TECHNICAL WRITING FORMAT

Guidelines for a Professional Report

Maurice B. Dusseault University of Waterloo Waterloo, Ontario, CANADA, N2L 3G1

SUMMAR

or AB!"#AC"$

"%is section su&&ari'es t%e &ain (oints of t%e re(ort or t%esis in no &ore t%an one ty(e) (a*e. +t su&&ari'es as succinctly as (ossi,le t%e *oals an) t%e conclusions. +t is &ost co&&on to use e-ual &ar*ins on all si)es of t%e (a(er 2.. c& &ar*ins on all si)es$. "%e &ost co&&on fonts use) are "i&es #o&an 12 (t, Arial 12 (t, or Arial 11 (t. Do not use unusual fonts suc% as Arial Narro/, )o not use too lar*e or too s&all a font, stic0 to t%e stan)ar) si'es.

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INTRO$UCTION

"%e intro)uctory section or C%a(ter 1$ outlines t%e (re&ise an) t%e *oals. +t is not a su&&ary of results. +t *ives t%e tec%nical 1ustification, a very ,rief revie/ of /%at %as ,een )one, an) a state&ent of *oals in so&e )etail.

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Spa%in& of Wor'

+n *eneral, for a final re(ort, use 1.2 s(aces to 1.. s(aces ,et/een lines for t%e te2t, unless in)icate) ot%er/ise ,y t%e client or t%e su(ervisor e.*.3 you &ay /is% to leave a))itional s(ace to &a0e %an)4/ritten e)itin* easier for a first )raft of your )ocu&ent$. "%is )ocu&ent uses a s(acin* of 1.3 lines (er te2t line. +f you are usin* less t%an 1.1 line s(acin*, (ara*ra(%s are ,est set a(art ,y a %alf4s(ace, an) t%e (ara*ra(%s can all start flus% /it% t%e left4%an) colu&n, or ,e in)ente) ,y 5 to 1. &&, as you /is%. Draft versions of your /or0 s%oul) ,e (rinte) usin* 2.6 s(aces to allo/ roo& for corrections ,y your e)itor or co4/or0ers. 7or clarity, in t%is )ocu&ent, + %ave use) Arial 114(oint font. +t is ,est to use stan)ar) 124(oint "i&es #o&an, ot%er 124(oint fonts, or 114(oint or 124(oint Arial fonts8 so&e

a*encies an) (rofessors acce(t 164 or 114(oint font. Do not use s(ecial fancy fonts for any en*ineerin* /or0. "%e (revious (ara*ra(%s are an e2a&(le of an acce(ta,le (ara*ra(% for&at usin* a %alf4s(ace to set eac% (ara*ra(% a(art fro& ot%er (ara*ra(%s. An alternative a((roac%, use) /%enever close s(acin* is e&(loye), is to set (ara*ra(%s a(art ,y in)entin* t%e first line a,out 5 to 1. &illi&etres. "%is is an e2a&(le of a *rou( of (ara*ra(%s set a(art usin* in)entation of t%e first line, ,ut no e2tra s(acin* ,et/een (ara*ra(%s. "%e in)entation of t%e first line is *enerally set ,y t%e for&at of t%e a*ency t%at you are /or0in* for, or ,y t%e 9"e&(late: (rovi)e) ,y t%e ;ournal or Conference. 7or e2a&(le, t%e !ociety of <etroleu& =n*ineers !<=$ (rovi)es all aut%ors /it% a stan)ar) for&at for all (a(ers (u,lis%e) in t%eir conferences. <ara*ra(%s t%at are in)ente) )o not %ave to ,e se(arate) fro& ot%ers ,y a ,lan0 line or ,y a %alf4s(ace, alt%ou*% &any (eo(le )o ,ot%3 t%ey in)ent (ara*ra(%s ,y 541. && an) also leave an e2tra %alf s(ace ,et/een (ara*ra(%s. +t is your c%oice, ,ut it is i&(ortant t%at you (e %onsistent t)rou&)out *our +or'. Avoi) unusual (ara*ra(% structures an) in)entations. >o/ever, so&e co&(anies an) a*encies )evelo( t%eir o/n s(ecial for&at for <rofessional #e(orts, an) /%en you /or0 for t%e& you /ill %ave to follo/ t%eir *ui)elines.

