Structure and Presentation

Structure

Logical flow and order

• Present what readers need to know or do first, followed by supporting details and background.
• Make connections between sections clear. For example, use wording that shows how one section builds on, contrasts with, or illustrates another.

Using structural elements

• Headings:
  • Use headings and subheadings to group related ideas.
  • Write concise, unique headings that clearly describe the content beneath them.
  • Front-load headings with relevant keywords to aid readability.
• Sentences:
  • Write short, simple sentences.
  • Stick to one idea per sentence.
  • Keep the subject and verb close together.
• Paragraphs:
  • Keep paragraphs short.
  • Stick to one topic per paragraph.
  • Make sure the paragraph content fits the topic of the heading it sits under.
• Lists:
  • Use lists for steps, options, and related items.

Formatting

Bold

Use bold sparingly to highlight important or urgent information, such as names, dates, deadlines, or key actionable points.

Avoid bolding text in whole paragraphs or sections.

Italics

Use italics to indicate foreign words that are not common in English.

Use italics sparingly to emphasize a word or phrase if it helps make the meaning clearer, especially to show differences between ideas.

Avoid italicizing text in whole paragraphs and sections.