2012 styleguide090612 ml - dms

Style Guidefor the

2012

Table of ContentsIntroduction .................................................................................................................................................................... 1

Th e Gregg Reference Manual .......................................................................................................................................... 2

Wording, Grammar, and Punctuation Preferences ........................................................................................................... 4

Budget Language Preferences ........................................................................................................................................... 4

Plain Language ................................................................................................................................................................ 5

Positive Writing ............................................................................................................................................................... 8

Active Voice .................................................................................................................................................................... 9

Capitalization ............................................................................................................................................................... 12

Citations ...................................................................................................................................................................... 15

One Word, Two, or a Hyphen? ...................................................................................................................................... 16

Aff ect/Eff ect & Ensure/Insure/Assure ............................................................................................................................ 17

Additionally/In Addition & Th at/Which....................................................................................................................... 17

Numbers ...................................................................................................................................................................... 18

Punctuation................................................................................................................................................................... 20

Standard Greetings and Messages .................................................................................................................................. 21

Correspondence Style .................................................................................................................................................... 22

Offi cial Letters............................................................................................................................................................... 23

Standard Fonts & Templates ......................................................................................................................................... 27

Business Cards............................................................................................................................................................... 29

Logo Usage & Brand Colors.......................................................................................................................................... 30

PowerPoint Template ..................................................................................................................................................... 38

DMS Style Guide ......................................................................................................................................................................... 1

Introducti onTh e Florida Constitution states that all political power is inherent in the People of Florida and that state government must be responsive to citizens who seek assistance from it. To do so, state government must communicate in a clear, easily understood manner. Th ese standards and guidelines govern the way that the Department of Management Services carries out that responsibility.

Because it is impossible to speak personally with every citizen, it is vitally important that department style be clear, concise, and free of needless verbiage. Th is includes presentations on agency websites, letters, notices, applications, reports, pamphlets, and any other communication meant for public consumption.

It is important that we refl ect a positive outlook and willingness to assist whenever possible. Th is goes for communicating within divisions, the agency, with other agencies, and with citizens.

We should, of course, be clear and concise in our verbal communications, but because we reach more people through the written word, the goal should be to answer the basic questions from the intended audience without those questions being asked. Meeting these goals will allow both human and operational resources to focus on other areas.

Clarity of writing usually follows clarity of thought; think of what you want to say, then say it as simply as possible.

2 ..........................................................................................................................................................................DMS Style Guide

The Gregg Reference ManualTh e Department of Management Services will use the Gregg Reference Manual (GRM) as its primary reference source for style.

Th e GRM is intended for anyone who writes, edits, or prepares material for distribution or publication, and for more than 50 years, this manual has been recognized as the best style manual for business professionals.

Looking things up in the GRMSuppose you were writing to someone in another division:

“I understand you are doing a report on the Capitol offi ce matter. May I please get an advance copy of your report” [At this point you hesitate. Should this sentence end with a period or a question mark?]

Th is is the kind of problem that often arises and may need a quick, easy-to-fi nd answer. In the GRM manual, there are several ways to fi nd it:

Use the Index. Begin with the detailed index at the back of the manual. Th e index, which contains over 5,000 entries, will lead you to the right punctuation for the problem sentence above using:

Periods Question Marks Requests

A boldface number refers to the proper rule, in this case ¶103. If you look up that rule, you will fi nd that a question mark is the correct punctuation. In almost all the index entries, references are made to specifi c rule numbers so that you can fi nd what you are looking for quickly.

Suppose you were confronted with this problem:

“If you compare the performance records of Catano, Harris, and Williams, you won’t fi nd much diff erence (between/among) them.”

Th e index will show the following entries:

among (see between–among, 367 ) between–among, 367

Th e entry indicates that between is correct in this situation.

Use a Fast-Skim Approach. Many users of reference manuals have little patience with detailed indexes. Th ey would rather open a book and skim through the pages until they fi nd what they are looking for. If you prefer this approach, you will fi nd several features of this manual especially helpful.

• Th e brief topical index at the beginning of the manual indicates the key paragraphs for each major topic.

• At the start of each section, you will fi nd a detailed list of all the topics covered in that section. Th is list will help you quickly focus on the rule or rules that pertain to your problem.

DMS Style Guide ......................................................................................................................................................................... 3

Suppose the following problem came up:

“Th e only remaining point is whether or not new Federal [or is it federal ?] legislation is required.”

Th e index indicates that ¶¶301–366 (rules 301–366) deal with the topic of capitalization.

A fast skim of the outline preceding ¶301 will turn up the entry Names of Government Bodies (¶¶325–330). If you look up that set of rules, you will fi nd in ¶328 that federal is the proper form.

Extensive Cross-References

Extensive cross-references have also been provided throughout the manual so that you can quickly locate related rules that could prove helpful. Some cross-references take this form: See ¶324; others may read See also ¶324.

Th is means that signifi cant information related to the rule you are currently reading, and which may be relevant to your question, is located elsewhere in the manual.

Play the Numbers.

Once you become familiar with the section numbers and the section titles, you can fi nd your way around fairly quickly, without reference to either index, by using the section number tabs. For example, you are about to write the following sentence:

“43 percent of the questionnaires have now been returned.” [Or should it be “Forty-three percent of the questionnaires . . . ”?]

If you know that matters of number style are treated in Section 4, you can quickly turn to Section 4, where a fast skim of the outline of topics at the start of the section will lead you to the answer in ¶421. Forty-three percent is the right answer in this instance.

Look Up Specifi c Words or Phrases.

Many of the problems that arise deal with specifi c words or phrases. For this reason, the index provides as many entries for such terms as space will permit. Consider, for example, the following sentence and decide whether therefore should be set off with commas or not:

“It is(,) therefore(,) essential that operations be curtailed.”

A check of the index will show the following entry: “therefore, 122, 124b, 138–142, 178, 290f, 383, 402.” A reading of the rules in ¶141 will indicate that no commas should be used in this sentence.

If you cannot fi nd an entry for a word or phrase in the index, you may want to consult ¶719, which provides a guide to words that are frequently confused because they sound alike or look alike; for example, cite–sight–site or stationary–stationery.

Try scanning the table of contents for Section 11, which provides guidelines on the proper use of terms like already–all ready, between–among, and Capital–capitol–Capitol, for example.

If all else fails and you still cannot fi nd the answer you need, take advantage of the “Ask the Publisher” service that is available on the GRM Web site, www.gregg.com.

4 ..........................................................................................................................................................................DMS Style Guide

Wording, Grammar, and Punctuati on PreferencesCorrespondence within the Department of Management Services should be clear and consistent. Here is a brief list of the agency’s preference on common word/phrasing usage:

• On fi rst reference, always spell out DMS and follow it with a parenthetical: “Department of Management Services (DMS)”

• Same goes for a division [i.e., “Division of Human Resources Management (HRM)”]

• Always use a comma before “and” in a series (i.e., red, white, and blue)

• Always use two spaces at the end of a sentence, not one space.