1.1.1

!(acin* for %ea)in*s an) suc%

Allo/ t/o full s(aces ,efore any ne/ nu&,ere) %ea)in* if you are usin* a lar*e line s(acin* 1..42.6$. Ot%er/ise, /it% sin*le line s(acin*, an) no s(aces ,et/een (ara*ra(%s, one full s(ace suffices. 7ollo/in* t%e %ea)in*, a %alf4s(ace is acce(ta,le if you are usin* sin*le s(acin*, a full s(ace for lar*er line s(acin*. "%e first (ara*ra(% after a nu&,ere) %ea)in* s%oul) ,e flus% to t%e left, in *eneral, even if you are usin* t%e in)ente) (ara*ra(% style. >ea)in*s usin* t%e nu&,erin* tec%ni-ue s%oul) ,e flus% /it% t%e left4%an) &ar*in, e2ce(t for lists an) -uotes t%at are usually set a(art in (ara*ra(% for& or ,ullete) for&. Bet/een t%e %ea)in* an) t%e first (ara*ra(%, one line s(acin* is use) %alf is acce(ta,le if you are usin* 1.6 or 1.1 line s(acin*, a full s(ace is re-uire) if you are usin* )ou,le s(acin* or 1.. s(aces for t%e te2t$.

1.1.2

Lists

"%e *oal of tec%nical /ritin* is to co&&unicate succinctly, effectively, an) in su%) a ,anner t)at *our +ords %annot (e ,isunderstood. =n*ineers an) ot%er tec%nical /riters use lists for i&(ortant (oints. A list can ,e inclu)e) in a (ara*ra(% if t%e ite&s on t%e list are s%ort, or if t%ere are no &ore t%an (er%a(s four ite&s. Be careful to (unctuate correctly, an) learn %o/ to use colons, se&icolons, an) co&&as. >ere are so&e e2a&(les of lists an) (unctuation. Technical writers must achieve the following standards: clarity of presentation, a minimum of spelling and grammatical errors, a simple direct writing style, and a logical flow of ideas. "%is is an e2a&(le of a s%ort list /it%in a sentence, usin* a colon to set t%e list a(art ? in t%is case t%e colon 9tells t%e rea)er: t%at a list is co&in* ? an) co&&as to se(arate t%e ite&s in t%e list.$ +f t%e ite&s are clauses, /e use t%e se&icolon for&at8 %ere is an e2a&(le. A technical report must be designed for clarity of presentation and expression; for user ease in accessing relevant data; for uic! reference to summaries and conclusions; and, for consistency in the engineering decision"ma!ing procedure and logic. +f you are usin* ,ullets (lus t%e nu&,erin* &et%o) su**este) %ere, t%e ,ullete) list &ust not use nu&,ers, ot%er/ise t%ere /ill ,e confusion. +n t%is case, lists s%oul) use ,ullets, letters, or even lo/er4case #o&an nu&erals. "%e o(tions are (lease note t%e (unctuation use) an) t%e e2tra %alf4s(ace ,et/een t%is (ara*ra(% an) t%e list, to set it a(art$3 !trai*%t ,ullets )on@t ,e fancy /it% arro/s or fla*s$8 Nu&,ere) ite&s in a ,rief letter or unnu&,ere) )ocu&ent 1, 2, 3, A$8 +te&s i)entifie) ,y letters in a nu&,ere) )ocu&ent a., ,., c., A$8 or, Lo/er4case #o&an nu&erals to i)entify in)ivi)ual ite&s i, ii, iii, iv, v, vi, A$

A list is al&ost al/ays in)ente) to set it a(art fro& t%e te2t. +t &ay also ,e set a(art fro& ot%er (ara*ra(%s /it% e2tra %alf4s(aces ,efore an) after as in t%is case$. #e&e&,er t%at a ,ullete) list is inten)e) to )ra/ t%e attention of t%e rea)er8 t%erefore, )o not overuse lists or t%e i&(ortance of t%e list for&at to )ra/ t%e attention of t%e rea)er /ill ,e lost.

!"- Se%ond Headin& in C)apter ! 1.2.1 1.2.2 1.2.3 !u,4%ea)in* usin* t%e nu&,ere) ite& syste& !u,4%ea)in* !u,4%ea)in*

As &uc% as (ossi,le, avoi) *oin* to nu&erals *reater t%an 9B: in your %ea)in*s, an) avoi) *oin* to four levels. "o ac%ieve a fourt% level of %ea)in*, you &ay use te2t %ea)in*s for in)ivi)ual (ara*ra(%s, as in t%e follo/in* e2a&(le. "est <roce)ure3 "%e test is carrie) out follo/in* +!#M stan)ar) testin* (roce)ures +!#M, 1B5B$. Minor &o)ifications inclu)e (ore (ressure cali,ration, cyclic loa)in*, an) t%e use of an elevate) te&(erature. Data Analysis3 #a/ )ata are analy'e) on4line /it% an A4to4D converter, an oscillosco(e, an) 9(oint4an)4clic0: selection of varia,les, usin* t%e co&(uter &ouse an) a ,ar c%art. Data <resentation3 A *ra(%ics for&at is c%osen fro& t%e &enu once t%e test is ter&inate), an) t%e c%arts are revie/e) on t%e screen ,efore sen)in* to t%e (rinter.

