Make the structure easy to follow
Use semantic structure, concise paragraphs, descriptive links, and meaningful lists.
Structure content so people can scan it and navigate it with different reading tools. Use headings for real topics, not just visual emphasis. Keep each paragraph focused, describe link destinations, and format a sequence as a list.
Build a readable message
Use this sequence for an announcement, instruction, or intranet article.
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1
Name the topic
Use a short, descriptive heading such as “Submit travel expenses by Friday.”
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2
Lead with the key information
Put the change, decision, or purpose in the first paragraph.
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3
Use a logical heading order
Apply built-in heading levels in order. Do not skip levels to change appearance.
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4
Break up detail
Use meaningful subheadings and short paragraphs. Use a numbered list for a genuine sequence.
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5
Make links and images understandable
Write “Read the expense guide,” not “Click here.” Add alternative text when an image conveys information; mark a purely decorative image appropriately in the publishing tool.
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6
State the action plainly
Say what the reader should do, and include a confirmed date or location when relevant.
Give detail a readable shape
Separating the deadline, action, and follow-up makes each easier to find.
| Details | Dense version | Structured version |
|---|---|---|
| Passage | The equipment request window is open this week and requests should be submitted by Friday using the request form, after which the team will review requests and contact employees about collection arrangements. | Equipment requests are open this week. Submit the equipment request form by Friday. The team will contact you about collection arrangements. |
| Link text | Click here. | Open the equipment request form. |
| Why it helps | Several actions and the deadline compete in one long sentence. | Short sentences separate the deadline, action, and follow-up. |
Run a fast accessibility scan
Check that the structure communicates meaning, not just appearance.
Headings
Use a logical heading order; do not skip levels for visual effect.
Links
Make each link meaningful when read on its own.
Images
Add useful alternative text when an image communicates information.
Lists
Use built-in list formatting for actual lists, not symbols or spacing.
Continue with a related reference
Use the guide’s other pages when the question is about wording or channel choice.