A person is using lists in documents on their laptop. Transparent icons of lists appear over the hands and laptop in the photo.
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Using lists in documents: how to help your writing, not hurt it

Knowing how to use lists well in documents can make all the difference to your writing's success.

Reading time: 4 minutes | By Lee Ellwood

There are lots of reasons for using lists in documents, but the secret is to use them well. A quick scribble will do fine for Christmas shopping, New Year’s resolutions and coffee orders, but for documents intended to make an impact, poorly constructed, formatted and located lists can set you right back.

Why lists matter in impact writing

Lists look pretty, the little text-breaker-uppers that they are. But here’s why you should pay attention to the way you’re using lists in documents. Sure, they give the eyes somewhere to rest on the page, but they do much more than that for your audience—and your communication success.

  • Readers are busy, so they skim text, and lists make your information scannable and easier to access.
  • Lists can foreground key information by making it stand out among a flood of words.
  • Lists can establish an order of steps to be followed or a hierarchy in the information to be absorbed.
  • Lists can highlight the relationships between pieces of information.

If you’re in impact reporting, research, opinion writing and content for social good, it’s vital that your writing engages your target audience every time. If the funding assessor or donor or program partner can’t quickly grasp what you’re trying to say, you could lose their attention in seconds.

In short, lists can make it easy for people to say ‘yes’ to your document.

(By the way, that list is a sentence list. Each item is a full sentence, so it takes an initial capital and a final full stop. It may or may not have an introduction in the preceding paragraph.)

What goes wrong with lists in documents?

We’ve seen a lot of lists over the years, and they haven’t all been effective. As a result of poor list construction, the information has been disjointed and hard to follow, or the chosen punctuation and list item structure has been distracting and confusing. The problem here is that readers disengage.

Some of the common issues with lists include:

  • list items with varying structures in the one list (distracting)
  • list items that are too long, or a mixture of lengths (confusing)
  • list items in an illogical order (disconnecting)
  • inconsistent list styling across the document (confusing and unprofessional)
  • overuse of punctuation (unclear and distracting)
  • overuse of lists (narrative-breaking).

Lots of list writers don’t ensure parallel structure of items in a list, and this causes problems in the document. ‘Parallel structure’ means that every item in the list follows the same syntactic pattern. Because humans like patterns, parallel structure helps readers extract your meaning more quickly and easily. For example, our list items are all noun phrases.

(As an aside, that list is a fragment list: each item is a piece of a sentence, not a complete one. Fragment lists have a lead-in sentence or phrase—‘Some of the common issues with lists include:’—and no punctuation after list items except the final one.)

How to write a good bullet list

The Australian Government Style Manual offers a clear, step-by-step to the principles of well-constructed and consistently formatted lists in documents. The guide covers capitalisation in lists, how to write a good bullet list, the differences between numbered and bulleted lists, and how to punctuate a list correctly.

Here are some of the key principles we follow at EllWords for using lists in a document.

  • Ensure parallel structure of items, so that all are consistent in tense, sentence type or word class within that list.
  • Minimise punctuation use and conjunctions—semicolons aren’t needed at the end of items, and you can skip the joining ‘and’, as well. (Except in legal contexts, where it really matters.)
  • Make sure the list serves a purpose and hasn’t been thrown in to break up the page. It should outline a genuine series of examples, options, key points or steps.
  • Apply numbering when the order of the items matters—as in a sequence of steps or instructions, for example. If the order doesn’t matter, use a bullet list.
  • Check that lists are scattered among paragraphs, not replacing them. A list should complement the way you present the more detailed information.

We recommend that writers don’t worry too much about the formatting details of their lists when they’re compiling their documents—just get the ideas and information flowing. Then, examine your lists closely during the editing and refining stage, when you can approach the text more critically.

One more list type …

  • A standalone list
  • Initial capital, like headings
  • No full stops—not sentences
  • E.g. shopping lists, brain dumps

Using lists in documents—for good

How does your list-writing shape up? The key thing is to be aware of the effect poor lists have on your document and the points (no pun intended!) to watch out for. Following our tips (and the AGSM) will have your lists performing for you in no time.

However, tidying up lists is one common aspect of our editing and writing work in impact reporting, research and legal writing, and long-form content. If you have a great document that’s almost ready to go and time’s running out, why not contact us for a final pre-distribution check and make sure your lists are carrying their weight?

An editor is working with a laptop and notebook. She has long red hair and wears a dark shirt.
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Why you need an editor in your toolkit

Even comms professionals can benefit from calling in an editor. Find out how professional editing can boost your organisation's image, brand and engagement.

Reading time: 4 minutes | By Lee Ellwood | Copyedited by Kylie Howard

Talking about what editors do can be fun. (No, really. Hear us out.)

Over glasses of wine and cups of coffee, we’ve heard everything from 'finding typos' and ‘putting commas in’ to ‘checking facts’ and ‘taking over my writing’. Upon hearing the phrase ‘I’m an editor’, people visualise either glamour (wine at a book launch) or pedantry (red pens and stern faces). We can always tell which one it is by their expression: awe or revulsion.

