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Style Guid AusAID Style Guide June 2002 The Australian Government’s Overseas Ai

Style Guid AusAID Style Guide June 2002 The Australian Government’s Overseas Aid Program Produced by the Publications Unit, Public Affairs Group, AusAID Edited by Judy Fenelon, ByWord Services Designed by Griffiths and Young Design Set in Rotis Printed in Australia by Goanna Print AUSAID STYLE GUIDE i Contents Preface vii A quick guide to publishing terms ix Some typical AusAID publications xiii 1 Publishing for different audiences 1 Why publish? 1 To target our key external audiences 1 To promote Australia’s identity 2 To target internal audiences 2 Before you start 3 Should you publish? 3 What format should you use? 3 Who can help in your decision-making? 4 A simple publishing strategy 4 How long does the publishing process take? 6 Checklist and timeline 6 Advice 8 2 Writing and editing 9 Writing for your reader 9 Adopt a writing approach 9 Consider contracting a writer 9 Use plain English 10 Avoid jargon 11 Use non-discriminatory (inclusive) language 11 Consider tables and charts 11 Editing your work 12 Avoid bad habits with and 12 Watch some words 14 Avoid listing too much 14 Simplify tables and statistics 14 Sharpen textual references to tables 16 Writing for the Internet 16 Writing Minutes 17 Writing for Minister(s) and the Parliamentary Secretary 18 Writing emails 19 Writing for Focus 19 3 House style in written material 21 Shortened forms 21 Abbreviations, contractions and acronyms 21 Plurals of shortened forms 22 Months and days 22 States and Territories of Australia 22 Initials in names 22 Capitals 23 Government audience 23 Broad external audience 23 Publication titles 23 Punctuation 24 Full stops 24 Commas 24 Quotation marks 24 Apostrophes 25 Hyphens 25 En rules 26 En rules instead of dashes 27 Round brackets, square brackets and angle brackets 27 Colons and semicolons 27 Points of ellipsis 27 Slashes 27 Emphasis 27 Dot points (bulleted lists) 28 Punctuating dot points 28 Short lists 28 Long lists 29 ii AUSAID STYLE GUIDE AUSAID STYLE GUIDE iii Dates 29 Numbers and currency 30 Figures or words? 30 Thousands 30 Linking numbers 31 Telephone numbers 31 Electronic addresses 31 Footnotes and references 32 Spelling 32 4 Parts of a publication and layout 33 Cover (front and back) 33 Preliminary pages (prelims) 34 Title page 34 Reverse of title page 34 Copyright 34 Disclaimer, acknowledgment and contact information 35 ISBN and ISSN 36 Foreword 37 Contents list 38 Preface 38 Text 39 Headings 39 Text styles 40 Page breaks 40 Tables and charts 41 Photographs, illustrations, maps and diagrams 41 End matter 42 Appendixes 42 Glossary 42 Bibliography 42 Index 42 Headers and footers 43 Internal communications 43 External publications 43 Page numbers 43 iv AUSAID STYLE GUIDE 5 Publication and Ministerial clearances 45 Forward Publications Plan 45 Publication Advice Form 45 When does the Minister and/or the Parliamentary Secretary 46 wish to clear publications? Minister 46 Parliamentary Secretary 46 Other clearances 47 6 Corporate design 49 Rationale 49 Corporate colours 49 Primary suite 50 Secondary suite 50 Covers 50 Spine colours 51 Images and illustrations 51 Captions 51 Logos 52 AusAID logo 52 Colours for the AusAID logo 52 Use of the logo in computer templates 52 Acknowledgment and signage during projects 52 Australian identity (kangaroo logo) 53 Information for Posts 53 Typography 53 Publication sizes 53 Contracting a designer 54 Design brief 54 Design output 55 Example design schedule 55 7 Print production 57 Production specifications 57 Printer proofs 58 Paper 58 Recycled paper 58 Archival paper 59 Choosing paper 59 Print run 59 AUSAID STYLE GUIDE v Distribution 60 Library Deposit and Free Issue Schemes 60 Canberra Mailing Centre 61 Fact sheets and leaflets 62 8 Electronic production 63 Internet 63 PDF files 64 Submit the required information and material 64 Procedures for publishing on the Internet 64 Obtain approval 64 Prepare your material appropriately 64 Allow enough time 66 CD-ROM 66 Appendixes 67 A Australian identity 67 B Example Scope of Services 70 C The Fog Index 73 D Writing and preparing information for AusAID’s website 74 E Writing for Focus 77 F Difficult and preferred spellings 81 G Sample designs 85 H Sample fonts 91 I Photography for print and Internet publishing 93 Bibliography 95 Publication Advice Form 96 AUSAID STYLE GUIDE Preface vii Preface Welcome to the second, revised edition of AusAID’s corporate style guide. Why does AusAID need a style guide? In October 1998 AusAID commissioned a report to form the basis for a communications strategy to enable the Agency to communicate its activities