TECHNICAL REPORT WRITING Civilian Personnel Division, Office of Thehief C of Engineers, Department of the Army

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1955 TECHNICAL REPORT WRITING Civilian Personnel Division, Office of thehief C of Engineers, Department of the Army

Robert Bolin , depositor University of Nebraska - Lincoln, [email protected]

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Civilian Personnel Division, Office of the Chief of Engineers, Department of the Army and Bolin, Robert , depositor, "TECHNICAL REPORT WRITING" (1955). US Army Corps of Engineers. 172. http://digitalcommons.unl.edu/usarmyceomaha/172

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DEPARTMENT OF THE ARMY COR P 5 OF ENG I NEE R 5 TECHNICAL REPORT WRITING

CONTENTS Introduction______Page1 Civil VVorks______1 Orde~ and Regulations______1 The Language of Reports______2 Annual Report______5 Examinations, Surveys, and Review Reports______7 Typewritten Reports-Format______9 The Preparation of Reports *______10 Plans and Specifica.tions______11 Specification Language*______12 Contracts______14 ]Design ~emoranda______14 The Use of English in ]Design Memoranda*______16 Special Reports______16 Reports Keeded for Replies to Congrcs5* ______18

~fanuals______18 Information Pampblets______19 State Pamphlets______19 Publica.tion of Technical Papers______20 Identification of Personnel in Reports and Papcrs______20 Outline Form______20 Criticism, Revision, and Preparation of Final Copy______20 Last-~Hnute Review ______21 Printed Publications______21

*Papers prepared for a conference on the use of English in Corps of Engineers reports North Atlantic Division.

CIVILIAN PERSONNEL DIVISION OFFICE OF THE CHIEF OF ENGINEERS DEPARTMENT OF THE ARMY 1955 TECHNICAL REPORT WRITING

INTRODUCTION Civil works operations are those functions Junior Engineers, Junior Management Assist assigned to the Chief of Engineers relating to the ants, and other Corps of Engineer emplo'y~ees in maintenance and development of rivers , harbors , professional, scientific, and technical fields wTite and ,vaterways for navigation, flood control (in memos and reports as routine duties of their cluding major drainage), other water uses and respective assignments. A large number of these related purposes, and shore protection. are reports on civil works for which the general Civil works operations include: investigations content and format are prescribed in Orders and for reports to Congress on possibilities for improve Regulations (0 & R) of the Corps of Engineers; ments; planning, construction, operation, and even in such cases, when the young author knows maintenance of projects authorized by Congress; what he ought to put int.o his report, he still has administration of laws concerning protection and the problem of l'.Titing the main text in accurate, preservation of navigable waters of the United readable, and interesting fashion. This handbook States; collection and dissemination of information is for him-and for others who help him in the on waterborne commerce; maintenance of survey preparation and review of his report. ing and charting of the Great Lakes, the Missis sippi River, and other inland waterways; preser Technical Report writing is restricted to report vation of Niagara Falls; supervision through con l'.Tit.ing; moreover, it is limited to reports, mainly trol boards of boundary waters between the on civil works, of the Corps of Engineers. United States and Canada; and providing the Several Federal agencies have issued publica water-supply system for Washington, D. C. (0 & tions on report writing, and of course, textbooks R 4201.02). are available from commercial publishers. These Each of the operations named above is covered books, though some of them are excellent for em by some kind of report. ployees of the issuing agency and for the college The Corps of Engineers has been making reports student, are not too helpful from the standpoint of on civil works for more than a century. It has the Junior Engineer in the rotational training gradually standardized its regular reports in format period. In the first place, these books give much and in content. Uniformity of outline simplifies space to the development of outlines; this is fine review and summary, for the reviewer can run except that in many instances the outline for the through the reports quickly to see whether cover engineering report is readymade and prescribed by age is complete, or he can turn rapidly to separate the Orders and Regulations. In the second place, items for comparison of projects. Filing and textbooks are too general for practical reporting, storage are easier when reports are of the same and agency manuals are keyed to their O'iv"Il proj size and are bound in the same manner. Above all, ects. Examples in this handbook are selected for standard reports are limited to essentials as tested the dual purpose of showing the various types of by experience. The most serviceable outlines are reporting required in the Corps of Engineers and printed in the Orders and Regulations of the Corps ofjorming the 0 & R habit, as it were; by acquaint of Engineers. ing the Junior Engineer with the assistance to be gained from Orders and Regulations, it is hoped ORDERS AND REGULATIONS that he will automatically turn to the appropriate If you are a newly appointed Engineer, the first regulations before he commences his report. thing to do when you are given a reporting assign ment is to look in 0 & R for directions. CIVIL WORKS Orders and Regulations consist of the following The Corps of Engineers IS charged ,vith both parts and chapters, all packed with information military and civil works. you will need in your work:

1 Chapter I. Organization. ments." The standard for annual reports is II. General Administration. given a special paragraph: III. Personnel Administration. Accuracy and clarity of statement will be the Part I. Military Personnel. primary considerations in preparing data for II. Civilian Personnel. the annual report. Brevity is essential but IV. Operations. ,vill be obtained by the use of simple, direct Part I. Military Works. language and good grammatical construction and by limiting the information presented to II. Civil Works. essential statements rather than by use of ab III. Civil Works Supply breviations or shortened expressions that may Policies and Pro not be clear in meaning to the average reader. cedures. Technical descriptions or discussions which may V. Real Estate Operations. be of interest but not essential to the purposes of the report will not be included in the report. Part I. Military Works. (4242.04c) II. Civil Works. VI. Property Administration. Shun big words, but remember that the big Part I. Military Works. word is the word unfamiliar to your reader. "110- II. Civil Works. bilization planning," "technological advances," VII. Procurement, Contracts and and "renegotiated contracts" are not big words to Claims. those who use them every day in routine work. Part I. Military Works. Sometimes in technical reports the precise meaning II. Civil Works. is best conveyed by such phrases as "condensation of moisture" and "congealed vapor." If this and VIII. Fiscal Administration. nothing else is what you mean, say it; but if the Part I. Military Works. thing you are talking about is what we ordinarily II. Civil Works. call rain, dew, frost, or hail, use the familiar word. IX. General Index. Vary your sentences for interest. Make some of References to Orders and Regulations are them short, some long; some sinlple, some com usually given in figures, as 4216.20b, 4219.07, or plex, and some compound. Use loose, periodic, 2009.09. Since the regulations comprise several balanced, and mL'l:ed sentences. Count the words bulky volumes, a key to the plan saves unnecessary in an average page or in an average paragraph of handling: The first number is the chapter; the your writing to find whether your style tends to second shows whether it is Part I, Military, or length or brevity; analyze your writing from every Part 2, Civil Works; the two figures before the standpoint you can; but DON'T do it while you decimal point refer to the section; and the numbers are composing. By being self-critical while you after the decimal identify the paragraph and are writing, you will inhibit the free flow of subdivision. thought. Get your ideas on paper first. When Example: Chapter 4, Part 2, Section 16, Para you have recorded the facts, then read your draft graph 20, Subdivision b would be 4-2-16.-20-b; critically for meaning, interest, and style. that is, 4216.20b. A loose sentence is "natural" writing-a simple Excerpts from 0 & R in this handbook are recording of facts in good order but without sometimes abridged or paraphrased to illustrate special attention to form. Observe in the follow a point; such excerpts, of course, must be verified ing example that the narrator could have stopped by reference to original regulations for any official his sentence at anyone of the points marked with use. dots, in each case making sense, but each addition gave a little more information. THE LANGUAGE OF REPORTS :Navigation improvements at coastal and The emphasis in Orders and Regulations is on Great Lakes harbors generally involve the "form and style easily readable and understand dredging of channels . . . and anchorages, . . . able even by those not familiar with Corps of and frequently the protection of entrances. Engineers procedure"; and on writing "in such by jetties ... and the creation of protected areas. . . by breakwaters. manner that the objects to be attained may be readily understood by anyone unfamiliar with the A periodic sentence is one that keeps the reader works without reference to other reports or docu- in suspense until the end. The period is the first 2 stopping place. A stop before the period is reached Here is a longer example: leaves the meaning incomplete. Flood control is accomplished- Even though appropriations and expenditures by improvement of channels and streams for civil works were reduced substantially below to increase carrying capacity, the levels of the past two years, the fiscal year by creation of reservoirs for storage or de 1954 was a most active one. tention of flood flows, and A balanced sentence is made up of elements of by construction of levees and floodwalls to protect areas subject to damage. equal rank connected by "and," "but," or other coordinate: Parallelism would have been observed also if Dike repairs were completed in October 1953, the reporter had written "by improving channels," and breakwaters were commenced the follow "by creating reservoirs," and "by constructing ing spring. levees." It would have been incorrect to write Alixed sentences are combinations of the other "by improving" and "by creation," for these are types. not parallel constructions. One type of sentence is as good as another, Clarity is essential to accurate reporting. none is best for all purposes. Be familiar with Writing lacks clarity when the reader has to ask them so that you can write any kind at will. Vary what a statement means. them. Too many consecutive periodic sentences Other maintenance work, by hired labor seem pedantic. Too many short sentences give a forces, consisted of French clearing of 1,132 choppy impression. Excessive coordination, as acres and spraying stumps, weeds, and new in balanced sentences, is tiresome. Break the growth to improve flowage. monotony, but wait until you are ready for re This is not clear to the layman, who is likely to vision. ask: How does spraying stumps improve flowage? Here is a sentence from the Annual Report, Or does the reporter mean that spraying stumps, probably revised, perhaps originally set down in weeds, and new growth are among the things the first draft as short factual sentences like this: cleared away from this large acreage? The outlet works consists of a gate-control house and eight conduits. Each conduit is 20 Counting of fish, using the two ladders at the feet in diameter. The dam and the powerhouse dam, was initiated in March 1954. are located on the right abutment. Readers who are familiar with the engineering This is the sentence as it appears in the Annual luxuries provided for fish on recent projects will Report: assume that the count is made of fish that use the The outlet works, consisting of a gate-control two ladders at the dam. Others will interpret house and eight conduits, each 20 feet in diam the statement to mean that the counters use the eter, and the power house are located on the two ladders to tabulate the fish in the water right abutment. below. Parallelism merits the attention of the careful Repetition of words is one of the most common reporter. One example is a balanced sentence, but faults in report writing. The fault may be a parallel construction may be an impressive array remedied by using synonyms or by grouping of coordinate elements-clauses, phrases, or the ideas. First, take an example of reporting words-always of like structure. in which repetition is nicely avoided. Wrong. It is suggested that consideration be given to elimination of the proposed north break Saddle dikes, spillway, and lining of tunnels water and extend the south breakwater, etc. were completed. Construction of intake struc tures was well advanced and work on the main "Elimination" and "extend" are not parallel; dam had commenced. Design and manufacture one is a noun, the other a verb. An indorsement of turbines and generators was being continued. by higher authority restated the comment cor Work in connection with land acquisition and relocation of roads and utilities was in progress. rectly: Work remaining to be done includes completion Right. It would probably be better to elimi of dam, powerhouse, and switchyard; acquisi nate the north breakwater and extend the south tion of lands and relocation of roads and utili breakwater at equivalent cost. ties; and clearing of the reservoir area.

