private label documentation guidelines and requirements · private label documentation guidelines...

Updated June 1, 2012

Table of Contents Private Label Documentation Guidelines and Requirements ........................................................................... 1 Process Overview ................................................................................................................................................... 2 Page Size Options .................................................................................................................................................. 2 Paper Stock Guidelines ......................................................................................................................................... 2 Document Overview ............................................................................................................................................... 3 Page Layout ............................................................................................................................................................ 3 Cover Page Guidelines .......................................................................................................................................... 4 Graphic Guidelines ................................................................................................................................................. 5 Table of Contents Guidelines ................................................................................................................................ 6 Safety Information .................................................................................................................................................. 7

Safety Statement Guidelines ............................................................................................................................... 8

Warranty Information ............................................................................................................................................. 9 Pre-Installation — Tools/Hardware ..................................................................................................................... 10 Table Guidelines ................................................................................................................................................... 11 Package Contents................................................................................................................................................. 12 Procedure Page Layout Options ......................................................................................................................... 13 Writing Standards ................................................................................................................................................. 15

Writing Style ....................................................................................................................................................... 15

Appendix ............................................................................................................................................................... 18 Chapter Descriptions and Content .................................................................................................................... 18

Private Label Documentation Guidelines and Requirements


Process Overview This document provides the details you need to begin creating your product manual.

• Download. Go to The Home Depot’s FLOW system: http://thdbrands.brrflow.com/membership/auth/login and download the following:

o Templates o Standard art (tool library, symbols, etc.)

• Page Size. Determine your page size (see Page Size Options below for details.

Use Provided Template. If you have elected to use a provided template file:

1. Begin creating your document. Create graphics, write text, and arrange the content in the template following the guidelines in this document.

2. Create a PDF. Use the File > Print to PDF selecting Press Quality settings. 3. Submit your file. Go back to the FLOW system http://thdbrands.brrflow.com/membership/auth/login and

submit the English-language PDF to InfoPros (the Designated Review Agency) for review.

Build your own Template. If you have elected to build your own template using a different software application, you must:

1. Follow the guidelines. Use this document, and the templates for reference to build your document. 2. Begin creating your document. Create graphics, write text, and arrange the content in the template

following the guidelines in this document. 3. Create a PDF. Use the File > Print to PDF selecting Print Quality settings. 4. Submit your file. Go back to the FLOW system http://thdbrands.brrflow.com/membership/auth/login and

submit the English-language PDF to InfoPros (the Designated Review Agency) for review.

Page Size Options

You can choose from 4 page size options:

• 8.5 in. x 11 in. (W x H) • 5.5 in. x 8.5 in. (W x H) • 8.5 in. x 14 in. (W x H) – Two-page only • 11 in. x 20 in. (W x H) – Folded poster

Paper Stock Guidelines • 24 pound text, uncoated

http://thdbrands.brrflow.com/membership/auth/login




While some products are shipped ready to use, many are not. If your product has an installation or assembly process, then the Installation or Assembly chapter is required.

Document Overview

This is the order of chapters in your document. Chapters in red are the minimal requirements:

• Branded front cover • Table of Contents (no TOC required for the 8.5 x 14 page size) • Safety Information • Warranty • Pre-installation

(may also be called Pre-Operation) Specifications

• Installation • Assembly • Operation • Maintenance • Care and Cleaning • Troubleshooting • Service Parts • Back cover

NOTE: Depending on your product, not all of the chapters above will be needed.

• Use the above wording for the chapter titles. For example, do not change the name of the Installation chapter to “How to Install your new Shelving Unit.” If your product requires a chapter that is not on the list, use a noun phrase for the title, just like the other chapter titles.

• If your product requires more cleaning effort than maintenance effort, you might want to rearrange the order of the Maintenance and Care and Cleaning chapters.

Page Layout

The pages to follow contain all the guidelines needed as you begin creating your document


Cover Page Guidelines

InfoPros has created Brand Specific covers to be inserted into all document. Please contact InfoPros to acquire your Brand Specific Cover.

