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Author Guide to Writing and Editing
Technical Reports for AFRL at
Wright Research Site
Prepared by Det 1 AFRL/WSC (STINFO)
Wright-Patterson Air Force Base, OH
AUGUST 2007
Approved for public release; distribution unlimited.
Cleared by AFRL/PA, 5-11-07, WS 07-1164
Table of Contents
Section Page
List of Figures .................................................................................................................... iv
List of Tables ...................................................................................................................... iv
Preface ................................................................................................................................ v
1. Required Elements of a Technical Report........................................................... 1
1.1 Front Matter ............................................................................................................. 2
1.1.1 Cover Page ......................................................................................................... 2
1.1.2 Notice and Signature Page ................................................................................. 4
1.1.3 Report Documentation (SF 298) Page ............................................................... 6
1.1.4 Table of Contents Pages .................................................................................... 7
1.1.5 Abstracts, Forewords, Prefaces, and Acknowledgements ................................. 9
1.2 Body Matter Text ..................................................................................................... 9
1.2.1 Summary (or Executive Summary) ................................................................... 9
1.2.2 Introduction........................................................................................................ 9
1.2.3 Methods, Assumptions, and Procedures ............................................................ 9
1.2.4 Results and Discussions ..................................................................................... 9
1.2.5 Conclusions........................................................................................................ 10
1.2.6 Recommendations.............................................................................................. 10
1.2.7 References.......................................................................................................... 10
1.3 Back Matter ............................................................................................................. 11
1.3.1 Appendices ........................................................................................................ 11
1.3.2 Bibliography ...................................................................................................... 12
1.3.3 Lists of Acronyms, Abbreviations, and Symbols .............................................. 12
1.3.4 Glossary of Terminology ................................................................................... 12
1.3.5 Distribution List ................................................................................................. 12
2. Grammar and Mechanical Conventions ............................................................. 13
2.1 Paper, Margin, Line Spacing, and Typeface Characteristics ................................... 14
2.2 Publication Formats—Reports in Volumes ............................................................. 14
2.3 Figure/Table/Page Numbering Conventions ........................................................... 14
2.4 Pagination ................................................................................................................ 14
2.5 Heading Conventions............................................................................................... 15
2.6 Sentence/Paragraph Phrasing................................................................................... 15
2.7 Word Form and Meaning......................................................................................... 15
2.8 Spelling and Grammar ............................................................................................. 15
2.9 Mathematical Work ................................................................................................. 16
2.10 Figure Format .......................................................................................................... 16
2.10.1Line Drawings and Illustrations ....................................................................... 16
2.10.2Photographs ...................................................................................................... 17
2.11 Table Format ............................................................................................................ 17
2.12 Footnotes.................................................................................................................. 17
2.13 Data Rights Portion Marking .................................................................................. 18
iii
List of Figures
Figure Page
1. Sample Cover Page ............................................................................................ 3
2a. Sample Notice and Signature Page for Unlimited Reports ............................... 4
2b. Sample Notice and Signature Page for SBIR Reports ....................................... 5
3. Sample SF 298 ................................................................................................... 7
4. Sample TOC Page.............................................................................................. 9
5. Sample Equation Layout.................................................................................. 16
6. Vertical Bar Portion-Marked Paragraph .......................................................... 18
List of Tables
Table Page
1. Report Section/Element Descriptions ................................................................ 1
2. Cover/Title Page Elements ................................................................................ 2
3. Report Documentation Page (SF 298) Components .......................................... 6
4. Table of Contents, List of Figures, and List of Tables ...................................... 8
5. Common Grammatical, Mechanical, and Format Conventions ...................... 13
iv
Preface
This guide was prepared by the Wright Site Scientific and Technical Information
(STINFO) Office for authors of technical reports, including in-house AFRL scientists
and engineers, and contractors to the AFRL Wright Research Site. It explains the
requirements for preparing scientific and technical reports for STINFO. Technical
memos and papers are of secondary concern in these instructions.
Document format, organization, textual consistency, and grammar and mechanical
issues are described. Compliant documents ease final preparation and production
processes and result in a quality product. Required elements for each document are
also described in Tables 1 through 5. Editorial guidelines are also provided. Note that
how this guide is formatted does not reflect how technical reports are to be formatted.