3 Here is another example from the Annual Re Another writer in the Annual Report overworks port. The names of the Counties are changed so the words contract and continued. that the report writer, who may have been obliged A contract for the design and preparation of to meet a last-minute deadline, will not feel that contract plans and specifications for the hydro his writing is being unfairly criticized. electric power plant was continued. Acquisi Relocations of telephone and power trans tion of land for the dam site and reservoir area mission lines are complete. Relocations of was continued. Contracts for furnishing hy Grand and Small County roads are complete. draulic turbines, turbine governors, and for Relocations of cemeteries in Grand and Small furnishing and installing generators were con Counties are complete. Relocation of Forest tinued. A contract for the construction of the Service trails is complete. Relocation of State powerhouse substructure, intake structure, spill Highway No. 27 is in progress. Relocation of way, and stage II earthwork was continued. power lines in connection therewith is complete. These paragraphs may be improved by listing Construction of reservation buildings is com plete. Clearing of the reservoir is complete the projects and by grouping them under like sub except for topping of trees. Topping of trees jects. Slight rearrangement will obviate the is in progress. necessity of ending sentences with the same words. RELOCATIONS ______COMPLETE. Telephone and power transmission lines. Roads in Grand and Small Counties. Cemeteries in Grand and Small Counties. Power lines on No. 27 (Omit-covered by first item). Forest Service Trails. Construction of reservation buildings ______COMPLETE. Clearing of reservoir (except topping trees) ______COMPLETE. Relocation of State Highway No. 27 ______in progress. Topping of trees in reservoir area ______in progress. Revised: Construction of reservation buildings, and relocations of telephone and power transmission lines, roads and cemeteries in Grand and Small Counties, and Forest Service Trails are complete. Relocation of State Highway No. 27 is in progress. Clearing of the reservoir site is complete except the work, now in progress, of topping trees. Similar grouping of the second example follows: CONTRACTS ______CONTINUED. Design, plans, and specifications for hydroelectric power plant. Furnishing hydraulic turbines, turbine governors. Furnishing and installing generators. Construction of the powerhouse substructure, intake structure, spill way, and stage II earthwork. Acquisition of land for the dam site and reservoir area ____ CONTINUED. Revised: The following contracts were continued: Design, plans, and specifi cations for the hydroelectric power plant; the supply of hydraulic turbines, and turbine governors; the supply and installation of generators; construc tion of the powerhouse substructure, spillway, and stage II earthwork. Acquisition of land for the dam site and reservoir area is in progress. Special attention is needed to keep verb tenses The act of ~rfarch 2, 1945, provided that consistent and to avoid omission of auxiliary dredging of the anchorage basin shall not be commenced until local interests furnish assur- verbs when there is any difference in form between ances to the Secretary of ,,-ar that they will re- the omitted auxiliary and the one used. move the abandoned water intake pipes. Example: Sixteen gates have been erected and the operating equipment installed. "Provided" is the time peg. The narrator Revised: Sixteen gates have been erected and stands right there and hangs the other tenses on the operating equipment has been installed. it, changing them as necessary for agreement. If Tenses give much trouble. The narrator must he says provided, he must say should not be com take a certain position in the past, present, or menced, furnished assurances, they would remove future, and stay at that fixed point to relate the the pipes. events in order of time. Since the act is still in force, however, it would be equally correct to say that the act of :March 2, amples are found in the Annual Report of the 1945, prot-ides for the proposed actions; in that extension of the term "hired labor" to professional case, the tenses will appear to be consistent and administrative personnel in Division, District, without other change. or Area offices, this usage is contrary to standard practice. The following paragraph from the sum ANNUAL REPORT mary volume defines the policy of the Corps in The annual report of the operations on river and regard to contract and hired labor. harbor and flood control works and other civil Tl.lC Corps of Engineers for many years has activities under the jurisdiction of the Chief of conslsten~ly adhered to its policy of having Engineers, arranged by Districts, for the fiscal constructlon work done by contractors in all cases except when the best interests of the year ending 30 June, is a compilation of project United States require hired labor operations. descriptions, including progress and status, for This past year was no exception to the policy. Congress. Volume I of two volumes is a sum In fact, 94 percent of all construction work was mary of the second and of another volume on performed by contract and only 6 percent by statistics of waterborne commerce of the United Government plant and hired labor. In recent :nars the alllount of construction by hired labor States. has remained at this low percentage. AlarO'er The civil works program covers "improvement percentage of the maintenance work has b:en works for navigation, flood control, and protection performed by hired labor. The hired labor against beach erosion. There also are comprehen work on construction projects has been limited sive multiple-purpose projects for development of to such types of operations as dredging in exposed harbor entrances by Government-owned river basins in the combined interests of naviga hopper dredge, the construction of erosion con tion, flood control, hydroelectric power, irrigation, trol and levee revetment works, and grouting major drainage, industrial and municipal water operations. The nature of such work does not supply, recreation, pollution abatement, conserva readily lend itself to advertising and perform tion of fish and wildlife and other benefits." ance by contract. The foregoing is an excerpt from the summary Outlines for Reports . Up-to-date Orders and volume, 1954; another shows the growth of the Regulations and current volumes of Annual Re program: ports are available to Junior Engineers for refer Beginning with a $75,000 appropriation in ence in all District and Division Offices; for this 1824 for snagging and channel clearing in the reason more space is being given in this handbook Mississippi and Ohio Rivers, the program has to Annual Reports than to any other type of grown over the 130 intervening years to a report. By comparing the outline and detailed present scope of over 3,000 projects, including work in each of the 48 States, the District of directions in Orders and Regulations with accept qolumbia, the territories and overseas posses able examples in the printed Annual Reports SIons .... and by tr:ring a few for practice~the Junior The Civil 'Yorks program grew in accordance Engineer should soon "get the swing" of this kind with Congressional authorizations until as of of writing. He will also learn what kind of 30 June 1954 it included improvements com assistance to look for in Orders and Regulations pleted, under construction, and not started, with a total estimated cost of $18.1 billion. on other types of reports. Although the Federal activity in providing The Annual Report is a cyclopedia of informa navigation improvements dates back for more tion on civil works projects of the Corps of Engi than a centurv, the major growth of the Civil neers. It is closely packed reporting, every corner Works proO'ram has occurred since 1928, when Congress adopted the project for flood control jammed with figures and facts. One paragraph and navigation in the Alluvial Valley of the on a project could be expanded into a magazine Mississippi, and since 1936 when Federal par story-and would have to be expanded to hold th{j ticipation in flood control on a nationwide basis reader's interest; it is not magazine writing. "The was first authorized by Congress. biggest in the world," "the colossal, breath-taking Contract and Hired Labor. The term "hired spectacles of towering stone and concrete," are labor" is generally applied to Federal employees kept within bounds of so many feet in length and of the trades and crafts (skilled, semi-skilled, or so many feet in breadth and height. There is no unskilled), working on construction and mainte room in this type of reporting for the "literary" or nance projects, and also to foremen and supervisors the "psychological" approach; but it is the type of such workmen. Although a few scattered ex- that has been found to serve the intended purpose,

