STYLE GUIDE FOR COMPANY DOCUMENTATION
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1 STYLE GUIDE FOR COMPANY DOCUMENTATION
2 Revised Style Guide TABLE OF CONTENTS 1 THE PURPOSE OF THE STYLE GUIDE ELEMENTS OF THE CORPORATE STYLE...1 Templates...1 Writing Style...1 Standard Operating Environment...1 Filenames...1 Company logo...2 Hyperlinks PAGE LAYOUT...2 Headers and footers...3 Headers...3 Footers...3 Text and layout...3 Indenting...3 Bullets...3 Footnotes...3 Appearance...3 Styles...3 Record Numbers...4 Borders, Lines and Outlines...5 Graphics and Tables...5 APPENDIX A APPENDIX B APPENDIX C APPENDIX D APPENDIX E APPENDIX F APPENDIX G APPENDIX H Letter Template Fax Template Memo Template Report Template Invoice Template Quote Template Order Template Landscape Template
3 Style Guide 1 THE PURPOSE OF THE STYLE GUIDE The purpose of this document is to help individuals and departments to prepare company documentation consistent with the ValleyView corporate style. The Style Guide explains the style to be applied to company documentation (ie not including specialised publishing requirements) together with information on typography, and advice for writing and producing documents. It is recognised that there will be documentation which is outside these guidelines, but the general format should be followed wherever possible. The Development of the Style This Style Guide has been developed to encompass the character of ValleyView and reflects the new progressive approach to the expansion of the organisation whilst still maintaining the sense of tradition and history. 2 ELEMENTS OF THE CORPORATE STYLE Templates Templates have been designed for a - letter, fax, memo, report, invoice, quote, order and landscape style document. Writing Style Composition should be concise, friendly, and professional in keeping with the mission statement of ValleyView Publishing. Documents should be visually appealing and use unambiguous language. 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. Filenames ValleyView Publishing has adopted the following convention for file names: Directory path: Filename: Extension: \department name\project name (eg \accounts\budgets) \as above\document record number\8 character filename (eg \accounts\budgets\1001\dec_2001) Do not include any extension (eg.doc,.dot,.xls) allow the type of package used to determine this. ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
4 Style Guide 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 (for example: ratio, typeface or colour). Hyperlinks There are two kinds of hyperlinks used in ValleyView Publishing s documentation: Word hyperlinks which cross-reference items within the document. 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 Ensure that Web hyperlinks are accurate. 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 Left margin 2.54 cm Right margin 2.54 cm Top and bottom margins 2.54 cm A4 Header and Footer 1.27 cm from the edge ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
5 Style Guide Headers and footers Headers Headers are used for all documents of more than one page. They contain the ValleyView logo, the title of the document and the title of the current section (if applicable). Footers Footers are used for all documents and must contain the automatic filename and path feature. Right aligned page numbers must appear on documents of more than one page. Text and layout 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). Bullets Five levels of bullets are used where necessary. They are as follows: First level, not indented, text indented at.63 cm. Footnotes 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 Footnotes will be used in accordance with the Australian Government Printing Service Style Guide for Editors and Publishers. Appearance 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. ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
6 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 Heading 1 Arial 14 Bold, all caps, hanging indent.76 cm, 14 pts before and after paragraph, numbering Heading 2 Arial 11 Bold, 12 pts before and 6 pts after paragraph Heading 3 Arial 11 Italics, 6 pts before and after paragraph Footer Arial 8 2 pts after paragraph, tab 15 cm ParaText Arial 11 Full block style, 9 pts after paragraph RecordNo Arial 8 24 pts before and 8 pts after paragraph Cover pages, main headings, etc First level headings Second level headings Third level headings Footers Normal body text for most word processing tasks, long bodies of text in reports, submissions, etc. Records management number Bullet1 Arial 11 Outline bulleted to five levels. Bulleted lists Numbering1 Arial 11 Outline numbered to three levels Table Text Arial 10 3 pts above and below paragraph Figure Arial 9 Bold, hanging indent 2.5 cm, 24 pts before & 18 pts after paragraph Numbered lists Tables Graphic, diagram and table captions Diagram Arial 8 Centred Text boxes Record Numbers At ValleyView there is a paper based filing system, supported generally 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. ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
7 Style Guide 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. Graphics and Tables All graphics, diagrams and tables that 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 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
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9 ValleyView Publishing ABN Mountain Drive, Jade Valley, Victoria 3999 Phone (03) Fax (03) http: [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
![1 [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](/docs-images/52/13041703/images/page_9.jpg "[Insert 3 empty lines] Dear Text should be in Normal Style. Last line of text. (NB.")
10 ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
11 ValleyView Publishing ABN Mountain Drive, Jade Valley, Victoria 3999 Phone (03) Fax (03) http: Facsimile To Cc From Telephone Facsimile 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).
12 ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
13 ValleyView Publishing ABN Mountain Drive, Jade Valley, Victoria 3999 Phone (03) Fax (03) http: Memorandum To Cc From Department Telephone Facsimile 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).
14 ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
15 [Author's Name] [Author's Title] [Date] [INSERT REPORT TITLE]
![Title] [Date]](/docs-images/52/13041703/images/page_15.jpg "[INSERT REPORT")
16 TABLE OF CONTENTS [INSERT THE AUTOMATIC TABLE OF CONTENTS GENERATED BY WORD - HERE]
17 1. INTRODUCTION [Heading 1 style] The Style 'ParaText' should be used for most word processing tasks, long bodies of in reports, submissions, etc. This Style incorporates a serif typeface which is easier to read over long passages. Second Level Heading [Heading 2 style] Text under second level headings will now be fully blocked. Bulleted and Numbered lists will be indented as in the previous Style Guide (see page 5 for details). Third level heading [ Heading 3 Style] Text under second level headings will now be fully blocked. Bulleted and Numbered lists will be indented as in the previous Style Guide (see page 5 for details). ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria Phone (03) Fax (03)
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19 ValleyView Publishing ABN Mountain Drive, Jade Valley, Victoria 3999 Phone (03) Fax (03) http: 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
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21 ValleyView Publishing ABN Mountain Drive, Jade Valley, Victoria 3999 Phone (03) Fax (03) http: 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
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23 ** All prices include 10% GST Product Code ORDER FORM ValleyView Publishing ABN Mountain Drive, Phone (03) Fax (03) http: Product Description Quantity Unit Price Net Price Delivery: (Please tick) Courier $9.90 (inc GST) for parcels under 5 kg to anywhere in Australia Courier $16.50 (inc GST) for parcels over 5 kg to anywhere in Australia Sub Total Delivery Cost Net Total Other - (International or same day service prices available on request) Company: Cust No: Date: Name: Mobile: Address: Postcode: Telephone: Facsimile: Address: Payment Method: Bankcard Mastercard Visacard American Express Cardholder's Name: Card No. Expiry Date: Signature: Cheque/Money Order (Please post your payment with your Order Form) 30 Day Account My Credit Application has been approved and my order on letterhead is attached/faxed herewith. Please fax me a Credit Application Form. 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.
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