Write headings for the main points using the key terms.
For longer e‑mails, letters, memos, or reports, choose to open the blocks with headings. Headings
are your fulfillment of the contract with the reader. In the statement of contents,
you agreed to explain certain information. The main point sentences state,
one topic at a time, the part the statement of contents contract that you
are fulfilling; the headings introduce the main points.
The clearest writing uses headings containing exactly the same key terms
you used in the notes you prepared as you planned the writing. Present them in the same order you used for the organization as you prepared the notes. The headings
should be explicit statements of the content to follow so the readers
cannot misunderstand. When possible, the headings should be understandable
before the reader reads the text. The levels of headings
must also be distinct so they look like an outline of the text.
The reader should be able to see at a glance the outline levels
of the text, as in this example:
DETERMINE AN ASSET ALLOCATION
Decide on Your Investment ObjectivesLong-term ObjectivesShort-term Objectives
Example Headings For the main points listed earlier, you might use these headings
(in red):
key terms: increase the use of surveillance cameras heading: Increase the Use of Surveilance Cameraskey terms: hire more security personnel heading: Hire More Security Personnel key terms: have more than one employee participate in activities
involving money
heading: Have Several Employees Involved with Money.
Notice that the wording of the last heading is changed to
make it shorter. When necessary, drop unnecessary words without losing
the essential key terms.
Also notice that this is still a fairly long heading. Don't be
afraid to write longer headings. If the reader has to read the text
below the heading to understand the heading, then the heading has
failed in its primary function of preparing the reader for what
follows.
Formats for headings
Use the Microsoft Word styles to set your headings. That will give you a consistent format. If you don't know how to use the styles, look up the procedure in the online help available in Word.
FIRST-LEVEL HEADING
The first-level headings should signal the I, II, and III levels of an outline. They are the main points of your message. The reader should be able to see an outline of your document in the headings.
The first-level heading should be the strongest. In longer documents, center it, use all caps, bold it, and skip 24 points (two lines) before the first-level heading. You may choose to use a 14-point font and a block font such as Arial or Helvetica. Do not use bolding and underlining together. That is too much. In shorter documents, use the description below for second-level headings for the first level.
Second-Level Heading
The second-level headings should signal the A, B, and C levels under the first-level I, II, and III levels. The second-level headings should be 12-point font, flush left, bolded, upper case for first letters except for prepositions, articles, or conjunctions, with 12 points skipped below (one line), and 12 points skipped above. You may choose to use a block font such as Arial or Helvetica, but should use the same font as you used for the other headings. In shorter documents, use this for the first-level headings.
Third-Level Heading
The third-level headings should be 12-point font, flush left, no bolding, underlined, with 12 points skipped below and 12 points skipped above. You may choose to use a block font such as Arial or Helvetica if you used it for the other headings.
Integrating headings with generalizations to open main points
Below each heading, write a sentence stating the main point. Each main point sentence, also
called a "generalization," will be the first sentence in a new paragraph.
The generalizations open new ideas so the readers can follow your message. They also
indicate the document's progress in relation to the statement of contents.
In this form of writing, you should have a generalization at the beginning of each section
describing how you are fulfilling the contract with the reader
by presenting the information coming up next.
The generalization statements must use the key terms, exactly
as they are presented in the statement of contents and headings. In other words,
the reader will see the key terms in four places:
Statement of contents
Headings
Main point or generalization sentences
Explanation
These must be explicit because they are the contract you have with
the reader. Just as you would not change a contract with a company
by using different words for key concepts, you must use the same words
throughout this fulfillment of the contract you have made with the
reader. Here are the resulting statement of contents, headings, and generalization
sentences (without the detail).
Our
company can use three methods to reduce employee theft: increase the
use of surveillance cameras, hire more security personnel, and have
more than one employee participate in each activity involving money.
Increase the Use of Surveilance Cameras The first method our company can
use to reduce employee theft is to increase the use of surveillance
cameras. Detail here . . .
Hire More Security Personnel The second method our company can
use to reduce employee theft is to hire more security personnel.
Detail here . . .
Have Several Employees Involved
in Activities Involving Money The final method our company can
use to reduce employee theft is to have more than one employee participate
in each activity involving money. Detail here . . .
The key terms in the list of main points the writer had in the statement of contents
become the headings. The same key terms appear in the first
sentences after the headings. Those first sentences are the generalizations.
Example
To see an example of a report that has no headings to open blocks and a revision that improves it, click on the "Example" button below. The information will appear in a new window. Close the new window when you're finished looking at the examples.
Bold Field or Data Names to Identify Them as Blocks
When you have field or data names with information following them, separate the field or data names from the information and from each other, as in this example:
Accident Number:
DCA-00-MP-004
Type of System:
Hazardous liquid
Accident Type:
Pipe failure and leak
Location:
Clairton, Pennsylvania
Date:
March 15, 2018
Use bolding and a colon to separate the field or data name from the information. Place each item on a separate line. For longer information, skip blank lines before and after each item.
Example
To see an example of a list that is difficult to read because it isn't broken out and a revision that improves it, click on the "Example" button below. The information will appear in a new window. Close the new window when you're finished looking at the examples.
Activities
If you are required to complete the activities for this training, click on "Open the Activities" below. If you do not want to complete the activities, fill out the form below notifying your instructor that you have read this explanation and continue.
Activities