Phone: 719-380-2435 Email: [email protected]

All cover pages have a brand specific logo that MUST be applied.

• Brand Logo • The item number (this is the SKU number) and model number (if applicable) • Document title: Use and Care Guide • Product name • Product Graphic: line art only • Customer Service Team information • Thank You


Graphic Guidelines

!IMPORTANT! Vector art. All graphics must be vector; line-based vector art that is

math-based: arcs, lines, and points and not raster art: pixels. When developing vector art it is important not to create a line and then, expand it to create a fill – all lines must remain as single lines within the art file).

Photographs. Do not use photographs.

Do not show hands or tools in graphics.

Graphic line weights: • All inside lines will equal 0.5 pt • All outside lines will equal 1.0 pt • 0.25 pt line weights can be used for highly detailed areas.

Use sparingly. • Inset lines will equal 2.0 pt (Graphic within inset will

still use the 0.5 pt and 1 pt line weights.) Lettered callout font: • Helvetica Neue Lt Std > Medium Condensed • 10 pt Callouts: • Use lettered callouts only. • Callout lines:

– Weight: 0.25 pt – Angles: 0°, 45°, and -45° only – Callout lines will point to one of the four visual corners

of the callout letter. (show this) – Do not use arrows or other line ending character at the end of callout line.

NOTE: When callout lines crossover artwork, a 2 pt white line underneath the callout line is required to distinguish the callout line from the artwork.

IMPORTANT: Always insert graphics at 100% scale into the software. This ensures the graphic lines and callout text follow size and weight guidelines.


Table of Contents Guidelines

Table of Contents (TOC) will be generated based on THD: Heading 1 (chapter-level) and THD: Heading 2 (section-level) styles used in the document.

Any page that has a procedure can have a section-level heading after an em dash in the header bar (see example below). In the TOC, the chapter-level heading (Heading 1) must use the TOC 1 style. Any section-level heading must use the TOC 2 style. Depending on your desktop publishing software, you may have to separate these manually after you generate the TOC.

THD: TOC 1

THD: TOC 2

THD: Heading 1: Use Initial Caps, Title Case

Chapter-level heading: use THD: TOC 1 style

Section-level heading: use THD: TOC 2 style

Heading bars color: 15% Black

Continued: If a section continues on to a second page, add “(continued)” to the heading text (see sample on page 10).

Pg #


Safety Information

NOTE: Column Wide Header is the preferred heading style. Please use whenever possible. If header text is too long, use the Page Wide Header style (see sample on following pages).

Option: 100% White text can be used (see sample below).

[Safety Symbols] all symbol illustrations have been supplied and can be found online: http://thdbrands.brrflow.com/membership/auth/login See asset named: TheHomeDepot_Safety_Symbols.zip

[Safety information]

List in order of importance (left-column)

The sequence of the safety messages (right-column) must be listed in the following order:

• Danger • Warning • Caution

Color usage:

DANGER:

Black/bold WARNING: CAUTION: NOTICE:



SAFETY STATEMENT GUIDELINES To ensure that Safety Statements (Dangers, Warnings, Cautions, and Notices) are accurately captured in THD documentation, follow the ANSI definitions and standards on the proper use of Safety Statements. Please ensure that all relevant Safety Statements are captured using the ANSI definitions that follow.

ANSI Definitions

DANGER: Indicates a hazardous situation which, if not avoided, will result in death or serious injury. Limit the use of this hazard statement to the most extreme situations.

WARNING: Indicates a hazardous situation which, if not avoided, could result in death or serious injury.

CAUTION: Indicates a hazardous situation which, if not avoided, could result in minor or moderate injury.

NOTICE: Is the preferred signal word to address practices not related to personal injury.

Additional Information on When to Use a Safety Statement Type • Danger – Place your Safety Statement in the Danger format if the action will result in death.