366988-55-2 5 and the (ype that young engineers in the Corps selecti.on of items to go into the reports give room should learn how to do well; moreover, it is for the reporter to exercise i.nitiative and express excellent practice for the Junior Engineer because his own individuality. it forces him to keep to minimum essentials and Existing project. 0 & R directions: yet permits considerable scope for ingenuity in Particular care will be exercised to make this ferreting out the facts and analyzing data; and paragraph brief and concise. Give first a state it will be good traini.ng for the technical reports he ment of the whole project or plan of improve may wish to write under his own name eventually ment in force at the time the report is submitted, for professional publications. usually beginning at the entrance for a harbor and going upstream for a river. Incorporate all Outline jor Annual Report. The headings to be authorized modifications, including work under used for each project on which expenditures have taken with both regular and special construction been made during the fiscal year are listed below, funds, in such manner that the objectives to be together with 0 & R references: attained may be readily understood by anyone unfamiliar wi.th the works without reference to Location (4242.06) other reports or documents. Previous projects (4242.07) Existing project (4242.08) Examples; (ROl\IE, COOSA RIVER, GA.) Recommended modifications of project The plan of improvement provides for the (4242.09) construction of a system of levees and concrete References to published articles not previously flood walls consisting of the following features: reported (4242.10) about 6,000 feet of earth levee and 546 feet of Local cooperation (4242.11) concrete flood wall along the right bank ... Terminal facilities (4242.12) (BLACKWATER RESERVOIR, N. H.) The Operations and results during fiscal year dam is of the rolled-earth type with a dumped (4242.13) rock blanket on the upstream face and a down Condition at end of fiscal year (4242.13) stream rock toe. . . . Cost and financial summary (4242.15) (BALL MOUNTAIN RESERVOIR, VT.) In the following examples of directions from This project provides for the construction of a Orders and Regulations and of illustrative reports, concrete arch dam with a crest length, including sentences are lifted from their context for brevity, spillway overflow section, of 1,140 feet. The dam will rise 247 feet above river bed. . . . and therefore, neither show a complete picture of any project nor full assistance given in filling out (DETROIT RESERVOIR, OREGON) .... Detroit Dam is a concrete-gravity structure the details of the report. approximately 1,580 feet in length and 379 feet Directions for outline from Orders and Regula in height above riverbed. . • ; tion: (HARBOR OF REFUGE, SEWARD, Location: The location of the project will be ALASKA). This provides for a south break stated briefly. N arne the river and State to water 580 feet long and a north breakwater 950 show distance and direction from the nearest feet long, and dredging a basin about 207,000 city.... square feet in area between the breakwaters to a depth of 12}~ feet at mean lower low water.... Examples from Annual Report: As in a good lead for a newspaper story, the The Snake River, which is the largest tribu tary of Columbia River, rises in Yellowstone report begins without preamble, and packs in the National Park, in the western part of Wyoming, meaty facts. The thinking behind journalistic flows in a general westerly direction for about reporting is that in case the story has to be lopped 1,000 miles, and empties into Columbia River off for ,vant of space, or in case the reader does not near Pasco, vVash., 324 miles from the Pacific care to read all the way through, the first Ocean.... paragraph gives the gist of it anyhow. The Mississippi River rises in Lake Ita~ca, .. Local Cooperation. The extent of assistance Minn., flows in a general southerly direction for 2,350 miles, and empties into the Gulf of furnished by local authorities varies from project Mexico. Its drainage area, about 1,245,000 to project. Sometimes the Corps of Engineers square miles, embraces all or part of 31 States does the construction work and turns the project between the Rocky and Appalachian Mountains over to local-interests for operation, as in the and parts of two Canadian provinces. . . . following example: It is apparent from the above (and from follow (HAWAII, SAN FRANCISCO DISTRICT). ing examples), that although outlines and direc Local interests are required to (1) furnish lands, tions are standardized, research for facts and easements and rights-of-way necessary for the 6 construction of the project; (2) bear t.he expense handling freight, and a cattle chute for handling of all highway alterations, of removing the livestock. The pier is owned and administered exist.ing railroad trestle near the river mouth, by the Territorial Board of Harbor Commis and of replacing t.his trestle wit.h a satisfactory sioners and is open to all on equal terms. structure if replacement is required; (3) hold The existing facilities are considered unsuit and save the United States free from damages able for existing commerce and inadequate to resulting from construction of the works; and permit year-round trans-Pacific and interisland (4) maintain and operate all works after com shipping, and to meet the increasing shipping pletion in accordance with regulations pre needs of the communities of the western half scribed by the Secretary of the Army. of the island of Hawaii. (BODEGA BAY, CALIF.) Fully complied (CLEVELAND HARBOR, OHIO) There with for new work. Local interests are re are approximately 48 terminals for the handling quired to furnish disposal areas for maintenance of various types of cargoes, the most important dredging and to maintain suitable grasses or of which are iron ore, steel products, coal, scrap, shrubbery to control the sands on the dunes cement, sand and gravel, stone, grain, petroleum west of the bay. products, automobiles, newsprint, paper, salt, Terminal Facilitie8. The following examples sulfur, and fish. In general, the terminals show individual differences in reporters in gather operated by the railroads, which include two of the iron-ore and a coal terminal, are open to ing and interpreting facts. shippers of the commodities handled. The o & R Directions: city of Cleveland owns three terminals, one of For projects involving improvements for which is leased for a miscellaneous freight and navigation, indicate briefly the character and automobile terminal. ... the number or extent of wharves, piers, or other terminal and transfer facilities served bv the EXAMINATIONS, SURVEYS, AND REVIEW improvement, noting especially those that are REPORTS publicly owned, and separating those that are open to general public use from those that are Orders and Regulations state that Examinations, not, and state whether these facilities Surveys, and Reviews for reports to Congress con are considered adequate for existing com stitute one of the primary civil works responsibili merce .... ties of the Corps of Engineers and involve special Examples from Annual Report: procedures and techniques for which personnel (MONTEREY HARBOR, CALIF.) vVithin should regularly be maintained in the Corps of the protected harbor the existing commercial Engineers. (4202.12a) facilities consist of 2 publicly owned wharves The three types of reports are related in this with a t.otal of about 2,600 feet of berthing space, manner: Local interests solicit the aid of their 3 boat fueling stations, 2 net tanning plants, 2 representatives in Congress to obtain a needed machine shops and other facilities for servicing fishing boats, exclusive of facilities owned by project for their community. Congress may the United States. Outside the protected authorize the Chief of Engineers to make a pre harbor there are 1 boatbuilding and repair liminary examination to determine from facts plant, 35 anchored floa.ting fish-receiving hop readily available whether there is a reasonable pos pers connected by pipelines to the sardine plants sibility that the improvement will be economical ashore, 2 submarine pipelines between tanker moorings and shore plants for handling petro ly justified and whether the expense of a 8urvey is leum products, and other facilities for servicing warranted. fishing boats. The facilities are considered When a preliminary examination and survey are adequate for existing commerce, although a authorized by Congress, which is the usual case, state of congestion generally exists within the the survey may be ordered at the discretion of the protected harbor due to a lack of protected anchor mooring space. Chief of Engineers upon receipt of the preliminary examination report and the views of the Board of (KA.WAIHAE HARBOR, T. H.) There is one pier