3. DOCUMENT DESIGN Show
Suzan Last Headings are standard features of technical documents that serve several important functions:
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,
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? Figure 3.2.1 Function-based vs Descriptive Headings. [Image description]When designing the headings in your document, keep in mind these general principles:
DO the following:
DON’T do the following:
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. Level One HeadingsFirst level headings should be the largest, and should be bolded. You might consider using ALL CAPS, but avoid this if the headings are along. Level Two HeadingsSecond level headings should be slightly smaller or in some way distinguished from first level headings. You might consider indenting the heading and aligning the subsequent blocks of text. Level Three HeadingsThird level headings, if you use them should be further distinguished by smaller size, italicizing, and/or indenting them. And so on… 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
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. If you choose to number your headings, our Style Guide recommends that you use a decimal system (not an alpha-numeric one). 1. First Level HeadingUnder this first level heading you will find text about the topic described in the heading. It will go on for several lines. If there is a Section numbered “1”, there will also be a Section 2 in order to avoid lone headings. 1.1. Second Level HeadingThis section may align directly under the previous heading, or be indented. This will not be a lone heading; this section will have a more than one heading at this level (1.2 and maybe a 1.3). 1.1.1. Third Level HeadingThis third level heading is indented, and smaller or in italics to set it off from second level heading. Again, if you have a number 1.1.1 heading, you should have a number 1.1.2, etc. 1.1.2. Additional Third Level HeadingText should added below each heading. Avoid stacked headings. 1.2. Additional Second Level HeadingText, text text… 2. Additional Second Level HeadingMore text… Avoid stacking headings one on top of the other with no intervening text. Each heading should have content under it. Answer the following review questions:
Further practice: Review a document you have written, such as a research essay, and see if you can divide it into logical sections introduced by concrete, descriptive headings. Review the Headings PowerPoint for this chapter. Figure 3.2.1 image description: Function-based headings:
Descriptive headings:
[Return to Figure 3.2.1] What should the length of a paragraph in business communication usually be?Shorter sentences and paragraphs are easier to understand and likely to contain fewer errors. Unnecessary words that add nothing to the meaning and the impact of the sentence or paragraph should be omitted. Most business communication experts recommend writing with an average sentence length of between 20 to 25 words.
Is a skillful writing technique that produces balanced writing sentences use similar structures to express similar ideas?Parallelism is a skillful writing technique that involves balanced writing by using similar structures to express similar ideas.
Which portions of a business message usually have the greatest impact on readers?For important messages, schedule time to put your draft aside for a day or two before you begin the revision process. The beginning and end of a message usually have the greatest impact on your readers.
Which type of tone is best for business messages?"The business writer should strive for an overall tone that is confident, courteous, and sincere; that uses emphasis and subordination appropriately; that contains nondiscriminatory language; that stresses the "you" attitude; and that is written at an appropriate level of difficulty" (Ober 88).
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