• Warning – Place your Safety Statement in the Warning format if the action being taken could cause death or a

serious injury requiring hospitalization. Also use a Warning if the action the user is taking will damage the product.

• Caution – Place your Safety Statement in the Caution format if the action could result in a minor injury or potential hospitalization. Also use a Caution if the action the user is taking could most likely damage the product.

• Notice – Place your Safety Statement in the Note format if the action the user of the user could possibly damage the product.


Warranty Information

[Warranty]:

Must include Customer Service Team information IMPORTANT! Do not use ALL CAPS for any warranty information. For example: "SHALL VOID THIS WARRANTY"

Page # <BRAND WEBSITE> Please contact <brand phone number> for further assistance.

THD: Footer [Odd Page Footer]

Note: even page footer shown on page 6


Pre-Installation — Tools/Hardware

See following page for Table Guidelines

Heading 2

THD Heading 2

Include NOTE: Hardware shown to actual size.

If any parts cannot be shown to scale, add note to the table description “(not to scale).”

[Hardware Included]: Label hardware with double letter callouts. Start with AA and continue as needed.

Hardware Graphics: Illustrate and list hardware graphics in the table.

[Tools Required]: Tool illustrations have been supplied. See asset named: 1_TheHomeDepot_Document Tools (Complete Set).zip

NOTE: If you require a tool that is not yet in the THD tool library, contact InfoPros at [email protected] with a sample image and the name of the tool that you require.

mailto:[email protected]


[Tables]:

Options:

• Page wide • Column wide

If two tables are used side-by-side, the top of the tables must align and the table must be balanced.

NOTE: Table header row should continue on every page if applicable.

Table Guidelines

THD: Table Heading: Centered When a column contains only numbers, measurements, or the letter callouts, use the centered style for both the heading and the body within that column.

THD: Table Heading Left aligned

THD: Table Body Sentence case

THD: Table Bullet

Good alignment Bad alignment

THD: Table Body Centered


Package Contents

Pg #

[Package Contents]: Label callouts starting with A and continue throughout graphic.

NOTE: Package contents graphic and table must fit within one page. Table: Package contents graphic must be followed by a two-column table listing each part and description. If two tables are used side-by-side, the top of the tables must align and the table needs approximately the same number of rows.

If six or less pieces are shown, a single, table layout is acceptable.


Procedure Page Layout Options

The following layout options are to be use as a guideline. The number of procedures per page will depend on the size of the product and illustrations. All illustrations should be clear and visable.

OPTION 1: TWO STEPS (VERTICAL) OPTION 2: FOUR STEPS

OPTION 3: THREE STEPS OPTION 4: TWO STEPS (HORIZONTAL)

THD Procedure Heading

THD Procedure Step Number

THD Procedure Bullet

All Safety Statements related to a step must be placed at the beginning of the step, after the Procedure Heading.


OPTION 5: SIX STEPS

* Please note that a Five Step option can be used. Rows can be merged to match similar to the Three Step layout.


Writing Standards This section contains instructions on document structure and guidelines to make sure your document is written in clear and unambiguous English.

WRITING STYLE Capitalization

• Chapter level headings use Title Case capitalization. For example, Table of Contents or Service Parts. • Section-level headings use all capital letters. For example, PACKAGE CONTENTS. • Numbered steps use Sentence case capitalization. For example, Removing the widget. • Table headings use Title case capitalization. For example, Do Not.

Articles Include articles in your text; do not use a telegraphic style.

• Correct: Start the motor by pulling the cord. • Incorrect: Start motor by pulling cord.

Definite articles (the) imply that the object was provided to the user, or that there is no ambiguity about which object is indicated. Indefinite articles (a, an) imply that the users need to supply their own object, or that any similar object will suffice, for example: Use a flat-blade screwdriver to align the lockwashers.

Headings Use the wording listed in Document Overview section on page 3 for the chapter titles. For example, do not change the name of the Installation chapter to “How to Install your new Shelving Unit.” If your product requires a chapter that is not on the list, use a noun phrase for the title, just like the other chapter titles.