approximately 2,200 feet northwesterly Engineers for Rivers and Harbors (or Beach from the location of the proposed project. It Erosion Board, in applicable cases). (4202.02c) is 60 feet wide and 104 feet long, and provides The objective of a survey is to determine the 60 feet of wharf frontage and about 1,800 most suitable plan for improvement and whether square feet of storage area. An approach to such improvement is economically justifiable. the pier extends 323 feet offshore and consists of a reinforced concrete substructure, 130 feet The objective of a review report, in the usual of timber decking, and 193 feet of reinforced con case, is to determine whether different conclusions crete slab. There is a light hoist available for and recommendations are warranted in the light 7 of up-to-date information find conditions. Xor h. Data on benefits from provision of facilities mally, a review report is made after an unfavorable for small boats and for flood control. Comparison of benefits and cost.s. recommendation as the result of a previous study. Proposed local cooperation. These reports to Congress arc not only important Allocation of costs. but extremely difficult to prepare. Coordination with other agencies. Personal reconnaissance of the locality to be Discussion. reported on must be made by the officer prepar Conclusion. ing the report. Quotations may be made from Recommendation. previous reports pertaining to the locality, but The scope and technique for various t.ypes of current reports should not be merely a restate ment of facts and opinions formerly presented investigations and studies for survey reports will be but should be based upon a new investigation as prescribed in the E:KGIXEERI~G ~lAXUAL and careful reconsideration. Reports should OF CIYIL 'YORKS. (4206.04) contain all the facts necessary to the formation The work of report writing is reduced by the pro of an opinion as to the Ivorthiness of the improve ment not only by the reporting officer but by vision of a topical outline with specific directions others \",ho may not be entirely familiar with the for the kind of information required for each topic. locality and the attendant circumstances. The Much work is saved by the provision of general facts should be presented in such complete patterns for reports even when considerable lati form as will enable the reviewing authorities to tude is given for expansion, omission, or contrac reach a proper decision, and in such form as to sho,,' that the recommendations made rest upon tion of outlines. Orders and Regulations, there a substantial basis. (4202.05e.) fore, is one of the best texts on report writing a Outline-Sur1.'eys for Nam·gah~on. Here is a Junior Engineer can find, but it is only a guide; it sample outline (42OtL03-30) tells the reporter where to look, what to look for, Authority. . and what to set down in ink. He has to analyze Scope of survey. the facts he gathers, and he has to record them "in Description. form and style easily readable and understandable Tributarv area. Bridges.. even by those not familiar with Corps of Engineers Prior reports. procedure. " Existing Corps of Engineers' project. Fact finding, analyzing, and ,vriting are mini Local cooperation on existing and prior projects. mum essentials. It is important to form the habit Other improvements. Terminal and transfer facilities. of really seeing when looking at something-of Improvement desired. letting the object register on the mind; for analysis, Commerce. the most difficult feature of reporting, is seing Vessel traffic. things in their proper relation. Difficulties attending navigation. Waterpower and other special projects. Reports to Congress, based on the 0 & R out Plan of improvement: lines, combine the work of a great many officers a. Most practicable plan and alternative plans. and civilians. A Junior Engineer in the training b. Factors determining plans. period would hardly be expected to write a com c. Channel depths. plete report or even a considerable portion of a d. Lands, rights-of-way, and relocations re quired; bridges; any multiple-purpose survey report unassisted; but he would be asked to features. aid in compiling information on which to base Shore line effects. reports. Aids to navigation. Sw'veys and Annual Reports differ in important Estimates of first cost. Estimates of annual charges. respects. In most cases the data for the Annual Estimates of benefits: Report is already in the office files, having been a. Basis of determination. gathered for a surveyor other in,estigation study. b. ~lonetary evaluation. The task of the reporter is to select the pertinent c. Savings in cost of transportation. items from this data and to present them in concise d. Evaluation of ,va terways. e. Comparison of present and probable future logical order as called for by the 0 & R outline. water transportation costs. The Annual Report is a series of abstracts. Ab f. Comparison of present water freight costs stracting is an important type of reporting-and "ith prospective contract rates. g. Comparison of average annual cost with excellent practice-but it is not suite(to:all.kinds expected benefits. of reports. 8 The Problem of the survey report must be kept the lake is calm. Loss and spoilage of fish and in mind continually. Why is the survey being destruction of nets by underwater debris are the inevitable result of irregular attendance by the made? The objective of a survey has already fisherman. been stated-to determine the most suitable plan for improvement and whether such improvement Below is a paraphrased requirement (0 & R is economically justifiable. But what improve 4202.15) for the form to be used in Examination, ment? If the plan is for the protection of acity Survey, and Review Reports. It is also a good by a flood wall, the data to be gathered and the form for general use when the make-up of reports point of view of analysis will differ from that in the is not prescribed by regulations. preparation of a report on improvement of a TYPEWRITTEN REPORTS harbor by the construction of breakwaters. The o & R outline is the same in both instances, but FORMAT-Double-spaced on 8" x 12%" paper, * the items to be passed over as inapplicable will be one side, with 1%" binding margin at the top. different, and the emphasis on such topics as are Thin paper is banned. retained will not be the same. The size and cost TITLE-"Reports will be appropriately titled." of the project affect the choice of items also. The That is, the title tells the reader what he may reporter keeps his eyes and ears open and records expect to read. It names the writing in a anything that has a direct bearing on the immediate way that distinguishes it from others on the problem, even the weather--and in some instances, same or similar to pies. especially the ",-eather. TABLE OF CONTENTS-To head all reports. Here is a sample paragraph from a re-v:iew report SYLLABUS-Required. of survey scope: REPORT PROPER-Consult pertinent sections (Difficulties Attending Navigation.) No har of 0 & R for subject matter and other aids. bor or refuge facilities are offered by any PHOTOGRAPHS-To be captioned and placed configuration of the shore line or by the river near the related text. mouth at this locality. At times the bar at the MAPS AND ILLUSTRATIONS-To be segre mouth of the river will permit passage only of vessels drawing about 18 inches, and then only gated at the end of the report or in a separate during calm weather. At times of low flow in volume. Knife River the bar almost completely closes the See Section 4, Part II, Chapter IV (0 & R mouth. The harbor at Knife River and adja 4204.01-.18), "Preparation of J.l£aps, Drawings, cent coast line is simply a ledge-rock coast and Photography." where small craft are launched and pulled up by means of skidways and winches. The number APPENDICES-For detailed statistics, computa of days on which Lake Superior is sufficiently tions, compilations, and analyses of basic calm to permit this method of operation is not supporting data, such as geologic, hydrologic, a matter of record. However, the fishermen and meterologic records, and detailed cost and sportsmen contend that of the total number and benefit estimates. of days during which fishing operations could be conducted on the open lake, at least one-third COVERS-Paper covers of substantial weight. are lost because of the surf conditions on the BINDIXG-Bound at the top in one or more shore. The operation of setting or lifting nets volumes, and secured with metallic paper can be conducted when the lake is moderately fasteners in order to facilitate the insertion of rough, but these waves and even smaller ones, revised pages. as they break on shore prevent the vessels from using their crude skidways. In other words, *Change to 8" x 1O}'2" paper, side binding, is under fishing operations can be carried on only when consideration.

