2.3: Choosing Headings

Why Are Headings Important in Technical Documents?

Headings are standard features of technical documents that serve several important functions:

• provide organizational overview of the document
• show logical development of ideas
• show hierarchical relationship of ideas (headings, sub-headings)
• enable the reader to scan and read selectively
• increase readability of the document by providing breaks and passive space

What Are the Types of Headings?

Functional Headings

Functional headings are used in documents that have consistent structures, such as science lab reports, when each section must fulfill a particular function. For example, the headings for a lab report will likely include the following:

1. Introduction
2. Materials
3. Procedure/Methodology
4. Data/Results
5. Discussion/Conclusions
6. References

Descriptive Headings

Technical reports that are usually not so strictly organized or predictable should use descriptive headings. Descriptive headings use concrete, descriptive language to tell the reader what to expect from the content of each section.  Readers will find it much more helpful if headings concretely describe the content of each section. Using descriptive headings will also result in an easily usable document; that is, the reader will easily be able to find information.

Note the differences in the two Tables of Contents in Figure 2.3.A., each generated automatically from headings within their respective documents. What is the benefit of using descriptive headings (Table of Contents on right) versus functional headings (Table of Contents on left)?

Figure 2.3.A: Functional vs. Descriptive Headings 

What Are the General Principles for Designing Headings?

When designing the headings in your document, keep in mind these general principles:

• Hierarchical Relationship of Ideas: Use font size, boldness, typography and color to indicate the relative importance of ideas and how they inter-connect. In general, first level headings are larger and bolder than second and subsequent level headings.
• Consistency: If you use headings, every section must have a heading. Make sure your headings at each level are consistent in design (font, size, color, indentation, etc.) Use consistent, parallel phrasing as well.
• Readability: Leave passive space above and below headings. Leave slightly more space above the heading than below it. As a general guideline, use two-to-four headings per page in short reports. Avoid overusing headings.
• Specificity: When relevant, use descriptive headings that inform the reader of the content of each section. Avoid vague headings, and avoid using too many headings. Headings may be formatted using an alpha or numeric system if there are many sub-sections.