How to write bullet lists
When you write content, your goal is to grab and hold the attention of your audience, and to make your content quick and easy to read and understand.
One technique to make content easier to read and scan is to use bullet lists.
Bullet lists are displayed lists (rather than in-line lists) that remove all the nonessential words, leaving the important words and information available quickly and easily.
Bullet lists also provide more white space around the words, which helps readability by helping readers’ eyes scan more effectively.
It’s not a surprise, then, that bullet lists are an effective plain language technique.
As always, first check if your organisation has style guide and follow that. If there isn’t one, use the guide below on how to write effective bullet points, and punctuate them correctly.
Numbered lists vs bulleted lists
There are two types of lists: numbered and bulleted.
Use numbered lists when the order matters
Use a numbered list to tell the reader in what order they should complete the steps, for example a step-by-step guide or a recipe, or when the order matters, such as a Top-10 list.
Example
Preheat the oven to 180°C.
Grease and line a 20cm x 30cm slice tin.
Cream the butter and sugar.
Add the flour, baking soda, salt and chocolate chips, and mix until combined.
Bake for 12–15 minutes until golden.
Use bulleted lists when the order doesn’t matter
Use bulleted lists when the order of the items doesn’t matter. Bulleted lists have a dot or other symbol to indicate each item – but don’t make the symbol too complicated or it will take away from the impact of the bullet list.
Example
Bullet lists can:
share content efficiently by getting your point across faster
improve readability as it is easier to scan and read
draw attention to the most important information
help readers understand important information more quickly.
Punctuation and grammar in bulleted lists
Correct and consistent punctuation and grammar in a bulleted list makes your content look professional, and helps the reader to concentrate on the content rather than working out the sentence structure each time.
Unless you’re following a strict style guide (such as APA style), the bullet list style rules are not hard and fast. But try to stick to the same style throughout your content as much as possible for consistency.
Most lists have an introductory sentence or part-sentence. This is sometimes followed by a colon.
Here are the three most common types of bullet lists.
1. Run-on list
This type of list
runs on from the introductory phrase
has very brief items or single words
doesn’t have a colon after the introductory phrase
doesn’t have full sentences
doesn’t have capital letters at the start of each bullet
usually doesn’t have punctuation other than a final full stop.
2. Full sentences
This type of list has the following features:
The introduction is a full sentence.
The introduction ends in a colon.
Each point is a complete sentence, with capital letters and a full stop.
3. Hybrid
This type of list is a mix of the first two, and has the following features:
an introductory phrase that is a complete sentence
items that are not a complete sentence, or are single words
an introductory colon
no other punctuation except a final full stop.
Commas and semicolons at the end of bullet list items
Some style guides allow a comma or semicolon at the end of each item in run-on and hybrid lists.
If you do use commas or semicolons, Oxford Dictionary’s New Hart Rules says to not write an and or or at the end of the second-to-last item. Data NZ’s style guide also doesn’t allow it.
However, the New Zealand Government’s style guide and APA style does allow this, especially if the items are longer or more complex.
Choose a style that suits your content, and use it consistently in all your lists as much as possible.
Example
Eligible residents can apply for a maximum of either:
one parking permit per vehicle
two parking permits per household, or
one parking permit per household in a multi-unit dwelling.
Example
Eligible residents can apply for a maximum of either:
one parking permit per vehicle;
two parking permits per household; or
one parking permit per household in a multi-unit dwelling.
Write powerful bullet points for readability
Bullet lists are not always just a list of single words. Bullet list items can be longer phrases or a full sentence, so it’s important to make sure each sentence has impact.
Here are some tips on making longer bullet points impactful.
1. Highlight key elements
Think of writing your bullets the way you would write an impactful heading. Write the most important words first, and keep it succinct.
Example
Include the most important information first so the reader can
access information quickly
scan the content easily.
NOT
Include the most important information first to
provide access to information straight away
make it easier to scan the content.
When possible, omit articles such as “a,” “am,” or “the,” and repetitive words from the beginning of list items.
2. Keep it simple
Avoid complex explanations. Remove extra words and include only the most important ideas and phrases.
Don’t use sub-bullets if you can avoid it. They just add to the complexity, and make it more difficult to scan.
Example
Our health and safety guidelines say to
bend your knees when lifting.
NOT
Our health and safety rules state that
it’s best to bend your knees when lifting heavy objects so that you don’t injure your back.
3. Keep all bullet points on the same topic
Bullet points list key elements of very specific topics, so stay on topic. Create another list for a new topic, but try to separate the lists with a paragraph so that the reader’s eye can easily distinguish them.
4. Make your bullet points parallel
Start each bullet list item with the same grammatical construction.
Example
To write a bullet list
begin bullets with a verb
use plain bullet points.
NOT
To write a bullet list
begin bullets with a verb
it’s best to use plain bullets.
5. Ensure continuity
Introduce a list with a clear, descriptive sentence or phrase. The introductory phrase lets the reader know what the list is about and why it is important.
In run-on and hybrid lists, make sure your introductory sentence flows into the bullet list. A bullet point should make a grammatically correct sentence when joined with the introductory sentence.
Don’t have more than one sentence for each bullet point, as it won’t follow on from the introductory sentence.
Example
Things to take on your hike:
drink bottle
food
warm clothes
NOT
Take the following things on your hike:
bring warm clothing
remember your water bottle. There is nowhere to fill it up.
a lunchbox with food
6. Make your bullets a similar length
It helps the reader to scan the content if each bullet list item is a similar length.
Example
To help the reader scan the content
keep your bullets a similar length
make sure they’re easy to read.
NOT
To help the reader scan the content
keep your bullets a similar length
when writing your bullet points, make sure they’re simple and easy to read – this make it easier for readers to follow.
7. Don’t make items too long
An overly long bullet list will lose the attention of your reader. Two to seven points is about right.
And too many bullet lists close together will distract the reader rather than make it easier to read.
Tips for more complex lists
The main aim is to make the information as clear as possible to read.
You can have more complex information in lists, or more than one sentence per bullet item, as long as the list is consistent.
Here are some tips to make it easy to read.
Use dashes and colons
Use dashes and colons to separate the information in a single-sentence list. If you are using a lot of dashes, you might need to consider one of the other methods.
Use a multi-sentence list
Each bullet item is more than one sentence. You can bold the first sentence or phrase if it introduces the content of each bullet item. Use this option sparingly.
Restructure the content
Restructure the content into headings and sub-headings.
What next?
If you have written content in New Zealand English and this all sounds overwhelming, I can help.
As a business editor and plain language specialist, I will help you publish better business and government content so that
your readers understand your message
your business works more efficiently
your clients trust you.
Contact me today to discuss how I can help you achieve your goals with clear, professional writing.