9 THE PREPARATION OF REPORTS

F. E. B. The preparation of examination and survey Generalizations, negative statements and in reports involves work of two general classes. ferences, and the use of unexplained or unfamiliar One is the engineering study which includes work terms should be avoided in a report. Statements in both the field and office; the other is the actual should be positive, definite, and concrete, for writing of the report, which is done in the office. these reports are destined for a final review by This paper deals with the writing of reports. :Members of Congress, few of whom are engineers. The technique of writing in the preparation of Repetition should be avoided. Verbosity is one an engineering report is not different from that of the most common faults of reports. Someone which is used in the preparation of other technical said, "Often the man with little to say attempts papers. Regardless of the type of composition, to conceal his mental poverty by multiplying his correct English is a prerequisite. points". In many reports, not only are a great The prime requisite of a technical report are many needless words used but ideas are repeated accuracy, completeness, and brevity. The descrip many times. tive reading should be expressed in simple, direct Each paragraph in a report is made up of one or statements. Long, involved sentences and com more sentences. Each paragraph should develop plicated words and phrases should be avoided. one ideu. The first sentence should be a topic The first step in writing a report is the prepara sentence. It should represent the idea to be tion of an outline. Outlines for examination and developed in the paragraph, and the succeeding survey reports are indicated in the Orders and sentences should present the idea completely. Regulations. These outlines should generally be There should be coherence in a report. The followed, but they can be expanded into a more report should be assembled into paragraphs under detailed outline for a long report. a title, and paragraphs should develop the subject If tabular data and statist;cs or extended com in a logical sequence. To illustrate this idea, in putations are to be included in a report, it is describing a river, canul, or other waterway, begin usually better to place them in an appendi.'{, with its source and describe it progressively to its rather than in the body of the report. The same mouth; or, reverse this order. thing may be done advantageously with the dis The inference has been made that sentences cussion part of the report where the discussion should be simple and direct. Too little is said must include the study of a number of plans. in a sentence if parts of an idea scatter through For example, a report of the Shore Protection several sentences. Too much is said in a sentence Board, when made in connection with the study if many loosely related statements are crowded of an inlet or river mouth, is always submitted as together into one sentence. A reference book an appendix. which I use states that "Clear sentences are an With one exception, the general outline in the evidence of clear thinking; muddled sentences Orders and Regulations for examination and sur nearly always go with muddled minds". vey reports requires factual data up to the para It is not the purpose of this paper to discuss the graph on "Discussion". Opinions and discussion detailed grammar of English. Every person who should not be '\\Titten into the factual part of a writes reports should have a good text on grammar report. Especial care should be exercised to keep and should know its contents. the first part of every report. impartial and exact. There are only four parts of speech (excluding Opinions and discussion should be reserved for interjections) when these are classified by function. the paragraph on "Discussion". Words that denote action are verbs; words that are 10 llames or their substitutes are nouns and pronouns; improv-ed by page revisions when ambiguities and words that modify are adjectives and adverbs; discrepancies appear as a result of actual use. words that COllnect are prepositions and Not only do they make specification writing easier conjunctions. in the field, but the use of such a printed guide, Each action word should. be given its proper changed and marked up as necessary to meet voice, mood, person, number, and tense. Verbs actual field conditions, and submitted in draft must agree with their subjects, and pronouns agree form, expedites review by higher authority as with their antecedents in number and person. changes in the original printed copies are A pronoun should not be separated widely from immediately apparent to the reviewer. its antecedent. A pronoun must not be used if Forms jor Plans and Specifications. (4215.02). its antecedent is uncertain or vague . Requests for bids on construction contracts will be .Modifiers should appear in sentences as close as assembled in the following order: possible to the words they modify. Invitations for Bids The t:yped report should be checked to be certain Bid Forms that all words are spelled correctly. Table of Contents, and The natural reaction to a partial listing of Specifications in 4 parts: common errors is the thought, "I don't make those Part I, Statement of Work mistakes." Sentences have been selected from Part II, General Conditions reports recently received which serve as bases for Part III, Special Conditions interesting discussions. How should they be Part IV, Technical Provisions corrected? (For ENG Forms to be used with above, see 7113.28 to 7113.31, 7113.33c and d, 7207.04 and a. "Ho·wever, there, no doubt, are some 7209.03.) localities where some improvement of that nature may very well be justified." Standard specifications will be used whenever b. "The present or prospective benefits to be applicable. derived from improvement of Blank River at Types of Specijication8. Specifications will, in Blank are not commensurate with the cost." general, be classified as either "construction" or c. "There can be little question that main "supply." Construction specifications are those tenance would be more costl:y if there were no works at the mouth of Blank River." required for construction activity as distinguished from manufacturing, furnishing of materials, or PLANS AND SPECIFICATIONS servicing work. Construction activity includes buildings, structures, and improvements of all It is the policy of the Chief of Engineers to types, such as bridges, dams, power plant, high require the highest order of engineering and tech ways, tunnels, se,vers, power lines, pumping sta niques in the performance of ,york under his super tions, railways, ships and vessels of special design VISIOn. Pursuant to this policy, plans and speci and not '\Tholly or substantially the same as an fications will be carefully prepared, on the basis of existing and adequate commercial design as de up-to-date engineering and sound experienced termined by the contracting officer, piers, wharves, judgment, for all civil works projects. (4215.01a). jetties, breakwaters, levees, canals, dredging, Guide Specifications. Junior engineers should drilling, excavating, clearing and landscaping. know that use of guide specifications, as explained Contract plans and specifications will be carefully in 0 & R 4215.03c and 4215.11, facilitates the prepared to eliminate all conditions or practices writing of specifications on new projects, because which might operate to delay the work or which Hguide specs" represent wording which has might result in controversy and subsequent claims. gradually evolved, and which is constantly being (4215.05a).

11 SPECIFICATION LANGUAGE

K.B. N.