This guide does not address markings, notices, or other limitations. Contractors
should consult with their AFRL project manager about key requirements of your
contracts, such as
how to conform or limit material in the report to the contracted export control
nature or distribution of the final document
how to correctly mark classified and limited data rights (proprietary) material
how to protect the work while it is in your company
destruction methods.
Many of the rules presented here are general. Authors should review the following
resources, from which some material in this guide is derived, before writing reports:
United States Government Printing Office Style Manual (2000),
http://www.gpoaccess.gov/stylemanual/index.html
ANSI/NISO Z39.18-2005 Scientific and Technical Reports—Preparation,
Presentation, and Preservation (ISSN: 1-880124-66-1) (http://www.niso.org/)
The Defense Federal Acquisition Regulation Supplement (DFARS) Subpart
227.71 ―RIGHTS IN TECHNICAL DATA‖ (Revised June 21, 2005),
http://www.acq.osd.mil/dpap/dars/dfars/html/current/227_71.htm
For classified reports, see DoD 5200.1-R and Guidelines for CAPCO Markings:
http://www.dtic.mil/whs/directives/corres/pdf/520001r.pdf
http://www.fas.org/sgp/othergov/dod/af053006.pdf. Mark all report elements in
classified reports according to rules in these resources.
Data and format requirements in these resources differ from those required by AFRL.
If in doubt, conform to the instructions in this guide. Key concerns to address when
submitting your reports include the following:
Supply a single MS Word/MS Word-compatible file on a CD and one paper copy.
Ensure that the MS Word or Acrobat .pdf file is not password protected.
If only an Acrobat .pdf file is available, the STINFO editor corrections will be
limited. (Adobe Acrobat files are acceptable for postprint technical papers.)
Remove all running page header material: no company logos or addresses or
report numbers, no limitation text, no report date, no contract number, no
final/draft indication, and no author names.
Ensure that all elements described in Table 1 are included and complete.
v
1. Required Elements of a Technical Report
Three major sections–front, body, and back–comprise technical reports, with
subsections within the major sections. Table 1 outlines these. Each major section,
whether required or optional, starts on a new page of the report.
Table 1. Report Section/Element Descriptions
Elements Explanation
Cover/Title Page Unnumbered, provides info for description and bibliographic
control (see Table 2 for a list of required data and Figure 1 sample).
Notice and Signature Page Shows restrictions or limitations on distribution (unnumbered;
responsibility of USAF; optional for technical papers; see Figures
2a and 2b).
Front Matter Section (1.1)
Report Documentation Page Contains document title, author name(s), filing/funding numbers,
(SF 298)–includes Abstract subject terms, abstract, and report classification. The abstract
(always numbered i) briefly describes purpose, scope, and findings. All symbols,
abbreviations, or acronyms should be spelled out.
Abstract Briefly informs of purpose, scope, and findings (optional since
provided on SF 298; this is page ii).
Table of Contents Outlines the sections in the document and cross references titled
(first page always iii) sections with pages.
List(s) of Figures and Tables Required for five or more figures or tables or any combination
thereof (sequential Roman pagination continues).
Foreword Optional: Provides background or context for the report
(sequential Roman pagination continues).
Preface Optional: Announces purpose and scope; acknowledges contri-
butions of nonauthors (sequential Roman pagination continues).
Acknowledgments Optional: Used if acknowledgments are too lengthy to present in
the Preface (sequential Roman pagination continues).
Summary Summarizes the problem, results, conclusions, and recommend-
ations (page numbered 1).
Body Matter Section (1.2)
Introduction States subject, purpose, scope and plan for developing the
document.
Methods, Assumptions and Describes research methodology.
Procedures
Results and Discussion Presents findings and discusses their significance.
Conclusions Presents substantiated findings, discusses their implications, and
presents author’s opinion.
Recommendations Suggests a course of action.
References Cites sources of information used (optional if no refs were cited).
Appendices Optional: Contains supplemental info not essential to the text.
Back Matter Section (1.3)
Bibliography (Pubs) Optional: Lists addl. sources of information not cited in the text.
