3.2 Headings
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)
- enable the reader to scan and read selectively
- increase readability of the document by providing breaks and passive space
Effective headings use concrete, descriptive language to tell the reader what to expect from the content of each section. Avoid “functional” headings when writing technical reports. Functional headings are used in documents that have consistent structures, such as science lab reports, when each section must fulfill a particular function. For example,
- Introduction
- Materials
- Procedure/Methodology
- Data/Results
- Discussion/Conclusions
- 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. Using descriptive headings will also result in an easily usable document; that is, the reader will easily be able to find information.
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 consistent, parallel phrasing as well. Use the STYLES function in Word to help design and maintain effective and consistent headings throughout your document.
- Readability: Leave passive space above and below headings. Leave slightly more space above the heading than below it. As a general guideline, use two-to-four 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 be formatted using an alpha or numeric system, if there are many sub-sections. Use the alpha system when writing for business purposes; use the numeric system (with Arabic numerals: 1, 2, 3 . . .) if writing for technical purposes. The Ontario Association of Certified Engineering Technicians and Technologists (OACETT), for example, requires that technical reports submitted for the certification process include numbered headings (n.d.). Also, see Seneca’s A Guide to Writing Formal Technical Reports (Potter, 202