[Project or book] glossary

Replace the blue placeholders and delete the grey notes as you go. Keep every table in alphabetical order.

Covers	[The product, book, course or document these terms belong to]
Written for	[Who reads it, and what they already know]
Owner	[Name or team that approves new terms]
Last reviewed	[YYYY-MM-DD]
Sources	[Standards, style guide or references the definitions follow]

One term, one meaning, one sentence. Name the category first, then what sets the term apart: “A subscriber who pays.” Read the definition aloud in place of the term in a real sentence. If the sentence breaks, rewrite the definition.

Terms

Write each term the way readers meet it: singular nouns, base verbs, the usual capitals. Past about 30 terms, add letter headings (A, B, C) and split the table. For a novel, swap the last two columns for Pronunciation and First mention.

Term	Definition	Example in context	See also / don't use
[Term]	[One sentence: the category, then what sets it apart]	[A sentence that uses the term]	[Related term / words not to use]
[Term]	[One sentence: the category, then what sets it apart]	[A sentence that uses the term]	[Related term / words not to use]
[Term]	[One sentence: the category, then what sets it apart]	[A sentence that uses the term]	[Related term / words not to use]
[Term]	[One sentence: the category, then what sets it apart]	[A sentence that uses the term]	[Related term / words not to use]

See filled-in entries from a product glossary

Bounce, hard. An email that can't be delivered and won't be on a retry, usually because the address doesn't exist. Lanternfish stops sending to an address after one hard bounce. See also: bounce, soft.

Edition. One sending of a publication to its subscribers, with its own number and date: “Edition 112 goes out Friday at 7 a.m.” Don't use: issue, blast, campaign.

Member. A subscriber who pays. Every member is a subscriber; not every subscriber is a member. Don't use: customer, in anything a reader sees.

Segment. A saved group of subscribers who match a rule, such as “joined in the last 30 days.” The group updates itself as people join and leave. See also: tag.

Every definition starts with its category. Related terms are inverted (“Bounce, hard”) so they sort together. The company is invented.

Abbreviations and acronyms

Spell each one out at first use in the text as well. Leave out the ones every reader already knows.

Abbreviation	Stands for	Notes
[ABC]	[Full form]	[Where it is used, or how it is said]
[ABC]	[Full form]	[Where it is used, or how it is said]
[ABC]	[Full form]	[Where it is used, or how it is said]

Terms we don't use

Retired names, near-synonyms and other companies' words for the same thing. Point each one to the term you use instead.

Don't use	Use instead	Why
[Old or competing word]	[Term from the list above]	[One line]
[Old or competing word]	[Term from the list above]	[One line]

See an example

Don't use: issue, blast. Use instead: edition. Why: “Issue” also means a bug in the help center, and “blast” sounds like spam.

Change log

Change the glossary first, then the documents that use the term.

Date	Change	Approved by
[YYYY-MM-DD]	[Term added, renamed, redefined or retired]	[Name]
[YYYY-MM-DD]	[Term added, renamed, redefined or retired]	[Name]

Before you publish

Every term a newcomer would stumble on is in the list, and nothing everyone knows
Each definition is one sentence that starts with its category
No definition uses the term it defines
Synonyms point to one preferred term
Abbreviations are spelled out here and at first use in the text
The tables are in alphabetical order
The owner and the review date are filled in