TECHNICAL WRITING FORMAT
Guidelines for a Professional Report
Maurice B. Dusseault
University of Waterloo
Waterloo, Ontario, CANADA, N2L 3G1
SUMMARY (or ABSTRACT)
This section summarizes the main points of the report or thesis in no more than one
typed page. It summarizes as succinctly as possible the goals and the conclusions. It is
most common to use equal margins on all sides of the paper (2.5 cm margins on all
sides). The most common fonts used are Times Roman 12 pt, Arial 12 pt, or Arial 11 pt.
Do not use unusual fonts such as Arial Narrow, do not use too large or too small a font,
stick to the standard sizes.
1.0
INTRODUCTION
The introductory section (or Chapter 1) outlines the premise and the goals. It is not a
summary of results. It gives the technical justification, a very brief review of what has
been done, and a statement of goals in some detail.
1.1
Spacing of Work
In general, for a final report, use 1.2 spaces to 1.5 spaces between lines for the text,
unless indicated otherwise by the client or the supervisor (e.g.: you may wish to leave
additional space to make hand-written editing easier for a first draft of your document).
This document uses a spacing of 1.3 lines per text line. If you are using less than 1.1
line spacing, paragraphs are best set apart by a half-space, and the paragraphs can all
start flush with the left-hand column, or be indented by 8 to 15 mm, as you wish. Draft
versions of your work should be printed using 2.0 spaces to allow room for corrections
by your editor or co-workers.
For clarity, in this document, I have used Arial 11-point font. It is best to use standard
12-point Times Roman, other 12-point fonts, or 11-point or 12-point Arial fonts; some
agencies and professors accept 10- or 11-point font. Do not use special fancy fonts for
any engineering work.
The previous paragraphs are an example of an acceptable paragraph format using a
half-space to set each paragraph apart from other paragraphs.
An alternative approach, used whenever close spacing is employed, is to set
paragraphs apart by indenting the first line about 8 to 15 millimetres.
This is an example of a group of paragraphs set apart using indentation of the
first line, but no extra spacing between paragraphs. The indentation of the first line is
generally set by the format of the agency that you are working for, or by the “Template”
provided by the Journal or Conference. For example, the Society of Petroleum
Engineers (SPE) provides all authors with a standard format for all papers published in
their conferences.
Paragraphs that are indented do not have to be separated from others by a
blank line or by a half-space, although many people do both: they indent paragraphs by
8-15 mm and also leave an extra half space between paragraphs. It is your choice, but
it is important that you be consistent throughout your work.
Avoid unusual paragraph structures and indentations. However, some
companies and agencies develop their own special format for Professional Reports, and
when you work for them you will have to follow their guidelines.
1.1.1 Spacing for headings and such
Allow two full spaces before any new numbered heading if you are using a large line
spacing (1.5-2.0). Otherwise, with single line spacing, and no spaces between
paragraphs, one full space suffices. Following the heading, a half-space is acceptable if
you are using single spacing, a full space for larger line spacing. The first paragraph
after a numbered heading should be flush to the left, in general, even if you are using
the indented paragraph style.
Headings using the numbering technique should be flush with the left-hand
margin, except for lists and quotes that are usually set apart in paragraph form or
bulleted form. Between the heading and the first paragraph, one line spacing is used
(half is acceptable if you are using 1.0 or 1.1 line spacing, a full space is required if you
are using double spacing or 1.5 spaces for the text).
1.1.2
Lists
The goal of technical writing is to communicate succinctly, effectively, and in such a
manner that your words cannot be misunderstood. Engineers and other technical
writers use lists for important points. A list can be included in a paragraph if the items
on the list are short, or if there are no more than perhaps four items. Be careful to
punctuate correctly, and learn how to use colons, semicolons, and commas. Here are
some examples of lists and punctuation.
“Technical writers must achieve the following standards: clarity of presentation, a
minimum of spelling and grammatical errors, a simple direct writing style, and a logical
flow of ideas.” (This is an example of a short list within a sentence, using a colon to set
the list apart – in this case the colon “tells the reader” that a list is coming – and
commas to separate the items in the list.)