• Correct: Installation. • Incorrect: How to Install your new Shelving Unit.

Voice and verb tense Use active voice.

• Correct: Fasten the plate to the wall. • Incorrect: The plate must be fastened to the wall.

In any procedure, each numbered step must be a gerund. They do not use end punctuation.

• Correct: 4 Checking for leaks • Incorrect: 4 Check for leaks.

Use the imperative (command) form for bulleted steps.

• Correct: Verify that the connections are secure. • Incorrect: Next you will verify that the connections are secure.

Lists Any list must:

• Contain at least two items. A list with only one item must be rewritten as a sentence. • Be parallel in structure; that is, all of the list items consist of sentences, phrases, or words – not a mix of these. Any

item in the list must be able to “fill in the blank” left by the list introduction. • Have equal punctuation for all items. • Use a capital letter on the first word of each list item.


Correct: Before you level the subfloor, you must: • Inspect the foundation. • Prepare the grouting mix. • Assemble the framing.

Incorrect: Before you level the subfloor, you must

• inspect the foundation. • prepare the grouting mix. • the framing is assembled.

Punctuation Use a serial comma with lists of three or more items, or consider using a bulleted list.

• Correct: All surfaces must be thoroughly cleaned and free of dust, oils, and contaminants. • Incorrect: All surfaces must be thoroughly cleaned and free of dust, oils and contaminants.

Be consistent. All items in a list or table must be punctuated evenly.

Do not use contractions. • Correct: Do not clean the fan blades with water or surfactants. • Incorrect: Don’t clean the fan blades with water or surfactants.

Measurements and units Always use a non-breaking space between a measurement and a unit. The only exception is the degree symbol (°).

Most measurements require conversions from metric to Imperial/American and vice versa. There are exceptions for some tools, pipe diameter, etc. If you need conversion software, use this: http://joshmadison.com/software/convert/

Use these units. If you would like to recommend a unit to be added to this table, contact [email protected].

Unit Meaning Comments

bar Unit of pressure Always use lower case.

dB Unit of loudness; decibels

ft-lbs Unit of torque; foot-pounds

gpm Unit of flow; gallons per minute Always use lower case.

hp Unit of power; horsepower Always use lower case.

Hz Unit of frequency; hertz Always use the capital letter “H” and a lower case “z” as the symbol for the unit.

in. Unit of distance; inch, inches The period must be used to distinguish inch from the word in.

kg Unit of weight/mass; kilograms

kPa Unit of pressure; kilopascal

kW Unit of power; kilowatt Always use the lower case letter “k” and an upper case “W” as the symbol for the unit.

L Unit of volume; liters Always capitalize the abbreviation; a lowercase “l” looks too much like a capital “I” or the number “1.”

lbs Unit of weight/mass; pounds No punctuation

http://joshmadison.com/software/convert/

mailto:[email protected]


Unit Meaning Comments

lpm Unit of flow; liters per minute

Nm Unit of torque; Newton-meter Always capitalize the “N.” Always use a lower case “m.”

psi Unit of pressure; pound force per square inch Always use lower case; psid should be differential pounds per square inch.

rpm Unit of rotational speed; revolutions per minute Always use lower case.

V volt; voltage Always use the capital letter V as the symbol for the unit.

Cross references The standard phrasing is: See [chapter] on page [x].

• Correct: See Maintenance on page 12. • Incorrect: Please reference the Maintenance chapter.

Word usage “Counterclockwise” is one word.

Use “hex wrench” instead of Allen wrench.

“Reinstall” means you are putting the same pieces back together. “Replace” means you are using a new part. “Reposition” means you are changing the position/alignment of existing parts.


Appendix

CHAPTER DESCRIPTIONS AND CONTENT The order of the information within each chapter is more flexible than the order of the chapters. Be consistent.

It is recommended that you include all of the below information in your manual. If your product does not have, for example, hardware included, then omit that section from the chapter.