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LITERATURE RE.IEW

2.1 +ntro)uction +n a t%esis, an) often as /ell in (rofessional re(orts, a revie/ of (revious /or0, t%e literature, or (re4e2istin* re(orts is carrie) out ,efore t%e ne/ /or0 is )iscusse). A literature revie/ s%oul) e&(loy t%e stan)ar) for&at for references foun) in t%e Cana)ian Geotec%nical ;ournal or t%e Cana)ian ;ournal of Civil =n*ineerin* !&it%, 1BB28 !&it% an) ;ones, 1BB38 !&it% et al., 1BBC$. Note t%e for&at for t%ree or &ore aut%ors, an) also note t%at 9et al.: is italici'e). +n t%e list of references at t%e en) of t%e article or re(ort, /rite )o/n t%e full reference /it%out a,,reviations8 t%e ;ournal e)itor if you inten) to sen) t%is off for (u,lication$ /ill use t%e a,,reviations t%at t%ey (refer. >ence, /rite )o/n 9+nternational ;ournal of A: instea) of 9+nt. ;. of A:. 2.2 <la*iaris& +t is your res(onsi,ility to read/ understand/ and i,ple,ent t%e rules of t%e University of Waterloo a,out (la*iaris&. <la*iaris& is ta0en e2tre&ely seriously ,y t%e university, an) t%e use of any &aterial ,y ot%ers MUST 0E AC1NOWLE$GE$ IN THE ACCEPTE$ WA . "%is re-uire&ent inclu)es &aterial t%at is ta0en fro& t%e internet, fro& non4(u,lis%e) an) non4referee) articles, re(orts or (resentations, even fro& conversations /it% ot%er (ersons. +n t%eory, if you are *iven an i&(ortant i)ea ,y anot%er (erson, /%en you (resent t%e i)ea, you s%oul) refer to it in t%e follo/in* &anner3

9"%e conce(t of c%e&ico4t%er&al activation of clay )ia*enesis !&it%, 266B$ can %el( e2(lain t%e relevant (%eno&enaA: "%en, in t%e references3 9!&it%, A.B., 266B, (ersonal co&&unication, Waterloo, Ontario.: +f /or0 t%at contains (la*iaris& is (resente) to a (rofessor, it /ill ,e %an)e) ,ac0 to t%e stu)ent /it%out &ar0in* ,ut /it% an e2(lanation of t%e rules. +f t%is %a((ens a secon) ti&e, t%e university aut%orities &ay ,e contacte). =2tre&e cases coul) lea) to e2(ulsion.

2"#

E3PERIMENTAL PROGRAM ON WASTE COMPRESSION

+t is also co&&on to in)ent t%e nu&,ere) %ea)in*s, usin* a lar*er in)ent for t%e t%ir) level. A*ain, avoi) *oin* to four levels in #e(orts. 2"! Sour%es of Material "%is %ea)in* is in)ente) ,y D &illi&eters fro& t%e left4%an) &ar*in. +n t%is case, all (ara*ra(%s are also in)ente). Anot%er o(tion is to in)ent t%e %ea)in*s, ,ut leave t%e te2t at t%e sa&e &ar*in t%rou*%out t%e )ocu&ent. Once a*ain, c%oose a si&(le, clear style, ,ut ,e consistent t%rou*%out your )ocu&ent. 3.1.1 Oilfiel) /astes fro& Al,erta Notice t%at t%e %ea)in*s are in)ente) ,ut t%e (ara*ra(%s are not. !o&e cor(orations also in)ent (ara*ra(%s at )ifferent nu&,er levels. +t is your c%oice, ,ut ,e consistent in your )ocu&ent. +f you ca(itali'e co&&on nouns an) ot%er /or)s in %ea)in*s, use t%e sa&e a((roac% for all ot%er %ea)in*s of t%e sa&e ran0. 3.1.2 3.1.3 2"Mineral /astes fro& Ontario An) so on for ot%er %ea)in*s Co,pression Test Met)odolo&*

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E3PERIMENTAL RESULTS

5"#

NUMERICAL ANAL SIS OF THE WASTE FACILIT

6"#

COMPARISON TO OTHER NORTH AMERICAN SITES

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CONCLUSIONS AN$ RECOMMEN$ATIONS