List of Symbols, Abbre- Contains explanations of symbols, abbreviations, and acronyms;
viations, and Acronyms required if more than five not readily recognized as standard.
Glossary Optional: Contains definitions of unfamiliar terms.
Index Optional: Lists major topics alphabetically.
Distribution List Required element for classified reports only, the distribution list
provides a permanent record of initial distribution of the report.
1
1.1 Front Matter
1.1.1 Cover Page
Table 2 describes the elements of the cover/title page.
Table 2. Cover/Title Page Elements
Component Explanation
Document Supplied by STINFO.
number
Title Accurate and specific to describe the contents of the report.
Subtitle If required, such as for a Delivery Order or volume series.
Author Names Full names, including middle initials of all authors, editors,
etc. who collaborated to write the document.
Contractor/ Full address of the site where the majority of the research took
Author Address place or where the authors were stationed.
Report Date Month and year of the report, typically the month of or after
the ending period of performance month.
Report Type Final or Interim for the period of performance.
Period of The day, month, and year that the research began on the part
Performance covered by the document, followed by the ending day, month,
and year.
Distribution Per the contract or as determined in house, the standard
Statement statement of distribution for the work.
Warning Standard export control warning (if applicable).
Destruction Standard destruction notice for documents that require
Notice destruction.
Copyright Notice (Optional) Asserted copyrights.
Classification For classified documents, derived from and declassification
Notice info.
Sponsor Address supplied by STINFO.
Directorate
2
Shield on
the left
Document
number
Title
Subtitle
Author
names Prime
contractor
co. name
Type of Report date
report
Distribution
Statement
Warning
Destruction
Notice
Pointer text
to other limits
Copyright
Notice
Sponsor
Direct-
orate
Figure 1. Sample Cover Page
3
1.1.2 Notice and Signature Page [for in-house authors only]
Notice and Signature Pages are provided by the work unit managers, who obtain
government approval signatures to publish the document. The Notice and Signature
Page, optional for technical papers, is then inserted after the Cover/Title page.
Figures 2a and 2b show a sample unlimited, Distribution Statement A Notice and
Signature Page and a SBIR data rights Notice and Signature Page.
For a complete list of Notice pages, see this STINFO web site (currently publicly
available) http://www.afrl.af.mil/wrslibrary/STINFO-GuideSection7.doc or this
Livelink site (available only to CAC-enabled users):
https://livelink.ebs.afrl.af.mil/livelink/llisapi.dll/open/8658207 .
Page name
Standard caveat
Evidence of clearance and
document availability
Document availability
Review verification
Signatures would appear
here for non-public
release documents
Name and office of
signing approver
Intent of use of material
in the document and
legal caveat
Figure 2a. Sample Notice and Signature Page for Unlimited Reports
4
Page name
Standard caveat
SBIR contract
number, contractor
information, and
location and
expiration of SBIR
data rights
Government usage
rights
Document
availability
Review verification
Signature of
government
approvers would
appear here.
Intent of use of
material in the
document and legal
caveat
Figure 2b. Sample Notice and Signature Page for SBIR Reports
5
1.1.3 Report Documentation (SF 298) Page
Table 3 describes unique elements on the SF 298 that weren’t described in Table 2
for elements in common on the Cover/Title page. Figure 3 shows a sample SF 298.
Table 3. Report Documentation Page (SF 298) Components
Component Explanation
Blocks 5a through Likely to appear on your contract. If not, your AFRL
5f, funding numbers project manager/monitor or STINFO Office will provide.
Performing The ID number by which your document is referred
organization report within your organization.
number
Sponsoring/monitori The first 8 or 9 digits and hyphens of the AFRL
ng document number.
Supplementary notes Copyright notice, special grant numbers, refs to related
docs, etc.
Abstract Confine to 200 words. Use the back of the SF 298 only if
necessary.
Security For both classified and unclassified documents,
classification of classification of the report, the abstract on the SF 298,
and the SF 298 as a whole.
Limitation of Same as report, or SAR.
abstract
Number of pages Estimate this number. STINFO will correct for final
document.
Name of responsible Your AFRL work unit manager’s/monitor’s name and
person/telephone phone number (omit phone number on Distribution
No. Statement A documents).
