STYLE GUIDE FOR COMPANY DOCUMENTATION · Style Guide ValleyView Publishing 12 Mountain Drive, Jade...

STYLE GUIDE FOR COMPANY

DOCUMENTATION

Style Guide

TABLE OF CONTENTS

1. INTRODUCTION..................................................................................................... 1 2. GENERAL .............................................................................................................. 1 2.1 WRITING STYLE ........................................................................................... 1

2.2 STANDARD OPERATING ENBIRONMENT................................................. 1

2.3 FILENAMES................................................................................................... 1

2.4 COMPANY LOGO ......................................................................................... 1

2.5 HYPERLINKS ................................................................................................ 1

3. PAGE LAYOUT ....................................................................................................... 2 3.1 HEADERS AND FOOTERS.......................................................................... 2

3.1.1 Headers ................................................................................................2 3.1.2 Footers..................................................................................................2

3.2 TEXT LAYOUT............................................................................................... 3

3.2.1 Indenting ...............................................................................................3 3.2.2 Numbering.............................................................................................3 3.2.3 Bullets...................................................................................................3 3.2.4 Footnotes ..............................................................................................3 3.3 APPEARANCE............................................................................................... 3

3.3.1 Styles....................................................................................................3 3.3.2 Record Numbers ....................................................................................4 3.3.3 Borders, Lines and Outlines ....................................................................5 3.3.4 Graphics and Tables ..............................................................................5 APPENDIX A Letter Template

APPENDIX B Fax Template

APPENDIX C Memo Template

APPENDIX D Report Template

APPENDIX E Invoice Template

APPENDIX F Quote Template

APPENDIX G Order Template

APPENDIX H Landscape Template

Style Guide

ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999 1 Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au

1. INTRODUCTION

This document sets out the preferred formats for company documentation (ie. not including specialised publishing requirements). While some requirements will arise which are not included in this Style Guide, the general format should be followed wherever possible.

2. GENERAL

2.1. WRITING STYLE

Composition should be concise, friendly, and professional in keeping with the mission statement of ValleyView Publishing. An author should aim to produce documents that are both unambiguous and visually appealing.

2.2. STANDARD OPERATING ENVIRONMENT

ValleyView Publishing’s standard operating environment (SOE) is Microsoft Windows. Documentation should be produced using Microsoft Word 95 or higher. This will ensure portability of files and consistency of operation. All documents should be based on the attached Microsoft Word templates (see Appendices), which incorporate the ValleyView Publishing logos for your use.

2.3. FILENAMES

ValleyView Publishing has adopted the following convention for file names:

§ Directory path: f:\\department name\project name

§ Filename: f:\\ as above \document record number\8 ltr filename

§ Extension: .doc or .xls

2.4. COMPANY LOGO

ValleyView Publishing’s logo must appear on all documentation.

As a registered trademark and symbolic of ValleyView Publishing, neither the company name nor logo may be varied in any aspect (e.g. ratio, typeface or colour).

2.5. HYPERLINKS

There are two kinds of hyperlinks used in ValleyView Publishing’s documentation: ú Word hyperlinks which cross-reference items within the document.

ú Internet hyperlinks which take the reader to a web site if a modem is in use.

Word hyperlinks appear as normal text in a printed document, but in an electronic document are distinguished by the mouse cursor turning into the “pointing hand” shape. Internet hyperlinks use the character style ‘Hyperlink' and must begin with http://…… Ensure that Web hyperlinks are accurate.

Style Guide


3. PAGE LAYOUT

Only A4 paper is to be used for ValleyView Publishing documents. The page margins are shown in Figure 1:

FIGURE 1 Diagram of Page Margins

3.1. HEADERS AND FOOTERS

3.1.1. Headers

Headers are used only for reports or instructional manuals. They contain the title of the document and the title of the current section (if applicable). See the Table of Contents page.

3.1.2. Footers

Footers are used for any documents of two pages or more in length. They contain the ValleyView Publishing logo, Company address details and the page number (as in this Style Guide). The page numbers should be right justified and include the numeral only. Footers usually begin on the second page.

