STYLE GUIDE
FOR COMPANY
DOCUMENTATION
Revised Style Guide
TABLE OF CONTENTS
1
THE PURPOSE OF THE STYLE GUIDE......................................................................1
2
ELEMENTS OF THE CORPORATE STYLE.................................................................1
Templates .................................................................................................................1
Writing Style .............................................................................................................1
Standard Operating Environment .............................................................................1
Filenames..................................................................................................................1
Company logo...........................................................................................................2
Hyperlinks.................................................................................................................2
3
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
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
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:
\department name\project name (eg \accounts\budgets)
Filename:
\as above\document record number\8 character
filename (eg \accounts\budgets\1001\dec_2001)
Extension:
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 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
1
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 http://……
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
Top and bottom
margins 2.54 cm
A4
Right margin
2.54 cm
Header and
Footer 1.27 cm
from the edge
ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
2
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.
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
Footnotes
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 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
3
Style Guide
FIGURE 2
Style Name
Table of Style Attributes
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 First level headings
.76 cm, 14 pts before and after
paragraph, numbering
Heading 2
Arial
11
Bold, 12 pts before and 6 pts
after paragraph
Second level
headings
Heading 3
Arial
11
Italics, 6 pts before and after
paragraph
Third level headings
Footer
Arial
8
2 pts after paragraph, tab 15
cm
Footers
ParaText
Arial
11
‘Full block’ style, 9 pts after
paragraph
Normal body text for
most word
processing tasks,
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
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
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 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
4
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 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
5
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
3.1.1
[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
[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
ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
2
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
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).
ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
2
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
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).
ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
2
[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 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 3999
Phone (03) 9123 4567 Fax (03) 9123 7654 www.valleyview.com.au
1
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
TAX INVOICE
Invoice To:
Deliver To:
Attn:
Invoice #
Prod Code
Customer Code
Prod Description
Customer Order
ABN #
Qty
Ordered
Date
Qty
Supplied
Unit
Price
Sub Total
GST
Net Total
Net Price
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
QUOTE
Quote To:
Deliver To:
Attn:
Quote #
Product
Code
Customer Code
Product Description
ABN #
Date
Quantity
Requested
Unit Price
Sub Total
GST
Net Total
Net Price
ValleyView Publishing
ORDER FORM
ABN 22 784 493 641
12 Mountain Drive,
Phone (03) 9123 4567
Fax (03) 9123 7654
http: www.valleyview.com.au
** All prices include 10% GST
Product
Code
Product Description
Quantity
Delivery: (Please tick)
Unit Price
Net Price
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.
ValleyView Publishing