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. See Related information in 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.

Related information in sentences

Related information can be presented using:

• separate sentences
• a semicolon
• parentheses
• an em dash

Default approach: separate sentences

In most cases, use separate sentences. This is usually best for readability.

You can use a transition such as “For example”, “That is”, “See”, or others.

If dividing a complex sentence into two sentences, you might need to add words to make complete sentences.

Optional approach: one sentence

In some cases described below, you can use one sentence with a semicolon, parentheses, or em dash. Avoid long or complex sentences.

Semicolon (optional)

If the information is short and simple, you can use one sentence with a semicolon. The text before and the text after the semicolon should both be grammatically complete sentences.

Parentheses (optional)

For a short clarification within a simple sentence, you can use parentheses within the sentence. Be aware that the parenthetical information will break up the sentence flow.

Em dash (optional)

If you want to convey emphasis or a sharp break in thought, you can use an em dash with simple clauses. (Be aware that em dashes are associated with AI writing.)

The first part should be a complete sentence. The part after the dash does not need to be a complete sentence.

Related: The grammar section covers em dashes for list 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.