• Spell out Florida Statutes (i.e., section 191.34, Florida Statutes) and lowercase the word section, unless it begins a sentence. Capitalize Chapter(s) and Part(s). For example: “Chapter 287, Florida Statutes” or “Part I, Chapter 287, Florida Statutes”

• Most acronyms are unacceptable and should be avoided. Certain popular acronyms, such as the U.S., are fi ne.

• Do not use contractions (i.e., don’t, won’t, can’t).

• Avoid overusing the words “regard,” “in regards to,” and “regarding.”

• Limit the use of the words “that” and “myself.”

• Each paragraph should have a topic sentence that explains what is contained in that paragraph.

Budget Language PreferencesAgain, for consistency within the agency, incorporate the following rules in your writing:

• Spell out percent; do not use the “%” symbol unless it is in a spreadsheet or table. Also spell out million(s), billion(s) and trust fund(s). Do not abbreviate with M, B and TF.

• Spell out numbers from one to ten, and use fi gures for numbers 11 and higher, unless they start the beginning of a sentence.

• Fiscal Year needs to be spelled out each time when referring to a specifi c accounting period (i.e., Fiscal Year 2012-13, not FY 2012/2013). Lowercase fi scal year when used alone or in a generic sense.

• Do not use FTE references. Use the word “positions” when referencing a number of full-time state employees. Also, do not mix the number of full- and half-time positions in a count. Say “Th ere are 20 full-time positions and 5 part-time positions.” If there is just one part-time position, use a decimal (i.e., “20.5 positions”).

• Use “more than” instead of “over” and use “less than” instead of “fewer” when referring to numerals, digits and percentages.

• For fi scal information, the narrative should always say “Th e secretary’s budget recommendation for Fiscal Year 20XX-XX includes a request to [increase/reduce]...” or“...includes a [recurring/non-recurring] request for $XXX,XXX to...”

DMS Style Guide ......................................................................................................................................................................... 5

Plain LanguageTh e Department of Management Services will communicate with its constituents in plain language. Th ese standards and guidelines govern the way that DMS carries out that responsibility.

Correspondence with constituents requires clear language, containing only necessary information presented in a logical sequence. It is preferable to communicate in short sentences, written in the active voice, making it clear who is responsible for what.

Common problems include:Use of acronyms Legal jargonLong sentences Numerous defi ned termsPassive voice Abstract wordsWeak verbs Unnecessary detailsNeedless words Unreadable design and layout

Use Short Sentences No one likes to read a sentence that is two pages long. And yet, lengthy, information-packed sentences choke many documents today. To further complicate matters, these sentences are fi lled with jargon and legalese. Shorter sentences allow writers to move from the general to specifi c and make it more likely that the reader can read the paragraph just once to understand it.

Unclear AntecedentsA common error in writing that leads to confusion in the reader is the use of a pronoun for which the antecedent is not clear, as in the following example:

I wonder where I put it.

Th ere is no clear antecedent for the pronoun “it,” and without additional information, the reader does not know what “it” is. Because a pronoun is used in place of a noun, there should always be a noun or a noun phrase, which is called the antecedent, to which it corresponds. In cases where several personal pronouns are in use in a sentence, it may be unclear to the reader to which antecedent a pronoun refers. Consider the following example:

I met John and Mike at the party. He told me about his new friend.

Without additional information, the reader cannot tell whether the antecedent of he and his is for John or for Mike.

When I crashed my car into the car in front of me, it was totally wrecked.

Th e problem is that the antecedent pronoun “it” can be either “my car” or “the car in front of me,” and the reader cannot be sure which noun is the real antecedent. Th e solution in this case is to repeat the antecedent, for example, “When I crashed my car…, my car was totally wrecked.”

6 ..........................................................................................................................................................................DMS Style Guide

Subject/Verb AgreementAnother common error in writing is agreement between the subject and verb. Generally, a singular subject takes a singular verb, while a plural subject takes a plural verb.

Use of singular and plural with “staff ”

Staff , a collective noun like committee and team, denotes a group of people. Whether it takes a singular or plural verb depends upon whether staff refers to the group as a unit or to its members as individuals.

For example: “Th e staff is meeting to review safety procedures.” “Th e staff are specialists, recruited from all over the world.”

Omit Unnecessary Words

Words are unnecessary when they can be replaced with fewer words that mean the same thing. Sometimes you can use a simpler word for these phrases:

unnecessary simpler

in order to toin the event that ifsubsequent to afterprior to beforedespite the fact that althoughbecause of the fact that becausein light of becauseowing to the fact that becausevenues places

Another source of unnecessary words is “shotgunning” or letting loose a blast of words hoping at least one conveys your intended meaning. Th e simplest solution here is to replace your laundry list of adjectives with a single word or phrase that adequately expresses your intended meaning.

Omitti ng Superfl uous WordsOmitting superfl uous words is one of the easiest ways to improve your document because it does not require you to revise sentence structure.

Before

Th e following summary is intended only to highlight certain information contained elsewhere in this report.

Aft er

Th is summary highlights information contained in the report.

DMS Style Guide ......................................................................................................................................................................... 7

Choose the Simpler Synonym Surround complex ideas with short, common words. When a shorter, simpler synonym exists, use it.

For example: “end” instead of “terminate” “explain” rather than “elucidate” “use” instead of “utilize”

Replace Acronyms, Jargon and Legalese With Short, Common Words Ruthlessly eliminate acronyms, jargon and legalese. Instead, use short, common words to get your points across. In those instances where there is no plain language alternative, explain what the term means when you fi rst use it.

Acronyms

While you may use such acronyms as DMS, FY and FTEs every day, most people who do not have expertise in your particular area have no idea what they mean. Do not assume that your reader will understand them, and take care to eliminate acronyms to ensure that your message is understood. If the writer does have expertise in that area, please address/indicate accordingly.

Jargon and Legalese

It is asking too much of your readers to memorize a new vocabulary while they are trying to understand complicated concepts. Avoid using agency lingo and technical terms, and keep language simple and avoid jargon. Note the following example, which was taken from a letter provided by a federal agency:

“Th e standards under CWA and MPRSA for determining the need for testing diff er. Th e requirement for testing of dredged material under the CWA is based on a reason to believe that contaminants are present in the material proposed for discharge and have the potential to cause an unacceptable adverse impact (40 CFR 230.60). Testing under the MPRSA is required when the dredged material does not meet the exclusionary criteria in 40 CFR 227.13(b)3. Once it is determined that testing is needed, however, the physical, biological and chemical (bioassay) tests relied upon for evaluating dredged ma-terial are similar (variations may refl ect geographic and ecosystem type diff erences).”

Th is passage talks of “material proposed for discharge” and “unacceptable adverse impact,” “exclusionary criteria” and “bioassay.” Would it not be simpler to say that two areas of federal law cover testing of dredged material?