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REFERENCES

#eferences are liste) in al(%a,etical or)er, or in t%e sa&e or)er t%at t%ey are encountere) in t%e te2t. "%is e2a&(le is one for&at, t%ere are &any ot%ers8 it is u( to you to c%oose one for&at an) ,e consistent. + reco&&en) usin* t%e a((roac% in t%e N!=#C ;ournals suc% as t%e Cana)ian ;ournal of =art% !ciences or t%e Cana)ian Geotec%nical ;ournal, /%ic% is so&e/%at )ifferent t%an t%is for&at. Beliveau, D. an) Ba0er, D. #eserves Gro/t%3 =ni*&a, =2(ectation or 7act. #roc. $#% &''( Annual Technical )eeting, *enver +,, $#% -.//., &''( . Collins, <.M. +n1ection (ressures for *eo&ec%anical en%ance&ent of recovery (rocesses in t%e At%a,asca oil san)s. #roceedings of the $#% 0nternational Thermal ,perations and 1eavy ,il $ymposium and 0nternational 1ori2ontal 3ell Technology +onference, +algary A4, $#% 56'&-, /( p., &''&. Collins, <.M., Carlson, M.#., Walters ,D.A. an) !ettari, A. Geo&ec%anical an) "%er&al #eservoir !i&ulation De&onstrates !AGD =n%ance&ent Due to !%ear Dilation. #roeedings of the $#%70$8) 8oc! )echanics +onference, 0rving T9, $#%70$8) 5-&(5, 5 p., &''&. Dusseault, M.B. !e-uencin* "ec%nolo*ies to Ma2i&i'e #ecovery. #roceedings, 5th +anadian 0nternational #etroleum +onference, +algary A4, #aper &'':"/(;, /: p., &'':. Dusseault, M.B. an) =l4!aye), !. >eavy oil /ell (ro)uction en%ance&ent ,y encoura*in* san) influ2. $#%7*,% 0mproved ,il 8ecovery $ymposium, Tulsa ,<, $#% =;6&5:, &''' . Dusseault, M.B., !%an), D., Melin*, "., !(anos, ". an) Davi)son, B.C. 7iel) A((lications of <ressure <ulsin* in <orous Me)ia, #roceedings, &nd 4iot +onference on #oromechanics, >renoble ?rance, 4al!ema, 8otterdam, :(6":.;, &''&. Gates, +.D. an) C%a0ra,arty, N. Desi*n of t%e !tea& an) !olvent +n1ection !trate*y in =2(an)in*4!olvent !tea&4Assiste) Gravity Draina*e. #roceedings, 5th +anadian 0nternational #etroleum +onference, +algary A4, #aper &'':"'&(, /. p. &'': .

Usually, ;ournal article titles are not (lace) in italics, ,ut conference na&es, &ono*ra(% titles an) ;ournal na&es &ay ,e. <lease refer to e2a&(les in t%e Cana)ian ;ournal of =art% !ciences or t%e Cana)ian Civil =n*ineerin* ;ournal. +f you %ave any )ou,t /%atsoever, eac% year in t%ese 1ournals t%ey (u,lis% a 7or&at Gui)e or you can )o/nloa) it fro& t%e /e,$. 7ollo/ t%e 7or&at Gui)e carefully an) consistently. A((en)ices in #e(orts s%oul) eac% start on a ne/ (a*e. Often, a )ifferent nu&,erin* syste& is use), an) one e2a&(le is *iven %ere.

A" APPEN$I3 A A"! A"A"Mat)e,ati%al $eri9ation En&ineerin& Appro:i,ation Use in Anal*sis

0" APPEN$I3 0 C" APPEN$I3 C

<urc%ase a s&all style &anual fro& t%e ,oo0 store to %el( you /it% your /ritin*. "%ey still sell t%e s&all ,oo0 ,y !trun0 an) W%ite, /%ic% is over .6 years ol), ,ut re&ains an e2cellent *ui)e to style, /it% a ne/ e)ition ,ein* (u,lis%e) eac% year. Avoi) unnecessary use of ,ol) face &ost 1ournals )o not (er&it it$, never use e2cla&ation &ar0s in tec%nical /ritin*, ,e conservative rat%er t%an tren)y, use co&(lete sentences, an) avoi) co&(le2 sentence structures. Do not use unnecessary 1ar*on, your *oal is to co&&unicate, not confuse. !i&(lify your /ritin*, it /ill i&(rove it. Eou /ill ,e 1u)*e) (rofessionally on your /ritin* style, so /or0 %ar) at it.