Headings

Headings
A Heading is a title for a paragraph, section, chapter, or document. There can be many Headings within a Policy,
Process, or Procedure. Headings are a structural element within a document. Policies, Processes, and
Procedures are designed to look a certain way that will aid the users, when referencing the document. The
design includes fonts, margins, spacing, and so forth. Headings are the key factor of design. The Heading
content concisely describes the document content.

Function
Headings are defined as styles (for example, Heading 1, Heading 2, etc.) within an authoring tool (for example,
Word). Using HTML, the same Heading has similar, if not identical, functionality.
Headings have built in functionality that assists both the user and the author. When using a Heading within a
document, the Heading style or tag must be used; never manually format another style or tag to make it look
like a Heading. You will then lose the built-in functionality of the Heading style or tag.
Based upon the software that is used, there are methods available that will allow you to easily review the
document Headings. Please note, if you use a Body Text or Normal style, these review methods will not work.
Always use a Heading style for your Headings.

A document map displays the Headings for a document. The document map can be viewed while you
are creating the document. It is an excellent tool to view the structure and flow of a document.

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A Table of Contents is generated using Heading styles. The table of contents is a guide to the sections
and chapters within a document set.

Documents can be written using an outline view, which uses the Heading as the outline levels. The
outline view may guide the author or Documentation developer as to where certain content belongs. It
assists with the organization of the document.

Documents can be converted to a web page more directly, if the document does not have to be
reformatted. While Policies, Processes, and Procedures are different from other types of content, if the
documents are to be online, the Headings should be consistent.

Authoring software that promotes single source writing has the ability to translate the content into different
formats. Therefore, a Heading can have a format or appearance in paper format that is different from the
format or appearance on a web page. However, the content is written only once and remains identical
but is different only in appearance between the different published formats.

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In addition to the built-in functionality, the Headings have additional functionality that can be used by the
Documentation developer.

Basis for modular writing.

Guides the organization and writing of a document.

Allows users to scan the document and glean the subject matter of the document.

Guidelines
Writing the proper Heading requires certain guidelines.

Style
A Heading must always be defined as a style or tag. If a style or tag is not used, the Heading cannot use its
built-in functionality. The Heading 1 - 5 styles are usually predefined by the software, but can be customized,
(for example, font, font size, color, spacing, etc.) to meet the format standards for the documentation.

Writing
The following are writing guidelines for Headings. Keep in mind that these are guidelines and not hard-andfast rules.

Include text before the first Heading 1.

Most Headings should have text after them and should not stand alone. They are describing
something that will be further explained by the content that follows or by a further breakdown using
Subheadings.

Headings form a hierarchy. Therefore, Heading 1 is used for the general description or summary.
The Headings will be specific, when Subheadings (Heading 2 5) are added.

Attempt to have no more than 3 levels of Headings. When you progress more than 3 levels, you may
want to review the organization of the document.

To number or not to number? Numbering can be cumbersome and even difficult to maintain and
keep in sync. However, if your company absolutely requires numbering, never use manual
numbering; always use a field and have the system generate the numbers. Keep the numbering
simple. Consider numbering only to the level of Heading 1 and Heading 2.

Within a document section and chapter, do not repeat Heading text in a Subheading or subsequent
Headings. Headings must be unique to be meaningful. However, in a document set, such as
Policies, each document will have the same basic Heading description.

Use consistent syntax (the way words are put together) to indicate the type of information contained
under the Heading.

Use parallel construction for Headings at the same level.

Headings should be understandable, within the context of the document. Headings should tell the
story of the content within a document.

Keep Headings to one line. Headings that extend to two lines are too large to allow the user to scan
the document.

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Qualifiers can be used in Headings to identify a specific type of information (for example, overview,
legal requirements, responsibility). However, if qualifiers are used, they must be used consistently
within all the Policies, Processes, and Procedures: Otherwise the qualifier becomes too general and
loses its meaning.

Format
Heading format refers to the appearance - color, font, spacing, and chunking. If there are various forms of
publishing that will be utilized, and you do not have an authoring tool that allows for customization of
Headings based on publishing, the Headings must then be universal to all publishing types (paper, web
based, HTML).

Distinguish Heading levels by using color, indentation, or font size. Before setting up a template, test
your choices using the types of publishing that is utilized (i.e., paper, web based, HTML).

Keep the Heading format simple. If possible, use the same font but with different sizes. Keep italics
limited to the lower level Headings.

Heading font size should decrease with the Heading level. The Heading size should be larger than
the body text.

If the documentation is web based, the use of color is effective. Different Heading colors give the
document an effective structure for users, when they scan or review the document.

Space the related text appropriately for each Heading so that the user is able to associate the related
text to the Heading.

Capitalization, punctuation, grammar

Guidelines for Heading capitalization, punctuation, and grammar may be different from those used for the
associated content.

Do not use punctuation at end of a Heading, except for a question mark or quotation mark.

Capitalize only the first letter of the first word. After many years of experience, we have tried to keep
Headings consistent using title case. This became very difficult to maintain between multiple projects
and authors. Hence, the guideline of capitalizing only the first letter or the first word. Again, this is
only a guideline, and you may have valid reasons to use a title case.

Use singular nouns, active voice, and present tense.

Avoid starting Headings with articles (A, An, The).

eDocumentation Process phase

Plan
Build

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About KCG Consultant Group

KCG Consultant Group provides services and expertise for the research, development, and validation of Content
and Documentation for Policies, Processes, and Procedures. For more information, contact:
KCG Consultant Group
Email: KCGGroup@KCGGroup.com
Phone: (818) 985-7016
Web: http://www.kcggroup.com

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