Integrating Essential Skills into Training - National Adult Literacy ...

About entry forms:
• people fill out forms and they also read forms
• information is organized into categories or sections (information that is somehow related)
• sections may or may not be labeled – labels help us to understand what is required
• sometimes section titles are printed down the left hand side of the form instead of at the top
of each section
• may be directions to tell you how to fill out the form
• shaded boxes usually mean that we should not fill out that cell or section OR that the
information is very important (maybe a total at the bottom of a column of numbers)
• character separators may be used to divide words into separate letters OR to separate dates
into month, day, year _/_/_/_/
• response modes tell the user how to fill out the form – fill in the blanks, circle the correct
answer, cross out irrelevant data, tick boxes, write in boxes, etc.
• forms are designed so they can be mass produced and filled out by hand
• many forms can now be filled in electronically
Before filling out any form:
• always determine the purpose of the form (title usually helps) – this dictates word choice,
level of detail, level of formality, level of perfection, tone, etc.
Purpose Of Forms
(a form can have several purposes)
Examples
to collect information order forms, application forms, medical histories
to draw conclusions / make decisions customs form, assessment form, SWOT analysis form
to document events time card, accident report, medical chart, itinerary, schedule
to check or integrate information bills and invoices, claim forms, treatment option form
to provide directions operating procedures, recipes, process directions
to control a process inspection checklist, production plan, inventory control form
• look through the form to determine what is required – tasks involved, information required,
entry style preferred, etc.
• read all directions carefully (e.g. may say to write in block letters or not to fill in a section if a
certain condition exists)
• look at the layout and identify sections
• look at design features such as font sizes, bolding, italics, white spaces, etc.
• do all sections – if you need information to complete a question and you do not have it with
you, flag the section so you will not forget to complete it at a later date (use a sticky note)
• always ask yourself, “How will information I give be used?” and “Who will be reading this
form?”
• be aware of the 24 hour clock if you are asked to use it
• determine if there are legal implications around completing and signing the form