Introduction
I’ve always believed that clarity is an act of kindness — to the reader and to the writer. Bullet points are one of my simplest, most powerful tools for delivering that clarity. At their best, they make complex ideas scannable, highlight priorities, and guide attention. At their worst, they become a list of fragments that confuse more than they help. Over the years I’ve encouraged generous, thoughtful use of bullets as part of good formatting and readability practices[^1]. In this post I’ll walk you through what bullet points are, why they matter, how to write them well, common mistakes to avoid, and practical formatting tips for different contexts.
What are bullet points — and why they matter
Bullet points are short lines or phrases grouped under a heading that break information into bite-sized units. They matter because:
- They speed comprehension — readers can scan and pick up key ideas fast.
- They create visual breaks in dense text, making content less intimidating.
- They help you structure thoughts hierarchically (main idea, supporting details).
- They make it easier to compare items and prioritize action.
If your goal is to inform, persuade, or prompt action, bullets are often the bridge between dense thinking and clear communication.
Best practices for writing effective bullet points
- Keep them short and focused: Aim for one line when possible. If a bullet needs more than two short sentences, consider turning it into a subheading or paragraph.
- Use parallel structure: Start each bullet with the same part of speech (e.g., all verbs, all nouns). Parallelism increases readability.
- Lead with strong verbs: For action-oriented lists (tasks, instructions, achievements), start bullets with an active verb: “Review,” “Send,” “Measure.”
- Be specific: Replace vague phrases like “improve sales” with “increase monthly sales by 10%.” Specificity builds trust and reduces follow-up questions.
- Decide on punctuation and stick to it: If bullets are fragments, skip end punctuation. If they’re full sentences, end with periods. Consistency looks professional.
- Limit each bullet to one idea: If you find two ideas in one bullet, split them.
Common mistakes to avoid
- Mixing sentence fragments and full sentences in the same list — this breaks rhythm.
- Overloading bullets with too many words or sub-details — they stop being scannable.
- Using bullets for everything — sometimes a short paragraph or a table is better for nuance.
- Failing to prioritize — unordered bullets can imply equal importance when items are not equal.
- Ignoring audience and medium — what works on a slide may not work in an email or resume.
Poor vs. improved examples
Poor:
- Improve business communication
- Make things faster and better
- Team meetings every week
Improved:
- Standardize email templates for client replies to reduce reply time by 30%.
- Automate weekly reporting to shorten manual work and prevent errors.
- Hold a focused 30-minute team sync every Tuesday with a single agenda.
Poor (mixed structure):
- Designed the new onboarding flow.
- Increase conversion rates by 8%.
- We improved the documentation and fixed bugs.
Improved (parallel verbs):
- Design the new onboarding flow to reduce drop-off.
- Increase conversion rates by 8% through A/B testing.
- Update documentation and log bug fixes consistently.
Formatting tips for different contexts
Presentations
- Use 3–5 bullets per slide max. Less is more; a slide should reinforce what you say, not replace your narration.
- Keep bullets to a few words each (headline style) and expand verbally.
Reports
- Use bullets for executive summaries and recommendations. In body sections, combine bullets with short paragraphs for nuance.
- Use nested bullets for hierarchies, but avoid more than two levels deep — deep nesting causes cognitive load.
Emails
- Use bullets to present options, actions, or next steps. Start each actionable bullet with a verb and include owners and due dates when relevant.
- Keep lists short — busy readers skim emails quickly.
Resumes
- Start each achievement bullet with a strong past-tense verb: “Led,” “Improved,” “Reduced.”
- Quantify impact when possible (percentages, numbers, time saved). Recruiters scan; numbers stand out.
Practical checklist before you hit send or present
- Is each bullet one clear idea?
- Are bullets parallel in structure?
- Are verbs strong and consistent?
- Have I prioritized the items so the most important is first?
- Is the length appropriate for the medium?
Conclusion
Bullet points are a deceptively simple craft. With a little discipline — concision, parallelism, specificity, and consistent punctuation — they transform messy thinking into clear action. I’ve recommended generous, purposeful use of bullets in my past notes, not as a design trick but as a tool for better thinking and kinder communication[^1]. Next time you write a list, treat each bullet as an opportunity: make it useful, make it clear, and make it actionable.
[^1]: I’ve written about formatting preferences, including the use of bullets, in earlier notes (see my formatting suggestions in the Count Down note)[http://emailothers.blogspot.com/2014/01/count-down.html].
Regards,
Hemen Parekh
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