Using Lists
Lists, by eliminating repetition, present parallel ideas concisely.
Horizontal lists, lists within a paragraph, do not interrupt
the flow of the text.
Vertical or stacked lists are used for emphasis. They also make
the information easy to find, easy to read and easy to use. Stacked
lists, like headings and graphics, also improve readability by adding "white
space", which breaks up long passages of text.
General Guidelines
All lists rely on parallelism; parallel ideas are presented in parallel
grammatical structure. Don't put more than seven items in a list;
use numbers for items that are ordered, such as instructions; and use bullets
for lists which are unordered. Use a colon at the end of the lead-in
for all but stacked lists that have a partial sentence lead-in and a partial
and completing sentence list.
Types of Stacked lists
All lists have an introductory lead-in. The lead-in can be a single
word, a sentence fragment (a part of a sentence), or a complete sentence.
Fragment Lead-in and Fragment
List
Sentence Lead-in
and Word or Fragment List
Partial Sentence
Lead-in and Partial (and Completing) Sentence List
Complete
Sentence Lead-in and Complete Sentence List
List with Headings
Fragment Lead-in and Fragment List
Priorities:
-- product
-- service
-- profit
Note: a colon is used after the lead-in; there is no period at
the end because there is no complete sentence.
Top
Sentence Lead-in
and Word or Fragment List
Ajax Sales Company has three priorities:
-- product
-- service
-- profit.
Note: a colon is used after the lead-in and there is a period
after the last item because the lead-in and list make a complete sentence.
Top
Partial Sentence
Lead-in and Partial (and Completing) Sentence List
All new staff must
-- know their job description
-- follow company guidelines
-- work hard.
Note: there is no colon at the end of the lead-in because the
lead-in and each item in the list make a complete sentence. A period
is used after the last item of the list.
Top
Complete
Sentence Lead-in and Complete Sentence List
Here are some common errors in using lists:
-- A period is put at the end of a fragment lead-in, fragment list.
-- A colon is put after the partial sentence lead-in.
-- Items in the list are not parallel grammatically.
Note: a colon is used after the complete sentence lead-in, and
a period is used after each of the complete sentences in the list.
Top
List with Headings
Some lists start with a heading or a label:
--
Overview Each item on the list begins with a heading or label.
--
Content The heading is a word or phrase, and the rest is
usually a sentence or sentences.
--
Special Note This style of list is best when each item is a paragraph.
A lot of detailed information can be
included in the list. However, the list should be used appropriately; it must
not take the place of headings and
paragraphs in a longer memo or a report.
Online Technical Writing: Lists
-- more detailed information about lists
Top
© John Keith 2006
(Print a PDF version of this page.)
