A well-written list can help readers quickly find details and take action. A poorly written list can distract, annoy, and confuse.
And sometimes you shouldn’t write a list at all.
When should I use a list?
Use a list when readers need individual details. A list organizes those details so that readers can work with them and check them off as they go.
Do not use a list when readers need the big picture. If the reader’s main question is “what does all of this mean,” don’t just rattle off details. Instead, interpret and analyze those details for your readers.
Editor's Note
You have five fingers on each hand, a good “rule of thumb” for how many items a reader can easily grasp in a list. Avoid creating “The Top 29 Tips for ________” No one can keep track of that many items. A long list means you haven’t focused your thinking. Instead, make your ideas accessible by using short lists with explanations along the way.
How should I organize a list?
Use a numbered or lettered list if the details have a natural order or ranking. Organize them chronologically or by order of importance.
At the beginning of the open house, please follow these steps:
- Arrive at Jenkins Hall by 8:15 a.m.
- Sign in at the front table and receive your name tag.
- Peruse the poster sessions.
- Greet guests and members of the press.
- Find a seat by 8:50 a.m. in preparation for the keynote address.
Use a bulleted list if the details are equal in importance.
The keynote address will focus on three main issues:
- The company mission statement
- Market disruption and emerging challenges
- Opportunities going forward
How should I structure my lists?
Introduce each list with a complete sentence that tells what it is about. Place a colon after this sentence.
Use parallel structure for each item in a list. You can have a list of statements, or a list of questions, or a list of commands, but you should not mix all three. You can have a list of phrases or of individual words, but each item needs to have the same grammatical structure as the others in that list.
Don't Say
You are invited to the open-house lunch after the presentation:
- 12:30 to 1:30 p.m.
- How many people from your department will attend?
- in the Perkins Room
Do Say
You are invited to the open-house lunch after the presentation:
- Plan on lunch from 12:30 to 1:30 p.m.
- Tell Sherry Smith how many people from your department will attend.
- Join us for lunch in the Perkins Room.
Use the same style for each item in a list. For most lists, capitalize the first letter of each item as well as proper nouns. If each item is a complete sentence, use end punctuation.
Don't Say
- GROUP WORKSHOPS—1:45 to 3:30 p.m.
- break 3:30 to 3:45 p.m.
- Final address
Do Say
- Group workshops: 1:45 to 3:30 p.m.
- Break: 3:30 to 3:45 p.m.
- Final address: 3:45 to 4:15 p.m.
Editor's Note
You can also organize a list as a complete sentence, starting with the introduction and leading to the final item. This approach, however, demands more focus from readers and leads to some tricky punctuation and capitalization:
To attend the open-house lunch after the presentation,
- plan on lunch from 12:30 to 1:30 p.m.,
- tell Sherry Smith how many people from your department will attend, and
- join us for lunch in the Perkins Room.
|
