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,

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. 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, 2021) for additional guidance.

Review the following video to better understand how to integrate the different heading levels into an APA formatted document.

(Using Headings and Subheadings, 2015)

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 MS Word.

Using the Styles function in Word, as well as the Document Elements, allows you to auto-create a table of contents from the headings in your documents. These will automatically update as you revise your document and add sections, which will save you considerable time in the long run. Similarly, you can also create an automatic Table of Figures if you use the Caption function. Learning how to use these formatting tools 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 MS Word, or search for current online video tutorials showing how to use these tools.

Review the Headings PowerPoint.

References

APA Assistant. (2015). Using headings and subheadings. Youtube. https://www.youtube.com/watch?v=gsMeXUyVaCg&list=RDLVJpVTo7bTnXU&index=5

Last, S. (2019). Technical Writing Essentials. BCcampus. https://pressbooks.bccampus.ca/technicalwriting/

Microsoft. (n.d.). Add a heading. https://support.microsoft.com/en-us/office/add-a-heading-3eb8b917-56dc-4a17-891a-a026b2c790f2

Microsoft. (n.d.). Add, format, or delete captions in Word. https://support.microsoft.com/en-us/office/add-format-or-delete-captions-in-word-82fa82a4-f0f3-438f-a422-34bb5cef9c81

Potter, R. L. (n.d., 2017, 2021). A guide to writing formal technical reports: Content, style, format.
Original document by University of Victoria (n.d.). Engineering work term report guide: A guide to content, style and format requirements for University of Victoria engineering students writing co-op work term reports. (Updated by Suzan Last, October, 2017 and adapted by Robin L. Potter (2021). OER.

The Ontario Association of Certified Engineering Technicians and Technologists (OACETT). (n.d.). I need to complete a technology report. OACETT. http://www.oacett.org/Membership/Certify/TR#Technology%20Report%20Guidelines

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]