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An approach to how to write a fact sheet

How to write a fact sheet: the best way to relate information to the public in the simplest way possible

Introduction to how to write a fact sheet

A fact sheet, otherwise called white paper is an important tool that can be used in public relations in order to provide an overall view of any business. Although, fact sheets can stand alone, but are commonly used so as to supplement a news release or a website, to anchor any press kit, and/or to replace a brochure.

Usually, a fact sheet is considered to be the one-page document which provides the basic as well as the necessary information about a particular topic in any easy and any quick-to-read paper containing information which needs to be publicly released. Furthermore, this information paper can be two pages long as well but this is only applicable in cases where the subject of the fact sheet is too complex to be reduced to a single page, a writer should consider creating or drafting another one-page fact sheet but care must be taken so as not to drift away from focusing on the main point or on the overall topic.

The components of any fact sheet

The components of any communication tool include the following:

  • The name of your business, his or her address, phone or mobile number, as well as a web address. All of these must be written on the top left corner of the paper but with an exception in case, a company’s letterhead is to be used.
  • It must also include a contact name, the title, email address but on the top right corner of the paper.
  • Next, the writer must three spaces downwards then type the name of the subject in the center but in uppercase format and two spaces downwards then type Fact Sheet, also at the center of the page.
  • The body of this information paper two columns set-up, the left, and the right columns respectively. The left column includes; headings, such as the history, vision, etc., but in uppercase format while the right side has the description of the heading. The descriptions should be made up of short sentences and must be under the second column.
  • In addition, if the document is more than a page, the writer must type “-more-” at the of the first-page bottom but in the center.
  • At the end of this written document, hashtag symbols “###” will be inserted in the center of the page, then two spaces downwards on the right-hand side of the page, type the month and year.

Avoiding Common Mistake in writing a Fact Sheets

It is a common practice to make some mistakes while writing any essay but trying to avoid them is the best of all practice. This can be a little bit hard to do but once a writer master all the criteria needed to write any essay, the less error he or she will make. Below are the ways with which any writer can avoid any error while embarking on writing this type of documents:

  • Too many facts: Although, it is not hard to find any numbers and statistics but care must be taken to use only the necessary and most important information gotten so as not to jam pack the communication paper with non-relevant information.
  • Different sources saying the same thing: it is usually not a very good idea to quote too many sources on a similar issue. This is because they will disagree about the number. More so, they might have used a different approach or methods but completed their study at different times. Therefore, is not possible to have different source having exactly the same thing or similar information as they will definitely differ from one another.
  • Facts in random order with no flow or structure: This is one of the biggest issues most inexperienced writers face while writing a document like this. Yes, there are plenty of ideas or facts to be used but how to structure these facts, as well as the ideas, matter a lot. A writer must be extra careful else, he or she will end up having nothing to relate to the public or will have a bad information to be presented if his great ideas are not well structured. Therefore, there are good reasons for any writer to spend more time and thought before structuring his facts.
  • Sourcing and attributions burying the facts: it is important to remember that only the facts are to be written and not where they were gotten from. The use of footnotes is not a bad idea in cases where the facts written in a particular paragraph will make such paragraph boring to readers.

Things to put in mind while writing a fact sheet

  • Write in simple sentences and use simple words. Use of words that an average person can understand without the need to have to wonder what you are talking about is of absolute importance.
  • Find the best ways to break down difficult or complex ideas. Search for comparisons and everyday analogies that can be used to express and explain complicated processes. In other words, make your information paper as understanding as possible.
  • The use of present tense is also important as do not forget to make it as active as possible.
  • Try to keep your text and sentences very brief so that just anyone will read it without having to think of how long it will take to go through it. Remember, not everyone wants to read bulky information especially those in small fonts.
  • The first paragraph gets the most important information. This information could be any of these: what the issue is, the kind of action needed, then enable to label the main message.
  • Persistent or the consistent use of terms or terminologies is important.
  • All the numbers, as well as the percent that were used while writing this kind of document, must be double checked.
  • In cases where tables and/or charts are used in describing some parameters, the use of a general term is also important.
  • Use bullets in places where you need to list.
  • The fact sheet must be self-contained, i.e. a writer must not refer to previous documents.

Layout and typical writing errors of how to write a fact sheet

  • A page long fact sheet is the best.
  • The use of 10 to 14-point font for the fact sheet.
  • The page should begin with the words “Fact Sheet,” followed by a short heading that explains the subject of the page.
  • The use bolding, text boxes and graphics to lay some emphasis on important points.
  • Simple graphs and charts such as pie charts can give your readers the information you want to pass across as he or she give your fact sheet a glance look.
  • List of some references for further information should be provided in case a reader needs further information.

Some of the typical errors that occur while writing any fact sheet are described in details below:

  • First explain or give the definition and/or meaning of all the acronyms at first use, then the writer can use only the acronym in the rest of the document.
  • Example: The Center for Rural Health (CRH) which was founded in the year 1980. The CRH is based at the University of North Dakota School of Medicine and Health Sciences.
  • In narrative cases, write the word percent in full instead of using its symbol.
  • Example: among the one-hundred people who were sent the survey, 80 percent responded.
  • Avoid the use of decimals when using percent.
  • Example: The population of North Dakota has increased just over one percent in the past year.
  • Use of numbers: In general, any number less than 10 can be written out in words, while numbers more than 10 are written as numerals.
  • Example: During the program, information was sent to three communities resulting in responses from 234 people.
  • Exceptions: When a number begins a sentence as well as dates:
  • Example: Two hundred thirty-four people responded to the mailing before April
  • Titles: in cases where the title comes just before the name, it must be in capital form, but if the title comes after the name, it can be written in lowercase.
  • Example: The director for Rural Health Dr. Mary Wakefield attended the meeting. Brad Gibbens, the associate director of Center for Rural Health, was also with her.
  • Dates: There is no comma between month and year, but there is a comma between the date and year.
  • Example: They are planning on meeting in April 2005, can be possibly written in this format: April 15, 2005.
  • People first: While using terms to describe people, it is a good idea to use “people first language.”
  • Example: Many of the children who are not insured in North Dakota come from families with low income.

How to write a fact sheet: the best way to relate information to the public in the simplest way possible

Introduction to how to write a fact sheet

A fact sheet, otherwise called white paper is an important tool that can be used in public relations in order to provide an overall view of any business.

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Assignment ID
100000029
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CREATED ON
June 19, 2016
COMPLETED ON
June 20, 2016
Price
$50
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