It is necessary to have data organized in a systematic and uniform manner. This keeps information tidy and easy to interpret. One part of keeping data together in this way is by using an established form/format system.

Can you imagine doing a major business deal and just being handed a blank sheet of paper to outline the terms? Could you picture going into a medical office for a check-up and having your medical rights listed out chaotically without rhyme or reason? Across every industry, it is expected that all documents will follow a logical form/format.

A form is a document that has a set template for the presentation of data or information. Format is the layout with which the data is presented.

There are some clear benefits to having information presented in a defined form/format:

Having your data presented in a way that lacks a clear form/format would be seen as highly unprofessional in most business-oriented scenarios.

Data being presented in a clearly defined manner makes it easy to use by any professional that may need to access it.

There being a set way of presenting information allows for better communication and cooperation across departments in a business organization.

Presenting information within a set form/format minimizes the chance of confusion in regard to the information’s intent.

Understanding proper form/format requirements is important for the following reasons:

Know what is expected – Understanding how to properly present a document gives you the ability to show your data in the manner in which it is expected to be received.

Keeping it legal – Some documents are put together in such a way because there are legal requirements involved. Understanding proper form/format helps you make sure that your business is following the law.

Customer perception – Having a solid comprehension of how to properly present data and information in the appropriate format and with the right forms helps your customers see your business as trustworthy and reputable.

A small company has decided to begin to enter the manufacturing realm with a new niche part that it thinks will be of use to a lot of other companies. Before it can begin taking and fulfilling orders, it needs to make sure that all the documentation that it will be working with follows a professional form/format and complies with all laws and regulations. The organization comes up with the proper forms and formatting using templates available online and then modifies them to their needs. They then consult with a business attorney to make sure that the forms and formatting are legally sound. Once they feel confident that their forms and formatting are professional and legal, they begin taking orders for their new part.

Here are some good practices to help guide you when it comes to thinking about form/format:

If you are unsure of the appropriate form/format for a document, there are plenty of online resources that provide you with sample and boilerplate versions for reference.

To make sure that your forms are fully following the correct format and that they contain all the necessary information, consult other business colleagues or even a legal professional.

If you are unsure of how to properly put together a form or how to format it in your business, compare it against similar documents that your organization may have used before your time there.

Common examples of forms would be incident reports, job applications, process sign-off, contracts, inspection sheets, and feedback queries.

It helps for information to be presented in a uniform way that is easy to interpret and professional.

Many forms and formatting follow strict business requirements. There is definitely some wiggle room, however, with the formatting of certain forms. If in doubt, compare your formatting against similar forms by other organizations or your own company’s other documents.

With forms and formatting presented in a clear, logical, and professional manner, we avoid the confusion that comes with data that is difficult to interpret. As a business, your customers are more likely to trust your organization if you give them documentation that is laid out in a way that is familiar and accessible. Without proper forms and formatting, business dealings would feel completely chaotic. Handshake deals and terms haphazardly written on a napkin have no place in a professional environment.