SF 298 page number Always i (reverse side is assumed to be ii).
Reverse side Often, instructions for completing the form, but might be
blank.
6
1.1.4 T
Report type
Period of
Report date Performance
Report title
and subtitle
Contract and
funding info
Author
names
Performing
Organization’s
Author report number
addresses Sponsoring/
Monitoring
abbreviation
Sponsoring and number
name and
address
Distribution
Supplementary
statement
notes
Abstract
Figure 3. Sample SF 298
Work unit mgr.
name and
Subject terms
phone
Limitations and
Page count
SF 298 page
number
7
1.1.5 Table of Contents Pages
Include a table of contents for documents over 20 pages, numbering the first page
iii. Cross referencing the first three section heading levels with page numbers is
required. The List of Figures and List of Tables follows the table of contents,
sequentially Roman numbered (see Table 4 for details). Single space entries and
align page numbers flush right.
Table 4. Table of Contents, List of Figures, and List of Tables
Component Explanation
Page margins Consistent, and at least 1 inch on all sides.
Section title Centered, consistent serif font and type size for
sections, bold.
Column Headings For TOC, Section on the left side, Page on the right;
LOF, Figure on the left, Page on the right; LOT, Table
on the left, Page on the right.
Body text Section/ The number of each body sectional heading, figure, or
Figure/Table Numbers table.
NOTE: Since the column heading is Section, Figure,
or Table, omit these words in this column. Only
headings are numbered sectionally; Figures and Tables
are numbered sequentially.
Numbered Listed exactly as they appear in the body text, though
headings/titles the typeface used for all headings should be consistent
in the contents pages.
NOTE: Use title case, avoid active verb forms, omit
extra notes.
Leader dots Use these to direct the reader’s eye to the Page
column.
Page cross reference Preferably, hyperlink the page number cross reference
to the location in the body associated with the
numbered headings/titles.
Subsequent pages For each contents type of page, repeat the page title,
followed by either (continued) or (concluded), & both
column headings.
8
Figure 4 shows a sample Table of Contents page.
Section name
Column headings
Page numbers
Section titles
Sectional title numbers
iii Always this page’s number
Figure 4. Sample TOC Page
1.1.6 Abstracts, Forewords, Prefaces, and Acknowledgements
See Table 1 for brief descriptions of these sequentially Roman-numbered
components.
1.2 Body Matter Text
The body text section consists of a combination of elements, and the first page is
numbered 1. Each major section starts on a new page in the document.
1.2.1 Summary (or Executive Summary)
Section and page numbered 1, the summary explains why the work was initiated, or
outlines principal conclusions and recommendations. It clearly states the problem,
the key points of the report, major results, conclusions, and recommendations.
1.2.2 Introduction
An introduction is required to acquaint the reader with the work being described and
to show the relationship between the present task and previous or current work. It
also indicates the value of the results achieved.
1.2.3 Methods, Assumptions, and Procedures
This required element includes information concerning materials, equipment, and
techniques used, system of measurement used, and circumstances (environment,
etc.) involved in the work. This information allows individuals qualified in the field
to reproduce the work in an attempt to achieve (replicate) similar results.
1.2.4 Results and Discussions
This element can be separated into Results and Discussion of Results. Address the
degree of accuracy and the significance of the research results, impacts on other
disciplines, and provide information that substantiates conclusions.
9
1.2.5 Conclusions
Reiterate key findings and include interpretations of findings and their implications
(positive, negative, or neutral) in the mandatory conclusions element.
1.2.6 Recommendations
If recommendations are the logical outgrowth of the work, state them in a recom-
mendations element so that they will have maximum visibility. Recommendations
could include additional areas for study, alternative approaches, or specific design
problems. It should be the last element in the major body text section.
1.2.7 References
Begin the references element on a new page that is also the last page of the report
preceding the document’s back matter. In the numbered order that they were
referenced in the body text, list full references to all outside sources of information
used in the preparation of the work. Example:
1. Chidambaram, N., Dash, S., and Kenzakowski, D., ―Scalar Variance
Transport in the Turbulence Modeling of Propulsive Jets,‖ Journal of
Propulsion and Power, Vol. 17, No. 1, pp. 79-84, 2001.
