Technical Documentation Guidelines and Types

1. Guidelines

   The effectiveness of technical communications is enhanced by the following guidelines:

   1. Put yourself in the place of the audience. Present all information needed so the report can be understood.
   2. Use the required format.
   3. Stick to the subject. The content must be about the assigned topic.
   4. Write clearly.
   5. Be brief but avoid undue abbreviation.
   6. Present information visually in the form of graphs, diagrams, or figures whenever possible.
   7. Use proper grammar and punctuation.
   8. Check spelling carefully.
   9. Write sentences.
   10. Use third person. Minimize the use of personal pronouns.
   11. Present tense is used for permanent facts.
   12. Minimize forward information references. Don't force the reader to read another section later in the report to understand the current point.
   13. Place appendices after the conclusion. Appendices are sections which provide additional information more extensive than is required in the body of the report.
   14. Sequentially number literature references in the report and list them in order following any appendices.
   15. Alphabetize bibliographies by author's last name following the list of references.
   16. Type all reports or write in ink.
   17. Write on one side of the page only. Use theme or plain white paper.
   18. Include figures and diagrams in the text following as closely as possible the page where they are referenced Don't put them at the end of the report.
   19. Title all figures and diagrams.
   20. Number pages.
   21. Bind or staple pages securely.

2. Communication Formats:

   There are four main ways to document or communicate technical information:
   1. Engineering Notebooks
      The engineering notebook is the engineer's basic working document. This is the primary source of information for subsequent reports. In the real world, a notebook is a legal record of work performed. It could be used to document patent rights, record information for tax purposes, or to resolve liability questions. LEARN TO DO IT RIGHT.

   2. Memo Report
      A memorandum is usually a report to a supervisor or colleague giving results of a technical investigation. Typically the supervisor is technically aware of the topic.

   3. Formal Report
      The formal report is more detailed than the memo report. It might be slanted toward a less technically knowledgeable audience and thus requires more introductory and explanatory information. You must evaluate your audience and write accordingly. The formal report is written in a style suitable for publication. For style hints, look at a technical journal such as any of the IEEE Transactions.

   4. Oral Report
      The oral presentation is a very important method of presenting information. The use of visual aids such as the overhead or slide projector to explain critical points is often very effective. Treat the oral report as a conference technical presentation.