Technical Documentation

iStock 000005596277SmallTaylor & Taylor Consultants excel in the design, development and delivery of complex reports and technical documentation to support the products, services and requirements of our clients. We research, analyse and consult to author reports and technical documentation including functional design specifications, user handbooks, maintenance instructions and manuals etc.

Technical documentation can be produced, for example, to define and specify the functionality of an engineered/manufactured system, its design, manufacture, installation, commissioning, quality assurance system, product liability, product presentation, description of features, functions and interfaces, safe and correct start-up and use, service, maintenance and repair as well as its safe shut-down or disposal. Technical documentation can also be characterised by its systematic and structured framework and it is our aim to provide a uniform, high-quality system in which all sections of the technical documentation are synthesised into a complete entity or integrated technical documentation framework

Taylor & Taylor Consultants can also write Functional Design Specifications (FDS - what a system is supposed to do and how this will be achieved, for issue to Main Contractor [s] to prepare bids). This is a detailed specification of the requirements for electrical, mechanical, controls, I.T and instrumentation equipment and installations at the intended facility. The specification should include the standard requirements of ‘Operational Capability’ in the provision of a new system, or a modification to an existing system or facility.

These requirements should be produced and adhered to for compliance to existing (and expected future) International Standards, client standards and specifications and all relevant legislation.

A prospective Main Contractor(s), on receipt of a Functional Design Specification, will normally be required to inform the Client that the FDS has been interpreted, corroborated and substantiated by issuing a User Requirement Statement (URS) to include broad technical details of equipment, pipework, controls, materials, methodologies etc. (what will be done, how and when).

Usually, both the FDS and URS are substantial documents that require intense attention to content and context to avoid mistakes, omissions, disputes etc. The FDS is more often than not issued just once, with several alliterations of the URS possible, by mutual agreement.

All documents are in fact, communication documents and it is critical to ensure comprehensibility and clarity at the same time as maintaining adherence to standards/directives/legislation, linguistic correctness, contractual terms etc.

Integrated Technical Documentation Framework

Taylor & Taylor Consultants can provide product and equipment support information for user/operators, workshop repair functions and equipment planner within an integrated, complete and logical information framework or system. This is achieved by creating a format of categories and levels.

To achieve the correct format of categories and levels, we will visit a client on site to gather the required data from their subject matter experts or personnel involved in design, manufacturing, installation, commissioning, operations, maintenance, defect analysis and rectification, repairs and training.

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Our approach will then place information in categories and levels.


Purpose and Planning Information and Equipment Support Policy Directive

Operating Information, Aide Memoire and Training Aids

Technical Description

Initial Installation, Commissioning and Preparation for special environments

Defect Analysis and Rectification, Repairs, Maintenance Instructions, Inspection Standards and Calibration Procedures

Maintenance Schedules

Illustrated Spare Parts Catalogues, Parts Lists and Complete Equipment Schedules

Modifications and General Instructions


Information Levels are used to avoid any misunderstandings or ambiguities with “repair level” terms. It ensures that the reader is has the relevant information.

User level – Contains information required by the person who is to operate the equipment. The operator should be trained and authorised to perform preparation and limited rectification tasks, such as functional testing, replenishment, simple maintenance (fluid & filter changing, general greasing/oiling & visually checking), minor authorised modification, basic fault diagnosis, and minor repair by adjustment or replacement using supplied on board tools.

Operating Centre level – Contains information for the maintenance and degree of repair to be performed by qualified mechanics/technicians/engineers employed at the Operating Centre. Trained and qualified personnel to perform rectification tasks, such as in-depth maintenance (adjusting, examining & inspecting), authorised modification, failure diagnosis and repair by adjustment or replacement lasting up to, say, 4 hours (including panel/component removal for access) using basic workshop tools, with access to certain special tools or test equipment and selected workshop/lifting facilities.

Centralised Workshop level – Contains information for the maintenance and degree of repair to be performed by qualified mechanics/technicians/engineers employed at the Centralised Workshop facility. Trained and qualified personnel to perform rectification tasks, such as repair by adjustment or replacement, authorised modification requiring special skills and partial reconditioning (not including complete strip, reconditioning and reassembly) taking over 4 hours or requiring major workshop facilities using supplementary workshop tools and access to all relevant special tools or test equipment.

Original Equipment Manufacturer (OEM) or Dealer level  – Contains information, which may be a combination of all levels of information for the overhaul, repair and maintenance to be performed by qualified mechanics/technicians/engineers employed by the OEM or Dealer.

Technical Validation

The unique blend of technical expertise and technical authorship skills enable Taylor & Taylor technical authors to carry out technical validation against a system, or an item of equipment or materiel. The validation exercise performed by personnel with years of relevant engineering experience will follow the written procedure against the equipment, removing and replacing all items necessary to achieve the task.

Once the task is complete, the client will be advised of corrections and any recommended change in procedure.

Taylor & Taylor can if required, document the validated process in order to produce an accurate maintenance and repair manual thus ensuring all technical documentation is fit for purpose and at the right level for the intended user.

We can also convert and update existing documentation, produce and evaluate procedures and re-write manuals.

shutterstock 104090384Reports

Within our scope of capability we include Report production. A report is a communication medium and must be written to professional standards and be as simple as is possible to follow and comprehend. The message has to get across to the reader, no matter what the subject matter is.

Our reports are well-structured organised and systematically produced communication documents which accurately and concisely defines and analyses a subject or problem, and which may include: (1) The record of a sequence of events, (2) Evaluation of the facts or results of research presented, (3) Interpretation of the significance of these events or facts, (4) Discussion of the outcomes of a decision or course of action, (5) Conclusions, (6) Recommendations

We can produce:

Factual reports

Which may be to inform - when, say, there's been an accident, or a new programme of work. The report needs to a straightforward statement of the facts to provide an accurate record.

Instructional reports

Which may be to explain - when say some change is introduced, like a revised Job Hazard Assessment, or a new job evaluation scheme. This report needs to be written as an instructional report, a step-by-step description to inform personnel about the new procedures.

Leading reports

Which may be to persuade - when effort is required to sell ideas. This type is usually referred to as a 'leading' report, because the reader is being lead or steered towards making a decision, the one that the author wants the reader to make. For any hope of success, the leading report must inform, explain and persuade, thus motivating the reader to act.

The importance of writing persuasive business reports

Strategic awareness, a business orientation and a concern to add value through operational practice are key elements of professional competence. Qualified professionals should be able to research relevant topics and write reports that can persuade key decision-makers in the organisation to increase capital expenditure, change and/or adopt a particular policy and practice.  In order to achieve this, the report must present a clear and logical case that demonstrates the subject authority of the author and will lead the reader to understand and appreciate the value of the recommended actions.

Taylor & Taylor Consultants can train clients to write business reports, or can, if preferred, write them for clients.

Contact Taylor & Taylor Consultants if you’d like further assistance.