CAUTION: Do not reference classified documents in unclassified reports that
are approved for public release (AFI 61-202, para. 5.2, July 1994).
1.2.7.1 General Guides to Building and Formatting a Reference Section
1. Ensure that all items in the reference section are directly referenced and cited in
the body text, and that any reference item not specifically referenced in the text
appears in a bibliography section (unnumbered and alphabetically ordered).
2. Ensure that each item is correctly cited in the body text.
3. Ensure that publication titles are spelled out and italicized if journal names.
4. Enclose all article and chapter titles within quotes (also titles of editorials, essays,
papers, reports, and studies); place comma separator inside ending quote mark.
5. Include full publisher information and dates of publication in consistent formats.
6. Use title case capitalization conventions in publication titles, in conformance
with rules in the United States Government Printing Office Style Manual (2000).
1.2.7.2 Citing Internet/World Wide Web
Citation styles for Internet publications are still evolving. Like most references,
references to Web documents should contain the name of an author, a title, and a
date of publication. The nature of the document should be given in brackets
immediately following the title, i.e., [Database], [Electronic data file], [FTP
archive], [WWW document], etc. For more information on creating a reference list,
see the ANSI/NISO Z39.18-2005.
10
1.3 Back Matter
The back matter section consists of a combination of elements.
1.3.1 Appendices
In appendices, include related and addendum material that is not essential to
understanding body text material. Material in appendices provides detailed
descriptions or explanations of points in the text, extensive test data, and complex
and detailed justification of a report assumption. Exclude information that logically
belongs in the text.
1.3.1.1 Appendix Format
Type the appendix name and title centered at the top of the first page of the
appendix, as the following example shows:
Appendix A
Title of Appendix
If there is only one appendix, identify it as the Appendix, not as Appendix A. If the
appendix contains front matter (e.g., Table of Contents), the sections can begin on
the appendix title page or the next page.
For section and subsection headings within the appendix, write the appendix
identification letter, the number of the section, a period, and then the heading of the
section/subsection, for instance, A1.2 Title. Use the same heading formats for the
section level as used in the body text.
Number figures, tables, equations, and references in the appendices with the letter of
the appendix, followed by a hyphen and a sequential number, starting at 1, e.g.,
Figure A-1. An Appendix Figure; Table A-1. An Appendix Table; and for
reference citations, [A-1].
If there is only one appendix, titled Appendix, all tables and figures in that appendix
are prefixed with A-, the ―A‖ representing the word, Appendix. EXCEPTION: If an
appendix contains an appendix, prefix the subappendix title with the letter of the
parent appendix, and continue alphabetic sequencing through however many
appendices are included in the parent appendix, e.g., AA-1, AB-1, etc.
Each appendix should be referred to in the body text. Any references cited in an
appendix must be listed as the last page of the appendix. Appendix page numbering
is a sequential continuation of the Arabic text page numbering.
1.3.1.2 Security Considerations in Appendices
In classified documents, text in the appendix page header and footer of the first page
must indicate the highest classification that applies to any paragraph in that
appendix.
If all material in an appendix within a classified document is unclassified, write
―This section is unclassified in its entirety.‖ on the first page of the appendix, and
include ―UNCLASSIFIED‖ in the headers and footers of each page. Portion
markings are unnecessary when using this method.
11
1.3.2 Bibliography
In the bibliography, include entries that describe additional supplemental material
that was not specifically referenced in the body of the document. List bibliographic
entries on a new page after the appendices, and include information and format
similar to that included in the Reference section entries. Arrange the entries
alphabetically by author, and do not number them.
1.3.3 Lists of Acronyms, Abbreviations, and Symbols
For more than 10 unfamiliar symbols, abbreviations, and acronyms combined, list
full descriptions/definitions alphabetically by abbreviation on a new page following
the bibliography page. NOTE: This section is not an appendix and is not given a
section number.
When first introduced in the body text, completely write out abbreviations and
acronyms, followed by the abbreviation or acronym in parentheses, and
subsequently use only the acronym/abbreviation in the body text.
