Use a combination of generic and topic headings for longer documents.

In the example, note that the headings and even the spacing follow a standard hierarchy. (That is, all capital letters are used for headings, upper and lower-case letters are used for subheadings, and more space is used between major sections.)

Also note how the generic headings guide the reader through the document and ensure that the action item is not overlooked. The topic headings move the reader smoothly from "Investment Types" to "Penalty Days."

Subject: TIME DEPOSIT REDEMPTION PENALTIES

The Time Deposit Redemption Penalties Task Force has completed its work and is seeking your input.

BACKGROUND

There are currently five investment types that have multiple penalty day options. Because of the confusion caused by these options, a task force was instituted to clarify these penalty days.

Investment Types
Five investment types had multiple penalty day options. These investment types are 120, 123, 125, 130, and 280. The system will calculate a seven-day interest penalty for these types.

Redemption Penalty Days for Each Investment Type
I have attached a list of investment types and the early redemption penalty days that would apply to each type. The penalty days have been entered into the Time Deposit system and will be used in the penalty calculation that will automatically display on the new withdrawal screen.

ACTION REQUIRED

Please review the attached list, and if you find that the penalty days are incorrect on an investment type, please contact me so that we can make the changes.

Next week we'll explore how topic headings can convey selling messages in instructional and persuasive documents.

This edition was adapted from our Effective Business Writing Program. Previous editions may be read at http://www.uliveandlearn.com/newsletters/index.cfm.