How to Write Bullet and Number Lists (with examples)

When reviewing technical and business documents, I often see writers misuse lists in a way that confuses readers rather than clarifies their content. One common error is using bullet lists for steps in a process. For example, I’ve seen instructions for configuring software written as a bullet list, making it unclear which steps must be completed first. Readers often end up frustrated or even misconfiguring the system. Switching to a numbered list instantly clarifies the sequence and prevents errors.

On the flip side, I’ve also seen numbered lists used for brainstorming ideas or presenting options, which inadvertently implies a priority where none exists. This can lead to unnecessary debates over what is “most important” when it was never intended to be ranked.

Taking a moment to think about the list’s purpose saves time for both the writer and the audience.

In the following Klariti tutorial, I’ll show you when to use each type, and give some examples to put things in context.

Getting Started: Bullet Lists vs. Numbered Lists for Technical Writing

Understanding when to use bullet lists versus numbered lists is essential for professional business and technical writing. Each type has a specific purpose and works best in certain contexts. Here’s how to distinguish between them, with examples, common mistakes, and a helpful analogy.

When to Use Bullet Lists

Use bullet lists for items that:

• Have no specific order.
• Are equally important.
• Provide options or highlights without prioritization.

Examples: Correct:

1. Bullet list for unordered information:
   • Hardware requirements for the software: 8GB RAM, 256GB SSD, Quad-core CPU.
   • Key features of the product: Portability, durability, ease of use.
   • Steps that can be done in any sequence: Install drivers, connect peripherals, set preferences.

Incorrect:

Observe the mistakes in the following: 

1. Using bullets for steps with a clear sequence:
   • Start the engine.
   • Shift to drive.
   • Press the accelerator.
2. Using bullets for priorities:
   • Fix critical security bugs.
   • Update the UI for usability.
   • Rewrite documentation for accuracy.
3. Using bullets for a ranked list:
   • First prize: Laptop.
   • Second prize: Tablet.
   • Third prize: Headphones.

Capitalize Bullet Lists

When to capitalize the first letter in a bulleted item.

• Start each bulleted item with a capital letter.
• Capitalize proper nouns and the first word of a complete sentence.

Bullet Lists Periods, Full stops and Punctuation

When should you use periods (full stops) and have bulleted items end without punctuation?

1. Use periods after independent clauses, dependent clauses, or long phrases that are displayed on separate lines in a list. For example: MS Office has the following features: Content Management. Printing capabilities. Programming add-ins.
2. Use periods after short phrases that are essential for the completeness of the statement introducing the list. For example: MS Word has a number of features, including: Indexing, Ribbons, and HTML tools.
3. Don’t use periods after short phrases or single words in a list if the introductory statement is grammatically complete.
4. When one item contains a complete sentence, punctuate all bulleted items.
5. Capitalize the first words and put a period at the end of each item.

For example:

You will not be accepted into the Army if you have engaged in:

• Criminal Activities.
• Anti-Government demonstrations.
• Violent history.
• Please list all occasions when you were arrested or detained.

When to Use Numbered Lists

Let’s now look at when to use numbered lists.

Use numbered lists for items that:

• Follow a specific order or sequence.
• Have a hierarchy or priority.
• Indicate steps in a process.

Examples: Correct:

1. Numbered list for ordered steps:
   1. Open the software.
   2. Click “File.”
   3. Select “Save As.”
2. Numbered list for rankings:
   1. First: Increase server capacity.
   2. Second: Optimize code for speed.
   3. Third: Update the user manual.
3. Numbered list for priorities:
   1. High priority: Resolve database outages.
   2. Medium priority: Fix UI glitches.
   3. Low priority: Implement new color schemes.

Incorrect:

1. Using numbers for unordered items:
   1. Benefits of the software: Speed, reliability, scalability.
   2. System requirements: 4GB RAM, 50GB storage, stable internet connection.
2. Using numbers for non-hierarchical lists:
   1. Features: Voice assistant, seamless integration, customizable dashboard.
   2. Tools included: Spreadsheet editor, presentation software, word processor.
3. Using numbers for unrelated categories:
   1. Customer demographics: Age 25-34.
   2. Key selling points: Low price.
   3. Product versions: Standard, Pro, Enterprise.

Common Mistakes When Creating Lists

Last week, I reviewed a mix of business and technical documents. I captured the most common mistakes when creating lists in Obsidian (an excellent open-source tool for organizing notes) which I’ve listed below.

1. Mixing List Types: Switching from numbered to bullet points mid-list.
2. Using the Wrong Type: Numbering unordered items or bulleting steps.
3. Inconsistent Formatting: Failing to use parallel grammar in list items.
4. Overuse: Using lists when regular paragraphs would be clearer.
5. Vague Descriptions: Using single words or unclear phrases in lists.

Easy to remember analogy for list types

Here’s a simple way to remember when to use each type.

Think of bullet lists and numbered lists as cooking methods:

• Bullet Lists are like a buffet: You can choose any item in any order, and each one stands alone.
• Numbered Lists are like a recipe: Steps must be followed in sequence to get the desired result.

By keeping these principles, examples, and observations in mind, you’ll create lists that match your audience’s needs.

Conclusion

If you’re creating a long document full of bulleted lists, be consistent and decide at the start to end each item with, or without, a period. Within a grouping, always use all periods or no periods. Try not to alternate throughout the document. What else would you add?