Annotation Essentials: Dimensions, Tags, Text, and Keynotes for Readable Drawings

Model vs. Annotation: Two Layers, One Deliverable

In Revit, the model is the source of truth (walls, doors, rooms, levels), while annotations are view-specific communication (dimensions, tags, text, keynotes). Treat annotation as a separate layer that explains the model without changing it. This mindset keeps drawings readable and prevents “fixing” design issues with drafting tricks.

• Model elements appear in multiple views and schedules; changing them affects the building.
• Annotation elements live in specific views (or view types) and should be controlled for clarity and consistency.
• Goal: annotate using stable references and consistent styles so drawings remain correct when the model updates.

Dimensions: Accurate References, Aligned Placement, and Style Control

What dimensions should reference (and what they shouldn’t)

Dimensions are only as reliable as what they reference. Prefer stable, intentional references that won’t shift when the model changes.

• Good references: wall faces (finish or core—choose consistently), grid lines, reference planes, centerlines of openings when appropriate, structural faces.
• Avoid unstable references: temporary edges, sketch lines, imported CAD lines, small model details likely to change, or faces created by joins that may flip when walls change.
• Be consistent: if you dimension to finish faces in plans, keep doing it; don’t mix finish-face and core-face dimensions in the same view unless clearly separated and labeled.

Placing aligned dimensions (step-by-step)

1. Open the target plan or elevation view.
2. Go to Annotate > Dimension > Aligned.
3. In the Options Bar, confirm the dimension type (style) you intend to use.
4. Hover over the element to find the correct reference (e.g., wall face). Use TAB to cycle through available references until the intended one highlights.
5. Click the first reference, then the second reference (or continue selecting multiple references for a string).
6. Click to place the dimension line. Place it with enough offset for readability and future edits.
7. If needed, use the grip controls to adjust witness line extents and dimension line location without changing references.

String dimensions vs. individual dimensions

• String dimensions (multiple references in one run) are efficient and keep spacing consistent, especially for repeated elements like windows along a wall.
• Individual dimensions are useful when you need different offsets, different styles, or when references should not be chained.
• Best practice: use strings for repetitive layouts, then add a separate overall dimension outside the string for clarity.

Managing dimension styles (what to standardize)

Dimension styles should be standardized so drawings read consistently across views and sheets. You’ll typically maintain a small set rather than many one-off styles.

When you need a different look (e.g., interior vs. exterior), duplicate an existing dimension type and rename it clearly (e.g., DIM-Plan-Interior, DIM-Plan-Exterior) rather than editing the default type unpredictably.

Avoiding “dimension traps” that break later

• Don’t dimension to tags or text; dimension to model geometry.
• Don’t dimension to detail lines unless they represent a deliberate reference plane strategy.
• Watch joins: if a wall join changes, a face reference can flip. If a dimension becomes unreliable, consider dimensioning to a reference plane or grid instead.
• Use equality constraints carefully: equality can be powerful for layout intent, but don’t use it as a substitute for design decisions. If you apply EQ, verify it doesn’t fight constraints elsewhere.

Tagging Strategy: Doors, Windows, Rooms, and Walls

Tags are “labels for data,” not decoration

A tag displays parameter values from the element it references. A good tagging strategy ensures that the same type of element always shows the same key information, formatted consistently, and placed predictably.

Continue in our app.

• Listen to the audio with the screen off.
• Earn a certificate upon completion.
• Over 5000 courses for you to explore!

Or continue reading below...

Download the app

• Consistency: the same tag family/type should be used across similar views.
• Clarity: show only what the reader needs in that view (avoid over-tagging).
• Reliability: tags should pull from stable parameters (e.g., Mark, Type, Width/Height, Room Name/Number).

Choosing tag families and what to display

Before tagging, decide what each tag should communicate. Keep it simple and repeatable.

Tagging doors and windows (step-by-step)

1. Open the plan view you will annotate.
2. Go to Annotate > Tag by Category.
3. In the Options Bar, choose whether to add a leader (use leaders when tags would otherwise clutter openings).
4. Click each door/window to place its tag. Use consistent placement rules (e.g., all door tags above the opening line where possible).
5. If a tag displays the wrong information, select the tag and verify it’s using the correct tag family/type (not a different office standard).
6. Adjust leaders to avoid crossing important geometry; keep leader elbows aligned when possible.

Room tags: readable plans without clutter

• Place room tags so the name and number are easy to find quickly.
• Keep room tags inside their rooms; if a room is too small, use a leader and place the tag just outside while keeping it clearly associated.
• If you show area, ensure the view scale supports legibility; otherwise, omit area in small-scale plans.

Wall tags: use selectively

Wall tags can overwhelm a plan if used everywhere. Use them where they add value:

• At transitions between wall types (e.g., exterior wall changes assembly).
• In enlarged plans or details where wall build-up matters.
• In coordination views where wall type identification is the primary purpose.

Ensuring consistent data display

Tag consistency depends on parameter consistency. If tags show unexpected values, the issue is usually one of these:

• Missing/duplicate Marks: door/window Marks should be unique per your documentation rules.
• Wrong tag family: similar-looking tags can pull different parameters.
• Type vs. instance confusion: some values live on the type (shared by all instances), others on the instance (unique per element). Tags must reference the correct one.

