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The core flowchart symbols
A readable flowchart uses a small vocabulary consistently. Microsoft’s practical guidance is that most charts need only three or four shapes unless there is a clear business reason to add more. Use concise labels, connect every step with arrows, and keep the main path easy to follow.
| Symbol | Usual appearance | Meaning | Example label |
|---|---|---|---|
| Terminator | Rounded rectangle or capsule | Marks where a process begins or ends. | Start; Application approved; End |
| Process | Rectangle | A task, action, calculation or operation. | Review application |
| Decision | Diamond | A question or condition that routes the flow to different outcomes. | Is the form complete? |
| Flowline | Line with an arrowhead | Shows sequence and direction between symbols. | Arrow toward the next step |
| Data (input/output) | Parallelogram | Information or materials entering or leaving a process. | Enter email address; Send receipt |
| Predefined process | Rectangle with double vertical edges | A group of steps defined in another part of the diagram or in a separate flow. | Verify identity |
| Document | Rectangle with a wavy lower edge | A step that produces a document. | Generate invoice |
| On-page connector | Small circle | Connects separated parts of the same page without a long crossing line. | A1 to A1 |
| Off-page connector | Page-like reference shape | Shows that the flow continues on another page or in a linked subprocess diagram. | Continue on page 2 |
Microsoft’s basic Visio flowchart guide describes these conventional uses and explains how to connect shapes.
What does each common shape mean?
Terminator: start and end
Use a rounded terminator for the entry and exit points of the workflow. Label it with a specific condition when “Start” or “End” is too vague—for example, “Order received” and “Payment confirmed.” A flow can have more than one ending if different outcomes terminate in different states.
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Process: an action or operation
The rectangle is the default task symbol. Write a short verb phrase such as “Validate address,” “Calculate tax,” or “Archive record.” If a rectangle contains several unrelated actions, split it into separate process steps or replace it with a predefined-process symbol that points to a detailed subflow.
Decision: a branching question
A diamond represents a condition whose result changes what happens next. Phrase it as a question—“Is payment authorized?”—and label each outgoing arrow with its outcome, such as “Yes,” “No,” “Approved,” or “Retry.” Two branches are common, but a decision may have three or more outcomes when the condition genuinely has multiple states. Do not leave an unlabeled branch for readers to guess.
Flowline: sequence and direction
Arrows tell readers which step follows another. Keep the principal path in one direction, normally top to bottom or left to right. Avoid crossing lines; use on-page connectors when a long route would obscure the sequence. An arrow should enter and leave symbols clearly rather than merely touching a corner.
Parallelogram: data entering or leaving
Use the input/output shape when the important fact is that information or material crosses the process boundary. “Enter account number” is input; “Export CSV” is output. If the step is primarily an action performed on that data, use a rectangle for the action and reserve the parallelogram for the exchange itself.
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Predefined process or subprocess
The double-edged rectangle indicates a named group of steps documented elsewhere. It lets an overview remain readable while preserving a path to detail. Name the subprocess precisely—“Run fraud checks,” for example—and provide a matching detailed diagram or section.
Document and multiple-document outputs
The wavy-bottom document shape identifies a generated document, such as an invoice, report or approval letter. Use it when the artifact matters to the reader. Microsoft’s shape inventory also includes multiple-document variants for outputs that produce several documents.
On-page and off-page references
A small circular connector links two points on the same page. Put the same identifier in both circles, such as “A” or “1,” and avoid reusing an identifier for unrelated paths. An off-page reference signals continuation on another page or in another subprocess flow; include the destination page or flow name.
Specialized symbols
Flowchart libraries also offer internal storage, preparation, manual input, manual operation and other shapes. Microsoft’s Office Drawing shape inventory lists examples. Introduce one only when its distinction changes how the process should be understood. A legend is preferable to forcing readers to infer a rare symbol.
Which symbols do you actually need?
Start with the smallest set that communicates the workflow:
- Terminator: define the start and one or more endings.
- Process: show each action on the main path.
- Decision: branch where a condition changes the next action.
- Arrows: connect the sequence and label decision outcomes.
Add input/output when data exchange needs to be visible, a subprocess when detail would overwhelm the overview, a document when a produced artifact matters, and connectors when the drawing would otherwise require confusing lines. You do not need the full symbol set for a simple approval or onboarding flow.
