Writing Tips to Make Important Information Stand Out

In a world flooded with content, how do you make your writing stand out—without overwhelming your reader?

Whether you're writing a business report, an internal memo, a blog post, or a client proposal, the challenge remains the same: how to ensure your most important information gets noticed, remembered, and acted upon. The answer lies in mastering a few strategic writing techniques that elevate key points and guide your reader’s attention.

This post offers practical, proven writing tips to make important information stand out, helping you communicate with clarity, confidence, and impact.

Why Emphasis Matters in Professional Writing

Let’s face it—most business readers are impatient. They skim. They scan. They’re juggling meetings, deadlines, and distractions. If your writing doesn’t highlight the essential information clearly, it risks being ignored or misunderstood.

Here’s the golden rule: If you try to emphasize everything, you end up emphasizing nothing.

That’s why smart writers use formatting, structure, and design elements to guide the reader’s eye and focus attention where it matters most. The goal is not just to make your writing look good—it’s to make it work better.

Know What to Emphasize

Before you start formatting, take a step back and ask: What’s the one thing I want my reader to remember or act on?

This could be:

• A deadline
• A key recommendation
• A call to action
• A critical insight
• A decision point

Once you’ve identified your main point, build your writing around it. Every paragraph, sentence, and word should support or lead toward that core message.

Use Formatting to Highlight Key Information

Formatting is your visual toolkit. When used strategically, it helps important information leap off the page. But when overused, it creates clutter and confusion.

Here’s how to use formatting effectively:

Boldface

Bold text is one of the most powerful tools for emphasis. It draws the eye instantly and signals importance.

Use it for:

• Deadlines: Please submit your report by Friday at noon.
• Key phrases: The most critical issue is client retention.
• Action items: Be sure to review the attached budget breakdown.

Use it sparingly. If everything is bold, nothing stands out.

Italics

Italics add nuance and stress within a sentence. They’re subtle and best used to:

• Emphasize a word’s tone or meaning
• Highlight a contrast or shift in thought

Example: This is not just a suggestion—it’s mandatory.

Italics won’t make text pop visually, but they add clarity and intention.

Avoid Underlining

Underlining is increasingly associated with hyperlinks. In digital writing, it can confuse readers or suggest clickable content. Skip it unless you're working in print or need to mimic traditional formatting.

Skip ALL CAPS

WRITING IN ALL CAPS FEELS LIKE SHOUTING. It also slows down reading because we recognize words by their shape—not by sounding out each letter. Use sentence case or title case instead.

Break Up Text with Lists

Lists are one of the most effective ways to make content digestible. They draw the eye, create structure, and help readers process information quickly.

Bulleted Lists

Use bullets to group related ideas, tips, or options.

Example:

• Improve readability with short paragraphs
• Use boldface for key points
• Add white space to reduce visual clutter

Numbered Lists

Use numbers when presenting steps, rankings, or sequences. Numbered lists are also helpful if you refer to one of the list items.

Example:

1. Identify your main message
2. Choose the right formatting
3. Use structure to guide the reader

Caution: Don’t overuse lists. If everything is a list, nothing stands out. Use them to highlight, not dominate, your writing.

Use Informative Headings

Headings act as signposts. They help readers navigate your content and decide which sections to read in full.

Weak heading: “Tips”
Strong heading: “Use Formatting to Highlight Key Information”

Make sure each heading captures the main idea of the section it introduces. This helps skimmers find what they need—and encourages deeper reading.

Leverage White Space

White space isn’t empty—it’s powerful. It gives your content room to breathe and helps key points stand out.

Use white space to:

• Separate sections
• Set off important ideas
• Show the shape of your message
• Make your document feel less dense

Think of white space as a design element. It shapes the reader’s experience and makes your writing more inviting.

Use Contrasting Typeface or Color (With Restraint)

Changing font styles or colors can help highlight key information—but it’s easy to go overboard.

Use contrast to:

• Differentiate headings from body text
• Highlight quotes or callouts
• Emphasize a key term or phrase

Stick to one or two contrasting elements. Too many fonts or colors can distract and confuse.

Structure for Scannability

Scannable writing is readable writing. Structure your content so readers can find what they need quickly.

Tips for scannable structure:

• Use short paragraphs (2–4 sentences)
• Include subheadings to introduce every new section
• Add lists and callouts for emphasis
• Keep sentences concise and direct

Example of scannable vs. dense writing:

Dense:
We recommend that all team members review the attached document thoroughly and provide feedback by the end of the week so we can finalize the proposal and move forward with the client presentation scheduled for next Tuesday.

Scannable:
Please:

• Review the attached document
• Send feedback by Friday
• Prepare for the client presentation on Tuesday

Repeat Key Messages Strategically

Repetition reinforces memory. If there’s a point you want your reader to remember, repeat it strategically.

Example:

• Mention the deadline in the opening paragraph
• Bold it in the body
• Restate it in the closing line

This layered approach ensures your message sticks without feeling redundant.

Use Visual Cues and Callouts

Visual cues like boxes, sidebars, or pull quotes can spotlight important information.

Example:

Reminder: All invoices must be submitted by September 30 to avoid processing delays.

These elements break up the page and draw attention to key content.

Tailor Emphasis to Your Audience

Different audiences respond to different cues. A formal executive summary may require subtle emphasis, while a marketing email might benefit from bold colors and punchy headings.

Consider:

• The reader’s role and expectations
• The context of the communication
• The medium (print, email, web)

Always ask: What will help this reader notice and act on the most important information?

Final Thoughts: Clarity Is the Ultimate Goal

Making information stand out isn’t about flashy formatting—it’s about clarity. Every decision you make should serve the reader. When your writing is clear, focused, and visually organized, your message becomes more persuasive and memorable.

Next time you sit down to write, remember these core principles:

• Know what to emphasize
• Use formatting with intention
• Structure for scannability
• Respect your reader’s time and attention

With these writing tips, you’ll not only make important information stand out—you’ll make it stick.

Bonus: Quick Reference Checklist

Here’s a handy checklist to keep by your side when writing:

• Identify your main message
• Use boldface for key points
• Italicize for nuance
• Avoid underlining and ALL CAPS
• Break up text with lists
• Use informative headings
• Add white space intentionally
• Limit font and color changes
• Repeat key messages strategically
• Tailor emphasis to your audience

Have your own favorite writing tips to make important information stand out? Share them in the comments or drop me a message—I’d love to hear what works for you.

Jody Bruner is the president of Wavelength, which has been providing communication skills courses to business professionals for over 50 years.