Headings

Headings have become increasingly important in everyday documents. They help to break up a text and add more white space around it – which makes it more appealing than a dense wall of words.

More importantly, headings signpost the structure of a text. They help readers to navigate a document and find what they need.

A rough guide is to place a heading every 3 to 5 paragraphs in a print document, or every 1 to 3 paragraphs online.

Online and print headings
Use more headings in online text than in print documents

Because of the transactional nature of websites, where users want to ‘grab and go’, it is best to use headings often online.

Readers tend to scan headings to find the information they need and will become impatient if there are not enough headings to help them navigate.

The other reason to use more headings on screen has to do with passive space on a page. In a print document, the margins around the text add white space. A computer screen formats text right to the edges of a window, making it more visually dense. Adding more headings helps to balance the amount of white space. 

It is also best to avoid too many subheadings online. Most web pages should be fairly short and 1 heading level will suffice. But even on longer web pages, avoid more than 2 heading levels. 

Style basics
Use sentence case without a full stop

In either print or online texts, style your headings in sentence case. This uses a capital letter only on the first word (plus any proper nouns).

The only terminating punctuation you should use is a question mark for a heading phrased as a question. Never add a full stop or colon at the end of a standard heading.

Managing complex government assets
Does legislation support our position?
Findings and Conclusions:
Submitting Your Application by the Due Date
Formatting
Prefer font size and bolding to show a visual hierarchy

You will often need more than 1 heading level to structure longer print texts. These levels will help to convey your information hierarchy, and you should format them with a matching visual hierarchy.

Each level should be distinct from other heading levels and from the body text. To achieve this, your best options are:

Avoid italics, underlining and upper case (or all capitals) to separate different headings because these are harder to read. Following is a typical heading hierarchy.

Level 116 point Arial, bolded
Level 214 point Arial, bolded
Level 312 point Arial, bolded
Body text11 point Arial

Also put plenty of white space above each heading. This will prompt readers to pause and process information before the new section starts and better link the heading to the related body text that will follow.

You can also consider adding a line or border below some of the heading levels in your hierarchy.

To apply a border, don’t simply hit the underline button. Use your word processor’s formatting menu to add a border below the paragraph style. Offset it from the bottom of the text by a few points so it doesn’t cramp the heading text, and make sure it runs the full width of the page.

Numbering
Limit numbering to the top 2 levels to avoid complexity

In any document that runs to more than a few pages, numbered headings can help your reader navigate the content. This will likely be in longer reports. But if you use too many numbers, there is a risk they will become more of a hindrance than a help.

ASG recommends numbering headings only at the top 2 levels in a heading hierarchy. Anything beyond this will add to the reader’s cognitive load.

Level 11  Method
Level 21.1 Establishing a sample base
Level 3We will draw samples from all 4 operational areas
For documents that require detailed cross-referencing, particularly legal contracts, you may need more extensive numbering. But make sure your structure is as compact as possible so you don’t place undue strain on your reader.
You must provide an itemised statement of expenses in accordance with 13.7.2.2.
Content
Use a variety of heading types and make them information rich
Traditionally, headings were single words or short noun phrases that summarised the topic in the text underneath them. But along with the increased use of headings has come more information rich heading types. Readers scan heading text to a much greater degree, so it helps to convey more information in a heading than before.
REMUNERATION
Remuneration increases have slowed

Contemporary style also uses a wider range of heading types than the traditional short noun phrase. These include question headings, analytical headings and imperative headings. But always be consistent with the type of heading at each level of the hierarchy, as this will help your readers to navigate.

Generally use shorter, more descriptive headings at the top of a hierarchy, and longer more analytical headings lower down. For example:

Level 1Descriptive

Social media

Level 2Question

How can we improve our reach?

Level 3Analytical 
or imperative

Partnering with an influencer would attract followers

Run a monthly paid campaign

At the same time do not overdo the headings, and keep them under a line. Where they end up being more than 1 sentence, they stop functioning like a heading and start to look like a bolded paragraph.
Citation
Refer to a heading with the same wording and capitals
If you need to refer to a heading elsewhere – for example, to show a web pathway when you can’t use hyperlinks – follow the wording and capitalisation of the original and frame the cited text in quote marks.
To find out more, visit our website and click on ‘Publications’, then ‘Guide to mediation’.
See also:   Accessibility in MS Word,  Numbering systems,  Sentence case,  Underlining