“Th e Clean Water Act requires testing if there is reason to believe the local environment will be harmed. Th e Marine Protection, Research and Sanctuaries Act also prescribes testing, but provides exceptions.”

8 ..........................................................................................................................................................................DMS Style Guide

Positi ve Writi ngPositive sentences are shorter and easier to understand than their negative counterparts. For example:

Before

Persons other than the graduates may not sit in the auditorium.

Aft er

Only the graduates may sit in the auditorium.

Also, sentences will be shorter and easier to understand by replacing a negative phrase with a single word that means the same thing. For example:

negati ve compound single word

not able unablenot accept rejectnot certain uncertainnot unlike similar, alikedoes not have lacksdoes not include excludes, omitsnot many fewnot often rarelynot the same diff erentnot unless only ifnot except only ifnot until only when

Positi ve in ToneMore importantly, positive writing should mean writing in a way that refl ects a positive outlook or tone, a good attitude, or a willingness to assist. Th is goes for communicating within your divisions, the agency, with other agencies, and with citizens.

DMS Style Guide ......................................................................................................................................................................... 9

Acti ve Voice Th e length of many government documents makes readers yearn for clear words and short sentences. Th e quickest fi x lies in using the active voice with strong verbs.

Acti ve

Th e investor buys the stock.

In the active voice, the subject of the sentence, the investor, performs the action, buying stock.

Passive

Th e stock is bought by the investor.

In the passive voice the subject, the stock, is acted upon. Th e person or the thing doing the action is introduced with ‘by.’ Sometimes, the person or thing doing the action is deleted, leading to a passive phrase with the agent deleted.

Passive with agent deleted

Th e stock is bought.

Readers do not know who bought the stock. Readers understand sentences in the active voice more quickly and easily because it follows how most people think and process information. Many times the passive voice forces readers to take extra mental steps as they convert the passive into the active.

Recognizing the passive voice

Does the sentence use a form of the verb ‘to be’ with another verb in the past tense and a prepositional phrase beginning with ‘by’? Weak verbs, especially forms of to be or to have, keep frequent company with two more grammatical undesirables: passive voice and hidden verbs. In tandem, they add unnecessary length and confusion to a sentence.

Before

Th e foregoing Fee Table is intended to assist applicants in understanding the costs and expenses that a permit holder will bear directly or indirectly.

Th e before example uses the passive with agent deleted. Readers don’t know who “intended” to assist applicants. Note how long it took to get to the meat of the sentence: the costs and expenses. Dispensing with the fi ller words — such as “...to assist applicants in understanding...” — moves the reader more quickly to the important points.

Aft er

Th is table describes the fees and expenses that you may pay if you are granted a permit.

10 ........................................................................................................................................................................DMS Style Guide

Here’s another example:

Before

Th e proxies solicited hereby for the Heartland Meeting may be revoked, subject to the procedures de-scribed herein, at any time up to and including the date of the Heartland Meeting.

Aft er

You may revoke your proxy and reclaim your right to vote up to and including the day of the meeting by following the directions on page 10.

Th e plain language version tells the reader who may revoke a proxy and where to fi nd the information on how to do it. It replaces the abstract “subject to the procedures described herein” with concrete, everyday words, “by following the directions on page 10.”

It is not enough merely to translate existing texts; the key is to add useful information.

Don’t Ban the Passive Voice, Just Use it SparinglyTh ese suggestions are presented as guidelines, not hard-and-fast rules. Th e passive voice may make sense when the person or thing performing the action is of secondary importance to another subject that should play the starring role in sentence. Use the passive voice when there is good reason for doing so. When in doubt, choose the active voice.

Find Hidden VerbsDoes the sentence use any form of the verbs “to be,” “to have,” or another weak verb, with a noun that could be turned into a strong verb? In these sentences, the strong verb lies hidden in a nominalization, a noun derived from a verb that usually ends in “-tion.”

Before Aft er

We made an application We appliedWe made a determination We determinedWe will make a distribution We will distribute

Before

We will have no stock ownership of the company.

Aft er

We will not own the company’s stock.

Before

Th ere is the possibility of prior Cabinet approval of these appointments.

Aft er

Th e Cabinet might approve these appointments in advance.

DMS Style Guide ....................................................................................................................................................................... 11

Try Personal PronounsNo matter how sophisticated the audience, a personal pronoun dramatically improves the clarity of your writing. Th ey include* I, You, He, She, It, We and Th ey. In addition:

• Personal pronouns aid the reader’s comprehension because they clarify what specifi cally applies to the reader and what applies to the writer.

• Th ey allow the writer to “speak” directly to the reader

• Th ey can help to avoid abstractions and to use more concrete and “everyday” language.

• Th ey can keep sentences short.

* Limit the use of I, You, Your, Our, We and Us in professional writing. Use third-person forms, such as the agency, the division, staff and customer, whenever possible.

Their vs. There/They’re

Th eir is possessive, meaning “belonging to them.” It is not a location and cannot be used as a verb.

For example: “Th e agency staff is applauded for their performance.”

Th ere indicates position, and they’re is a contraction of “they are.” No exceptions.

12 ........................................................................................................................................................................DMS Style Guide

Capitalizati on The State of Florida vs. “the state”Th e ‘s’ in state is capitalized ONLY when used as part of the title of the state.

For example: “Th e State of Florida” and “Th e Sunshine State”

Do not capitalize the word state when it stands alone and is not part of the proper noun.

For example: “Education is a state priority” or “I work for the state”

Programs and DepartmentsTh e terms department, commission, program, division, committee, etc., are lowercase when standing alone as a substitute for the name of a respective entity.

For example: “Th e department proposes a rule change.” “Th e commission’s recommendations were introduced in Fiscal Year 2002-03.” “Th e program serves thousands of Floridians.” “Staff in this division oversees mobile home licenses.” “Th ere are four members sitting on the committee.”

When referencing the title of a program, capitalize the word program.

For example: “Th e Florida Education Finance Program”

Such words as departments are lowercase when preceding the listing of two or more agencies. In this case, do not capitalize the proper noun departments as part of their proper name.

For example: “Th e Governor has recommended $100 million for training programs at the departments of Education, Children and Families, and Transportation.”

Do not capitalize the generic names of programs that could be found in any agency.

For example: “administration program” or “information technology program”

Capitalize major federal initi ati ves.

For example: Medicaid and Medicare

Funding Categories and Funding SourcesCapitalize all funding categories. Such titles are capitalized when the title stands alone and when used with a specifi c amount.

For example: “Salaries and Benefi ts” and “Operating Capital Outlay”

Capitalize funding sources.

For example: General Revenue and Trust Fund (capitalize only when part of the name of a trust fund, such as Hazardous Waste Trust Fund, as opposed to non-specifi c trust funds.)

DMS Style Guide ....................................................................................................................................................................... 13

Citi es and Counti esIf referencing a city or county, capitalize the word city and/or county only when using the entire name of the city and/or county:

For example: “Assistance has been provided directly to Dudley City, located in Doright County.”

