{"id":642,"date":"2025-09-24T11:20:34","date_gmt":"2025-09-24T15:20:34","guid":{"rendered":"https:\/\/opentextbooks.concordia.ca\/practical-guide-to-technical-writing\/?post_type=back-matter&p=642"},"modified":"2025-10-02T11:04:21","modified_gmt":"2025-10-02T15:04:21","slug":"appendix-b-technical-writing-style-guide","status":"publish","type":"back-matter","link":"https:\/\/opentextbooks.concordia.ca\/practical-guide-to-technical-writing\/back-matter\/appendix-b-technical-writing-style-guide\/","title":{"raw":"Appendix B: Technical Writing Style Guide","rendered":"Appendix B: Technical Writing Style Guide"},"content":{"raw":"

This style guide provides formatting and style standards for all assignments submitted in ENCS 282 Technical Writing and Communication<\/i> at Concordia University.<\/p>\r\n\r\n

General Format<\/b><\/h2>\r\n

This section provides essential formatting guidelines to ensure your documents are both professional and consistent. It includes details on layout, font, text formatting, sentence length, headings, and lists.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n
\r\n

Layout<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Set one-inch margins on all pages.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Font Family<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Use \u2018Arial Bold\u2019<\/b> <\/i>for titles and headings.<\/p>\r\n

\u2022 Use \u2018Times New Roman\u2019 for the body text.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Font Size and Typestyle<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Title: Arial 16 black bold<\/p>\r\n

\u2022 Heading 1: Arial 14 black bold<\/p>\r\n

\u2022 Heading 2: Arial 12 black bold<\/p>\r\n

\u2022 Heading 3: Arial 12 dark gray bold<\/p>\r\n

\u2022 Body text: Times New Roman 12<\/p>\r\n

\u2022 Captions: Arial 10 black<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Text<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Left align all content elements, including titles, headings, paragraphs, tables, figures, and lists.<\/p>\r\n

\u2022 Maintain consistent spacing between content elements, including titles, headings, paragraphs, tables, figures, and lists.<\/p>\r\n

\u2022 Leave consistent space between content elements through formatting, not by adding extra blank lines manually.<\/span><\/span><\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Indentation<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Set the formatting to 0 indentation for all content elements.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Sentence Length<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Aim for a maximum of two messages in a sentence.<\/p>\r\n

\u2022 Avoid lengthy sentences.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Headings<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Ensure headings are grammatically parallel.<\/p>\r\n

\u2022 Write descriptive headings.<\/p>\r\n

\u2022 Avoid ALL CAPS for titles and headings.<\/p>\r\n

\u2022 Don\u2019t use colons after headings.<\/p>\r\n

\u2022 Don\u2019t underline headings or titles.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Lists<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Ensure all list elements are grammatically parallel.<\/p>\r\n

\u2022 Use consistent punctuation.<\/p>\r\n

\u2022 Use bullets for non-sequential lists, such as equipment and tools.<\/p>\r\n

\u2022 Use numbered lists for sequences, such as steps to complete a task.<\/p>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n

Language and Style\u00a0<\/b><\/h2>\r\n

This section provides essential guidelines on language and style to ensure clear communication of ideas. It includes details on the use of acronyms and abbreviations, strategies for clarity and conciseness, the use of contractions, selection of gender-neutral terms, and the appropriate tone, voice, and word choice.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n
\r\n

Acronyms and Abbreviations<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Spell out abbreviations and acronyms in full upon first use, followed by the abbreviations and acronyms in parentheses.<\/p>\r\n

\u2022 Use the abbreviation\/acronym only on second and subsequent use.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Clarity<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Avoid vague pronouns and imprecise terms.<\/p>\r\n

\u2022 Avoid broad statements.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Conciseness<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Eliminate wordy phrases.<\/p>\r\n

\u2022 Remove filler words.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Contractions<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Avoid contractions for a formal tone.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Gender-Neutral Terms<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Use neutral pronouns (use they<\/i> instead of s\/he<\/i>).<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Tone<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Maintain a professional tone.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Voice<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Privilege active voice for clarity and conciseness.<\/p>\r\n

\u2022 Use passive voice when only when required by format or flow.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Word Choice<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Privilege shorter, well-known terms.<\/p>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n

Numerical Information\u00a0<\/b><\/h2>\r\n

This section provides essential tips on presenting numerical information in your documents.<\/p>\r\n\r\n\r\n\r\n\r\n
\r\n

Numbers<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 For quantity, spell out single-digit numbers (0-9) and use numerals for numbers 10 and greater.<\/p>\r\n

\u2022 Always express measurements as numerals.<\/p>\r\n

\u2022 Don\u2019t start sentences with numerals.<\/p>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n

