Where you need to number elements of a text, such as chapters, sections or paragraphs, it’s best to keep your numbering simple and at the higher end of the information hierarchy. Don't number too many levels and try not to mix different numbering systems, such as Arabic numerals, Roman numerals and letters. Overdoing numbering will only add to your reader’s cognitive load and may get in the way of your content.
There are several numbering systems you can use for navigation, but the ASG recommends standard Arabic numerals in most cases. These will be the easiest for your reader to follow.
| Numbering | Examples |
Standard or Arabic numerals, | 1, 2, 3, 4 1.1, 2.1, 3.1, 4.1 |
A, B, C, D a, b, c, d | |
| Roman numerals, in upper or lower case | I, II, III, IV i, ii, iii, iv |
Short documents of 1 to 2 pages will generally not need any numbering of headings. In longer documents, numbered headings can help your reader to navigate.
In particular, numbering the main sections or chapters (1, 2, 3, 4 and so on) in a report can help readers to understand the structure. Numbering can also help to show the structure within a chapter or section (2.1, 2.2, 2.3 and so on).
But if you keep numbering sections and subsections beyond the top 2 levels, it can increase the cognitive load without adding much value for navigation. As a result, the ASG recommends numbering headings only at the top 2 levels in your hierarchy. You can use other formatting options such as point size and emphasis to show further headings.
| Level 1 | 1 Method |
| Level 2 | 1.1 Establishing a sample base |
| Level 3 | We will draw samples from all 4 operational areas |
The main exception to this approach will be in a legal agreement such as a contract or a legal instrument such as a regulation. Here, you will need to number the hierarchy down to the paragraph level so that every provision has a unique identifying number.
In that case, it is best to mix numbering with some lettering, then Roman numerals (in that order) rather than to continue with sub-numbering.
Opt for bullets over numbers unless you’re showing a set order
For vertical lists, use bullets (dots) rather than numbers, except where you need to:
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Paragraph numbering is necessary in a legal document where each provision needs to have a unique identifier. This helps parties using a contract or regulation to reference a requirement when considering how it applies to their situation.
Because legal documents have an elevated status as ‘authoritative’ texts, other documents in the professional world have tended to echo legal numbering systems. The ASG recommends you resist the urge to number at the paragraph level unless you are genuinely writing a legal document. You will burden your reader with cognitive load that makes it harder for them to absorb your content.
In particular, do not paragraph number long documents such as reports or business cases. But even shorter documents such as briefs, submissions, policies and procedures will benefit most from numbering of the main sections and headings without paragraph numbering. Never number website text.
It is very easy to convince yourself that your document is ‘legally’ important or that paragraph numbering is needed for readers to cross-reference particular paragraphs. But if you mainly want your readers to work through the document from start to finish, paragraph numbering will hamper more than help them. Reserve it for documents where readers will mainly need to look up a specific provision without reading the whole.