If referencing more than one city or county, do not capitalize cities or counties:

For example: “Assistance has been provided to the cities of Dudley, Huey, and Duey” “Additional funds have been provided directly to Doright and Dogood counties.”

Compass Points/Directi onsNorth, South, East, and West should be capitalized when they refer to defi nite regions or exist as a part of a proper name. For example:

• “In the South, people expect common courtesy and respect for elders.”

• “I will be moving to the north side of Tallahassee.”

Electronic ReferencesInternet is capitalized, and website is lowercase, as well as one word.

For example: “He signed onto the Internet to check out the website his co-worker mentioned.”

Federal vs. federalTh e word “federal” is lowercase unless it is part of a proper noun.

For example: “State funds will be matched by federal funds.” “Th e Federal Bureau of Investigation”

Fiscal Year vs. fi scal yearWhen referencing a specifi c fi scal year, use the entire year with all four digits for the fi rst year and only the last two digits of the second year.

For example: “Fiscal Year 2010-11”

When referencing two centuries (i.e., 1999-2000), use all four digits for the second year.

For example: “Th e Governor recommended funding increases for Fiscal Year 1999-2000 and for Fiscal Year 2002-03.”

Government Enti ti esTh e names of national and international organizations, as well as city and county bodies and their organizations, should be capitalized unless they are used in general terms. For example:

• Th e Scott/Carroll Administration is working hard for Floridians.

• “My administration is dedicated to serving all Floridians.”

Common government bodies, such as a sheriff ’s offi ce, school board or county court are not capitalized unless the writer is referring to the organization in its offi cial dignity. Capitalize city and county only when they are part of the corporate name (i.e., the City of Tallahassee and Leon County).

14 ........................................................................................................................................................................DMS Style Guide

Names and TitlesCapitalize the titles of offi cial state offi ceholders. Such titles are capitalized when the title stands alone and when used with the name of the offi ce holder.

For example: Th e Governor will release his recommendations in January. Education is Governor Rick Scott’s highest priority. Th e Lieutenant Governor supports education. Lieutenant Governor Jennifer Carroll supports education. Th e Chief Financial Offi cer oversees the insurance industry.

*Note: Always put the title before the name (i.e., Governor Rick Scott)

Governor, Lieutenant Governor & Secretary

When fi rst referencing the Governor/Lieutenant Governor in a narrative, list their titles followed by their fi rst and last names.

For example: Governor Rick Scott Lieutenant Governor Jennifer Carroll (never abbreviate “Lieutenant”)

On second and subsequent references, list their titles and last names only.

For example: Governor Scott Lieutenant Governor Carroll

When referencing the Governor’s, Lieutenant Governor’s or Secretary’s titles alone, always capitalize their titles.

For example: Governor Lieutenant Governor

Do not capitalize occupati onal ti tles.

For example: “governmental analyst Jane Doe”

Do not capitalize former, late, ex-, or -elect when used with ti tles.

For example: “Th e late President Truman, ex-President Clinton, and Mayor-elect Doe”

Do not capitalize ti tles when used in general terms and without a personal name.

For example: “Please contact your United States congressman and senator.”

Personal Names Write a person’s name exactly as he/she writes it, in terms of capitalization, spelling, punctuation, and spacing.

Capitalize all offi cial titles of honor and respect when they precede a person’s name or when used in place of a person’s name.

For example: “John Doe, Mayor of Any Town”

DMS Style Guide ....................................................................................................................................................................... 15

Citati onsLegal Citati ons

When citing Florida Statutes, the Florida Constitution, and Laws of Florida, always spell them out.

For example: “Authority for the program is provided in Chapter XX, Florida Statutes.”

When citing a section, subsection, paragraph, or subparagraph of the statutes, it is lowercase.

For example: “Only section 216.011(1)(k), Florida Statutes, provides a defi nition of disbursement.”

House Style:

• Chapter 200, Florida Statutes (Arabic numeral)

• section 200.34, Florida Statutes (decimal numeral)

• subsection 200.34(1), Florida Statutes (Arabic numeral within parentheses)

• paragraph 200.34(1)(a), Florida Statutes (lower-case letter within parentheses)

• subparagraph 200.34(1)(a)1., Florida Statutes (Arabic numeral followed by a period)

Citi ng Florida Statutes:

Th ere is a hierarchy of statutes. Unless the citation begins a sentence, the only citation that should be capitalized is Chapter. When a citation is used in a sentence, there should be a comma before and after Florida Statutes if other information is included after the citation (see example above).

Citi ng Laws of Florida:

When an enrolled (passed) bill is signed into law, it is given a Chapter Law Number until codifi ed into statute. As such, once a bill is signed, it should be referenced using its appropriate Chapter Law Number, rather than the bill number.

Citi ng Florida Administrati ve Code (Rules):

Florida Administrative Code is cited using the chapter and rule number (e.g., Rule 60H-6, Florida Administrative Code.

Citi ng Florida Consti tuti on:

Th e Florida Constitution is cited as follows: Article Number, Section Number, Florida Constitution. For example: Article V, Section 3(b)(3), Florida Constitution.

Publicati on TitlesItalicize or underline complete works that are published as separate items (books, newsletters, magazines, newspapers, plays, pamphlets). Insert quotations around those titles that represent only part of a complete work or a complete, but unpublished, work (news articles, magazine articles, titles of essays, short poems, songs).

16 ........................................................................................................................................................................DMS Style Guide

One Word, Two, or a Hyphen?Here are some frequently used words that are often misspelled.

One Wordcannot teleconferencingcaseload telecommunicationsstakeholder workloadsaltwater workforce

The prefi x “non-”

Words beginning with the prefi x “non” are almost always one word unless used with a proper noun (i.e., nonoperating, nonrecurring). It is rare for “non” to stand alone. If “non” is used with a proper noun, it is hyphenated (i.e., non-FEFP).

The prefi x “re-”

Most words beginning with the prefi x “re” are one word, without a hyphen (i.e., reestablish, reinvent)

The suffi x “-wide”

All words ending in “-wide” are one word.

countywidenationwidesystemwidestatewideprogramwide

Two Wordstime frame / time line a lotunder way work grouppolicy makers decision makersfull time (see Hyphenated section) part time (see Hyphenated section)

Hyphenatedfull-time (when preceding/describing a noun, such as full-time job)part-time (when preceding/describing a noun, such as part-time job)long-term (when preceding/describing a noun, such as long-term project)long-range (when preceding/describing a noun, such as long-range program plan)at-risk (when preceding/describing a noun, such as at-risk students)performance-basedon-linetechnology-drivene-maile-Budget

DMS Style Guide ....................................................................................................................................................................... 17

Aff ect vs. Eff ect“Aff ect” is almost always used as a verb. “Eff ect” is normally a noun but can also be a verb.

Aff ect means to infl uence or change.

