Writing Guides

Document Formatting

When writing any type of technical report, it is very important that you use consistent formatting to make the document easy to read. There should be a visible flow of information and development of thought clearly recognisable without having to read all the paragraphs. This means how you structure the report, use margins,  name and level all headings and how you use paragraphs as links to follow on sections. What does this mean?

• Structure of Report - It is really important to put relevant information in one section.  This helps you with developing your argument and discussion points. Make sure that the information builds on each other. For example if you write about something that is an important point in your discussion, make sure you have explained beforehand what it means.  Don't assume the reader knows.  More on that below. 

• Use of Margins - Be consistent in setting up all margins. This is done under page setup. Preferably stay with 2.54cm on all sides. No images or text must be outside this. Make sure you line up all text and images so it looks neat. Use the wrapping tools to help lining up images.

• Name and Level of Headings - As you develop your document, it is really important that the reader can follow the thread of the discussion based on the name of the heading and what level it is.

  • • • • All heading sizes and styles must be consistent throughout the document. Heading 1 will be the most obvious, normally largest, heading 2 smaller, heading 3 smaller again. In education we standarise on APA heading formats and these are described here. Also see this example to show the use of correct headings and how you develop it.

        • Styles are the drop down menu with options like normal text, title, heading 1, heading 2 etc. You can update these if you would like to but never use underlines for any heading. It is an old fashioned way going back to typewriter days. Nowadays we have so many more format options to choose from.

• Paragraph Links - Make sure you have clear linkage between various sections. It is important that as the reader reads your document there are clear reasons why the next section is important and in that position.  For the same reason, don't have two headings straight after each other. Add an introductory paragraph after the first heading to introduce the next level headings.

This is an example of a formatted document based on the information above. Adding page numbers are always a good idea but the most important is to check for 

• Spelling mistakes, 

• Grammar mistakes and 

• Capitalization of all names of stuff and start of sentences.

• References. Have you provided references to all sources. Check the APA Generator to ensure  yoi cite the information correctly. Also check the Citation heading below. This can be done from within Google Docs as well.

 Read your work through (aloud even better)

Writing Long Documents

Writing a long document can be really intimidating however it can be made a lot easier by breaking it into smaller pieces.

1. Break up the topics into headings

Your first step should be to break up your topics into groups. Each group will make between one and three paragraphs in the end. Having only to write a paragraph at a time is a lot easier than a big document.

2. Bullet point out your ideas

Under each heading you should bullet point out what it is you want to say. 

3. Start constructing your paragraphs

Each paragraph should be like a mini essay of their own. Opening sentence introducing an idea, one or two sentences for each of your bullet points, finally wrapping the paragraph up with a conclusion.

4. Don't start at the beginning

Your document should have 3 sections: Introduction, Body, and Conclusion. A reminder that these are not headings. Choose headings that are relevant to your topic.  You should start in the body to develop your argument and then tackle the Introduction and Conclusion at the end. 

Citations

Google docs has a very convenient way to manage citations within your document.

To open up the citations menu click Tools > Citations.

You can then add sources by inserting data into the form. The suggested elements to add have asterixis but you can add extra data if you have it.

When you want to insert a reference press the "Cite" button and you can also add a bibliography at the end.