more effectively. The report called for the development of a corporate style guide for all AusAID publishing, and for all publications and the AusAID Internet site to conform to this guide. The style guide and its purpose — to ensure that all AusAID published materials achieve ‘recognition, authority, clarity, credibility and impact’ — were endorsed by the Minister and the Parliamentary Secretary in 1999. Our public face The Public Affairs Group (PAG) plays a key role in demonstrating the Government’s commitment to transparency and accountability across the aid program. Our approach to building public support for the aid program has been refined over several years. The Communications Strategy for 2000–03 is based on substantial market research and AusAID’s experience of implementing public affairs activities. These activities are across five PAG units: Media, Publications, Outreach, Internet and Global Education. The AusAID Style Guide builds on the Communications Strategy in terms of our use of language in corporate communications, both internal and external, our design and output. It is not intended to be absolute in its coverage nor to set up laws carved in stone because the communication process is continually evolving, as is good practice. This guide does seek to encourage a rigorous, strategic perspective on communication, so that all AusAID written material in all formats work together to achieve our core business objectives, and time and money are not wasted. viii AUSAID STYLE GUIDE The words we use The purpose of this guide is to provide stylistic, linguistic and visual format guidance that will encourage consistency in our public face. The dynamics of any living language mean that it is continually changing, with new words being introduced and older ones lost or ascribed new meanings. Grammatical usage, punctuation and the spelling of words are in flux as well. While change is a healthy sign for a language, it can cause frustration and confusion within organisations when the language changes and more than one expression is available in a given situation. Consistency is important in our corporate communications. We need to choose one form when more than one is acceptable, and use it consistently. Although the use of a variety of styles and forms may not impede the functioning of our organisation, it looks unprofessional and reflects badly on us all if our external communications are inconsistent and lack a corporate look. By adopting standard formats for our communications and publications we are able to project a professional and unified image of the organisation. The main sources for this guide are the Style Manual for Authors, Editors and Printers (5th edition) and the Macquarie Dictionary (3rd edition). The AusAID Style Guide sets out AusAID’s preferred style where the Style Manual for Authors, Editors and Printers provides alternatives. We have generally opted for the newer and simpler usage in punctuation and language or for the style already established within AusAID. We have also drawn on Spot on! Correspondence and Report Writing, with Guidelines on Plain English, by George Stern (1996), and other federal government agency style guides. If matters of style or spelling are not covered in the AusAID Style Guide the most recent editions of the Style Manual and the Macquarie Dictionary should be your guide. While this style guide was being prepared, the 6th edition of the Style Manual for Authors, Editors and Printers was published by John Wiley & Sons Australia. PAG holds a reference copy of this edition. Feedback While this guide should assist us to produce a unified face and excellent communications, it is in the nature of language to change. The compilers of this guide are happy to receive advice or suggestions on matters of usage, style or design. Email your comments to the Publications Unit. They will be welcome. AUSAID STYLE GUIDE A quick guide to publishing terms ix A quick guide to publishing terms audience AusAID has primary and secondary audiences identified in the Communications Strategy. The primary audience is people who are predisposed to supporting overseas aid as a matter of principle, but who are not strong supporters nor well-informed. Secondary audiences are informed supporters of the aid program who require regular information and acknowledgment to confirm their support for the program. author corrections Changes made by the author(s). bleed The part of an illustration or other design element that runs out to the edge of the page (does not leave any margin showing). blueprint See dyeline. blurb A brief description of the book that appears on the jacket, outside back uploads/s3/ sample-detailed-style-guide 1 .pdf