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Table of Contents
Use a Logical Hierarchy
Apply Styles Consistently
Keep Headings Descriptive but Concise
Don't Overdo It
Home Web Front-end HTML Tutorial How do I use headings correctly to create a logical document structure?

How do I use headings correctly to create a logical document structure?

Jun 23, 2025 am 12:32 AM

Correctly using title levels, keeping the style consistent, the title is concise and clear, and not overuse of titles are the key to building a clear document structure. Titles should be progressive from level 1 to level 4, such as the first-level title is the general theme, the second-level title divides the main parts, and the third-level title further subdivides the content to avoid skipping grades; the software should be built-in title style rather than manually adjusting the format to ensure accessibility and directory generation; the title should be specific and clear to avoid blurring vocabulary, such as changing "Stuff About Dogs" to "Health Benefits of Owning a Dog"; at the same time, avoiding too many headings, new ideas should be introduced in each paragraph, and no headings should be used to mark the footer or side content.

Headings aren't just for making your document look neat—they're the backbone of a clear, easy-to-follow structure. When used correctly, they guide readers through your content and help them understand how ideas connect.

Use a Logical Hierarchy

Think of headings like an outline: you start broad and get more specific. In most documents, you'll use heading levels from 1 to 4, maybe 5 or 6 in longer ones.

  • Heading Level 1 is usually your title or main topic.
  • Heading Level 2 breaks that main topic into major sections.
  • Heading Level 3 dives deeper into subsections of each Level 2 section.
  • And so on…

For example: If you're writing about "Remote Work Tips," your Level 1 might be the title. Then Level 2 could include sections like "Setting Up Your Workspace" and "Time Management." Under "Time Management," a Level 3 heading might be "Creating a Routine."

Avoid skipping levels (like jumping from Level 2 to Level 4). It confuses both readers and screen readers.

Apply Styles Consistently

Most word processors and CMS tools have built-in heading styles. Use them instead of just bolding text or changing font sizes manually.

  • This makes your document accessible—screen readers rely on heading styles to navigate.
  • It also helps with auto-generated tables of contents.

Don't do this:

Introduction (just bolded text)
This is my intro...

Do this: Use the "Heading 2" style for "Introduction" and keep the paragraph below it as regular text.

Also, stick to one style per level. If Heading 2 is blue and underlined, don't make another Heading 2 green and bold unless there's a good reason.

Keep Headings Descriptive but Concise

A good heading tells the reader what's coming without being too vague or too long.

Bad: “Stuff About Dogs”
Better: “The Benefits of Dog Ownership”
Best: “Health Benefits of Owning a Dog”

Avoid generic terms like “Overview” or “More Info” unless context makes them meaningful.

Also, avoid burying key info in subheadings. For example, if you're writing about electric cars, a Level 2 heading like “Cost” makes sense. A Level 3 under it could be “Upfront Price vs. Long-Term Savings”—clear and focused.

Don't Overdo It

Too many headings can be just as confusing as too few. Each heading should introduce a new idea or shift in focus.

Here's a red flag: if you have a heading every three lines, you probably don't need that many.

Also, avoid using headings for things like footers, side notes, or callouts. That's what other formatting tools (like text boxes or sidebars) are for.

And remember, not every section needs multiple subheadings. Sometimes a simple heading followed by a short paragraph works best.

Basically that's it.

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