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