The following four key practices can help you make your technical documents easier to scan and use:

• Control paragraph length to keep information digestible.
• Write clear, well-structured headings to guide readers through the content.
• Use bulleted or numbered lists to present information in concise and scannable form.
• Manage white space to make the page visually clear and inviting.

Let’s look at each of these accessibility features in more detail.

Controlling Paragraph Length 

In engineering communication, controlling paragraph length is essential for effective document design and readability. Unnecessarily long paragraphs can create dense blocks of text that are difficult to scan, making it harder for readers to quickly identify key ideas. Conversely, very short paragraphs may disrupt flow or provide insufficient context. There is no universal guideline for limits on the number of words or sentences, as paragraph length will vary depending on the type of technical document. However, regardless of format, every paragraph should convey one clear concept—a single main idea, with supporting details—to keep the writing precise, professional, and user-friendly.

Writing Clear and Structured Headings  

Headings are one of the most important tools for organizing technical documents. They help readers quickly understand the flow and hierarchy of information in a document. To be effective, they must be descriptive, concise, and structurally parallel.

Writing Descriptive Headings 

Each heading should convey the smallest meaningful unit of your message and include keywords that signal the section’s content. Descriptive headings help readers anticipate what they will learn, so it’s best to avoid

• vague or overly general headings;
• questions, which may confuse readers before they see the main message; or
• abbreviations that readers may not immediately recognize.

Let’s look at the following examples of headings and compare their effectiveness.

As you review these examples, note how small changes greatly improve clarity. The first heading is too vague, the second is phrased as a question, and the third contains an unclear abbreviation. In contrast, the last heading clearly and directly tells the reader what the section covers.

Note: When it comes to abbreviations in headings, use them only if the shortened form is more familiar to readers than the full name or phrase (e.g., NASA instead of National Aeronautics and Space Administration). Otherwise, write out the full term, followed by the abbreviation in parentheses, as shown in the following example:

Keeping Headings Concise

Headings should be descriptive, but they shouldn’t be too lengthy. In most cases, the clearest and most effective headings convey the message in as few words as possible without losing meaning. Let’s examine the following examples and compare their effectiveness.

The first heading is wordy and includes unnecessary detail. The improved version is more effective because it conveys the main idea in fewer words.

Using Parallel Grammar in Headings

Once you create a descriptive and concise heading, it should also set the grammatical pattern for the other headings in that section—and ideally for the entire document. Choose a grammatical structure for your first heading and apply it consistently to the rest. The following are examples of headings with consistent grammatical structure:

This parallel structure makes it easier for readers to scan the document and compare the content of subsections.

Formatting Headings for Visual Hierarchy 

Headings should reflect the logical structure of your content. By combining clarity, consistency, and visual hierarchy, well-designed headings make technical documents easier to navigate. Using levels such as Heading 1, Heading 2, and Heading 3 helps readers see the relationships between main topics and subtopics.

The approach you choose will depend on the type of document. Shorter reports often use unnumbered headings, while longer reports with multiple sections typically use numbered headings.

Unnumbered Headings: For reports without numbered subsections, you can manipulate the size and weight of the fonts to indicate where specific information fits within the broader hierarchy of the document.

Additionally, consider using a sans serif typeface, such as Arial or Calibri, for headings and a serif typeface, such as Times New Roman or Georgia, for body text to further distinguish them visually.

Numbered Headings: For numbered headings, each heading receives a number corresponding to its position in the hierarchy, with indentation levels to reflect their order of importance.

You can use as many levels as necessary but be mindful of page aesthetics. Excessive heading levels can reduce the space for body text and make the document appear cluttered.

Using Bulleted or Numbered Lists

Lists are an effective way to organize information so that readers can quickly scan content. Bulleted lists are best for items without a fixed order, while numbered lists work well for steps in a sequence or points ranked by priority. Properly formatted lists improve readability and make complex information easier to process. To maximize clarity, list items should follow parallel grammatical structure. In other words, each item should begin with the same part of speech and follow a similar grammatical pattern. This consistency helps readers compare points more easily and understand relationships between them. The following example shows how a bulleted list can be used effectively:

This format helps readers quickly scan and act on each safety point, reducing cognitive load and minimizing the chance of overlooking important steps.

Now, look at the following example of a numbered list:

Controlling White Space 

White space in a document refers to the areas between lines and around blocks of text, images, and headings. Controlling white space is essential for enhancing readability and improving the overall user experience. In engineering documentation, where complex data, formulas, and diagrams are common, well-managed white space can be used to group related content and emphasize key concepts. Conversely, dense, information-heavy pages can overwhelm readers, make scanning difficult, and bury critical information. Excessive white space can make documents look sparse or disorganized. Striking the right balance ensures that documents are visually appealing and optimized for quick reference.

Two main strategies can help you control white space effectively: consistent spacing and consistent alignment.

Consistent spacing refers to line spacing, which includes line height and spacing before and after paragraphs. In technical writing, using single spacing or 1.5 spacing makes your documents easier to read by preventing excessive gaps between the lines in paragraphs. Therefore, it is recommended to set the line spacing value to either single or 1.5. Additionally, pay attention to the before and after paragraph spacing values. Keeping these values consistent can control the spacing between paragraphs and headings.

Consistent alignment is also key to managing white space effectively. Centering content is generally not reader-friendly in technical documents because it disrupts the flow and control of the white space. For example, if you center an image, its caption, and the following heading, you lose control over spacing and alignment. Therefore, it is best to left-align all content, including lists, headings, titles, images, and other components.

To maintain consistent alignment

• set the alignment to left for your entire document; and
• set indentation values to 0 for all content elements.

These strategies may help you control white space effectively, reducing potential reader distraction.

Following Style Guides

Style guides are documents that explain how to write and format content in a clear, consistent, and professional way. Common examples include the IEEE Editorial Style Manual or the Chicago Manual of Style (CMOS). They provide clear rules for formatting, terminology, units of measure, and citation practices. Their use is critical in engineering writing, where mistakes stemming from inconsistencies in notation, abbreviations, or formatting can lead to costly errors or safety risks.

Using a style guide also makes it easier to work with others because everyone follows the same formatting and structure. This consistency helps your reports, manuals, or project documents look organized and professional. In the end, a standardized approach makes your writing easier to read, easier to trust, and easier to work with—for both you and your readers.

Note: Style guides may vary depending on the context, but becoming comfortable with using one is an essential skill in both academic and professional writing. In the workplace, you are typically expected to follow the style guide your company adopts. If you are submitting a research article to a journal, you must adhere to the formatting rules specified by that journal. In academic settings, you may follow the style guide provided by your instructor or institution. If you are reading this book as part of the ENCS 282 Technical Writing and Communication course, you can consult the ENCS 282 Technical Writing Style Guide in Appendix A.