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How to build a clear flowchart
1. Define the scope
Choose one process and its boundary. Decide what event starts it and what outcomes count as completion. A chart that mixes a high-level business process with every implementation detail becomes difficult to scan.
2. List actions and decisions in plain language
Draft the steps before drawing. Use one action per line and identify conditions separately. Convert vague nouns (“verification”) into verbs (“Verify identity”) so the rectangle states what happens.
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3. Draw the main path first
Place the terminator, process steps and final terminator in a consistent direction. Add arrows before adding side branches. This exposes missing steps and prevents decorative shapes from driving the logic.
4. Add and label branches
Insert a diamond at each condition. Attach an outcome label to every outgoing arrow. If a branch loops back, make the return point unmistakable; if it exits to another diagram, use an off-page reference.
5. Separate overview from detail
Replace a dense cluster with a predefined process and create a linked detailed flow. Use connectors rather than routing a line across the page. Include a short legend for any symbol whose meaning is not obvious.
6. Review with someone who did not draw it
Ask a reader to trace the flow aloud. Check that every symbol has a purpose, every decision has a labeled outcome, and every ending is reachable. If two people interpret a shape differently, document the convention beside the diagram.
Common mistakes and fixes
- Using a diamond for every step: reserve it for a question or condition; use rectangles for actions.
- Unlabeled decision arrows: write the outcome on each branch, not just inside the diamond.
- Overloaded rectangles: split compound actions or replace them with a subprocess.
- Lines that cross repeatedly: reorder the layout, use connectors, or move a section to another page.
- Symbols used as decoration: remove shapes that do not convey a distinct meaning.
- Assuming a universal standard: add a key when your organization uses a local convention.
Why conventions differ
Flowchart notation has a long history. IBM traces early flowcharting to Frank and Lillian Gilbreth’s 1921 presentation to the American Society of Mechanical Engineers and says ASME released a set of common symbols in 1947; this is historical context, not proof that every modern chart uses one binding standard. The U.S. National Bureau of Standards publication Flowchart Symbols and Their Usage in Information Processing was issued as Federal Information Processing Standards Publication 24 on September 1, 1970, and is cataloged by GovInfo. Microsoft Support makes the practical qualification explicit: “However, there is no standard, universal meaning for the shapes – any shape can carry whatever meaning is agreed on by the people who will create and read the flowcharts.” Familiar conventions improve comprehension, but a local key controls when the team has deliberately agreed on another meaning.
Creating and sharing a flowchart
Diagram tools such as Microsoft Visio provide templates, shape libraries and connectors. In Visio, start with a basic flowchart template, drag shapes onto the page, and use connector arrows to join them; the Microsoft instructions cover the current workflow. Export a PDF or image only after checking that labels remain legible at the final size. For automated documentation, keep the source diagram and its legend with the exported file so later readers can verify the notation.
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Using the documented API, replace the example URL with your flowchart page:
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Troubleshooting a confusing chart
A reader cannot tell where to begin
Check for a clearly labeled terminator and a single obvious first arrow. If several entry points are intentional, label each one with its triggering event.
A decision seems to have no valid outcome
Rewrite the diamond as a complete question and enumerate all states, including an exception or “Unknown” path when the system can produce one.
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The page is too large to print
Move detailed logic into a subprocess flow, use on-page or off-page references, and keep the overview to the decisions readers need at that level.
Teams disagree about a shape
Choose the familiar convention where possible, then add a legend stating the agreed meaning. Consistency within one diagram is more useful than adding increasingly specialized symbols.
Frequently Asked Questions
Does every flowchart need a diamond for decisions?
No. Use a diamond only where a condition changes the route. A straight sequence of actions can use terminators, rectangles and arrows alone.
Can a decision have more than two branches?
Yes. Two outcomes are common, but a diamond can route to several labeled outcomes when the condition has multiple states.
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What is the difference between a process and a subprocess symbol?
A process rectangle represents an individual action. A predefined-process symbol represents a named group of steps documented elsewhere.
When should I use an input/output parallelogram?
Use it when information or material entering or leaving is important to the reader. Use a rectangle when the emphasis is on the action performed on that data.
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