The Universal Rule
These settings apply to every professional document. Start here before any specific document type. Consistency is professionalism — pick one font and stick to it throughout.
01
Page Setup
| Setting | Standard Value | Acceptable Range | Notes |
|---|---|---|---|
| Page Size | A4 | US Letter for North America | A4 is universal in UK and EU |
| Top Margin | 2.54 cm / 1 inch | 2 – 3 cm | Word's default — do not reduce further |
| Bottom Margin | 2.54 cm / 1 inch | 2 – 3 cm | Matches top margin |
| Left Margin | 2.54 cm / 1 inch | 2 – 3.5 cm | Wider for bound documents (3 cm) |
| Right Margin | 2.54 cm / 1 inch | 2 – 3 cm | Keep equal to left unless binding |
| Line Spacing | 1.15 or 1.5 | 1.0 – 2.0 | Single space for formal letters, 1.5 for readability |
| Paragraph Spacing | 6pt after | 0 – 12pt | Adds breathing room between paragraphs |
| Orientation | Portrait | Landscape for wide tables | Portrait for all standard documents |
02
Typography Standards
| Element | Size | Font Weight | Recommended Fonts | Avoid |
|---|---|---|---|---|
| Document Title (H1) | 18–22pt | Bold | Calibri, Georgia, Garamond | Comic Sans, Papyrus |
| Section Heading (H2) | 14–16pt | Bold | Same as body font | Decorative fonts |
| Sub-heading (H3) | 12–13pt | Bold or Semi-Bold | Same as body font | All-caps headings |
| Body Text | 11–12pt | Regular | Calibri 11pt, Times New Roman 12pt, Georgia 11pt | Below 10pt |
| Captions & Labels | 9–10pt | Regular or Italic | Same as body font | Below 8pt |
| Footnotes | 9pt | Regular | Same as body font | Below 8pt |
| Header / Footer | 9–10pt | Regular | Same as body font | Decorative fonts |
Best Font Combinations 2026
Classic Professional: Headings in Georgia Bold, body in Calibri 11pt
Modern Clean: Headings and body both in Calibri — different sizes only
Academic / Formal: Times New Roman 12pt throughout
Contemporary: Headings in Aptos (Word's new default), body in Aptos
Rule: use a maximum of two font families in one document. Headings and body. Nothing else.
Modern Clean: Headings and body both in Calibri — different sizes only
Academic / Formal: Times New Roman 12pt throughout
Contemporary: Headings in Aptos (Word's new default), body in Aptos
Rule: use a maximum of two font families in one document. Headings and body. Nothing else.
CV / Resume Standards
A CV is read in 6–10 seconds on first pass. Clarity and scannability matter more than creativity. These settings ensure your CV is professional, ATS-compatible, and easy to read in print and on screen.
01
CV Specifications
Page & Layout
Page sizeA4
Margins1.5 – 2 cm all sides
Max pages (graduate)1 page
Max pages (experienced)2 pages
Columns1 or 2 max
Line spacing1.0 – 1.15
Typography
Your name18 – 24pt Bold
Job title / tagline12 – 14pt
Section headings12 – 13pt Bold
Body text10.5 – 11pt
Dates / labels10pt
Contact details10 – 11pt
ATS Compatibility Warning
Many employers use Applicant Tracking Systems (ATS) to scan CVs before a human reads them. Avoid tables, text boxes, headers/footers for key information, columns in some formats, and images or graphics. Plain text in the main body area is always read correctly.
01
Report & Proposal Standards
Layout
Page sizeA4
Top / bottom margins2.54 cm
Left margin (binding)3.0 – 3.5 cm
Right margin2.54 cm
Line spacing1.5
After paragraph6 – 12pt
Heading Hierarchy
Report title24 – 28pt Bold
Chapter / H118 – 20pt Bold
Section / H214 – 16pt Bold
Sub-section / H312 – 13pt Bold
Body text11 – 12pt Regular
Captions9 – 10pt Italic
01
Business Letter Standards
Format
Page sizeA4
All margins2.54 cm
FontCalibri or Arial
Font size11 – 12pt
Line spacingSingle (1.0)
Between paragraphsOne blank line
Structure Order
1. Sender addressTop right
2. DateBelow sender
3. Recipient addressLeft aligned
4. Subject lineBold, 12pt
5. SalutationDear Mr/Ms [Name],
6. Body11pt, single spaced
This is exactly how a properly formatted Word document looks at the recommended settings.
Document Title or Report Heading 20pt Bold
Author Name · Date · Organisation 10pt
1. Section Heading (H2) 14pt Bold
This is body text at 11pt with 1.5 line spacing. This is the most readable setting for professional documents. The text flows naturally and gives the reader's eye enough space to track from line to line without effort. Good spacing is invisible — bad spacing is immediately felt. 11pt
1.1 Sub-section Heading (H3) 12pt Bold
Body text continues here at the same size and spacing. Use H3 sparingly — only when a section genuinely requires a further level of hierarchy. Too many heading levels signal disorganised thinking rather than thorough coverage.
2. Second Major Section 14pt Bold
Text continues. Notice how section headings are visually distinct without being decorative. A professional document relies on structure, not colour or unusual fonts, to communicate hierarchy and importance.
Table 1: Caption text for figures, tables, and images appears at 9pt italic below the item it describes. 9pt Italic