A4 Top and bottom margins 2.54 cm

Header and Footer 1.27 cm

Left margin 3.17 cm

Right margin 2.54 cm

Style Guide


3.2. TEXT LAYOUT

3.2.1. Indenting

Text is generally formatted in the “full block” style using the Normal style. Indenting is to be used for text that follows Heading 2 and Heading 3 styles (see Fiqure 2 - Table of Style Attributes for more information).

3.2.2. Numbering

Three levels of numbering are used (as in this Style Guide). The styles Heading 1, Heading 2 and Heading 3 provide both automatic numbering and formatting.

3.2.3. Bullets

Five levels of bullets are used where necessary. They are as follows: • First level, not indented, text indented at .63 cm.

ú Second level, indented at .63 cm, text indented at 1.27 cm.

§ Third level, indented at 1.27 cm, text indented at 1.90 cm

♦ Fourth level, indented at 1.90 cm, text indented at 2.54 cm

t Fifth level, indented at 2.54 cm, text indented at 3.17 cm

3.2.4. Footnotes

Footnotes will be used in accordance with the Australian Government Printing Service Style Guide for Editors and Publishers.

3.3. APPEARANCE

3.3.1. Styles

Word Styles used for ValleyView Publishing documentation are shown in Figure 2 (page 4).

These styles are available in all ValleyView templates and can be copied to other Word documents by selecting the Format Menu, Style option, and choosing the Organise button.

Style Guide


FIGURE 2 Table of Style Attributes

Style Name Typeface Size (pts)

Attributes Used for:

Title 1 Arial 18 Bold, all caps, centred, 18pts after paragraph

Cover pages, main headings, etc

Heading 1 Arial 14 Bold, all caps, hanging indent .63 cm, tab .63 cm, 14 pts before and after paragraph

First level headings

Heading 2 Arial 12 Bold, small caps, indent .63 cm hanging indent .76 cm, tab 1.9 cm, 12 pts before, 12 pts after paragraph

Second level headings

Heading 3 Arial 11 Indent 1.27 cm, hanging indent .89, tab 2.54 cm, 11 pts before and after paragraph

Third level headings

Header or Footer

Arial 8 2 pts after paragraph, tab 15 cm

Headers and Footers

Normal Arial 11 ‘Block’ style, indented to .63 cm when following Heading 2 and 1.27 following Heading 3

Normal body text for most word processing tasks

ParaText Times New Roman

12 ‘Block’ style, indented to .63 cm when following Heading 2 and 1.27 following Heading 3

Long bodies of text in reports, submissions, etc.

RecordNo Arial 8 24 pts before and 8 pts after paragraph

Records management number

Bullet1 Arial 11 Outline bulleted to five levels. Bulleted lists

Numbering1 Arial 11 Outline numbered to three levels, hanging indent 1.27 cm, tab 1.27 cm

Numbered lists

Table Text Arial 10 3 pts above and below paragraph

Tables

Figure Arial 9 Bold, hanging indent 2.5 cm, 24 pts before & 18 pts after paragraph

Graphic, diagram and table captions

Diagram Arial 8 Centred Text boxes

3.3.2. Record Numbers

At ValleyView there is a paper based filing system, supported, in large part, by an electronic database filing system. Both the paper based and electronic system uses a numerical classification system based on the ISBN numbers allocated for all publications. ValleyView uses a subject filing system for its general organisational information.

Style Guide


3.3.3. Borders, Lines and Outlines

Black lines may be used in diagrams ONLY (see Figure 1). All other borders, shadows, outlines and lines must be grey (no less than 25%) as in Figure 2.

3.3.4. Graphics and Tables

All graphics, diagrams and tables which provide information relevant to the content of the document must be numbered, named and cross-referenced by Word hyperlink in the text. They must be positioned as closely to the reference point as is reasonable, taking into consideration the comprehension of the text and the layout of the page. Other graphics used for aesthetic purposes may be positioned as required.