For example: “Th e Governor’s recommendation will aff ect the state’s mortality rate.”

Eff ect, as a noun, means results or an impression.

For example: “Th e eff ect of the recommendation was a reduced mortality rate.”

Eff ect, as a verb, means to cause or bring about.

For example: “Th e recommended amount will eff ect many changes in infant mortality.”

Ensure, Insure & AssureEnsure means to make certain.

For example: “Th e Governor recommends an increase of $XX million to ensure adequate funding for foster care.”

Insure means to protect against loss.

For example: “Th e program will receive $X million to insure Florida’s children.”

Assure means to give someone confi dence.

For example: “Th e Governor assures Floridians of his commitment to education.”

In Additi on vs. Additi onally“In addition” is preferred. It is a phrase used to append or add something to a principal object, most likely mentioned in the previous sentence. It means in addition to something mentioned earlier.

For example: “In addition, the Governor recommends $1 million for dental care.”

“Additionally” is an adverb. Th us, when used as a transition word with which to begin a sentence, its placement prevents it from modifying a verb, adjective or other adverb.

For example: “Th e Governor recommends $1 million for dental care but additionally proposes cuts elsewhere.”

That vs. WhichA restrictive clause is part of a sentence that you cannot eliminate. A nonrestrictive clause is something that can be left off without changing the meaning of the sentence. You can think of a nonrestrictive clause as simply additional information.

For example: “Apples that are ripe taste the best” (restrictive). “Th e apples, which were ripe, looked delicious” (nonrestrictive).

18 ........................................................................................................................................................................DMS Style Guide

NumbersSpell out numbers from one to ten and use fi gures for numbers above ten.

For example: “Th ere are three programs within the agency.” “Th ere are 19 services within the program.”

Excepti on: Spell out all numbers that are the fi rst word in a sentence.

For example: “Forty percent of Floridians think crime is the state’s worst problem.”

Excepti on: Spell out two or more related numbers if the fi rst word is a number.

For example: “Forty to fi fty percent of Floridians think crime is the state’s worst problem.”

Excepti on: Large Numbers

For numbers in the millions, billions, etc., use the word instead (i.e, “21 million,” not “21,000,000”)

*Note: Always use “more than” or “less than” when referring to numerals, never “over” or “under.”

MoneyRepeat the word “million” (and billion and trillion) with each fi gure to avoid misunderstanding. Also use the dollar sign ($) in front of both the fi rst and second amounts.

For example: “Th e social service needs range from $5 million to $8 million.”

Spell out indefi nite amounts of money.

For example: “a few million dollars” or “several thousands of dollars”

Do not add a decimal point or zeros to a whole dollar amount when it occurs in a sentence.

For example: “Th e Governor recommends an additional $150,000.”

Use a zero after the dollar sign when referencing amounts less than one dollar.

For example: “Th is is an increase of $0.78 per entry.”

Percent & PercentageSpell out the word “percent” (except in fi gures/charts). “Percent” must be accompanied by a number.

For example: “Funding has increased by 12 percent.”

“Percentage” is to be used when the word stands alone.

For example: “Th e percentage of decrease for certain crimes is insignifi cant.”

Do not hyphenate when a percentage amount and a noun form a one-thought modifi er.

For example: “A 15 percent increase is recommended.”

When using a percentage less than 1, use a zero in front of the decimal to set off the percentage.

For example: “Funding for the program has increased by 0.5 percent since 1999.”

DMS Style Guide ....................................................................................................................................................................... 19

Positi ons and FTEsUse “positions” when referencing a number of full-time state employees (not FTEs). Also, do not mix the number of full- and half-time positions in a count. If there is just one part-time position, use a decimal.

For example: “Th ere are 20 full-time positions and fi ve part-time positions.” “Th ere are 20.5 positions.”

More Than/Less Than & Over/UnderOver is not interchangeable with more than, and under is not interchangeable with less than. When referencing an increase or decrease, use more than and less than, respectively. “Over” and “under” refer to spatial relationships.

Summary ReferencesTh ere are several words/phrases that are approved for budget recommendations’ summary references.

For example: “Th e Secretary’s Recommended Budget provides 3,000 positions and more than $180 million, with $25 million directed to grants for dropout prevention.”

“Th e department’s request includes $XX million and 300 new positions, with ten positions to be approved for the Everglades program.”

“For Fiscal Year 20XX-XX, the Governor proposes to eliminate Florida’s intangibles tax and the department’s service fee.”

20 ........................................................................................................................................................................DMS Style Guide

Punctuati onCommasDo not use a comma before the conjunction (i.e., and, or) in a series when there are only two items. It defeats the purpose of the conjunction. Use a comma for a series of two or more.

For example: “He recommends increases for education, transportation, and health care.”

Commas in Dates

When stating only a month and a year, do not use a comma.

For example: October 2003

When stating a specifi c date of the year, use a comma to separate the day and year.

For example: November 23, 2005

If the sentence continues after the specifi c date, use a comma after the year.

For example: “Th e special session beginning October 20, 2003, will focus on economic vitality.”

No comma is needed after the year, if the data refers to the adjacent word.

For example: “A November 10, 2006 study indicates a 7 percent decrease for entitlements.”

Commas With Nonessenti al Informati on

Commas are needed to set off nonessential information, such as appositives (words or phrases placed after another word or phrase as an explanation, such as this very sentence).

For example: “John Doe, the former candidate, will speak at the conference.” “My dad, who is 82, walks several miles every day.” “Th e woman who interviewed you will be your new boss.”

PeriodsUse periods when writing a.m. and p.m.

*Note: Th ere is no need for a colon when referencing a specifi c hour and no minutes (i.e., 3 p.m.).

Quotati on MarksPeriods and commas usually go inside the closing quotation mark.

For example: Th e goal states, “Increase Performance by 100 percent.”

*Note: Th e semicolon, question mark, exclamation point and dash go within the quotation mark when they apply to the quoted matter only; Th ey go outside when they apply to the whole sentence.

DMS Style Guide ....................................................................................................................................................................... 21

Standard Greeti ngs & MessagesTh e Department of Management Services will use the following standards for both day-to-day and out-of-offi ce messages.

Phone MessagesPhone messages should always thank the caller for contacting you. Th e message must include your name, your division and the name of the agency. Messages should also tell the caller who else might be able to assist with his or her need(s) and should provide the name and number (with area code) of those persons when possible. If available, let the caller know if he or she can dial “0” to reach an operator or receptionist. Be sure to indicate that DMS’ offi ce hours are weekdays from 8 a.m. to 5 p.m. Eastern Standard Time.

*Note: Mobile phone messages should contain all the information outlined above.

Out-Of-Offi ce Phone Messages

Even when employees are out of town, they still represent the Department of Management Services. Both out-of-offi ce phone and e-mail messages let the caller/sender know that the employee will be unavailable for an extended amount of time and that he or she is not ignoring the call/e-mail.

