4.1 Headings: Place key words early in the heading
Headings that begin with key words are easier to scan or skim-read, allowing the reader to quickly grasp the structure and scope of the document.
What are key words?
Key words are significant words or phrases that describe the main subject of the text. When you place key words early in a heading (front-loading), the reader can get the message in one eye movement. However, you don’t necessarily have to take the key words from the text that follows. For example, “who”, “how”, “where”, and “when” may be key words if they capture the key message.
In Example 1, the key message is who must do something. All 3 versions of the rewritten heading put the “who” first:
Example 1
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Completion of schedules by New Zealand agents of overseas traders carrying on business in New Zealand |
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New Zealand agents of overseas traders must complete schedules |
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New Zealand agents must complete schedules |
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Who must complete schedules |
In Example 2, the key message is how a partnership may end. The rewritten heading summarises the information in the original heading and puts the key word “how” first:
Example 2
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Partnership dissolved at end of term, by end of venture or undertaking, or by notice |
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How partnerships may end |
In Example 3, the key information relates to cancelling licences:
Example 3
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Breach of conditions by licence holder may result in licence being cancelled |
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Cancellation of licence for breach of conditions |
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Licence may be cancelled for breach of conditions |
In Example 4, the key words are 3-D images, which appear at the end of the original heading:
Example 4
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Behold the new technologies for creating 3-D imagery |
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Creating 3-D images with new technologies |
In Example 5, the key word is rights, which is buried in the middle of the original version of the heading:
Example 5
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Insolvency of contracting carrier confers rights on contracting party |
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Rights of contracting party if contracting carrier is insolvent |
In Example 6, the generic “background” heading gives no indication of the subject:
Example 6
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Background |
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Shoes: History and tradition |
Plain language
- Plain Language Standard
- Checklist for Standard
- Supporting documents
- 3.4A Legislation: Using paragraphs to enhance readability and clarity
- 3.4B Using paragraphs to enhance readability and clarity
- 3.5 Ensure that each section has no more than 5 subsections
- 3.8 Use bold, italics, and underlining sparingly and consistently
- 3.10 Link to detailed information
- 4.1 Place key words early in the heading
- 4.2 Headings clearly indicate specific topics or summarise main messages
- 4.3 Headings work well together
- 4.4 Headings appear frequently enough
- 4.5 Headings are reasonably brief
- 4.6 Headings have a clear and consistent hierarchy
- 5.1 Avoid emotive words, jargon, and policy-speak
- 6.2 Make your writing active wherever possible
- 6.3 Sentences are phrased positively
- 6.4 Use narrative style and avoid excessive cross-referencing
- 6.6 Don't split verb forms unnecessarily
- 6.7 Sentences use present tense
- 6.8 Use punctuation appropriately and consistently
- 7.3 Relative clauses
- 8.2 Gender-neutral language
- 8.5 Definitions that are helpful and are not contrived to create artificial concepts
- 8.6 Use modifiers close to words they modify: Mismatched sentence parts
- 8.8 Avoid over-use of noun strings
- 8.10 Avoid archaic language
- Principles of clear drafting