So, lean in, as they say: here’s the secret.

You need an editor to ensure your words work hard

Editing is about clarity, consistency, engagement, story. It makes sure your words fulfil their purpose. And you need an editor because editing is vital for your communication strategy to succeed. Why?

  • If people don’t get your point immediately, they’ll go read something else. What’s the point of writing something if it doesn’t stand out from the sludge?
  • If people look but don’t engage, they won’t keep reading. How can your writing achieve its purpose if no one reads it?

Here’s the lowdown on what editing can do for you, your writing and your communication strategy.

Editing supports your brand messaging

Editing makes sure all your organisation’s written communication aligns with your brand. We check that your report, web article, capability statement or other document has a consistent voice, language level and tone so it sounds like your organisation. If not, we fix it.

Branding gives your audience a shortcut to knowing your organisation. If your writing contradicts your brand messaging, you’ll confuse your target market and struggle to engage them.

Achieving consistency is particularly important when multiple people contribute to your documents and publications (think annual reports and external newsletters).

You’ve put time and money into your brand. Why undermine it with inconsistent writing?

Editing boosts your credibility and expertise

You know your field, and your writing should show it. An editor will pick up any waffle, contradiction and uncertain expressions in your communications so that your expertise and reliability can shine through.

Getting your facts right also helps to build trust in your brand, and an editor can have your back here.

As standard process, we check basic facts like the spelling of people and place names, and we watch for flaws in logic. Other, more detailed fact checking needs to be stipulated in the project brief – and factored into your budget.

Editing shows you know your audience

Unless your target audience feels seen and heard, you won’t engage them. Your editor can make sure your writing has them front and centre: people-focused, problem-solving and relatable.

We also review documents for inclusivity and sensitivity, so your writing displays your organisation’s empathy, understanding, respect and values. Our accessibility checks and suggestions help your words reach more people, more easily. We consider the language level and whether it's appropriate for the audience.

What kind of editing do you need?

We’re back at that party, explaining what we do and why people need an editor.

Editing can be light-touch or deep intervention, depending largely on your purpose, your budget and your timeframe. But to give you an idea, let’s briefly outline the 3 most recognised categories of editing.

Structural editing: for engagement and accessibility

This is a ‘bigger-picture’ approach that allows your reader to find their way around your document in an enjoyable, user-friendly way, making it more attractive and engaging.

Your editor will review the document’s cohesion, flow and navigation. We’ll look at the balance between the sections and the overall pace of the piece. Is its length suitable for purpose, and is its focus even?

  • This level is equally effective on shorter texts (like brochures, newsletters and feature articles) or full-length documents (such as reports, capability statements and white papers).
  • It's also key for developing effective, engaging web content.

Copyediting: for distraction-free text

This is a detailed review of the language, form and grammar in the document. It should be done after a structural edit.

Our copyeditor will find and correct typographical errors, lapses in appropriate grammar or word usage, spelling mistakes, text misalignment, errors in number format or punctuation, general factual inaccuracies and style inconsistencies.

‘Line editing’ is similar to copyediting, and in Australia many copyeditors undertake both when they work. In fact, the two terms are often used interchangeably here, but they’re considered separately in the UK.

  • Line editing works at sentence and paragraph level and looks at word order, sentence structure, tense and voice.
  • Copyediting works at word level and covers errors and inconsistencies in spelling, punctuation, factual accuracy, styling, spacing and layout.

Proofreading: the last chance for perfection

This is a quality control step: the very last check of documents, manuscripts, web content or page proofs prior to their publication or distribution.

Depending on the type of document, your proofreader might check the page layout, order and numbering of pages, sections and chapters. We review the positioning of graphical elements, consistency of heading levels and other formatting, and make sure links and navigation are functional. We also make sure that earlier edits have been accurately taken in.

  • A tip: proofreading is not copyediting! Proofreading is a quality control step. Copyediting is the polishing step.
  • If your writing has not yet been professionally edited, ask for a ‘copyedit’ rather than a ‘proofread’. Or, avoid the terminology altogether and tell your editor exactly what you want them to look for.

Working with EllWords' editors

When the EllWords group works with you, we’ll find out your writing project's purpose, budget and audience. We’ll listen to the ideas in your mind and the vision in your head. We’ll ask what deadline you’re facing. Then we’ll find the best way to make it happen.

Our professional editing team can take the pressure off you, leaving you free to focus on leading, coordinating, planning and evaluating.

Why stretch yourself too thin when we can put time back in your hands? Contact us today.

An editor's hands are typing on a laptop, with a notebook, pen and coffee cup lying nearby.
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5 reasons why ‘good writing’ matters

As professional writers and editors, we know that good writing matters to any purpose-led or socially focused organisation. But if you’re a time-poor, overloaded communications officer, you may not have had time to think much about it.

Reading time: 4.5 minutes | By Lee Ellwood | Edited by Penny Hayes

Why does ‘good writing’ matter, and what value does it offer your purpose-led organisation? What does 'good writing' actually mean?

In high school English class, it probably meant perfect grammar, vivid adjectives and beautifully crafted sentences. In business, those things can help create good writing, sure—but let’s dig deeper.

