Use informative headings in instructional documents and in persuasive documents such as brochures, recommendations and proposals.

Informative headings capture the main points or gist of the information that follows. They are particularly useful when you are concerned that the reader might not have the time--or the inclination--to do more than scan a document. Informative headings ensure that even a cursory reading will leave the reader with an understanding of the main ideas or benefits. Like newspaper headlines, these headings also draw the reader into the text.

In the following example, informative headings capture the gist of the information for the reader who does not take time to read the text:

SUBJECT: IMPLEMENTING OUR YEAR 2008 SAFETY PROGRAM

Safety Program Action Items
On August 7, 2007, we discussed our Action Plan reflecting findings in the Workers' Compensation Cost Analysis Report and our progress on the following items:

1. Distribute Management Safety Policy Statement. The Safety Committee will distribute a management policy statement to employees later this month. This statement, communicating our company's commitment to health and safety, will help kick off our new safety efforts.
2. Distribute Written Safety Rules. With the management policy statement, employees will also receive a list of written safety rules for them to sign. These signed written safety rules will help document our safety requirements as well as provide proof that employees were told how to perform their jobs safely.

Next Steps: Finalize November 20 Safety Meeting Agenda
I look forward to attending the November 30 meeting when we can present the policy statement and written safety rules as well as discuss with employees our new employee safety program. I will contact you before this meeting to finalize the meeting agenda.

For readers who do read the text, the headings preview and summarize the text. The text then reinforces and drives home the messages in the informative headings.

Thus headings can guide your reader from topic to topic, increase the interest level and persuasiveness of your document, and help ensure that no items are overlooked.

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