The objective in specification writing is to create, b. General language . The general language used in conjunction with a formal contract and the in specifications should be grammatically correct. plans for the structure to be built, a legally binding, The time available, the editorial ability and knowl contractual obligation, equally enforceable on the edge of the writer, and the difficulty and complex contractor and the Government. The plans and ity of the subject matter sometimes do not permit specifications form that part of the contract which attainment of this goal. In interpretation and has been defined as "an accurate, detailed working construction of the language used in specifications, plan, showing materials to be used and manner of the courts have rendered various decisions from construction." Another definition states: "The which the following rules may be deduced for plans and specifications for the construction of a general application by the writer: large building should be definite, specific, and cer (Note. The citations to legal sources have been deleted tain, in justice both to the contractor and to the from the paper to prevent confusion of objectives. The owner. Article 2 of the contract states: "In case subject of this manual is English, not law. It is pertinent, of difference between drawings and specifications, however, to show the importance of clear language in the specifications shall govern." legal documents.) Several definitions for the terms specijication and (1) A contract is to be most strictly construed specify occur, as for instance: Specification means against the party who prepared it. an act of specifying, or making a detailed state (2) A contract is to be construed in strict ment, or the statement so made; a definite or accordance ·with grammatical rules, un formal mention of particulars; as a "specification less there are circumstances requiring a of one's requirements." Specify means to men departure therefrom. The grammatical tion specifically, to state in full and explicit terms, rules raise a prima faCIe presumption, or explicitly and in detail, to name expressly, and do not preclude th(' settling of the distinctly, and particularly. meaning by detracting from the exact Based on the foregoing definitions, specifications ness of the language to give effect to should be definite, clear, and certain. The lan more cogent reasons of a different kind. guage used should avoid duplicity, vagueness, and circumvention. General requirements for speci (;{) The construction of a wTitten contract is fication wTiting may be subdivided for the purpose determined by the words used, and their of discussion into: relation to each other, and not by the a. Form. punctuation. b. General language. (4) ~ice grammatical construction' is not c. Substantive requirements. always to be regarded, especially when a. Form. For the purpose of executing the instruments are inexpertly drawn. work of making the specifications valid, form is c. Substantive requirements. Interpretation by not important. Custom, usage, and the regula courts of specification language has often differed tions of the Department require that previous from that intended by the writer. To state specifications for similar types of work be followed specifically what determines common errors of in so far as practicable. An advantage of adher language and description is difficult and unsatis ing to established and well-tested form is that it factory. An attempt is made to point out what should avoid duplicity and repetition or omission troubles have OCCUlTed in the past as determined of essential clauses or facts. by competent authority. 12 (1) The ,yord may is permlSSlve and not the additional cost of excavating the mandatory. hardpan. (a) A contract for Government v,'ork which (3) Only kno,Yn facts should be stated in in terms gave the contractor the right specifications. The damage incurred by under certain circumstances to apply a contractor in the repair of a dam for for an extension of time for completion the United States because the existing of the work, but left it optional with dam was not backed with broken stone, the Government to grant or refuse it, sawdust, and sediment, as stated in the by such provision added nothing to specifications, ,vas recovered from the the rights of the parties, and cannot Government notwithstanding the cau be said to have provided for an exten tionary provisions that quantities Y"ere sion, and the contractor's sureties were approximate only, and that no claim discharged by an extension made with should be made against the United out thei.r consent. Even an express States on account of any excess or de provision in such a contract that in the ficiency, absolute or relative in the same, event of the occurrence of certain and that bidders or their authorized causes of delay "additional time may agents were expected to visit the site, in '\Titing be allowed" the contractor, ascertain the nature of the work, and does not mean that it shall be allowed. make their o,Yn estimates. If the Govern (b) May does not mean shall, and is not so ment wished to leave the matter open considered in private contracts. to the independent investigation of the (c) The word may is to be construed in a claimants, it might easily have omitted pennissive sense unless the intent is the specifications as to the character of taken as mandatory. Where the the filling back of the dam. words may and shall are used in sim (4) The method by which quantities are to be ilar provisions, the one must be taken determined and paid for should be stated. as used in contradiction to the other. A specification for furnishing earth fill (2) Careful phraseology is required to avoid states: HAn accurate topographical map misleading the contractor. An adver of the grounds surrounding the terrace tisement for bids provided that: "The has been made, showing the horizontals material to be removed is believed to of the surface for differences of level of be sand, clay, gravel, and boulders, but 6 and 12 inches, which map can be seen bidders are expected to examine the work in the office of the Washington Monu and decide for themselves as to its ment, where it will be filed permanently. character and to make their bids ac This map will be used in determining the cordingly, as the United States does not amount of filling deposited by the con guarantee the accuracy of this descrip tractor by calculations of the contents of tion." The cost of a complete and the masses deposited upon the present thorough exami.nation of the work was existing surfaces. These caclulations prohibitive, and the successful bidder, shall be made in the office of the Wash believing the description given in the ington Monument under the direction of advertisement to be accurate, bid ac the officer in charge, and the quantities cordingly. But before entering into the determined shall be the quantities to be contract the bidder inquired of the Gov paid for by the United States." The ernment's representative as to the nature contractor was to furnish, deliver, and of the material to be dredged and was deposit 250,000 cubic yards, more or less. given no information beyond that con The price is not for so many cubic yards tained in the advertisement, although the of finished embankment, but for so many said representative knew that hardpan cubic yards of filling actually furnished. would be encountered, necessitating diffi The method prescribed by the specifica cult and costly excavation. Held, that tions for determining the quantity did the contractor was entitled to recover not constitute an agreement to build an

13 embankment. The prOVISIOn ill the contracting officer has been submitted by a specifications that "the decision of the contractor. engineer officer in charge as to the quality and quantity shall be final" referred only DESIGN MEMORANDA to the measurement in fact. Contrary Definite project studies are required for all to the officer's decision, it was held that authorized projects to establish the most suitable the measurement should be for loose overall project for accomplishment of the author earth. ized improvement, and to establish the design of The few quotations and remarks stated above the project features. Such studies will correlate do not take in all phases of specification language. all components of the project to form the basis If specifications are wTitten in specific and clear of orderly detailed design, preparation of plans English, most problems arising in their interpre and specifications, acquisition of lands, and execu tation will be presolved. tion of agreements; establish operating require ments and insure that the project will meet such CONTRACTS requirements; coordinate the plan with the views of All contracts will be carefully prepared on the other governmental agencies and local interests; prescribed standard forms without change or alter proyide a basis for a reliable up-to-date estimate ation except as provided in the instructions for the of cost; review the current economic aspects of use of such forms. (7209.01a). the project; facilitate the orderly scheduling and Modifications. Since the contract is equally programming of the detailed design and con binding upon the parties thereto, it cannot be struction of the project; and provide a source of modified except as eXJlressly provided by its terms up-to-date information for members of Congress, and conditions or as mutually agreed to by the other governmental agencies and the public. parties themselves. . .. ~Iodifications are ac Unless otherwise indicated in these regulations, complished by change orders where the modifica any presentation of the results of investigations, tion is authorized under the terms of the contract studies and designs made subsequent to the and within the scope thereof, and in all other cases authorization of the project will be identified as a by a supplemental agreement (7210.04). "Design Memorandum" (4214.01). Findings of Fact. . .. Contracting officers The results of definite project studies may be will in all instances prepare or cause to be prepared submitted either (1) in a single design memoran findings of fact, ordinarily personally signed by dum including the appropriate coverage of the them, justifying the execution of each change order subjects and features as indicated by the outline and supplemental agreement, irrespective of the in paragraph 4214.10, or (2) in a series oj design type of contract being modified or the purpose of memoranda including a general design memoran the change order or supplemental agreement. dum as outlined in paragraph 4214.10 and supple There will be set forth in each findings of fact: mented by other design memoranda covering (1) necessity for the change, separate phases of the work as listed in paragraph (2) reason for omission from original plans 4214.09. Submitting the results of all necessary and specifications, studies for review and approval in a single design (3) detailed breakdown justifying prices, and memorandum is normally desirable only for the (4) statement of availability of funds. less complex projects. . . . (4214.02d) Such findings of fact are not instruments and Outline jor the General Design J1emorandum will not be distributed to disbursing officers of the (4214.10) The general design memorandum will GAO. However, they are a necessary part of the include the applicable items of the typical outline official record file and ordinarily contain essential shown below and any additions required for the information for those reYiewing such documents specific case at hand. Additional information on for technical and legal sufficiency. The findings the technique and scope of coverage under the of fact may be incorporated into the letter of various items is given in the Engineering Manual transmittal forwarding the change order. (See for Civil Works. model transmittal letter in 7210.07%). Pertinent data. Section 51 of 0 & R outlines the procedure to be Project authorization. followed when an appeal from a ruling of the Investigations.

14 Local cooperat.ion and views required. memoranda in t.he case of a hypot.het.ical multiple Location of project. and t.ribut.ary area. purpose project. The outline memoranda will be Project. plan. adjust.ed as necessary to suit t.he particular type Depart.ures from project. document. plan. of project involved. Hydrology. Hydrology and hydraulic analysis. Geology. Site selection. Ot.her plans investigated. Hydropower. Description of proposed structures and Im- General Design memorandum. provements. Access roads and construction facilities. Sources of construction mat.erials. Concrete materials. Reservoir management. and public use. Geology and soils. Real Estate requirements: Powerplant-preliminary design. General. Real estate memorandum. Guide (tentative) t.aking line. Diversion plan. Real property taking line. Relocations. Relocat.ions. Outlet works. Cost. estimates. Clearing. Schedules for design and const.ruct.ion. Navigation locks. Operations and maintenance. Dam. Reservoir regulation. Spillway. Health cont.rol. Embankments. Benefit.s. Levees and internal drainage. Recommendations. Powerplant. Outline for Series of Design Memoranda Reservoir management, including recreation, (4214.09). The following sample outline fish and wildlife, and malaria cont.rol. indicat.es a possible subject. coverage that would Cost allocation. be considered suit.able for the series of design Ot.her detailed design memoranda as required.