Front Cover Each front cover will be based on the private label brand packaging. All Front Covers will include:

• Brand Logo • The item number (this is the SKU number) and model number (if applicable) • Document title: User and Care Guide • Product name • Product Graphic: line art only • Customer Service: Team information—this will include hours of operation, phone number and website. • Thank You: We appreciate the trust and confidence you have placed in (insert brand name) through the

purchase of this (insert product name). We strive to continually create quality products designed to enhance your home. Visit us online to see our full line of products available for your home improvement needs. Thank you for choosing (insert brand name)!

Safety Information • The table of safety symbols and definitions (ANSI-certified products only) • All general safety information, including safety messages. You may include a safety checklist or a procedure here,

or you may reference it here and put the content in the applicable chapter. • All relevant UL and CUL information • Safety information needs to be in order of importance (for the numbered list). • The sequence of the safety messages (right-column) need to be in the following order:

o Danger o Warning o Caution o Important o Note

Warranty • Must include the private label Home Depot customer care phone number and website. For example: Contact the

Customer Service Team at <insert private label brand number > or visit <insert private label website>. • IMPORTANT! Do not use ALL CAPS for any warranty information. For example:

"SHALL VOID THIS WARRANTY"

Pre-Installation or Pre-Operation • Tools Required. A list (including graphics) of tools required to complete the procedures described in the

document. You may list optional tools, which are either tools for optional procedures or tools that the reader may or may not need.

• Estimate Installation Time. An estimate of the amount of time needed to complete the installation process. This is especially important if there is drying time or similar.

• Number of People Required. An estimate of the number of people needed to complete the installation process. This information is required if more than one person is needed.


• Package Contents. An exploded graphic and table displaying all of the package contents. The part descriptions identified here will be used throughout the document. For example, if you describe a component as a fuel tank here, do not call it a gas tank in the Maintenance chapter.

• Hardware. Full size drawings of hardware: fasteners (bolts, screws, washers, nuts, etc.) and other included small parts. This is especially important if there are multiple types of fasteners included.

o Labels. Do not use labels for fasteners, for example do not use M4x30 screw. Instead use Long wood screw.

• Specifications. A table of important product facts. Include information that the consumer will need to use as criteria for proper product function. Product dimensions will be included here. IMPORTANT! Products that have two models in the same document require two specification tables. NOTE: Specifications table may be presented with headings horizontally or vertically.

• Other information. Any configuration, roughing-in, planning details/options, or location requirements. For example, if the product needs to be installed on a floor that is rated to 1,500 lbs of load, include that information in this section.

Installation • All procedural information related to getting the product ready for use. This chapter is called Installation for

products that will be permanently secured in place. For example, you install a wall light; you do not install an upright vacuum cleaner.

Assembly • All procedural information related to getting the product ready for use. This chapter is called Assembly for

products that are shipped in pieces and need to be put together. For example, you assemble a shelving unit; you do not assemble a clothes dryer.

Operation • All procedures related to using, adjusting, or understanding the product under normal circumstances. • Be sure to include information about how not to use the product, especially when it pertains to voiding the

warranty. For example, if using the product for commercial purposes will void the warranty, then add a Note with this information.

Maintenance • Any procedures, schedule information, and criteria that the consumers will need to keep the product operating

correctly over the long term.

Care and Cleaning • Any procedures or lists of “do” or “do not” information that the readers will need to keep the product clean.

Troubleshooting • A two- or three-column table that will help the consumer resolve issues with product performance. Use complete

sentences in all columns. Headings should be as follows: o Two-column table: | Problem | Solution | o Three-column table: Problem | Possible Cause | Solution |

Service Parts • Graphics with supporting part numbers that let the readers know which components can be ordered separately or

in kits. Components that are not available for purchase should not be listed.

Back Cover • Brand Logo • Customer Service Team information: this will include hours of operation, phone number and website. • Retain this manual for future use. • Document Number

private label documentation guidelines and requirements · private label documentation guidelines...

Documents