If the items are clauses, we use the semicolon format; here is an example. “A
technical report must be designed for clarity of presentation and expression; for user
ease in accessing relevant data; for quick reference to summaries and conclusions; and,
for consistency in the engineering decision-making procedure and logic.”
If you are using bullets plus the numbering method suggested here, the bulleted
list must not use numbers, otherwise there will be confusion. In this case, lists should
use bullets, letters, or even lower-case Roman numerals. The options are (please note
the punctuation used and the extra half-space between this paragraph and the list, to
set it apart):

Straight bullets (don’t be fancy with arrows or flags);

Numbered items in a brief letter or unnumbered document (1, 2, 3, …);

Items identified by letters in a numbered document (a., b., c., …); or,

Lower-case Roman numerals to identify individual items (i, ii, iii, iv, v, vi, …)
A list is almost always indented to set it apart from the text. It may also be set
apart from other paragraphs with extra half-spaces before and after (as in this case).
Remember that a bulleted list is intended to draw the attention of the reader; therefore,
do not overuse lists or the importance of the list format to draw the attention of the
reader will be lost.
1.2 Second Heading in Chapter 1
1.2.1
Sub-heading using the numbered item system
1.2.2
Sub-heading
1.2.3
Sub-heading
As much as possible, avoid going to numerals greater than “9” in your headings, and
avoid going to four levels. To achieve a fourth level of heading, you may use text
headings for individual paragraphs, as in the following example.
Test Procedure: The test is carried out following ISRM standard testing procedures
(ISRM, 1989). Minor modifications include pore pressure calibration, cyclic loading, and
the use of an elevated temperature.
Data Analysis: Raw data are analyzed on-line with an A-to-D converter, an oscilloscope,
and “point-and-click” selection of variables, using the computer mouse and a bar chart.
Data Presentation: A graphics format is chosen from the menu once the test is
terminated, and the charts are reviewed on the screen before sending to the printer.
2.0
LITERATURE REVIEW
2.1 Introduction
In a thesis, and often as well in professional reports, a review of previous work, the
literature, or pre-existing reports is carried out before the new work is discussed.
A literature review should employ the standard format for references found in the
Canadian Geotechnical Journal or the Canadian Journal of Civil Engineering (Smith,
1992; Smith and Jones, 1993; Smith et al., 1994). Note the format for three or more
authors, and also note that “et al.” is italicized. In the list of references at the end of the
article or report, write down the full reference without abbreviations; the Journal editor (if
you intend to send this off for publication) will use the abbreviations that they prefer.
Hence, write down “International Journal of …” instead of “Int. J. of …”.
2.2 Plagiarism
It is your responsibility to read, understand, and implement the rules of the University
of Waterloo about plagiarism. Plagiarism is taken extremely seriously by the university,
and the use of any material by others MUST BE ACKNOWLEDGED IN THE
ACCEPTED WAY. This requirement includes material that is taken from the internet,
from non-published and non-refereed articles, reports or presentations, even from
conversations with other persons. In theory, if you are given an important idea by
another person, when you present the idea, you should refer to it in the following
manner:
“The concept of chemico-thermal activation of clay diagenesis (Smith, 2009) can help
explain the relevant phenomena…”
Then, in the references:
“Smith, A.B., 2009, personal communication, Waterloo, Ontario.”
If work that contains plagiarism is presented to a professor, it will be handed back to the
student without marking but with an explanation of the rules. If this happens a second
time, the university authorities may be contacted. Extreme cases could lead to
expulsion.
3.0
EXPERIMENTAL PROGRAM ON WASTE COMPRESSION
It is also common to indent the numbered headings, using a larger indent for the third
level. Again, avoid going to four levels in Reports.
3.1
Sources of Material
This heading is indented by 6 millimeters from the left-hand margin. In this case, all
paragraphs are also indented. Another option is to indent the headings, but leave the
text at the same margin throughout the document. Once again, choose a simple, clear
style, but be consistent throughout your document.