15 THE USE OF ENGLISH IN DESIGN MEMORANDA

E. F. T.

(Note. The original title of this paper (here abridged) was "The lIse of English in a Design Analysis." Since "Design analyses" as such are no longer submitted, the presentations of results of design studies are now identified as "Design Memoranda," the title has been changed as well as the phrases in the quoted paragraphs below. In so far as the use of English is concerned, this abridged paper is applicable to other types of engineering reports where accuracy of statement is-and where is it not?--essential.)

The major requirements for the design memo- The design memorandum should be complete. randum are in the following order of importance: Repetition necessar.v to secure completeness and a. Clearness in meaning. to prevent the excessive turning of pages to refer b. Complete coverage of information. back to other paragraphs is justified. c. Logical presentation of the facts. The length of a design memorandum may be d. Exclusion of repetition and irrelevant controlled to some extent by the eAcIusion of matter. unnecessary data. I once read several pages Design memoranda usually comply in general of a design memorandum which gave the history with these four requirements. I have knowledge, of the rock at the site of the work for over a million however, of two memoranda that did not comply years. The history was superfluous. The de with these requirements. The first was written signer is interested in the properties of the rock; for a flood protection project consisting of a con he is not interested in the manner in which the crete wall 2,000 feet long and a levee seven miles rock achieved these properties. long. The memorandum covered the design of I once read the following statement in a design the wall in detail. The levee was not mentioned. memorandum: Levee borings were not shown on the plans. Information as to the materials to be used for the The stream has recently extensively eroded its banks at the dam site. levee or as to the strength of the levee foundation was not furnished. The second memorandum The geologist explained that the erosion had was for an earth dam. No reference was made occurred geologically "recently"-perhaps 10,000 to an extensive coal mine that existed on the right years ago. abutment of the center line of the dam. Recently the following sentence appeared in SPECIAL REPORTS a memorandum: Emergencies of various kinds call for special Sand shall have not more than 10 percent passing a 200-mesh sieve and 100 percent pass reports. The following is an example: ing a ;l6-inch sieve. Airfield Pavement Failure Reports (4106.18a). The statement is incorrect and does not convey (1) A summary report will be prepared for each the intent of the designer; for under no condition major failure of pavements (even though repaired could over 100 percent pass a ;l6-inch sieve. By or reconstructed) which occurs at airfields con adding a second verb, shall pass, the sentence reads structed by the Corps of Engineers for the Depart clearly as follows: ment of the Army or the Air Force, or used by the Department of the Army or Air Force. .'. Sand shall not have more than 10 percent passing a 200-mesh sieve, and 100 percent shall (2) Reports will be brief and concise and contain pass a ;ls-inch sieve. a summary of all available information. 16 SUBJECT: Pavement Failure Report, Name and (e) Traffic. State wheel loads, quantity and Location oj Field. type, prior to failure. (a) Location and Extent of Failure. Attach (f) Description of Failure or Distressed Area. site map, marking and designating areas Includes pictures if available. Describe of failure. development, conditions, etc. (b) Construction History. State constructing (g) Causes oj failure. List probable reasons agency and dates of construction. Give for failure. weather conditions during construction and other pertinent history. (h) Method of Repair or Reconstruction. (c) Subgrade. Describe soil, soil conditions, (i) Other Pertinent Data. drainage, etc. State tested or estimated These reports will form the basis for selection pertinent soil constants. Refer to previ by the Chief of Engineers for complete investiga ~s reports containing pertinent data. tion, of those pavement failures which will yield Cd) Pavement and Base. State thicknesses, the greatest amount of information on the , ..'idest construction data, tested or estimated variety of pavement types and soil conditions _ .. soil constants, etc. Describe materials, for the purpose of establishing the validity of Refer to previous reports containing present design procedures, or of indicating the need pertinent data. for modification.

17 REPORTS NEEDED FOR REPLIES TO CONGRESSMEN By W.N.H. The Chief of Engineers receives many requests and the technique of operation in sufficient detail from Congress for information. When a letter is to insure against faulty operation, undue break received, if the information is not available, it is age, and wear. The manual will include manu referred to the Division Engineer, who refers it to facturers' standards for lubrication and other the District Engineer. care of machinery and equipment at the installa A letter from a ~1ember of Congress should be tion. answered promptly. If the information for a com Reservoirs. (4220.03) For each reservoir under plete answer is not available, a preliminary report his supervision, the District Engineer will prepare should be submitted with a statement of the cir a manual establishing maintenance standards cumstances that prevent the submission of the and procedures as a guide for operating personnel. complete report. The manual will cover normal maintenance, and After the data have been assembled and checked, so far as practicable, will present a long-range the report should be prepared. The first state policy governing replacements and repairs. The ment of the report should refer to the letter of manual will serve as a guide in the preparation of inquiry. Next there should be presented sufficient annual estimates for maintenance. descriptive, historical, or explanatory information Flood Emergency Manuals. (4223.06) Division to provide a clear understanding of the subject of and District Engineers will prepare and distribute inquiry. Published charts may be referred to for within their organizations and to any affected clarifying the description. Previous correspond agencies (See par. 4223.02-Army commanders, ence should not be referred to. The report should Civil Defense Administration, Red Cross, etc.), be complete in itself. a manual containing Standing Operating Pro The questions should be answered in the order in cedures for Flood Emergencies. This manual which they appear in the inquiry. Facts essential will be in loose-leaf form and will be kept to a complete report should be presented. Sup current. porting data and figures should be presented in In general, the emergency manual will contain order. All facts should be stated in simple and a description of the functions of the Corps of concise terms. Engineers and of other agencies concerned with The conclusions or views should be stated major floods and flood disasters, such as the usually in the last paragraph. They should be Weather Bureau, Coast Guard, Red Cross, based on the information and data given in the Federal Civil Defense Administration, the military report and should leave no doubt that the proper services of the States, and other local agencies; conclusions have been reached. and definitions of the channels of liaison, including Finally, the report should be checked for accu the listing of telephone numbers to be called in racy, completeness, and clearness before forward emergency. ing, through channels, to the Chief of Engineers. Basic data, forms, adequate maps; a tabulation MANUALS of local flood protection projects, listing any The Corps of Engineers issues various types of important weaknesses or inadequacies likely to operation and maintenance manuals. cause failure during flood periods, the date of last Navigation. (4219.03) District Engineers ,vill inspection, and a brief evaluation of quality or prepare an operation manual for each Government maintenance. owned navigation lock and dam, bridge, and other Data on sources of sandbags available for installation requiring operation. The manual flood fighting, together with such information on ",'ill describe the operating parts, their purposes, sandbag procurement and procurement of other 18 material and equipment as will be needed in flood INFORMATION PAMPHLETS emergency. District Engineers will prepare information Data on transportation and communication pamphlets for each major river and harbor and facilities; technical liaison procedure; and ap flood control project under their jurisdiction at pendices. which public or technical interest or use is ex Local Flood Protection Projects-Operation Man pected to be extensive. These pamphlets will be uals (4221.05). Sometimes the Corps of Engi for the information of persons so interested. One neers builds flood protection projects with the coop or both of two general types of pamphlet will be eration of local authorities, and, upon completion adopted for these purposes as the anticipated of the projects, transfers them to the local inter demand requires. (4216.21) ests for operation. One of these pamphlets will be prepared for free . . . District Engineers will prepare and furnish distribution to casual visitors and to inquirers to the operating and maintaining agencies an whose interest is non-technical or is limited to operation and maintenance manual for each reservoir management phases, such as recreation. project or separate u!?eful part thereof. . . . This pamphlet will be of simple type, usually in Where applicable, definite provisions regarding the form of a road-map type folder containing an arrangements for flood warning and prediction appropriate map of the project area and vicinity, services will be prescribed. Photographs and with highway net ShO\\,l1; photographs or sketches sketches will be used to illustrate features of the of features of the project; a brief summary of the project and methods of maintenance and opera history of the project and its relation to other tion. A minimum number of applicable maps, projects of the Corps of Engineers and of other plans, and manufacturers' bulletins and instruc Government agencies; a brief illustrated descrip tions should be included. Sample copies of tion of how the project was constructed and how proposed check sheets and logs which the super it works , written for the understanding of non- intendent will be required to submit to District technical personnel; information of facilities avail Engineers under the regulations will be included. able for the accommodation of visitors, including, Instructions on emergency flood-fighting opera when applicable, recreational features of the proj tions and emergency repair together with sketches ect; and reference to principal area signs. and photographs ,,-rill also be provided. .,. (See The second pamphlet will be published for the typical outline, 4221.06.) information of persons interested in the technical Engineering Manual. The Engineering Manual details of the project, such as other offices of the for Gi'IJillVorks and those portions of the Engineer Corps of Engineers and other State and Federal ing Manual for 1\lilitary Construction series that Government agencies, local water use or drainage are labeled "for ~1ilitary and Civil Works Con agencies or companies, etc., and will be published struction" are the basic technical guides for design only when the need therefor is clearly evident .... and construction of all civil works as distinguished from military works, undertaken by or under the STATE PAMPHLETS jurisdiction of the Corps of Engineers. The Division Engineers will prepare separate pam subjects covered in these manuals include: plan phlets for each State on the scope and program ning; surveys and mapping; cost estimating; of the civil works activities of the Corps of hydrologic and hydraulic analysis; geological in Engineers. The title of the pamphlet will be: vestigations; soil mechanics; concrete, hydraulic, "Water Resources Development by the Corps of electrical, mechanical, and structural design and EnO'ineers in (State)." These pamphlets will be b • design criteria applicable to the various types of revised as of 1 January 1955 and each succeedmg related civil works modified or revised as necessary biennium. (4216.21 %) to keep abreast of changing techniques and pro Since several districts have interests in the cedures. . .. (4214.05) same States and often States are situated in two ..\Iaterial from Civil lVorks Engineer Bulletins, or more Div~sions, the District Engineers in such in most cases, will eventually be incorporated into cases will prepare the information required for the Engineering }'Iam~al for Civil Works, but their respective States and forward it to the Divi subjects outside the scope of the manual also may sion Engineers responsible for the preparation of be covered. the pamphlet.