‘Good writing’ means effective writing

Anything written is written for a purpose. Whether it’s a novel, a shopping list, a business report or website copy, you always have a reason for writing it.

Good writing means effective writing: it achieves your purpose.

And effective writing maximises opportunities.

Everything you write for your organisation is an opportunity to get people on board with your purpose: to educate them, make them aware, inform them, update them, persuade them.

Effective writing allows you to make the most of those opportunities to engage your audience. It drives clarity, trust, engagement and results.

Those factors underpin the success of your communication strategy. You can have a brilliant strategy, but without effective writing, your tactics won’t carry it out.

Writing effectively takes time and skill, but it’s a worthwhile investment. Here’s why.

1. Good writing matters for efficiency

Good writing is clear—it ensures your message is quick to spot, easy to understand and confusion-free. Clarity is so important now because people are overwhelmed with information and skim content more than they read it. Clear writing makes it easy for them to get your point as they zoom past, thus increasing your chances they’ll stop and read more.

Clarity also reduces misunderstandings or mistakes that can cost your organisation time and money.

  • A poorly written webpage can increase your phone enquiries and take up more of your time.
  • Unclear procedures are inefficient, generating multiple revisions and more back-and-forth among your staff.

Here's a professional writing tip: follow plain English principles to maximise clarity. It reduces confusion for the reader and inefficiency for you. It also ensures your content is more widely accessible, which enhances your image as a relatable, client-focused and approachable organisation.

2. Good writing builds trust and credibility

For organisations trying to change people’s lives for the better, earning trust is vital. If people trust you, they’re more likely to come on board with you. Polished, professional and brand-aligned content signals credibility to your audience, and credibility builds trust.

You also need to convey expertise and reliability to succeed in influencing, persuading and engaging people. Good writing makes this possible.

  • Well-crafted storytelling allows you to share valuable insights and solutions.
  • Thoughtful writing can clearly and convincingly demonstrate a deep understanding of your chosen cause or issue.
  • Writing that is factually accurate, direct and honest will position you as committed, empathetic and authoritative in your sector.

But poor writing will undermine your expertise and credibility. If you can’t make your organisation sound interesting, committed and motivated, why should anyone listen to you?

3. Good writing connects and engages

Writing well makes people feel heard and understood. If you speak directly to your audience’s beliefs, circumstances and concerns, it creates connection, and that drives action.

  • Writing with empathy shows you care about your cause.
  • Acknowledging your audience’s pain points and offering valid solutions demonstrates that you know and understand them.
  • Writing inclusively tells people you respect diversity.

Let your writing show that you’re ‘on the same team’ as your audience, and it will help you build relationships and increase loyalty.

4. Good writing gets results

Ultimately, effective writing delivers the results you’re after. Whether you’re crafting web copy to convert visitors into participants or preparing a grant application to secure funding, the quality of your writing can make or break the outcome.

Why? Because writing is effective when it's focused on the purpose you want to achieve and the interests and needs of your target audience. Without taking those two things into account when you write, your message won’t engage the people you want to hook.

  • Writing a grant application? Write in a way that makes it easier for the assessors to see why your organisation deserves the funding.
  • Pulling together the annual report? Highlight what your stakeholders will most want to know about what you’ve achieved. Make it easy for them to find what they’re looking for and quickly grasp the key points.

Good writing adapts to suit the context, whether formal, technical or conversational, by tailoring its tone, style and language level appropriately.

Two people stand a metre apart texting each other. They both wear blue shirts and reading glasses. The girl's text message says 'Where are you?'. The boy's text message says 'I am here!'
Is effective communication really so hard?

5. Good writing attracts attention

It’s a ‘look at me’ world. Everyone is vying for attention and churning out content, which means much of it is poor quality—written fast and thrown into the void of the interwebs.

That’s why writing well can help you stand out.

  • High-quality content with well-expressed insights attracts readers. (Not everyone wants funny cat videos all the time.)
  • Quality writing also keeps readers engaged longer, which boosts metrics like time-on-page or click-through rates.
  • Search engines may reward well-written content with higher rankings in search results—a critical factor for driving organic traffic to websites.

It’s tempting to take the quick and easy route, thinking content quality doesn’t matter. But if your organisation invests in high-quality, professional writing for your content strategy, you position yourself ahead of other organisations that settle for mush.

Good writing matters to your organisation

Writing that's effective adds value to every communications tactic. From building people’s trust and confidence to saving you money and driving results, good writing matters because it's an essential tool for achieving your organisation’s goals. And it's so easy to achieve.

In our experience, many comms officers are under-resourced, on a deadline or stretched thin. If that’s you, consider outsourcing the writing. You’ll then be free to drive your strategy, lead your team, schedule your media and keep the bigger picture moving.

At EllWords, we specialise in effective writing for organisations making a difference, and we believe it can be transformational. We offer professional editing that makes your impact reports stand out and all kinds of writing to help you change the world.

If you’re ready to elevate your communications with clear, engaging words that deliver real benefits, let’s talk!