Fact Sheet
Fact sheets serve a variety of purposes. Reporters use them for background information, organizations refer to them for program details, and staff use them as a resource when fielding questions from the public and other interested parties. They come in a variety of styles and forms. The main function of a fact sheet is to break down complicated information into accessible and easily understandable parts. To facilitate comprehension and ease of reading, individual sections of the fact sheet are frequently captioned.
While the format for fact sheets varies, good ones have several things in common. They are well-organized and cover a specific subject in-depth. As a rule, they are one to two pages. Some are longer, particularly if they cover a complex subject. Good fact sheets are clear and easy to read.
The organization of a fact sheet depends entirely on the kind of information you need to relay. Some fact sheets deal with actions that have been taken and are organized chronologically, citing important events as they occurred over time. Others focus on the people and groups who support the program and include sections identifying various partners. For example, you may choose to produce a fact sheet that identifies each of your It All Adds Up to Cleaner Air coalition members.
Fact sheets may contain statistical or numerical information, such as demographics, transportation and air quality statistics, or community information. When presenting data, use charts, graphs, or other visual devices to make them easier for the reader to comprehend.
When several subjects need to be covered, write separate fact sheets. This is true even for closely related subjects. While you could write just one fact sheet describing air pollutants, for example, you would be better served to produce separate pieces--one on ozone, another for particulate matter, and so on. Developing a series of short, specific fact sheets is preferable for a number of reasons. People are more inclined to read brief materials, for one, and a collection of shorter pieces simplifies revision and updating of your resources.
Fact sheets are an economical, time-saving communications tool. The time spent planning and preparing good ones will be well-spent. Good fact sheets will help you avoid repetitive letter writing and lengthy explanations, and the information you disseminate will be clear and consistent.