ValleyView Publishing

ABN 22 784 493 641

12 Mountain Drive, Jade Valley, Victoria 3999

Phone (03) 9123 4567 Fax (03) 9123 7654

http: www.valleyview.com.au

[Records Reference]

[Insert 2 empty lines] 07 September 2000 [Insert 3 empty lines] Individual’s Name Company’s Name Company’s Address 1 Address Line 2 [Insert 3 empty lines] Dear Text should be in ‘Normal’ Style. Last line of text. (NB. If the letter should be more than one page, the second page and all subsequent pages should follow the format shown in page 2 of this template). Yours sincerely [leave 5 empty lines for signature] Author’s Name Author’s Title


ABN 22 784 493 641 12 Mountain Drive,

Jade Valley, Victoria 3999 Phone (03) 9123 4567

Fax (03) 9123 7654 http: www.valleyview.com.au

Facsimile

To

Cc

From

Telephone

Facsimile

Email

Date

Subject

Number of pages (including cover sheet)

(NB. If the fax cover sheet should be more than one page, the second page and all subsequent pages should follow the format shown in page 2 of this template).





Memorandum

To

Cc

From

Department

Telephone

Facsimile

Email

Date

Records Ref No.

Subject

(NB. If the memo should be more than one page, the second page and all subsequent pages should follow the format shown in page 2 of this template).

[INSERT REPORT TITLE]

[Author's Name] [Author's Title] [Date]

TABLE OF CONTENTS

[INSERT THE AUTOMATIC TABLE OF CONTENTS GENERATED BY WORD - HERE]


1. INTRODUCTION [HEADING 1 STYLE]

The Style 'ParaText' should be used in reports where there will be long bodies of text. This Style incorporates a serif typeface which is easier to read over long passages.

1.1. SECOND LEVEL HEADING [HEADING 2 STYLE]

Text under second level headings should be indented to 1.27 cm. Bulleted and Numbered lists which occur under second and third level headings should be also indented to 1.27 cm. This will result in bulleted lists which begin with the ( § }bullet for the first set of points.

1.1.1. Third level heading [ Heading 3 Style]

Text under third level headings should be indented to 1.27 cm





TAX INVOICE

Invoice To:

Attn:

Deliver To:

Invoice # Customer Code Customer Order ABN # Date Prod Code Prod Description Qty

Ordered Qty Supplied

Unit Price

Net Price

Sub Total

GST

Net Total





QUOTE Quote To:

Attn:

Deliver To:

Quote # Customer Code ABN # Date Product Code

Product Description Quantity Requested

Unit Price Net Price

Sub Total

GST

Net Total



Phone (03) 9123 4567 Fax (03) 9123 7654

http: www.valleyview.com.au ** All prices include 10% GST Product Code

Product Description Quantity Unit Price Net Price

Delivery: (Please tick) Sub Total

q Courier $9.90 (inc GST) for parcels under 5 kg to anywhere in Australia Delivery Cost

q Courier $16.50 (inc GST) for parcels over 5 kg to anywhere in Australia Net Total

q Other - (International or same day service prices available on request)

Company: __________________________________________________________________________ Cust No: _______________________________________________ Date: ______________________ Name: _______________________________________________ Mobile: ______________________ Address: ___________________________________________________________________________ ___________________________________________________________ Postcode: ______________ Telephone: ___________________________________ Facsimile: _____________________________ Email Address: ______________________________________________________________________

Payment Method: q Bankcard q Mastercard q Visacard q American Express Cardholder's Name:___________________________________________________________________ Card No.___________________________________________________________________________ Expiry Date:__________________Signature:_______________________________________________ q Cheque/Money Order (Please post your payment with your Order Form)

q 30 Day Account

q My Credit Application has been approved and my order on letterhead is attached/faxed herewith.

q Please fax me a Credit Application Form.

q I attach my order on my Company's Official Purchase Order Form. I understand that if there is a problem with my Order Form I will be contacted.

ORDER FORM

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