TECHNICAL WRITING FORMAT
Guidelines for a Professional Report
Maurice B. Dusseault
University of Waterloo
Waterloo, Ontario, CANADA, N2L 3G1
Instead of the format used here, you may also download a Template
for a MSc or PhD thesis at the University of Waterloo:
http://ist.uwaterloo.ca/ew/thesis/Thesis_word.html
This template is a good one for writing any technical report. In many
cases (Journals, Conferences, specific company policy) you will have
to use a template supplied by others.
The following websites contain information or sources that may help
you in your English writing:
http://www.techcommunicators.com/pdfs/style-diction.pdf
http://www.economist.com/research/StyleGuide/
http://www.refdesk.com/factgram.html
http://ec.europa.eu/translation/writing/style_guides/english/style_guid
e_en.pdf
I recommend you practice extensively in writing to develop a concise,
clear, lucid style that is easy to read and understand.
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SUMMARY (or ABSTRACT) (start on a new page)
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.
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1.0
INTRODUCTION (Start a new page for each major section)
The introductory section (Chapter) 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 and Format of Work
Many companies use their own format for Reports in the form of a
Template. Also, the University of Waterloo provides a template for
use in Graduate Student theses or Undergraduate theses.
In general, use 1.3 spaces or 1.5 spaces for the text, unless
indicated otherwise by the client or the supervisor. This document
uses a spacing of 1.3 lines per line. If you are using less than 1.1
line spacing, paragraphs are set best apart by a half-space, and the
paragraphs can all start flush with the left-hand column. Draft
versions of your work should be printed using 2.0 spaces to allow
room for corrections by your editor, supervisor, or co-workers.
For clarity, in this document, I have used Helvetica 14-point font. It is
best to use standard 12-point Times Roman or 12-point Arial
fonts. Do not use special fancy fonts for any engineering work.
Some people use 10-point Times Roman, but most find that this is
too small to read except in good light.
This is an example of a non-indented paragraph format using a halfspace to set it apart from other paragraphs.
An alternative approach, used whenever close spacing is employed,
is to set paragraphs apart by indenting the first line about 10 to 15
millimetres.
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This is an example of a group of paragraphs which are set
apart using indentation of the first line.
These paragraphs do not have to be separated from others by
a blank line or by a half-space. It is your choice, but it is important
that you be consistent throughout your work.
1.1.1 Spacing for headings and such
You may allow two full spaces before any new numbered heading if
you are using a large line spacing (1.5 - 2.0 spaces). 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, as all paragraphs can be, except lists and
quotes which are set apart in paragraph 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
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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:]
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.
If the items are clauses, we use the semicolon format. [For
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.
(Notice that in the case of semicolons separating a list of clauses, te
final “and” ha a comma after it.
If you are using bullets plus the text format numbering method
used in this document, the bulleted list must not use numbers, but
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 (but don’t be too fancy with arrows or flags);
 Numbered bullets in a brief letter or unnumbered document;
 Letter bullets in a numbered document; or,
 Lower-case Roman numerals (i, ii, iii, iv, v, vi …)
Often, the bulleted list is 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 above). Remember that a bulleted
list is intended to draw the attention of the reader; therefore, do not
overuse lists.
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1.2
Second Heading in Chapter 1
1.2.1 Sub-heading
1.2.2 Sub-heading
1.2.3 Third Level Title Subheading
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.
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2.0
LITERATURE REVIEW
In a thesis, and often as well in professional reports, a review of
previous work, or the literature, or of 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 that “et al.” is italicized.
3.0
EXPERIMENTAL PROGRAM ON WASTE COMPRESSION
3.1
Sources of Material
3.1.1 Oilfield wastes from Alberta
3.1.2 Mineral wastes from Ontario
3.1.3
3.2
Compression Test Methodology
4.0
EXPERIMENTAL RESULTS
5.0
NUMERICAL ANALYSIS OF THE WASTE FACILITY
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6.0
COMPARISON TO OTHER NORTH AMERICAN SITES
7.0
CONCLUSIONS AND RECOMMENDATIONS
8.0
REFERENCES
(These are not genuine references)
Smith, J., 1992. Writing skills for geoscientists. Canadian Journal of
Earth Sciences, 19, 223-229.
Smith, J. and Jones, S.B.M., 1993. Technical Writing. Chapter 7 in
Writing Skills in the Professional World (ed.: T.J. Booker),
McGraw Hill, Toronto, 145-166.
Smith, J., Jones, S.B.M., and Hartwick, M.R., 1994. Professional
report writing for Canadian Professional Engineers. Academic
Press, Toronto, 374 p.
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APPENDIX A: Grammar and Style (New Page for each Appendix)
Do not bother buying a cheap dictionary for technical work.
Purchase a good dictionary and use it, or use a high-quality on-line
(Internet) dictionary that gives examples of usage. This will help you
make sure you are using the correct word in the correct place.
Take a University course in Technical Writing if you are a poor writer.
All students who have English as a second (or third) language must
practice writing extensively and take available courses.
Purchase a Manual of Style or a Manual for Scientific Writing. Follow
the rules in this manual at all times. Do not use jargon, and do not
use terms that are likely to be misunderstood. Be clear and concise,
and avoid highly complex sentences.
If you have difficulty writing, you should:
Hire someone to help you in aspects of grammar and style.
Hire an editor for your work, until your skills are sufficient.
Practice writing as much as possible.
Your thesis supervisor should not have to re-write your thesis so that
it is grammatically and stylistically acceptable. Remember, you are
sudged by the quality of your work.
Never publicly release poor work or work that contains serious style
or grammar problems. Others will remember this and it will severely
hurt your reputation. If necessary, hire an editor.
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APPENDIX B
In your formatting, avoid unnecessary use of bold face or underlining
unless you really need the emphasis, never use exclamation marks
in technical writing, and be conservative rather than trendy. You will
be judged professionally on your writing style for the rest of your
career. People remember bad work for a long time; never be guilty of
submitting sloppy work.
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APPENDIX C
Each new appendix starts with a new page. Numbering in the
document should be in the centre or on the right hand side, bottom of
the page.
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