1.3.4 Glossary of Terminology
Define unusual terms, though these may or may not have been defined in the text.
When many such terms are used, list them in alphabetical order with definitions.
1.3.5 Distribution List
Provide the Distribution List page for classified documents (optional for
unclassified documents). The distribution list provides the complete business
mailing address of recipients of the report.
12
2. Grammatical and Mechanical Conventions
When proofreading, ensure compliance with the conventions in Table 5.
Table 5. Common Grammatical, Mechanical, and Format Conventions
Component Explanation
Page margins Ensure consistent 1-inch (minimum) margins on all sides.
Text justification Left justify all body text globally. A ragged right margin results.
Title case Capitalize initial letter of only proper nouns and titles, globally.
Section, figure, and table titles are in title case, but use capitaliz-
ation consistency in body text references to specific figures, tables,
etc., e.g., figure 8, or Figure 8; section 8, or Section 8.
Page numbers The Table of Contents begins on iii, Summary/Executive Summary
starts on page 1.
Quote marks Use quotes only for direct quotes and chapter/journal article titles.
Line spacing Single space body text (double spacing between paragraphs).
Acronym usage Spell out acronyms on their first occurrence, and use the acronym
thereafter, exclusively.
Word form In general, join prefixes (multi-, pre-, anti-, non-, for example) with
compounded words to form a single, unhyphenated word.
Hyphenation Hyphenate compound unit modifiers globally, except those ending
in -ly and comparative -er: fire-retardant binder is a two-word
modifier that together modifies the quality of the object, binder, but
fire retardant additive describes the type of additive.
Use consistent hyphenation, and don’t hyphenate at ends of lines.
Spacing with measures and Globally ensure a space or hyphen between numbers and
temperatures abbreviated units of measure: a 5-µm-thick panel; a panel that is 5
µm thick. Globally ensure space between number and degree
symbol for abbreviated °F and °C.
Figure/table/equation Sequentially number figures/tables/equations from 1, not sec-
numbering and position tionally, appendix elements excepted (see Section 1.3.1). Center
figure/table, figure/table titles and equations on the page.
Text alignment Do not indent the first line of paragraphs. In lists, flush left align on
the first level bullet/alpha/numeric symbol; use full indentation
aligned against the start of text in the initial line of list text.
Spelling out numbers or For numbers under 10 that don’t appear in a series of 3 countable
using digits objects, of which 1 object count is 10 or greater, spell out the
number. EXCEPTION: Use numeric digits for units of measure
(time, distance, size, volume, weight, etc.) on every instance.
Punctuating equations Use appropriate punctuation (comma/period) at terminal points in
equations that are set off from the body text, globally.
Comma usage In a series of three or more, include a comma after the next to last
item. Ensure comma between two independent clauses and after
introductory and dependent clauses.
Classification markings Ensure conformance with current government regulations.
Running header/footer text Do not write company names, trademarks, corporate seals, or logos
on illustrations or include anywhere on pages, such as in running
headers. Mention company names in the body text when absolutely
necessary for clarity and understanding of the material or in a
comparative study.
13
2.1 Paper, Margin, Line Spacing, and Typeface Characteristics
Maintain margins of at least 1 inch on all sides of text pages, and center the page
number at least two lines below the last line of text copy. Do not use full text
justification. The ANSI/NISO standard recommends that text be left justified,
creating a ragged right margin.
For body text, use at least 11- or 12-point type and use the same font throughout the
body text, with the exception of text in figure callouts and tables. Although any
standard serif typeface is acceptable for body text, avoid unusual type styles such as
capitals, italic, and script.
2.2 Publication Formats—Reports in Volumes
Select the most economical method available for final reproduction of the report,
and divide it into volumes if it contains more than 350 physical sheets (the
maximum that can be tape bound at the government printing shop). Break volumes
at the end of a major section of text, or at some other logical point. With each
volume, include an SF 298, Preface (stating which volume it is and how many
volumes are included in the document), Table of Contents, and other appropriate
front matter. Page numbering for subsequent volumes starts anew, independent of
other volumes in the set.
