space may be provided with lines and if it is to be typed out, less space is sufficient without lines.

The size of the forms must be convenient to the staff. Apart from these, the size must be decided by considering the size of paper available, so that the waste will be minimized, while cutting the paper to the size needed.

(c) Simplicity:

Simplicity makes the work of the user easy. It will be easy for the writer to fill in a simple form. The name and the number of the form should be placed at the top of the form so that they are easily visible. If any instructions are to be followed in filling the form, they must be given at the bottom of the form. Over-elaboration should be avoided.

(d) Name and Number:

Every form must have a name and number. Name is easier to remember than the numbers. The name should be short. It must be self-explanatory. The number of the form is printed to simplify the work of record-keeping.

(e) Appearance:

The appearance of the form is based upon the quality of the paper. It is usually seen that the form of invoices, debit note, credit note, etc. is of high quality and has attractive colours. Good quality paper brings goodwill and respect.

(f) Proper Quality of Paper:

Ink should not spread while writing on the paper. Even when pencil is used the form should not be torn by the pressure of the pencil. If the forms have to be preserved for a long period, durable paper must be used. The paper should be of good quality and durability, if the form has to be handled often or if they are to be sent to high officers.

If carbon copies have to be obtained, thin paper will be convenient. On the basis of purpose and period, the quality of the paper must be decided. In the end, the cost of the paper will also be considered for economy. Different colored paper can be used for different forms, e.g., credit notes and debit notes.

By keeping in mind the above considerations, a form can be designed in the following ways:

1. Name of the form (at the top of the form) will be self – explanatory.

2. Number is to be given to the form.

3. The matter is printed in the proper order.

4. Sufficient space is provided for the writer, who has to give the information.

5. Instructions or guidance’s to the writer may be in different colour print.

6. Wordings in the form must be clear, so as to raise no doubts in the mind of informant.

7. Ruled lines may be provided to fill in if written by hand.

8. The matter must be printed in good type of letters.

9. The sequence should be in such an order that the questions asked must have connection with each other.

10. Longer the preservation period and more frequent handling of forms require better paper.