Comments on: On Using a Two-Column Format

By: AJ

AJ — Mon, 06 Jul 2009 14:06:37 +0000

Hi,
I waa referring to FIDIC conditions of Contract and was interested in applying the same formating i.e. the headings should be freely flowing in LHS column and the all the texts are similialy limited to RHS column – both texts flowing freely (as in a table).
I am avoiding table for the obvious reasons of it not giving the freedom of desired formatting. Is there any way to make the columns take such texts.

By: Gregory S. Marsiglia

Gregory S. Marsiglia — Sat, 19 Jan 2008 01:38:37 +0000

The same text printed in two columns requires fewer pages than if printed in one.

By: AdamsDrafting » Blog Archive » It’s Time for a Typeface Change

AdamsDrafting » Blog Archive » It’s Time for a Typeface Change — Thu, 20 Dec 2007 23:35:25 +0000

[...] Of the two sample pages that I link to above, the version with Times New Roman squeezes three more lines on the one page than does the Calibri version. That’s because, in typographer speak, Calibri has a slightly larger x-height, wider letter-spacing, and more in-built interline spacing (also known as leading). But I’m don’t make a fetish of variations of a page or two in the page count. If it’s something you’re concerned about, you could use 11.5 point size or, gulp, a two-column format. [...]

By: Ken Adams

Ken Adams — Tue, 11 Sep 2007 20:45:03 +0000

I’ve just uploaded a new PDF of the one-page examples. In the two-column version, I halved the tab settings. Ken

By: Celia C. Elwell

Celia C. Elwell — Fri, 11 Aug 2006 17:21:53 +0000

The columns don’t bother me much, but the idea of long contract language sentences and paragraphs in 8 point font does. That’s just too small and too crammed together, unless making it hard to read is the goal.

By: Eric Goldman

Eric Goldman — Thu, 03 Aug 2006 15:10:58 +0000

Agreed. But even if a commercial contract escapes negotiation 95% of the time, that other 5% of the time can be a pain for the reviewers. And, if a dual-column contract hits my desk, it’s because we’re one of the exceptions, yet I still have to deal with the dual columns. I’ll also add that, in the pursuit of faux brevity, I’ve gotten commercial contracts from the other side in dual columns that I know most/all of their customers negotiate. Eric.

By: Ken Adams

Ken Adams — Thu, 03 Aug 2006 14:08:57 +0000

Eric: No argument that 8 point is borderline (although the two-column format offsets somewhat the small font size).

But my principal feeling regarding the two-column format is not that it’s somehow an improvement on one-column formats–it isn’t–but rather that I’m pleasantly surprised that I was able to come up with a two-column format that I can live with, if necessary, rather than simply rejecting the notion out of hand, which is what I have been doing.

In the context of commercial agreements that essentially aren’t subject to negotiation, businesspeople will sometimes insist on a two-column format–anything to make the document shorter. When a document is to be negotiated, I certainly wouldn’t use two-columns, and I’d be peeved if someone sent me a two-column draft.

By: Eric Goldman

Eric Goldman — Thu, 03 Aug 2006 01:07:21 +0000

I’m not sure if the negotiation deterrent effect is due to dual columns or small type. I find that the smaller the type, the less negotiable the contract feels.

I always view formatting tricks like dual columns, small fonts and (worst of all) reduced margins as a shell game–a way to move words around without reducing the substance. My goal has always been to use the fewest number of words possible, i.e., to legitimately reduce the document’s length. I find that short documents just make everything go faster, so I fight for every word in advance. If my client decides to engage in formatting games after that, it’s their choice.

On the other side, when I get a Word document in small font, I just increase the font size myself before I review it (and sometimes in the return document). Where I can, I get rid of dual columns too, but this can screw up the formatting. I do get ticked when I’m asked to review a PDF document with small font and dual columns. Arial 8 is borderline, but I wouldn’t be too upset to get your mock document so long as the margins were wide enough for writing comments.

Eric.

By: Mary

Mary — Tue, 01 Aug 2006 02:11:05 +0000

Ken,

Some things have been well known (or assumed) in document design:

1) Shorter line lengths improve readability, making two column formats easier to read.

2)On paper, in smaller sizes, serif fonts (such as Times) are easier to read than sans-serif fonts (such as Arial). Arial is best on screens and for headings.

3) Two columns does give the appearance of being “boiler plate”. For most documents the boiler plate is less likely to be custom written and more difficult to modify.

Although MS Word makes two column format easy to produce, few people use it. Therefore the “this isn’t going to be changed” impression remains common. However, it can also gives the impression that the document is a form and not necessarily appropriate for the particular circumstances.

I don’t work with contracts as often as I work with standards, specifications, and other documents. However, I expect the above observations apply to contracts as well as to the other documents.

By: Ken Adams

Ken Adams — Sun, 30 Jul 2006 18:25:50 +0000

Michael: I believe that you’re correct that a two-column format is used when the drafter hopes or expects that the parties will be doing little or no negotiating.

In the case of commercial agreements I’ve been working on recently, the client’s intent in using a two-column format wasn’t to dissuade the other side from commenting on a given draft, but rather to downplay somehow its significance by shrinking the number of pages it occupied. But the effect is the same.