3.1.1 Oilfield wastes from Alberta
Notice that the headings are indented but the paragraphs are not. Some corporations
also indent paragraphs at different number levels. It is your choice, but be consistent in
your document. If you capitalize common nouns and other words in headings, use the
same approach for all other headings of the same rank.
3.1.2
Mineral wastes from Ontario
3.1.3
And so on for other headings
3.2
Compression Test Methodology
4.0
EXPERIMENTAL RESULTS
5.0
NUMERICAL ANALYSIS OF THE WASTE FACILITY
6.0
COMPARISON TO OTHER NORTH AMERICAN SITES
7.0
CONCLUSIONS AND RECOMMENDATIONS
8.0
REFERENCES
References are listed in alphabetical order, or in the same order that they are
encountered in the text. This example is one format, there are many others; it is up to
you to choose one format and be consistent. I recommend using the approach in the
NSERC Journals such as the Canadian Journal of Earth Sciences or the Canadian
Geotechnical Journal, which is somewhat different than this format.
Beliveau, D. and Baker, D. Reserves Growth: Enigma, Expectation or Fact. Proc. SPE
2003 Annual Technical Meeting, Denver CO, SPE 84114, 2003.
Collins, P.M. Injection pressures for geomechanical enhancement of recovery
processes in the Athabasca oil sands. Proceedings of the SPE International
Thermal Operations and Heavy Oil Symposium and International Horizontal Well
Technology Conference, Calgary AB, SPE 79028, 13 p., 2002.
Collins, P.M., Carlson, M.R., Walters ,D.A. and Settari, A. Geomechanical and Thermal
Reservoir Simulation Demonstrates SAGD Enhancement Due to Shear Dilation.
Proeedings of the SPE/ISRM Rock Mechanics Conference, Irving TX, SPE/ISRM
78237, 7 p., 2002.
Dusseault, M.B. Sequencing Technologies to Maximize Recovery. Proceedings, 7th
Canadian International Petroleum Conference, Calgary AB, Paper 2006-135, 16 p.,
2006.
Dusseault, M.B. and El-Sayed, S. Heavy oil well production enhancement by
encouraging sand influx. SPE/DOE Improved Oil Recovery Symposium, Tulsa OK,
SPE #59276, 2000.
Dusseault, M.B., Shand, D., Meling, T., Spanos, T. and Davidson, B.C. Field
Applications of Pressure Pulsing in Porous Media, Proceedings, 2nd Biot
Conference on Poromechanics, Grenoble France, Balkema, Rotterdam, 639-645,
2002.
Gates, I.D. and Chakrabarty, N. Design of the Steam and Solvent Injection Strategy in
Expanding-Solvent Steam-Assisted Gravity Drainage. Proceedings, 7th Canadian
International Petroleum Conference, Calgary AB, Paper 2006-023, 14 p. 2006.
Usually, Journal article titles are not placed in italics, but conference names, monograph
titles and Journal names may be. Please refer to examples in the Canadian Journal of
Earth Sciences or the Canadian Civil Engineering Journal. If you have any doubt
whatsoever, each year in these journals they publish a Format Guide (or you can
download it from the web). Follow the Format Guide carefully and consistently.
Appendices in Reports should each start on a new page. Often, a different numbering
system is used, and one example is given here.
A. APPENDIX A
A.1
Mathematical Derivation
A.2
Engineering Approximation
A.2
Use in Analysis
B. APPENDIX B
C. APPENDIX C
Purchase a small style manual from the book store to help you with your writing. They
still sell the small book by Strunk and White, which is over 50 years old, but remains an
excellent guide to style, with a new edition being published each year.
Avoid unnecessary use of bold face (most journals do not permit it), never use
exclamation marks in technical writing, be conservative rather than trendy, use complete
sentences, and avoid complex sentence structures. Do not use unnecessary jargon,
your goal is to communicate, not confuse. Simplify your writing, it will improve it. You
will be judged professionally on your writing style, so work hard at it.