User guides are organised around practical tasks, and are formatted to support action. Good user guides use other design patterns from this library: for example, clear layout, skimmable headings, numbered steps, companion icons, icon systems and other visualisations.
Many contract documents include instructions about processes such as delivery or invoicing, but the instructions are buried in dense paragraphs and among clauses. These requirements will be clearer (and more effectively acted upon) if explained using user guide conventions.
A user guide format is ideal where the information is intended to trigger an action – for example, requests for proposals. If bidders understand what you want from them, they will submit clear and compliant bids.
Moreover, contract documents usually have different primary audiences for different types of information. Content that need to be acted upon is often addressed to people outside the legal department. Other clauses which are not intended for action (e.g. boilerplate clauses on applicable law) are usually relevant for legal and compliance specialists. A visual distinction helps signaling for whom a certain piece of information is, so that readers without much appetite for reading contract prose can concentrate only on content relevant for them.
Use the user guide format whenever it is critical that the document is read and acted upon in the correct way. The goal is to reduce transaction friction and unnecessary mistakes.
© 2019 Rob Waller.
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The clauses relating to practical actions are flagged with icons within the General Terms and Conditions, then collated into a user guide with sections on practical issues such as record-keeping and communication.
Source: Airbus Defence and Space General Terms and Conditions of Sale and Purchase
Courtesy of Mirjam Ros and Jerry Linnemeijer.
© Airbus Defence and Space Netherlands BV. Used with permission.
Designer: Rob Waller
Action-oriented clauses are collected into user guides for invoicing, reporting, and costing. They employ user guide conventions such as skimmable headings, visualisations, icons and simple language.
Source: Waller et al. / Journal of Strategic Contracting and Negotiation
© 2016 Waller, R., Waller, J., Haapio, H., Crag, G., & Morriseau, S. Used with permission.
Have you used prominent section starts in your contracts? You can contribute to the Library by sharing an example.