Automated out-of-offi ce messages should always thank the citizen for his or her call. Th e message must include employees’ names, the exact dates that they will be away from the offi ce and when they will return, who to contact in their absence (including any and all possible people or divisions that could respond to a citizen’s request/complaint), and any relevant phone numbers (with area code) or websites that citizens can reference in the meantime. If available, let the caller know if he or she can dial “0” to reach an operator or receptionist. Be sure to indicate that DMS’ offi ce hours are weekdays from 8 a.m. to 5 p.m. Eastern Standard Time.

Out-Of-Offi ce E-mail Messages

Automated out-of-offi ce auto replies should always thank the sender for his or her communication. Automated replies must include employees’ names*, the exact dates that they will be away from the offi ce and when they will return, who to contact in their absence (including any and all possible people or divisions that could respond to a citizen’s request/complaint), and any relevant phone numbers (with area codes) or websites that citizens can reference in the meantime.

Automated replies should also include the employee’s contact information, although certain programs do not allow formatting for a signature block. (*See page 28 for how to compose a signature block/footer for e-mail messages.) Format individual phone numbers, e-mail addresses, offi ce locations, etc., as described on page 28, even if the information must all be placed on a singular line.

Omit the “Extras”

Your government e-mails and signature lines must meet the following standards:

• Use Calibri, size 11, font in black.

• Do not add colors, special fonts and/or graphics to your e-mail, including the DMS logo.

• Do not include any personal text, including, but not limited to, scripture, quotes, and jokes.

• Do not add a “wallpaper” or any background image to your e-mails.

22 ........................................................................................................................................................................DMS Style Guide

CorrespondenceIt is our job to make government’s role easy to understand. Th e people of Florida write to us for information, tell us about problems they have encountered, or off er suggestions on ways we can better serve. We are committed to responding to them, informing them, or thanking them in plain language.

It is important to remember we work for them, not the other way around. Th e way that we as public servants communicate with the people we serve goes a long way toward fulfi lling our responsibility to them. Th at responsibility ranges from routine procedures to issuing instructions that can save lives.

Remember, most people do not have expertise in your particular area. Avoid using agency lingo and technical terms, and keep language simple and avoid jargon. If the writer does have expertise in that area, please address/indicate accordingly.

Do not insult the citizen or pass moral judgment on the writer. Remain objective and just present the facts – no emotions. Responses should be honest and authoritative but avoid negative overtones, such as “I have no jurisdiction in this matter” or “I have no authority,” as part of a response.

Use instead:

• “Your best source of assistance with this matter is . . . .”

• “As you may know, my authority is limited to . . . .”

• “[name of appropriate agency] has administrative authority over this matter.”

• “I am sorry I cannot be of more help to you. Please understand this is due to a lack of jurisdiction, not a lack of concern.”

*Note: Please refer to the DMS Correspondence Manual for a complete guide to corresponding internally, between agencies and with citizens.

Always acknowledge that you are responding for the Department of Management Services.* Th e fi rst sentence of the letter or e-mail should say, “Th ank you for contacting the Department of Management Services and sharing your concerns about (describe issue).” If applicable, say “the Secretary asked me to respond on his behalf.”

Respond in the initial paragraph on how we are solving, or attempting to solve, the constituent’s problem or concern. Th e remainder of the letter should provide background and/or other essential information. Avoid putting words in the Secretary’s mouth or committing the Secretary or the Governor to a policy, initiative, or other course of action. Our responsibility is communicating the Secretary’s message, not producing it.

DMS Style Guide ....................................................................................................................................................................... 23

Offi cial Lett ersAddressing Elected & Appointed Offi cialsTh e following is a sample list of those dignitaries who should be addressed as “Honorable.” Generally, this applies to all elected public offi cials and some high appointed offi cials, such as members of the President’s cabinet.

Addressed as Honorable Not Addressed as Honorable

Ambassador Agency HeadAppropriation Chair Assistant Public DefenderAttorney General Assistant State AttorneyCity Councilwoman Attorney/LawyerChief Financial Offi cer Chief of PoliceCity Clerk City ManagerCity Commissioner Commissioner of EducationCity Councilman CounselorClerk of Court Former members of Congress or the Supreme CourtCommissioner of Agriculture Secretary of StateCongressional Member County CommissionerForeign DignitaryGovernorInsurance Commissioner and TreasurerJudge, County and CircuitJudge, Supreme CourtLieutenant GovernorMayorProperty AppraiserPublic DefenderSchool SuperintendentSchool Board MemberSenate PresidentSenatorSheriff Speaker of the HouseState AttorneyState RepresentativeSubstantive Committee ChairSupervisor of ElectionsTax Collector

*Note: Be aware that elected and appointed offi cials will vary from state to state.

24 ........................................................................................................................................................................DMS Style Guide

Addressing Committ ee ChairsWhen addressing a letter to the chair and/or vice chair of a committee, use the following format:

Address block(s)

Th e Honorable John Doe, ChairLegislative Budget Commission222 Th e Capitol402 South Monroe StreetTallahassee, Florida 32399-1300

Th e Honorable Jane Doe, Vice ChairLegislative Budget Commission201 Th e Capitol404 South Monroe StreetTallahassee, FL 32399-1100

Salutati on(s)

Dear Senator Doe and Representative Doe:

Addressing a Lett er to the SecretaryWhen addressing a letter to the Secretary of the Department of Management Services, use the following format:

Address block

Craig J. Nichols, Agency SecretaryFlorida Department of Management Services4050 Esplanade Way, Suite 285BTallahassee, Florida 32399

Salutati on

Dear Secretary Nichols:

Draft ing a Lett er for the SecretaryTh e following page shows an example letter from the Secretary on agency letterhead. Note the formality for addressing the Governor, the Senate President and the Speaker, as well as their respective salutations.

DMS Style Guide ....................................................................................................................................................................... 25

www.dms.MyFlorida.com

July 9, 2012 The Honorable Rick Scott The Honorable Mike Haridopolos, President Governor of Florida The Florida Senate PL05, The Capitol 409, The Capitol Tallahassee, FL 32399-0001 404 South Monroe Street

Tallahassee, FL 32399-1100 The Honorable Dean Cannon, Speaker The Florida House of Representatives 420, The Capitol 402 South Monroe Street Tallahassee, FL 32399-1300 Dear Governor Scott, President Haridopolos, and Speaker Cannon: Enclosed is the Department of Management Services (DMS) annual report regarding the financials of our SUNCOM telecommunications services to Florida government. It is submitted in compliance with subsection 282.702 (15), Florida Statutes. As the first such annual report, this submittal contains some historical context regarding SUNCOM’s financial health and pricing. A more comprehensive description of DMS telecommunications operations can be found at: http://www.dms.myflorida.com/suncom/divtel_business_model_value If you have any questions regarding the report or DMS telecommunications services, please do not hesitate to contact me at (850) 488-2786 or our Legislative Affairs Office at (850) 487-7001. Sincerely, Craig J. Nichols Agency Secretary Enclosure cc: Jon Costello, Legislative Affairs Director, Office of the Governor

26 ........................................................................................................................................................................DMS Style Guide

Formatti ng Lett ersLetters for the Secretary’s signature should be prepared for letterhead in the following format:

Font

Arial, size 11, font in black

Page Setup

Top Margin: 2.5”Bottom Margin: 0.5”Left and Right Margins: 0.75”Date line: Aligned left

Style

Th e text should be aligned to the left side (blocked), not full justifi cation

Address

Th ree returns from date (see example for multiple addresses)

Salutati on

Two returns from address

Body of the Lett er

Two returns from salutation

Closing

Aligned left and two returns from the body of the letter

Secretary’s Name

Aligned left and four returns down from closing (must line up with closing) - Note: Th ere must be enough room for the Secretary’s signature - four returns from closing.

