Organize to meet your readers’ needs
People read documents to get answers. They want to know how to do something or what happens if they don’t do something. Organize your document to respond to these concerns.
Think through the questions your readers are likely to ask and then organize your material in the order they’d ask them. For regulations and other complex documents, create a comprehensive table of contents. Your table of contents should be a reliable road map that readers can follow to quickly find the information they need.
Chronological organization
Regulations frequently address processes, and chronological organization is best for process information‑‑you fill out an application to get a benefit, you submit the application, the agency reviews the application, the agency makes a decision on the application. Present the steps chronologically, in the order the reader and your agency will follow them. The table of contents below is organized in a logical sequence for a grant program.
| Organized chronologically |
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Part 791: Gifted and Talented Students Subpart A: How the Grant Program Works Sec. Subpart B: How to Apply for an Award 791.10 Where do I write to obtain a grant application? Subpart C: How the Secretary Makes an Award 791.20 How will the Secretary evaluate my application? Subpart D: Grantees’ Rights and Responsibilities 791.30 Under what conditions may I use my grant award? |
General first, exceptions, conditions, and specialized information later
Another useful organizing principle is to put general information first, specialized information or exceptions to the general information later. That way the material that addresses most users in most situations comes first. For some documents this will work well along with a chronological organization. In others, it may be the primary organizing principle.
Here’s an example of an administrative regulation that combines both organizing principles:
| Organized chronologically, and with general first |
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Part 725--Claims For Benefits Under The Federal Mine Safety And Health Act General 725.1 What does this program cover? Who is Covered 725.201 Who is entitled to benefits under this program? 725.205 Am I still eligible if I am convicted of a felony?How to Apply for Benefits 725.301 How do I file a claim? How to Appeal Agency Decisions 725.401 Can I appeal a decision if I don’t agree with it? |
Limit levels to three or fewer
Crafting documents with four, five, or even more levels makes it difficult for your readers to keep track of where they are in the structure of your document. You should address this problem in your initial structuring of the document. Dividing your document into more pieces at the top levels should allow you to limit subdivisions below the major level to two. The Office of the Federal Register recommends that regulations contain no more than three levels, noting that more than three levels makes regulations hard to read and use.
Address separate audiences separately
If you have more than one audience for your document, address them separately. No one wants to have to wade through material meant for someone else. For more discussion of this issue, see the entry on addressing separate audiences separately.
Sources
- Kimble, Joseph, Lifting the Fog of Legalese, 2006, Carolina Academic Press, Durham, NC, p. 70 (C).
- Murawski, Thomas A., Writing Readable Regulations, 1999, Carolina Academic Press Durham, NC, pp. 3-5.
- Office of the Federal Register, Document Drafting Handbook, 1998, §1-23, http://www.archives.gov/federal-register/write/handbook/ddh.pdf.
- Redish, Janice C., How to Write Regulations and Other Legal Documents in Clear English, 1991, American Institutes for Research, Washington, DC, pp. 12-21.
- Securities and Exchange Commission, Plain English Handbook, 1998, Securities and Exchange Commission, Washington, DC, p. 15.