Headings are standard features of technical documents that serve several important functions:

• Provide organizational overview of the document
• Show logical development of ideas
• Show hierarchical relationship of ideas (headings, sub-headings)
• Allow the reader to scan and read selectively
• Increase readability of the document by providing breaks and white space.

Effective headings use concrete, descriptive language to tell the reader what to expect from the content of each section. Avoid “function” headings when writing technical reports. Function headings are used in documents that have consistent structures, such as science lab reports, when each section must fulfill a particular function. For example,

1. Introduction
2. Materials
3. Procedure/Methodology
4. Data/Results
5. Discussion/Conclusions
6. References

Technical reports are usually not so strictly organized or predictable.  Readers will find it much more helpful if headings concretely describe the content of each section rather than the function.

Note the differences in the two Tables of Contents in Figure 3.2.1, each generated automatically from headings within their respective documents. Which one gives a clear idea of the content of the report?

General Principles for Designing Headings

When designing the headings in your document, keep in mind these general principles:

• Hierarchical Relationship of Ideas: use font size, boldness, typography and color to indicate the relative importance of ideas and how they inter-connect. In general, first level headings are larger and bolder than second and subsequent level headings.
• Consistency: if you use headings, every section must have a heading. Make sure your headings at each level are consistent in design (font, size, color, indentation, etc.) Use the STYLES function in Word to help design and maintain effective and consistent headings throughout your document. Use consistent, parallel phrasing as well.
• Readability: leave passive space above and below headings. There should always be slightly more space above the heading than below it. As a general guideline, use 2-4 headings per page in short reports. Avoid overusing headings.
• Specificity: use descriptive headings that inform the reader of the content of each section. Avoid vague headings, and avoid using too many headings. Headings may use a numeric system, if there are many sub-sections. According the Engineering Work Term Report Guideline (pdf), headings may be numbered using Arabic numerals only—not Roman Numerals or letters.

The examples below illustrate the use of heading sizes and font types, with numbered headings and without, to show the relationship of ideas within the report. The headings were created using the Styles option in Word.

Using the Styles function in Word, rather than simply making text larger or bold manually, offers you may advantages.  For example, the algorithm created using Styles allows you to

• Create and automatic table of contents from your headings and sub-headings
• Create bookmarks in a .pdf document
• Use Word’s Navigation Pane
• Use Words’ “outline” feature when drafting your document
• Enable Screen Reading software to identify your heading hierarchy

Enabling screen reader software helps make your documents more accessible. Creating an automatic table of contents will save you tons of time!  In addition, the TOC will automatically update as you revise your document and add sections, which will help when you are collaborating with other writers.  Similarly, you can also create an automatic Table of Figures if you use the Caption function. Learning how to use the Styles formatting tool will make your report writing much easier, and will allow you combine sections written by different team members easily and effectively. Use the tutorials in Word, or search for current online video tutorials showing how to use these tools.

Review the Headings PowerPoint.

Image descriptions

Figure 3.2.1 image description:

Function-based headings:

• Introduction
• Problem Definition
• Proposed Solution
• Benefits
• Conclusion
• Recommendation
• References
• Table 1
• Figure 1.

Descriptive headings:

• Ski Lift Safety Issues
• Deropement Problems in Tow Lifts
• Proposed Rope Catcher Solution
• Benefits of Implementation
• Resolving the Safety Issues
• Recommendation
• References.
• Table 1. Cost breakdown for one tower installation.
• Figure 1. Proposed Retainment Device

[Return to Figure 3.2.1]