Visuals\u00a0<\/b><\/h2>\r\n

This section provides guidelines on using visuals in your documents. It includes details on the placement of tables and figures, the use of captions, and how to reference visuals in the text.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n
\r\n

Placement<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Avoid placing tables and figures immediately after headings. Instead, introduce them with text.<\/p>\r\n

\u2022 Include tables or figures as near as possible to first mention in the document.<\/p>\r\n

\u2022 Do not split figures or tables across pages.<\/p>\r\n

\u2022 Maintain consistent size and style for multiple figures or tables.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Captions<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Use Arial for captions.<\/p>\r\n

\u2022 Write descriptive captions for all tables and figures.<\/p>\r\n

\u2022 Place table captions above tables.<\/p>\r\n

\u2022 Place figure captions below figures.<\/p>\r\n

\u2022 Do not place captions within tables or figures themselves.<\/p>\r\n

\u2022 Use \u201cTable\u201d for table captions, and use all-caps roman numerals (e.g.,Table I. Description... ).<\/p>\r\n

\u2022 Use \u201cFig.\u201d for figure captions, along with a number (e.g., Fig. 1. Description... ).<\/p>\r\n

\u2022 In the caption, include a number and title if you create the table\/figure yourself. Include a number, title, and citation if you have taken it from another source.<\/p>\r\n

\u2022 Number tables and figures sequentially in the document.<\/p>\r\n

\u2022 Tables or figures that are not central to the discussion can be placed in an appendix at the end of the article with a note directing the reader to them (e.g., \u201cSee Appendix A\u201d).<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Text references<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022\u00a0 Always refer to tables\/figures in the text before they appear.<\/p>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n

References\u00a0<\/b><\/h2>\r\n

This section offers guidelines for managing references in your documents. It includes details on in-text citations, the reference list, and citation styles.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n
\r\n

In-text citations<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Cite all sources within the text using square brackets [1] inline with text, and inside punctuation. Use one\u00a0number per reference. (Do not combine references.)<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Reference list<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Use Zotero<\/span><\/a> or ZoteroBib<\/span><\/a> to generate the reference list.<\/p>\r\n<\/td>\r\n<\/tr>\r\n

\r\n

Citation style<\/b><\/b><\/p>\r\n<\/td>\r\n

\r\n

\u2022 Set Zotero to IEEE citation style.<\/p>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n

<\/p>","rendered":"

This style guide provides formatting and style standards for all assignments submitted in ENCS 282 Technical Writing and Communication<\/i> at Concordia University.<\/p>\n

General Format<\/b><\/h2>\n

This section provides essential formatting guidelines to ensure your documents are both professional and consistent. It includes details on layout, font, text formatting, sentence length, headings, and lists.<\/p>\n\n\n\n\n\n\n\n\n\n\n
\n

Layout<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Set one-inch margins on all pages.<\/p>\n<\/td>\n<\/tr>\n

\n

Font Family<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Use \u2018Arial Bold\u2019<\/b> <\/i>for titles and headings.<\/p>\n

\u2022 Use \u2018Times New Roman\u2019 for the body text.<\/p>\n<\/td>\n<\/tr>\n

\n

Font Size and Typestyle<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Title: Arial 16 black bold<\/p>\n

\u2022 Heading 1: Arial 14 black bold<\/p>\n

\u2022 Heading 2: Arial 12 black bold<\/p>\n

\u2022 Heading 3: Arial 12 dark gray bold<\/p>\n

\u2022 Body text: Times New Roman 12<\/p>\n

\u2022 Captions: Arial 10 black<\/p>\n<\/td>\n<\/tr>\n

\n

Text<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Left align all content elements, including titles, headings, paragraphs, tables, figures, and lists.<\/p>\n

\u2022 Maintain consistent spacing between content elements, including titles, headings, paragraphs, tables, figures, and lists.<\/p>\n

\u2022 Leave consistent space between content elements through formatting, not by adding extra blank lines manually.<\/span><\/span><\/p>\n<\/td>\n<\/tr>\n

\n

Indentation<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Set the formatting to 0 indentation for all content elements.<\/p>\n<\/td>\n<\/tr>\n

\n

Sentence Length<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Aim for a maximum of two messages in a sentence.<\/p>\n

\u2022 Avoid lengthy sentences.<\/p>\n<\/td>\n<\/tr>\n

\n

Headings<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Ensure headings are grammatically parallel.<\/p>\n

\u2022 Write descriptive headings.<\/p>\n

\u2022 Avoid ALL CAPS for titles and headings.<\/p>\n

\u2022 Don\u2019t use colons after headings.<\/p>\n

\u2022 Don\u2019t underline headings or titles.<\/p>\n<\/td>\n<\/tr>\n

\n

Lists<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Ensure all list elements are grammatically parallel.<\/p>\n

