Technical Writing Standards and Style Guidelines

Updated August 2024

  1. Use active voice to make sentences concise and clear. In active voice, the subject in the sentence performs the action.
    • Active: Mark spilled the chemicals.
    • Passive: The chemicals were spilled by Mark.
    • Passive: The chemicals were spilled.
    NOTE: Passive voice is acceptable when the action is more important than who/what is performing the action OR who/what is performing the action is unclear or unknown.
  2. Tone and language should be:
    1. Bias-free (do not perpetuate stereotypes about gender, ethnicity, age, disability)
    2. Opinion free and emotion-free; avoid feel, think, believe, like, or love.
      • Incorrect: I feel this wasteful policy ought to be revoked.
      • Correct: Based on the research, the committee should revoke wasteful policy.
    3. Gender-neutral
      • Incorrect: A student planning to graduate this spring should see his advisor.
      • Correct: Students planning to graduate this spring should see their advisor.
      • Correct: Students planning to graduate this spring should see an advisor.
    4. Professional. Refer to individuals using their titles and last names (Dr., Mr., Ms., Mx.). Only use an individual’s first name when invited to do so or in familiar settings.
  3. Consider readability.
    1. Paragraphs are generally no more than four to six typed lines.
    2. Sentences are generally no more than 10-20 words.
    3. Each paragraph needs a topic sentence and supporting sentences; discuss one main idea per paragraph.
    4. Use transitions to create flow and continuity between sentences and paragraphs.
      • Time: next, first, second, meanwhile, afterward
      • Compare: likewise, in addition, as, similarly, also
      • Contrast: even though, however, nevertheless, although
      • Concluding: finally, to summarize, in conclusion
      • Add information or clarity: for example, for instance
  4. Use generally accepted format guidelines.
    1. 1-in. margins
    2. Left justify documents
    3. 12-point Serif font (Times New Roman) for printed documents and 12-point Sans Serif font for electronic documents.
    4. Single space content and add one blank line between paragraphs
    5. Avoid indenting paragraphs
  5. Avoid wordy, awkward, or confusing sentence structure.
    1. Wordy: The point I wish to make is that the employees working at this company are in need of a much better manager of their money.
    2. Better: Employees at this company need a better money manager.
    3. Awkward: The thing about iPhones is you just want to upgrade as often as possible.
    4. Better: iPhone users are known for upgrading phones often.
  6. Use technical terms, processes, abbreviations/acronyms, and jargon appropriately for the audience.
    1. For abbreviations/acronyms, list the full term first and follow with the abbreviation/acronym in parentheses: Ground Support Equipment (GSE).
    2. Well-known acronyms do not need to be spelled out (NASA, GPS, EPA).
  7. Avoid:
    1. Redundancies
      • Incorrect: true fact, absolutely free, summarize briefly, fuse together, exactly identical
      • Correct: fact, free, summarize, fuse, identical
    2. Non-specific references and words
      • Non-specific: The contractor needs to adjust the weight a bit.
      • Specific: The contractor needs to adjust the weight by 5 lb.
    3. Filler words (that, very, just)
      • Filler: I thought that we would study for the exam.
      • No filler: I thought we would study for the exam.
    4. Abstract/vague language (really, it, quite, many, great(ly), lot, big, huge, more, some)
      • Abstract: To excel in college, you will need to work really hard.
      • Concrete: To excel in college, you will need to study at least 30 hours a week.
    5. Statements of generalizations (everyone knows, nobody ever, all)
      • Nobody really believes the earth is flat.
    6. Complicated words; choose familiar words readers can understand
      • Incorrect: We are cognizant of the need for issuance of citations pursuant to code 18-B1 CPR violation.
      • Correct: We are aware of the need to send citations due to violations of code 18-B1, Continuing Property Record (CPR).
    7. Beginning sentences with it or this
      • Incorrect: This is a primary example of unethical behavior.
      • Correct: Plagiarism is a primary example of unethical behavior.
    8. Contractions
      • Incorrect: it’s, they’re, we’re, can’t, don’t, doesn’t, didn’t, you’re, etc.
      • Correct: it is, they are, we are, cannot, do/does/did not, you are, etc.
  8. Use correct narrative for the appropriate document (first, second, and third person).
    1. First person: The person speaking or writing (I, me, my, we, us, our)
      • Use first person for letters, emails, memos, and informal technical documents.
    2. Second person: The person spoken to (your, you, or implied you)
      • Use second person for instructions or procedures.
    3. Third person: The person being spoken about (he, she, they, them, engineers, students, managers)
      • Use third person to write formal technical documents (proposals, design reports, etc.).
    4. Most technical documents are written using third person. Most business/professional documents are written using a combination of first, second, and third person.
  9. Apply verb tense correctly. Shift tense to reflect changes in time or actions.
    • Incorrect: Before he installed the circuit, the technician cleans the contacts.
    • Correct: Before he installed the circuit, the technician cleaned the contacts.
  10. Use examples and metaphors to enhance meaning but avoid clichés or slang.
    • Metaphor: Sir William Bragg said, “When two atoms approach each other at great speeds, they go through one another; at moderate speeds, they bounce off each other like two billiard balls.”
    • Cliché: Calculating the wind speed of a transverse rotor helicopter is easier said than done.