Está en la página 1de 2

Essential Requirements of good Documents

Brevity, Clarity and Completeness


It may be a business letter, office memorandum, project design / completion Report,
text book, users manual, or any other document; in the interest of the end users,
client, employer and the company; before finalization, ensure that the above three
reuirements are complied! " good document may bring you appreciation and / or
monetary gains! #o, good document is also in your o$n interest!
1 Brevity
%rite briefly, $ithout sacrificing clarity and completeness! &se graphs, figures,
photographs etc, to complement / reduce needed explanation in the text! %hat a
figure, graph, bar / flo$'chart, or photo may tell, cannot be briefly explained in $ords!
2 Clarity
(!) " document is started by first compiling *able of +ontents ,*-+.! "dd and/or
rearrange items as the document progresses! /eep on checking best seuence!
(!( *ext must be typed, divided in ,small. independent paragraphs! &se
headings, subheading, bullets, numbering of paragraphs / tables, according to
the specific case needs! "ssign headings to tables also 0e!g! *able 1 2 3ar
%eights ,kg/m.4!
(!5 &se direct language avoid long sentence / strong adjective explain
abbreviations! If an unpleasant or harsh message is to be conveyed, you may not
soften yours stance, but the selection of $ords should be cautious! #trictly
observe +ourtesy!
(!6 7ate, #ubject, "ttention8 9ention of :*erms of Reference ,*-R. / +ontract
+lause, 7esign / other referenced 7ocument,s.; *able of +ontents, ;ist of
#ymbols, <igures, 9aps, *ables / +harts; =reamble; 7isclaimer, #ummary of
7iscussion, <indings, Recommendations, +onclusions, "ckno$ledgement, etc
are placed first; in the right seuence, according to the document specific needs!
(!> #upport assertions / ne$ ideas by appropriate references, case histories etc!
?laborate by example,s., cost comparisons, figures, graphs, flo$ charts etc!
(!@ &se chronological seuence ,of time scale, priorities, $ork procedure /
method etc. for describing an event or method! 9ake a peer revie$ at the end!
(!1 *abular format allo$s ready comparison ,of entries. 0given values / cases
compared4! It is the preferable mode of presenting data / plural information!
(!A Intricate technical explanations or allied figures need relevant legend,s. and
explanation of symbols used in euations! #ymbols and letter case must be
identical in this and other related document,s.! 7o not test readers intelligence!
(!B *erminologies used, to be uniform and consistent $ith accepted #tandards
,e!g! =o$erhouse or =o$er #tation; #urge *ank or #urge +hamber; 3ay or
=anel.!
(!)C +hapter number or title etc ,in the Deader., =age number and / or <ilename
,in the <ooter. facilitate editing, revie$ / photocopying, and promote clarity!
(!)) Insert #preadsheet of numeric calculations! Eerify basic figures, price / costs
included therein, from their source! +arry out final editing of the document, t$ice!
3 +ompleteness
(5B56))1B!doc #heikh #hahid Ibal, ?'9ail ssiFaceGhotmail!com
5!) *he contents of the document need to be complete! Ho item should be left
out!
5!( #elf contained implies, preferably copy a fe$ lines from a referenced
document, instead of $riting :as given in the +ode or :provided in the +ontract!
5!5 9ention also the name of addressee and the subject along $ith ref number of
letter, e!g! 9emo Ho >1A dated C('C5'C6, on Road %orks, addressed to the +?!
5!6 =hotographs must contain brief detail of $hat exactly it sho$s!
5!> #tatement to be complete 0:transverse to axis $rite :transverse to tunnel
axis4!
5!@ Hegate $hat is not accepted 0e!g! ,I. 2 :#econdary po$er should be
generated at #tation ", ,add. :rather than at #tation 3; ,II. 2 :-ne )(C9%
*hermal &nit and the other AC9% +ombined +ycle Ienerating &nit, seems
more feasible, ,add. :rather than one (CC9% *hermal &nit4!
5!1 =lace supporting details / document ,"ddresses, 3rochures, 3-J, +ase
Distories, +onversion / other *ables, +hecklist, +ost / 7esign +alculations,
Iuidelines, /ey =lan, ;ist of =articipants / 9embers, Hotes, 9aps, 9inutes of
9eetings, -perating Instructions, =rocedure, Rate "nalysis, Referenced
7ocuments / ;etters / Reports; #chedules, &sers 9anual etc. in the appendix;
for record! *hese are not unnecessary!
End
(5B56))1B!doc #heikh #hahid Ibal, ?'9ail ssiFaceGhotmail!com

También podría gustarte