\u2022 Use consistent punctuation.<\/p>\n

\u2022 Use bullets for non-sequential lists, such as equipment and tools.<\/p>\n

\u2022 Use numbered lists for sequences, such as steps to complete a task.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Language and Style\u00a0<\/b><\/h2>\n

This section provides essential guidelines on language and style to ensure clear communication of ideas. It includes details on the use of acronyms and abbreviations, strategies for clarity and conciseness, the use of contractions, selection of gender-neutral terms, and the appropriate tone, voice, and word choice.<\/p>\n\n\n\n\n\n\n\n\n\n\n
\n

Acronyms and Abbreviations<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Spell out abbreviations and acronyms in full upon first use, followed by the abbreviations and acronyms in parentheses.<\/p>\n

\u2022 Use the abbreviation\/acronym only on second and subsequent use.<\/p>\n<\/td>\n<\/tr>\n

\n

Clarity<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Avoid vague pronouns and imprecise terms.<\/p>\n

\u2022 Avoid broad statements.<\/p>\n<\/td>\n<\/tr>\n

\n

Conciseness<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Eliminate wordy phrases.<\/p>\n

\u2022 Remove filler words.<\/p>\n<\/td>\n<\/tr>\n

\n

Contractions<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Avoid contractions for a formal tone.<\/p>\n<\/td>\n<\/tr>\n

\n

Gender-Neutral Terms<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Use neutral pronouns (use they<\/i> instead of s\/he<\/i>).<\/p>\n<\/td>\n<\/tr>\n

\n

Tone<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Maintain a professional tone.<\/p>\n<\/td>\n<\/tr>\n

\n

Voice<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Privilege active voice for clarity and conciseness.<\/p>\n

\u2022 Use passive voice when only when required by format or flow.<\/p>\n<\/td>\n<\/tr>\n

\n

Word Choice<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Privilege shorter, well-known terms.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Numerical Information\u00a0<\/b><\/h2>\n

This section provides essential tips on presenting numerical information in your documents.<\/p>\n\n\n\n
\n

Numbers<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 For quantity, spell out single-digit numbers (0-9) and use numerals for numbers 10 and greater.<\/p>\n

\u2022 Always express measurements as numerals.<\/p>\n

\u2022 Don\u2019t start sentences with numerals.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Visuals\u00a0<\/b><\/h2>\n

This section provides guidelines on using visuals in your documents. It includes details on the placement of tables and figures, the use of captions, and how to reference visuals in the text.<\/p>\n\n\n\n\n\n
\n

Placement<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Avoid placing tables and figures immediately after headings. Instead, introduce them with text.<\/p>\n

\u2022 Include tables or figures as near as possible to first mention in the document.<\/p>\n

\u2022 Do not split figures or tables across pages.<\/p>\n

\u2022 Maintain consistent size and style for multiple figures or tables.<\/p>\n<\/td>\n<\/tr>\n

\n

Captions<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Use Arial for captions.<\/p>\n

\u2022 Write descriptive captions for all tables and figures.<\/p>\n

\u2022 Place table captions above tables.<\/p>\n

\u2022 Place figure captions below figures.<\/p>\n

\u2022 Do not place captions within tables or figures themselves.<\/p>\n

\u2022 Use \u201cTable\u201d for table captions, and use all-caps roman numerals (e.g.,Table I. Description… ).<\/p>\n

\u2022 Use \u201cFig.\u201d for figure captions, along with a number (e.g., Fig. 1. Description… ).<\/p>\n

\u2022 In the caption, include a number and title if you create the table\/figure yourself. Include a number, title, and citation if you have taken it from another source.<\/p>\n

\u2022 Number tables and figures sequentially in the document.<\/p>\n

\u2022 Tables or figures that are not central to the discussion can be placed in an appendix at the end of the article with a note directing the reader to them (e.g., \u201cSee Appendix A\u201d).<\/p>\n<\/td>\n<\/tr>\n

\n

Text references<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022\u00a0 Always refer to tables\/figures in the text before they appear.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

References\u00a0<\/b><\/h2>\n

This section offers guidelines for managing references in your documents. It includes details on in-text citations, the reference list, and citation styles.<\/p>\n\n\n\n\n\n
\n

In-text citations<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Cite all sources within the text using square brackets [1] inline with text, and inside punctuation. Use one\u00a0number per reference. (Do not combine references.)<\/p>\n<\/td>\n<\/tr>\n

\n

Reference list<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Use Zotero<\/span><\/a> or ZoteroBib<\/span><\/a> to generate the reference list.<\/p>\n<\/td>\n<\/tr>\n

\n

Citation style<\/b><\/b><\/p>\n<\/td>\n

\n

\u2022 Set Zotero to IEEE citation style.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

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