Title

“Agency Secretary” should appear under the Secretary’s name

Enclosures (if any)

Two returns down from the title or one return down from the initials (if any): “Enclosure”

Carbon Copies (if any)

Two returns down from enclosure: “cc:”

Two-Page Lett ers:

Use plain paper of the same quality as the letterhead (but never letterhead). Th e continuation-page heading consists of the name of the recipient, the page number, and the date.

DMS Style Guide ....................................................................................................................................................................... 27

Standard Fonts & TemplatesTh e Department of Management Services will use Arial, size 11, font (black) for standard documents and communication, with the exception of e-mail (see page 28). Default margins for Word documents should be 2.5” (top), 0.5” (bottom), and 0.75” (left and right). Text should be aligned to the left side and blocked, not full justifi cation. (See previous page for instructions on how to format offi cial letters.)

Excepti ons

Th ere may be certain instances in which adjustments will be needed for form letters, including modifi cations to offi cial letterhead, but these should be cleared by the Communications Offi ce fi rst.

28 ........................................................................................................................................................................DMS Style Guide

E-mail Communicati onOn a daily basis, Department of Management Services employees represent the agency through many ways but most frequently via e-mail. Th erefore, it is important that employees maintain a professional, uniform, and consistent brand.

Omit the “Extras”

Your government e-mail account is not the platform for creativity, so your e-mails and signature lines should meet the following standards:

• Use Calibri, size 11, font in black, not “automatic.”

• Do not add colors, special fonts and/or graphics to your e-mail, including the DMS logo or the State of Florida seal.

• Do not include any personal text, including, but not limited to, scripture, quotes, and jokes.

• Do not add a “wallpaper” or any background image to your e-mails.

E-mail Signatures

Signature blocks, or “footers,” should appear in the following format:

John Doe, [Certi fi cati ons (if statutorily required)][Title]Florida Department of Management Services[Division][Bureau (if applicable)][Building Address/Suite (only if necessary, uncommon)], [City], Florida [5-digit Zip Code]D (000) 000-0000 | C (000) 000-0000 [if applicable] | F (000) 000-0000 [if applicable] Toll-Free (000) 000-0000 [if applicable][email protected] (Note capitalizati ons in the e-mail address.)[Opti onal: @FloridaDMS | facebook.com/FLDMS]

“We Serve Those Who Serve Florida”

Excepti ons

Th ere may be certain instances in which additional messaging may be necessary, such as legal disclaimers for the General Counsel’s offi ce, but this language must be vetted through the Communications Offi ce prior to use. Allow at least three business days for review.

DMS Style Guide ....................................................................................................................................................................... 29

Business CardsDMS cards are 3.5” wide by 2” high.

Craig J. NicholsAgency Secretary

Department of Management Services

4050 Esplanade Way, Tallahassee, FL 32399-0950

office (850) 414-8941 | [email protected]

Jane DoePMP, Purchasing Analyst


John DoeCategory Manager

PMP, FCCN, ETC


4050 Esplanade Way, Suite 000, Tallahassee, FL 32399-0950

office (850) 000-0000 | cell (850) 000-0000 | [email protected]

4050 Esplanade Way, Suite 360, Tallahassee, FL 32399-0950

office (850) 487-2304 | fax (850) 414-6122 | [email protected]

Certifi cations and other acronyms may not be on the same line as the employee’s name. For one or two certifi cations, this information is on the same line as the employee’s title, depending on how long it is.

For three or more certifi cations, acronyms receive their own line, under the employee’s title.

Title font is Myriad Pro Light Condensed, 8 pt.

Depending on how long the name is, the font used for the employee name is Eurostile 16 pt or 14 pt.

Th ere should only be two info lines. Employees may select only two numbers: offi ce, cell, or fax.

Information text font is Myriad Pro Light Condensed, 8 pt.

To avoid overcrowding, only certifi cations that are statutorily required are permitted to be on the employee’s business card.

30 ........................................................................................................................................................................DMS Style Guide

DMS Logo Usage and Brand ColorsTh e Department of Management Services logo represents the agency and its service to people of Florida. Here at DMS, the value of our “brand” is built through the relationships we have with those we serve. Any use of the DMS logo or logos for DMS’ divisions, including websites, brochures, signs, and reports, must be cleared with the Communications Offi ce.

Th is usage guide details how to use the logo appropriately so that all of our materials look the same and so that we maintain the integrity of our logo with consistent guidelines. Th is will help our eff orts to use the logo as an image the public identifi es with our services.

As you create materials to promote your individual project, division or service, please keep the following in mind:

• Th e DMS logo must appear on all materials and meet all identity standards. Consistentapplication of the DMS logo increases the eff ectiveness of our collateral materials.

• Th e logo may not be stretched, re-colored or altered in any way and always sized up or down proportionally.

• Do not place the two-color logo on a colored background, and do not place any version of the logo on a busy or complex background.

• All materials bearing the DMS brand must be submitted to the Communications Offi ce for review prior to publication/display. Allow at least three business days for review.

Approved LogosOffi cial Logo – Full Color Version

Black & White Version – For use in special situations when only black and white is appropriate.

DMS Style Guide ....................................................................................................................................................................... 31

Logo Usage Requirements Use the following minimum-size and clear-space standards so that the DMS logo maintains clarity, legibility and impact across every application. To ensure brand consistency across all applications, the DMS logo should be used only as follows:

Verti cal Version

• Minimum size – Th e DMS logo must never be smaller than 0.998” wide by 1.0531” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the DMS logo. At least a 1/4” around the logo should be clear.

1/4 inch

1/4 inch

Horizontal Version

• Minimum size – Th e DMS logo must never be smaller than 2.4971” wide by 0.6546” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the DMS logo. At least a 1/4” around the logo should be clear.

1/4 inch

1/4 inch

DMS Brand Colors

Pantone 871CMatallic

Black 100%

32 ........................................................................................................................................................................DMS Style Guide

Logo Usage Requirements Use the following minimum-size and clear-space standards so that the SUNCOM logo maintains clarity, legibility and impact across every application. To ensure brand consistency across all applications, the SUNCOM logo should be used only as follows:


• Do not place the two-color or three-color logo on a colored background, and do not place any version of the logo on a busy or complex background.

