Lists allow you to emphasize important ideas. They also increase the readability of text by simplifying long sentences or paragraphs and adding aesthetic passive space to make reading more pleasant. However, using the wrong kind of list or poorly formatting a list can create confusion rather than enhance readability. Therefore, it is important to understand the various types of lists and how and why to use them.

Components of a Well-Formatted List

Introducing a List

A list must be introduced by a lead-in sentence or clause that contains both a subject and a verb. Writers often use the expression “the following” somewhere in the lead-in sentence to clearly indicate that a list of items will follow.

If the lead-in is a complete sentence that contains both a subject and verb and it makes sense on its own, it should end in a colon that introduces the listed items.

If the lead-in is a phrase (not a complete and independent sentence), the lead-in should not end in any punctuation, and each listed item must be able to grammatically complete the lead-in sentence.

Remember, only use a colon before a list when the introduction to the list is a complete thought, that is, an independent clause: if you can’t put a period there, then you can’t put a colon there.

Correctly Formatted Lead-in	× Incorrectly Formatted Lead-in
Pandas have the following traits: (correct colon) Black and white fur Vegetarian diet Excellent problem-solving skills.	Common characteristics of pandas include: × (incorrect colon) Black and white fur Vegetarian diet Excellent problem-solving skills.
Pandas are  (correct no colon) Black and white Vegetarian Intelligent.	Pandas are: × (incorrect colon) Black and white Vegetarian Intelligent.

Use Tools to Format Lists

Learning to use the Paragraph formatting tools in Word (see image below) is crucial to designing effective lists. You can auto-create lists using the top left buttons in the “Paragraph” section of the “Home” tab.

Common Types of Lists

Different kinds of lists serve different purposes. This section will describe when and how to use the following five commonly used types of lists:

1. Bullet Lists: use when order of listed items is not important
2. Numbered Lists: use when order is important, such as steps in instructions
3. In-sentence Lists: use when you want to maintain sentence structure and paragraphing, and have a short list (2-4 items)
4. Labelled Lists: use when the listed items require some explanation or amplification (like this one)
5. Nested Lists: use when listed items have sub-lists (list within a list).

Notice that ALL types of lists follow the general formatting guidelines above. Pay particular attention to how the list is introduced and to the parallel structure used for the listed items.

1. BULLET LISTS

Bullet lists are the most commonly used kind of list. The “bullet” is the symbol used to introduce each listed item.

Bullet list items should generally be short (a very short sentence or even just a word or a phrase). If you find your bulleted items are longer than this, consider using another kind of list, such as a labelled list or a nested list.

Notice that, in this list, each listed item starts with a verb: improve, break up, and highlight. Using the same type of word at the beginning of each listed item creates parallel structure.

Also notice that there isn’t a colon after the introductory phrase. This is because you ONLY use a colon to introduce a list if the list is being introduced with a complete sentence. If the list is being introduced with a phrase, then do not use a colon.

The circular dot is the most common type of bullet, but there are other options in Microsoft Word, including boxes (great for to-do lists) and checkmarks (great to emphasize that the list contains “good” items). If you are choosing a symbol other than the standard dot, make sure there is a logical reason for your choice!

2. NUMBERED LISTS

Use numbered lists when the order of the listed items is important and ideas must be expressed in chronological order.

For example, use a numbered list when you must enumerate a series of steps in instructions, or when you are introducing ideas that will be discussed in a certain order in the following text. If you have a list of more than 8 items, consider breaking up the list in two or more stages or categories (Steps in Stage 1, Steps in Stage 2, etc.).

Notice that the four steps in the sample numbered list each begin with a verb (check, review, edit, and proofread), indicating what the reader should do. The numbers indicate the order in which these steps should be performed.

Also notice that a colon is used with the introductory sentence because it is a complete sentence. Always use a colon after a complete sentence when you introduce a list.

3. IN-SENTENCE LISTS

Typically, in-sentence lists have just two to four items. Generally avoid putting more than four items in this kind of list (unless they are very short), or your sentence might become difficult to read.

Note that a bracketed, lower-case letter introduces each listed item. Again, each listed item begins with a verb (keep, avoid, and have) to keep parallel structure.

4. LABELLED LISTS

Use a labelled list when you are listing items that need further explanation. These can be bulleted or numbered. Start the list item with the word or term (the “label” portion), placed in italics and/or bold, and followed by a colon. After the colon, write the explanation or amplification of the term or concept in normal body text.

Make sure the label portions (before the colon) are phrased consistently and bolded for emphasis; try to make the explanations that follow roughly equal in length and detail.

5. NESTED LISTS

A “nested” list is a list-within-a-list or a list with sub-listed items. These can be useful for avoiding overly long bullet lists by categorizing items into sub-lists. Note the long bullet list on the left does not effectively categorize items, so emphasis is lost. The Nested List on the right is more effective.

X Incorrectly Formatted Bullet List (too long)	Correctly Formatted Nested List
Every restaurant should possess the following beverage containers: Coffee cups/mugs Latte bowls Tea cups Travel mugs Water glasses Red Wine glasses White wine glasses Beer glasses Beer steins Cocktail glasses Shot glasses Reusable plastic cups. (12 items is too many for one list!)	Every restaurant should possess the following kinds of beverage containers: Hot beverage containers Coffee mugs/cups Latte bowls Tea cups Travel mugs Cold beverage containers Water glasses Red wine glasses White wine glasses Beer glasses Beer steins Cocktail glasses Shot glasses Reusable plastic cups.

Test your Understanding of Lists