19 Body oj Text. The pamphlets should be in OUTLINE FORM formative to the average layman and present a The same order of Roman numerals, Arabic brief description of the work of the Corps in each figures, and alphabet should be followed con State. The use of pictures (especian,'-' the "before sistently to mark paragraphs and subparagraphs. and-after" type), illustrations, simple charts, and Example: artists' conceptions is ...-er.\' dfective for such a 1. presentation and is encouraged. The ...-erbal A. descriptions should emphasize the reasons for and 1.. the desirable results to be achieved from the water a. resources ckvelopment program. ( 1) . . . Format. In addition to the title, the cover will ( a) . . bear a map or distinctive outline of the State, date of publication, the insignia of the Corps, and CRITICISM, REVISION, AND PREPARATION the designation of the responsible Division office. OF THE FINAL COPY The pamphlets 'will be approximately 8 x 10~ The following outline, which may be used as a inches in size, bound at the left margin with checklist for manuscripts of technical reports staples. The covers will be of weight and quality being prepared for publication, is a lesson outline consistent with anticipated use, preferably a of a 20-hour course on Report Writing given at different color for each State. the Engineer Research and DeVelopment Labora tory, The Engineer Center, Fort Belvoir, 'Virginia. PUBLICATION OF TECHNICAL PAPERS A. Examination and editing of the text. (4216.22) 1. 'Cnconfused objectives and limits of Division and District Engineers will participate the report. and encourage participation by their assistants 2. Proper points of emphasis made. in preparation and publication of papers on 3. Subordination of less important to features of civil ,yorks in technical publications. important ideas. Articles for publication and formal addresses will 4. Clarity and restraint of language. be submitted to the Chief of Engineers for ap 5. Correctness of grammar, readability proval whenever: (1) The presentation of publi of sentences, coherence of paragraph cation involves wide distribution to the public or structure, and adequacy of punctua to prominent organizations such as national engi tion. neering societies; (2) matters of Corps of Engi 6. Conciseness and adequate use of neers policy are discussed; and (3) controversial graphic time savers and appendix subjects on matters of litigation are discussed. inclusions. The provisions of AR 310-10 and AR 360-5 B. Examination of the report as a whole. will be complied with so far as applicable to civil 1. Balance and proportion of parts. works functions. 2. Consistent use of headings. 3. Essential agreement of title, table of IDENTIFICATION OF PERSONNEL IN RE contents, introduction, and abst.ract. PORTS AND PAPERS (4216.23) 4. Essential agreement carried out and In general, it is desired that the personnel re promise fulfilled between the t.ermi sponsible for in...-estigations, reports, plans, and nal section and the introduction. engineering studies be identified and their names iJ. L"niform treatment of numbers, tables, recorded in an appropriate portion of the docu graphs, and the like in conformance ments concerned. Such identification will not with local style procedure. normally be part of official letters or of that portion C. Layout, typing, and arrangement of the of reports prepared for submission to Congress, manuscript. but will be included in the form of organization 1. .Margins and spa.cing. charts or other references in appendices to reports, 2. Order of parts. in title blocks of drawings, and in other appropri 3. Pagination and binding. ate portions of technical papers. 4. Preparation for reproduction.

20 D. Clearance and publication procedure. indicated by the publishing Agency, Government 1. Security classification. publications will be made up in the following 2. Review and approval. order: 3. Assignment of series number. FRONTISPIECE-Faces title page. 4. Reproduction processes. FALSE TITLE-On back of frontispiece, if any. 5. Distribution policy. TITLE PAGE-Follows cover if no frontispiece is LAST·MINUTE REVIEW used. Here are some last-minute questions to ask BACK OF TITLE-Blank, but frequently carries yourself before you forward your finished report: such useful bibliographic information as list 1. Is all the information listed in your of board members, congressional resolution "Contents" actually included in the authorizing publication, etc. report? LETTER OF TRANS:vlITTAL-N ew odd (right 2. Are all the charts and table titles or labels hand) page. included in a "List of Illustrations" or FOREWORD*-Differs from preface in that it "List of Tables"? is an introductory note "Titten as an endorse 3. Are chart values correctly plotted? ment by a person other than the author. 4. Do percentages in the supporting tables (New odd page). check with the graphs? PREFACE*-Byauthor. New odd page. 5. Has the report been checked for incorrect CONTENTS-N ew odd page, immediately fol spelling, typographical errors, circomlocu lowed by list of illustrations and list of tables, tions, unessential phrases? as part of contents. ti. Does material in one part of the report Use small-cap Roman numerals for pages seem to contradict material in another preceding text. part? TEXT-Begins with page 1, on right hand side; 7. Has a different person from the author if half title is used, begins with page 3. reviewed and checked the report? 8. Is there documentary proof for every BIBLIOGRAPHY-At end of main text. New statement of fact that might be ques odd page. tioned by an expert in the field? (Costs, APPENDIX-New odd page. measurements, on which estimates are INDEX-N ew odd page. based; engineering methods and prac COVER-A separate cover should not be used on tices, etc.) booklets of 32 pages or fewer. Page 1 should 9. Has the manuscript been checked for con be a self-cover or should carry a displayed tradictions, duplications, incomplete title heading followed by table of contents, if statements, and page numbers? any, and the text. 10. Has it received the proper clearance in regard to security and Corps of Engineer The dates of the original edition and of reprint policy? or revision should be supplied by the author on the title page or in some other suitable place. PRINTED PUBLICATIONS The U. S. Government Printing Office Style • An introduction difiers from II foreword or II preface in that it is the initial part of the text; if the book is divided into chapters, it should be the first Manual (pp. 10-11) states that, unless otherwise chapter.

21 U. s. GCVERNMEIH PRINTING OFFICEJ 191!