• All materials bearing the SUNCOM brand must be submitted to the Communications Offi ce for review prior to publication/display. Allow at least three business days for review.

Three-Color Version

• Minimum size – Th e SUNCOM logo must never be smaller than 2” wide by .75” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the SUNCOM logo. At least a 1/4” around the logo should be clear.

2” x .75”

1/4”

1/4”

1/4” 1/4”

Two-Color Version

• Minimum size – Th e SUNCOM logo must never be smaller than 2” wide by .75” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the SUNCOM logo. At least a 1/4” around the logo should be clear.

DMS Brand Colors

C-100 M-64 Y-0 K-23 C-0 M-30 Y-100 K-0 C-0 M-0 Y-0 K-20

DMS Brand Colors for Black and White

C-0 M-0 Y-0 K-100 C-0 M-0 Y-0 K-20

2” x .75”1/4”

1/4”

1/4” 1/4”

DMS Style Guide ....................................................................................................................................................................... 33

Logo Usage Requirements Use the following minimum-size and clear-space standards so that the MyFlorida logo maintains clarity, legibility and impact across every application. To ensure brand consistency across all applications, the MyFlorida logo should be used only as follows:



• All materials bearing the MyFlorida brand must be submitted to the Communications Offi ce for review prior to publication/display. Allow at least three business days for review.

Two-Version

• Minimum size – Th e MyFlorida logo must never be smaller than 1” wide by 5/8” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the MyFlorida logo. At least a 1/4” around the logo should be clear.

1” x 5/8”

1” x 5/8”

1/4” 1/4”

1/4”

1/4”

1/4” 1/4”

1/4”

1/4”

DMS Brand Colors

C-87 M-47 Y-12 K-11R-51 G-102 B-153

C-0 M-85 Y-82 K-0R-255 G-51 B-51

C-0 M-0 Y-0 K-100 40% black

34 ........................................................................................................................................................................DMS Style Guide

Logo Usage Requirements Use the following minimum-size and clear-space standards so that the People First logo maintains clarity, legibility and impact across every application. To ensure brand consistency across all applications, the People First logo should be used only as follows:



• All materials bearing the People First brand must be submitted to the Communications Offi ce for review prior to publication/display. Allow at least three business days for review.

Two Color Version

• Minimum size – Th e People First logo must never be smaller than 2” wide by .50” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the People First logo. At least a 1/4” around the logo should be clear.

2” x .50”

1/4”

1/4”

1/4” 1/4”

Brand Colors

C-100 M-87 Y-33 K-23 C-0 M-0 Y-0 K-60

Black and White Version

• Minimum size – Th e People First logo must never be smaller than 2” wide by .50” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the PeopleFirst logo. At least a 1/4” around the logo should be clear.

1/4”

1/4”

1/4” 1/4” 2” x .50”

Brand Colors

C-0 M-0 Y-0 K-100

DMS Style Guide ....................................................................................................................................................................... 35

Logo Usage Requirements Use the following minimum-size and clear-space standards so that the Offi ce of Supplier Diversity (OSD) logo maintains clarity, legibility and impact across every application. To ensure brand consistency across all applications, the OSD logo should be used only as follows:



• All materials bearing the OSD brand must be submitted to the Communications Offi ce for review prior to publication/display. Allow at least three business days for review.

Three Color Version

• Minimum size – Th e OSD logo must never be smaller than 1” wide by 11/16” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the OSD logo. At least a 1/4” around the logo should be clear.

1” x 11/16”

1/4” 1/4”

1/4”

1/4”


• Minimum size – Th e OSD logo must never be smaller than 1” wide by 11/16” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the OSD logo. At least a 1/4” around the logo should be clear.

DMS Brand Colors

C-100 M-78 Y-0 K-44

C-0 M-0 Y-0 K-100 40% black

DMS Brand Colors

C-0 M-0 Y-0 K-20C-0 M-91 Y-75 K-6

1/4”

1” x 11/16”

1/4” 1/4”

1/4”

OSDOSDOSDOSDOSDOSDOSDOSD

36 ........................................................................................................................................................................DMS Style Guide

Logo Usage Requirements Use the following minimum-size and clear-space standards so that the MyFloridaMarketPlace logo maintains clarity, legibility and impact across every application. To ensure brand consistency across all applications, the MyFloridaMarketPlace logo should be used only as follows:



• All materials bearing the MyFloridaMarketPlace brand must be submitted to the Communications Offi ce for review prior to publication/display. Allow at least three business days for review.

Three Color Version

• Minimum size – Th e MyFloridaMarketPlace logo must never be smaller than 2” wide by .50” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the MyFloridaMarketPlace logo. At least a 1/4” around the logo should be clear.

2” x .50”

1/4”

1/4”

1/4” 1/4”

Brand Colors

C-78 M-45 Y-33 K-21C-10 M-93 Y-96 K-2 C-31 M-4 Y-1 K-24 Two Color Black and White Version

• Minimum size – Th e MyFloridaMarketPlace logo must never be smaller than 2” wide by .50” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the MyFloridaMarketPlace logo. At least a 1/4” around the logo should be clear.

1/4”

1/4”

1/4” 1/4” 2” x .50”

Brand Colors

C-0 M-0 Y-0 K-100 C-15 M-14 Y-13 K-18

DMS Style Guide ....................................................................................................................................................................... 37

Logo Usage Requirements Use the following minimum-size and clear-space standards so that the My Benefi ts logo maintains clarity, legibility and impact across every application. To ensure brand consistency across all applications, the My Benefi ts logo should be used only as follows:



• All materials bearing the My Benefi ts brand must be submitted to the Communications Offi ce for review prior to publication/display. Allow at least three business days for review.

Three Color Version

• Minimum size – Th e My Benefi ts logo must never be smaller than 1” wide by 11/16” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the My Benefi ts logo. At least a 1/4” around the logo should be clear.

1.75” x .5”

1/4” 1/4”

1/4”

1/4”

1

Brand Colors

C-100 M-100 Y-25 K-25 C-55 M-5 Y-0 K-0


• Minimum size – Th e My Benefi ts logo must never be smaller than 1” wide by 11/16” tall.

• Clear Space – To preserve clarity, no other graphic element should interfere with the My Benefi ts. At least a 1/4” around the logo should be clear.

1/4”

1.75” x .5”

1/4” 1/4”

1/4”

My Health

My Benefits My Decisions

My Health

My Benefits My Decisions

”

Brand Colors

C-0 M-0 Y-0 K-100 C-0 M-0 Y-0 K-27

38 ........................................................................................................................................................................DMS Style Guide

DMS Style Guide ....................................................................................................................................................................... 39

2012 styleguide090612 ml - dms

Documents