2.3 Figure/Table/Page Numbering Conventions
Skip one blank line below figures and add a figure title. For tables, the table title is
above the table. Center each line of the figure/table title, which should have the
following format: Figure 1. Title (no ending punctuation for any titles).
Number figures/tables consecutively throughout the document (excepting
figures/tables in appendices) using Arabic numerals. Do not use sectional
numbering that reflects the numbered section in which the figure/table appears.
Use initial capitals on major words in the figure/table title and use consistent
typeface and font size across all figure/table titles.
The figure/table title should not be a complete sentence and should not end with a
period. Any other nontitle text that appears in the figure/table title should be
removed and reformatted as figure/table callouts, notes, captions, or body text.
For each continuation of a figure/table that spans several pages, write the full title
under each segment of the continued figure (above for tables, repeating all column
heads): ―Figure 1. Title (Continued).‖ On the last page of a spanned figure/table,
write ―Figure 1. Title (Concluded).‖ Give subtitles, designated (a), (b), (c), etc., to
each part or view in a figure.
2.4 Pagination
Number pages consecutively across all sections, including appendices. Center the
page number at the bottom of each page.
14
2.5 Heading Conventions
Divide text into logical major parts called sections and subsections. Designate each
section/subsection with heading text that contains a sequential, sectional Arabic
numeral that shows subordination of subsections, such as the following:
1. Methods and Materials (main heading) (or use san serif font for
headings)
Text that explains this level and introduces next heading level.
1.1 Design of Equipment (subheading level 1)
Text that explains this level and introduces next heading level.
1.1.1 Components of Equipment (subheading level 2)
Text that completes the topic idea or leads to next heading level.
On the same line as the section/subsection numeral, write the heading in initial
capitals, or title case, for major words, boldface the text, and align the numeral flush
with the left margin. Consistently start the body text (or subheading text) after
skipping one single-space line below the heading (about 6 points below). Start each
major section division (main heading) on a new page.
2.6 Sentence/Paragraph Phrasing
Make sentences and paragraphs effective, and avoid long or short choppy sentences
and paragraphs. Strive for good lead sentences, and achieve readability and
emphasis by varying the types of sentences used. Write in the active voice, which is
more direct and eliminates unnecessary words. Observe the difference in the
following samples:
Active voice: ―The AFRL/ML conducts research on nonnuclear
conventional weapons.‖
Passive voice: ―Research of nonnuclear conventional weapons is conducted
by AFRL/ML.‖
Do not try to crowd a paragraph of information into one sentence; split long
sentences into two or more sentences.
2.7 Word Form and Meaning
Explain specialized words and expressions, and write out acronyms at their first
occurrence in the text (unless the first occurrence is in a constricted space, such as a
table or figure). Use official Air Force nomenclature for equipment. A shortened
name may be used throughout the report, if it is explained in a footnote or in
parentheses after its first use. Be consistent in the spelling, hyphenation, and format
of words/acronyms.
2.8 Spelling and Grammar
Use correct, acceptable spelling and standard American English word forms.
Carelessness can affect technical accuracy. Example: ―adsorption‖ means something
different than ―absorption.‖
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Be sure that pronouns refer clearly to their antecedents. Misuse of references such as
―this‖ and ―it‖ can change or obscure technical meanings. Be sure that nouns and
verbs agree in number.
Watch verb tenses. Generally, the work that is being described in the report has
already been accomplished. Therefore, the most logical tense is the past tense when
reporting the activity. However, use the present tense when a condition, a parameter,
a physical law, etc., is true, exists, or is in effect without regard to the information in
the report. Use future tense if conditions of the work are expected to remain
applicable in the future.
Use adjectives instead of a series of nouns as adjectives. Reduce hyphenated nouns
used as unit modifiers.
2.9 Mathematical Work
If the formulas and equations fit on one line, present in sentence form and punctuate
for clarity and consistency. Never start a sentence with a formula or an equation. If
the formula or equation does not fit on one line, set it off from the text, making sure
it is centered or indented, depending on its length; align a series of equations on the
equality signs. Formulas and equations are always italicized whether included as
part of the text or displayed. Place derivations of equations, methods of calculation,
and other support mathematical work in an appendix.
