Headings! What a snooze-inducing topic, right? I get it. But, let me ask you this: Have you ever come across a document that was well organised, easy to follow and you could quickly navigate through different parts of it? Did it have headings? I bet it did! And here is why:

The Purpose of Headings

Organisation

Headings act as anchors and breakdown content into smaller sections allowing the reader to quickly spot the information that interests them and easily see what is where. Used well, they create a logical flow that aids comprehension.

The organisation of the content with headings is a great way to demonstrate that, for example, you have covered everything. Especially when writing something that will be submitted for review against certain criteria (e.g. a proposal).

Structure and Hierarchy

Headings indicate how different sections relate to each other. They are a good tool to convey complex information a little bit at a time. Headings don’t only support the reader; they also support the writer in deciding what information should be provided first and what should follow. Why is this important? Because there are occasions when you don’t want to go into all the detail straight away. Think appendices, for example. 

Visual Appeal

Well-designed headings (and sub-headings) make long or complicated documents look easy to follow and visually inviting. Here is where all the formatting comes in. Font styles and colour, capitalisation, indentation, etc. 

Should all the headings and sub-headings be formatted the same way? Not necessarily. For example, main headings can be in a different format to sub-headings (e.g. larger font, initial capital letters, etc.), however, all headings within a particular level (e.g. all main headings) should be the same.

If you work for an organisation that has brand guidelines or house style, this is where I would look for information on how you should visually display headings. 

Engagement

Well-thought out headings give the reader a pretty good idea what they are about to read. Phrased well they can, without giving too much away, entice to explore the content in detail. At the end of the day you want readers to actually read the main content. 😉 Here you can allow your wit and creativity to shine, though keep in mind that choosing simple words and keeping it short and to the point is a good trick to come up with good headings.

Why are headings complicated?

Headings done well can significantly improve clarity of the document and help convey the information effectively. Why then, the title of this article suggests that they are complicated? Here are four things that might answer why that is:

Lengthy and Non-Descriptive

Headings are a great example of ‘less is more’, but at the same time they need to provide meaningful information about the content of the section. You might think that I’m contradicting myself here; that for something to be descriptive it needs to be long — not exactly. Good descriptive headings are actually short. The aim is to provide a snapshot of what follows. Save all the long sentences and extravagant wording for the main text.

Unbalanced

Number of headings should be appropriate to the level of detail in the main text. Too many headings and they will start to distract from the content; too few and they will no longer support the delivery of the information.

Table of contents comes in useful here. If you read the table of contents alone, would it tell you too much or would it not tell you enough? Would some sections look too complicated (e.g. with too many sub-headings) or too simple? 

Inconsistent

In both the way they are written and the way they are visually presented. Whether your headings are statements or questions, or perhaps topic headings, make sure all of them are written in the same way. It will create a sense of coherence and professionalism.

Be smart in how you use fonts, colours and font size, and create something that is visually appropriate for the type of the information the sections contain and the heading level. For example – does level 4 heading need to be in bold?

Not Numbered

I know, I know! Not all documents, books, etc. need numbered headings. Agreed! However, for complex topics or lengthy documents where referencing other sections happens often, numbering the headings simplifies navigation. 

I have the pleasure of regularly proofreading and copy-editing a very large organisational document. It’s one of those documents that needs three volumes to logically and clearly present all the required information. Different sections are frequently referenced within the same volume and across volumes. It’s formatting heaven if you ask me, but I mention it here because it’s a great example of the importance of numbering headings.

If you choose to number the headings, make sure all your headings (and any sub-levels) follow consistent numbering sequence. For example level 2 heading has the right number of decimal places. 

Final Word

Thoughtful heading usage not only helps readers navigate the content but also contributes to a positive and lasting impression of the document as a whole. Are headings complicated? They can be. Headings should guide readers, but the main text is where the detailed information resides. Striking a balance between the number of headings and the main content, and creating a smooth transition between the two is why, in my opinion, headings can be complicated.