Text Notes and Leaders: Clear Instructions Without Overwriting the Drawing

Text notes: when and how to use them

Text notes are best for information that isn’t already in the model or a tag: small clarifications, construction notes, or drawing-specific instructions. Keep text short, specific, and placed where it won’t be mistaken for a dimension or tag.

• Use consistent text types (sizes and fonts) appropriate to view scale.
• Prefer model-driven info (tags/schedules) over repeating data in text.
• Avoid paragraphs on plans; use brief notes and refer to details when needed.

Adding text with leaders (step-by-step)

1. Go to Annotate > Text.
2. Choose the correct text type (standard office size for that scale).
3. Enable a leader if the note points to a specific element. Place the arrow at the target, then place the text.
4. Keep leader angles clean (prefer 45°/90° style) and avoid crossing other leaders.
5. Align related notes vertically or horizontally to create a tidy “note zone.”

Common text/leader mistakes to avoid

• Leaders pointing to ambiguous locations (point to a clear edge/face).
• Text overlapping hatch patterns, dimensions, or tags.
• Inconsistent capitalization and abbreviations within the same sheet set.

Keynotes (Basic Use): Lightweight Referencing Without a Full Spec System

Keynotes let you place a numbered (or coded) note that corresponds to a legend. For beginners, the goal is simple: reduce repeated text and keep notes consistent across views, without building a complex specification workflow.

When keynotes are useful

• Repeated notes across multiple views (e.g., insulation note, typical finish note).
• Keeping plan notes short while still providing detail in a legend.
• Standardizing phrasing so the same condition always reads the same way.

Placing a keynote (simple workflow)

1. Decide whether the keynote is element-based (attached to an element) or user-based (chosen manually). For a beginner workflow, user-based is often simpler.
2. Go to Annotate > Keynote (or your keynote tool).
3. Place the keynote with a leader pointing clearly to the condition.
4. Ensure the keynote legend is present in the view/sheet where required, and that numbering/codes are readable.

Keep keynote usage limited to a few high-value notes per view. If everything becomes a keynote, the drawing becomes harder to scan.

Exercise: Fully Annotate One Floor Plan and One Elevation

Exercise goal

Create a floor plan and an elevation that a reviewer can understand quickly: what’s sized, what’s identified, and what’s important—without clutter.

Part A — Floor plan annotation (step-by-step checklist)

1. Prepare the view: open the floor plan you will document (use your established view settings and scale).
2. Place primary dimensions: overall building dimensions first (outside), then major interior control dimensions (inside). Use aligned dimensions and consistent offsets.
3. Dimension openings: add door/window location dimensions using stable references (wall faces, grids, or reference planes). Add an overall dimension for each run where helpful.
4. Dimension key rooms: add critical clear dimensions (e.g., corridor widths, bathroom clearances) only where needed for understanding.
5. Tag doors and windows: use Tag by Category; ensure Marks are visible and consistent. Use leaders where crowded.
6. Tag rooms: place room tags centered; use leaders for small rooms if necessary.
7. Add selective wall tags: only where wall types change or where the plan needs clarification.
8. Add text notes: add a small set of plan notes (e.g., “TYP.” conditions) with clean leaders and aligned note blocks.
9. Add 1–3 keynotes (optional): choose repeated conditions that benefit from a legend reference.

Part B — Elevation annotation (step-by-step checklist)

1. Prepare the elevation view: confirm scale and crop so the elevation reads cleanly.
2. Place vertical dimensions: key heights such as floor-to-floor, top of roof, sill/head heights if required. Reference stable geometry (levels, major faces).
3. Place horizontal dimensions: overall width and key opening spacing where it clarifies the facade.
4. Tag elements as needed: windows/doors may be tagged if your documentation set requires it; keep it minimal to avoid clutter.
5. Add text notes: call out materials or typical conditions only where the elevation alone needs clarification.
6. Add keynotes (optional): use for repeated facade notes (e.g., cladding type) if you’re using a legend.

Quality Check: Legibility, Alignment, and Consistency

Legibility checks

• At the intended print scale, can you read dimension text, tag text, and notes without zooming?
• Are dimension strings spaced so witness lines don’t merge into dark clusters?
• Do leaders avoid crossing critical geometry and other leaders?
• Are room tags clearly inside rooms and not overlapping boundaries?

Alignment and graphic order

• Are dimension lines parallel and placed in a consistent “band” outside the plan?
• Are tags aligned where possible (e.g., door tags in a corridor aligned to a common height)?
• Are note blocks aligned to a clean edge and not scattered?
• Is there a clear hierarchy (overall dims outside, interior dims inside, notes off to the side)?

Consistency and data integrity

• Do all doors/windows have tags where required, and are Marks unique and logically sequenced?
• Are you using the same dimension style throughout the plan (except where intentionally different)?
• Are you dimensioning to the same reference convention (finish face vs. core face) consistently?
• Do tags display the intended parameters (no unexpected type names or blank values)?

Stability checks (future-proofing)

• Select a few dimensions and verify the witness lines attach to the intended faces/axes (not accidental edges).
• Make a small, controlled model change (e.g., move a window slightly) and confirm dimensions and tags update predictably.
• Scan for “orphaned” tags (tags with question marks or missing references) and rehost them immediately.