Consecutive equation numbers are enclosed in parentheses at the right-hand margin
(as shown in Figure 5) with a minimum of one-quarter inch between the last term in
the equation and the equation number.
N
sin cos
A 2 (1)
sin cos
2
Figure 5. Sample Equation Layout
When referring to equations in the body text, use the word, Equation, followed by
its number; for example, Equation 3.
2.10 Figure Format
Figures can be line drawings/illustrations or photographs.
2.10.1 Line Drawings and Illustrations
Observe the following considerations when designing figures:
Treat figures consistently throughout a report.
Prepare figures so that details and callouts (labels) are clearly legible after final
reduction; ensure that the text will be no smaller than 6 point for final
reproduction.
Add a border or a frame around all elements that belong to the figure.
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Place illustrations as near as possible after the first text reference to the
illustration.
Crosshatching, reverses, dots, or similar techniques that can be effective
substitutes for color.
Whenever possible, avoid oversized illustrations that must be folded when pages
are printed. Often a large illustration can be divided to appear on facing pages.
When foldouts cannot be avoided, begin them on a right-side page and number
as one page. The reverse will be blank. The next page used will be an odd-
numbered page.
Unless it is not possible to do so and maintain readability, place illustrations so
that they may be reviewed without turning the page sideways. If this is not
possible, place the illustrations sideways so that they can be seen by rotating the
page clockwise.
2.10.2 Photographs
In addition to observing all guidelines for figures, consider the following when
using photographs in figures:
Submit digitized photographs positioned on the page where intended.
When practical, crop or mask photographs electronically to eliminate
insignificant detail.
Exclude distracting or excess details from photographs.
Exclude people from photographs except for size comparison or when needed to
point out or emphasize a part of the subject.
2.11 Table Format
Tables should have a simple format so that readers can easily grasp the meaning of
the data. Locate tables as near as possible after their first text reference except in
special situations. To maintain readability, attempt to place tables so that they may
be viewed without turning the page sideways.
Identify applicable units of measure or degrees in the table title, in the column
headings, or in a note to save space in columns.
Use a horizontal line to separate the column boxheads from the body of the table.
2.12 Footnotes
Explanatory footnotes are included in a report only to clarify text information and
should be as brief and clear as possible. To avoid preparing footnotes, incorporate
material into the text by enclosing it in parentheses or by placing it in a separate
paragraph.
When used to clarify information, footnotes are keyed to the text of the report with
superscript Arabic numbers. Footnotes are placed at the bottom of a page and
separated from the text by a 12-space horizontal line. The footnote marking
sequence starts over on each new page. If a footnote runs longer than its page
margin, it is completed at the bottom of the subsequent page, preceding any
footnotes from the next page.
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Footnotes should be typed flush left at the foot of the page on which their reference
numbers or symbols appear.
Example:
____________
1
The United States Government Printing Office Style Manual (2000) provides
additional information on footnoting.
The referenced footnote number or symbol in the text is typed a half-space above
the appropriate line of text without any type of restrictive mark or punctuation.
Footnotes to tables should be typed directly below the table.
2.13 Data Rights Portion Marking
Per DFARS 252.227-7013(f)(1) and DFARS 252.227-7018(f)(1), contractors are
required to conspicuously and legibly mark the appropriate legend on all technical
data that qualify for such markings. Such portions can be identified by circling,
underscoring, with a note, or other appropriate identifier. Figure 6 shows a sample
marked section of text on a page indicated by a vertical line, as described and
identified on the Notice and Signature Page Location of data rights.
Text text text text text text text text text text text text text text text text text text text
text text text text text text text text text text text text text text text text text text text
text text text text text text text text text text text text text text text text text text text
Text text text text text text text text text text text text text text text text text text text
text text text text text text text text text text text text text text text text text text text
text text text text text text text text text text text text text text text text text text text
Figure 6. Vertical Bar Portion-Marked Paragraph
The vertical bar is easily accomplished in MS Word by clicking the border line icon
( ), if displayed in the toolbar, next to the material to be marked. Set a default
distance from the left margin of the text by selecting Format/Borders and
Shading/Options/From Text/Left, and increase the number of points. Note that the
document cannot also use the change bar to indicate revisions.
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