Andres Pagan, Senior Associate Editor
September 2025Tables can be a powerful tool in technical writing. They allow authors to present information in a way that is organized, concise, and easy to interpret. When used well, tables highlight relationships, clarify complex data, and reduce the burden on readers who might otherwise have to wade through dense paragraphs of text. However, not every piece of information belongs in a table, and knowing when and how to use them effectively is an important skill to develop.
The utility of tables
At their core, tables are designed to make comparisons straightforward. Unlike narrative text, which is read line by line, a table can be absorbed at a glance. This efficiency makes tables valuable in papers that present numerical results, categorical comparisons, or detailed summaries. Tables are also helpful for managing large amounts of information that would be cumbersome in prose. Without them, details can pile up into long, dense passages that frustrate the reader.
When to use tables
Consider the following description of gene expression changes across three plant species:
In Arabidopsis thaliana, the gene ABC1 was unregulated, while XYZ2 was downregulated. In Oryza sativa, ABC1 was downregulated and LMN3 was unregulated. In Zea mays, XYZ2 and LMN3 were both downregulated.
While technically correct, this paragraph is difficult to scan. A reader must track each species and gene carefully to understand the patterns. The same information in a table is far easier to interpret:
| Species | Gene | Regulation Status |
|---|---|---|
| Arabidopsis thaliana | ABC1 | Unregulated |
| Arabidopsis thaliana | XYZ2 | Downregulated |
| Oryza sativa | ABC1 | Downregulated |
| Oryza sativa | LMN3 | Unregulated |
| Zea mays | XYZ2 | Downregulated |
| Zea mays | LMN3 | Downregulated |
Information best suited for tables
Not all content warrants a table. The decision should depend on whether a tabular format improves clarity. Tables are especially useful for:
• Quantitative data: Numerical results, statistical summaries, or experimental measurements.
• Categorical comparisons: Differences across species, treatments, experimental conditions, or groups.
• Condensed summaries: Summarizing literature, methods, or results in a compact format.
• Categorical comparisons: Differences across species, treatments, experimental conditions, or groups.
• Condensed summaries: Summarizing literature, methods, or results in a compact format.
If the dataset is small or the main point can be summarized in one sentence, prose may be more effective. Tables should never duplicate information unnecessarily or disrupt the flow of the argument.
Tips for effective table design
Clarity is key. Keep tables simple, label columns and rows precisely, and use footnotes to clarify any abbreviations or symbols. Always discuss the table in the text, highlighting the main takeaway rather than assuming it will “speak for itself.” By using tables judiciously, writers can make their research more accessible and more persuasive.
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