How do you define a data sheet? A data sheet is basically a piece of document that lists down a specific form of data or information. The data that will be listed in a data sheet can pertain to particular anything, and covers about any topic or field of study (e.g. business, academics, medicine, public service, sports, agriculture, etc.), but is mostly used for business purposes.
In this article, we will be helping you create a data sheet. We have provided you with templates in InDesign that you can download for free, as well as tips on how to create a data sheet. Read on below!
1. Basic company or organization information: This is one of the first things that you should include in the data sheet. Basic company or organization information pertains to the very basic and most recognizable information that you will make available to your customers or clients, specifically the name of your company or organization, office address, and contact number (mobile or phone number).
2. Basic product information: Aside from the basic product information, you also need to include the basic product information. This will only apply if you will be creating a data for a new or existing product, either in retail/wholesale industry. Obviously, you cannot write a data sheet with information regarding products if you are not selling a product in the first place. Among the basic product information you will include in the data sheet includes the product name, product or item number, color, measurements, and features. You may also see task sheet examples.
3. Factory or manufacturer information: The factory or manufacturer information is also an important element of a data sheet. Again, this only applies if only you are selling a tangible product. Factory or manufacturer information pertains to the date when the product was manufactured, materials that were used to create the product, warranty conditions, and information regarding product usage and hazard risks. This information is very important for the safety of the customer as well as the lifespan of the product.
4. Individuals involved: The data sheet also needs to include the names of the individuals who are directly involved in creating the data sheet. The data sheet may not only be limited in providing facts or data, so individuals may have different roles in the creation the data sheet. Listing down the names is more than enough, but you can also list down their positions or designations within the company or organization.
5. Signature of authorized persons: Most of the time, this is the last part or section of any business document, specifically for a data sheet. Signatures validate the data sheet signifying that all the information listed in the sheet are 100% accurate and approved by everyone who were involved in creating the data sheet. This section should also be listed in the last page of the data sheet. You may also see fact sheet examples.
Listed below are the simple tips in creating a data sheet:
1. Focus on product and factory/manufacturer information: The data sheet focuses on the factory or manufacturer information, so you should focus on these information when creating a data sheet.
As previously mentioned, these are the information you will be incorporating in the data sheet: data sheet includes the product name, product or item number, color, measurements, and features. Also, don’t forget to include the factory or manufacturer information: date when the product was manufactured, materials that were used to create the product, warranty conditions, and information regarding product usage and hazard risks.
2. Limit data sheet to two or three pages: The data sheet should not be a very lengthy piece of document. Limit your data sheet to two or three pages only. Keeping the data sheet to a minimum number of pages will be helpful for your company or organization especially if you will be creating a number of data sheets. A data sheet does not have to be a business plan, since it only presents data but does not analyze it.
When creating a data sheet, only include the important elements as mentioned in the previous section. When a product involves a lengthy manufacturing process, it is not advised to list down every step or process as this takes too much space.
3. Include images if necessary: If you are creating a data sheet for a product or item, make sure to include images of the said product. Adding an image will help validate the data sheet as well making it easier for the individuals within the company or organization to identify what product is listed in the data sheet. You may also see log sheet examples.
There is no need to include numerous images in the data sheet, as one or two images will do. You can insert the image in the upper left-hand corner of the data sheet or at the topmost center of the data sheet. The image that you will attach should be of high quality and should not be pixelated or blurry.
4. Use professional fonts: Don’t create a data sheet as if you are creating a children’s playbook. Use professional font styles and font sizes since the data sheet will be presented to various individuals within the company or organization. Using professional fonts basically makes the data sheet look more professional. Here are some of the fonts you can use: Calibri, Cambria, Garamond, Didot, Georgia, Helvetica, Arial, Book Antiqua, and Trebuchet MS.
Follow these steps when you will finally be creating a data sheet:
1. Use a Graphic Design Software: Before you start creating the data sheet, you first need to decide what graphic design software you will be using. There are numerous graphic design software you can use, of which the most popular include Adobe Photoshop and Adobe Illustrator. If you don’t have these two software in your laptop or desktop computer, you can always purchase them at your nearest computer store or online. If you do not have enough budget, you can always use online graphic design software such as Photopea or Pixlr.
2. Gather all the necessary information: After deciding what graphic design software to use, you should then gather the necessary information to be included in the data sheet. The data that you will be gathering should be the basic company information, basic product information, and factory or manufacturer information. The specific information are already cited in the previous sections.
3. Incorporate all elements: Once you have gathered all the necessary information as well as decided on what graphic design software to use, it’s now time to create the data sheet. Incorporate all the elements (product, company/organization, and factory information as well as list of individuals involved in the creation of the data sheet) so that you can create the data sheet. Remember, limit the data sheet to three pages at most as you do not want to create a very lengthy sheet.
4. Add images: As mentioned in the previous section, you should add images in the data sheet not only to make the data sheet visually attractive, but also to make it easier for you to categorize data sheets in the future. Remember, only attach one or two images (preferably in the upper left-hand corner or the upper most center of the paper), and use high quality images.
5. Check for errors, then print out: Once you are done with everything, print out the data sheet. But before you print the data sheet, you should check and double-check for errors. In this case, errors pertain to typographical errors and errors in regards to image and text placement.You may also see grade sheet examples.
There are three sizes you can choose for your data sheet: 8.5 inches × 11 inches, 8.5 inches × 14 inches, and 8.27 inches × 11.69 inches (A4). You can choose from any of these sizes as there is really no correct or standard size when creating a data sheet. If you will be creating a data sheet, it is highly suggested that you use a portrait landscape if you will be incorporating numerous text.
What is a data sheet?
A data sheet is basically a sheet that lists down important or relevant data from any field of study.
Why is a data sheet important?
As previously mentioned, a data sheet is used in almost any field of study (e.g. business, academics, public service or government, medicine, etc.). Without data sheets, information will be not arranged, grouped, or categorized accordingly.