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The Lavender Farm
1 September 2016
Version 1.0
The Lavender Farm – Style Guide
Lavender Farm Style Guide Version 1.0 | 1 September 2016 Page 2 of 18
Contents INTRODUCTION ............................................................................................................................................... 4
ALPHABETICAL LISTING .................................................................................................................................... 4
Acronyms and abbreviations ....................................................................................................................... 4
Ampersand .................................................................................................................................................. 4
Bullets .......................................................................................................................................................... 4
Capitalisation ............................................................................................................................................... 4
Dates ............................................................................................................................................................ 4
Department names ...................................................................................................................................... 4
Document production ................................................................................................................................ 4
File names .................................................................................................................................................... 4
Footers ......................................................................................................................................................... 4
Headings ...................................................................................................................................................... 5
Hyperlinks .................................................................................................................................................... 5
Inclusive language ....................................................................................................................................... 5
Page layout .................................................................................................................................................. 5
Readability ................................................................................................................................................... 5
Record numbers .......................................................................................................................................... 5
Text and layout (See Indenting, Bullets, Templates, Footnotes, Page layout) Time ................................... 6
Writing style ................................................................................................................................................ 6
COMPANY LOGO’S ........................................................................................................................................... 6
Logo Style One ................................................................................................................................................. 6
Secondary Image ............................................................................................................................................. 6
COLOUR SCHEME ............................................................................................................................................ 7
FONTS .......................................................................................................................................................... 8
Titles ................................................................................................................................................................ 8
Headings .......................................................................................................................................................... 8
Sub Headings ................................................................................................................................................... 8
Paragraphs ....................................................................................................................................................... 8
HEADERS AND FOOTERS .................................................................................................................................... 9
Header ......................................................................................................................................................... 9
Footer .......................................................................................................................................................... 9
MARGINS AND BORDERS .................................................................................................................................. 9
SIGNATURE BLOCK ......................................................................................................................................... 10
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LETTERHEAD ................................................................................................................................................. 10
TEMPLATES .................................................................................................................................................. 11
Letterhead ..................................................................................................................................................... 11
Memorandum ............................................................................................................................................... 12
Facsimile ....................................................................................................................................................... 13
Tax Invoice ..................................................................................................................................................... 14
Spreadsheets ................................................................................................................................................. 15
Employee ................................................................................................................................................... 15
Regular Hours ............................................................................................................................................ 15
Pay Rate $/hr ............................................................................................................................................. 15
Total Weekly Pay $ .................................................................................................................................... 15
Report ............................................................................................................................................................ 16
TABLE OF CONTENTS ..................................................................................................................................... 17
1. INTRODUCTION [HEADING 1 STYLE] ......................................................................................................... 18
1.1 Second level heading [Heading 2 style] ................................................................................................... 18
1.11Third level heading [Heading 3 Style] ................................................................................................. 18
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Introduction The Lavender Farm is a guide for individuals and departments preparing documentation for both internal and external purposes consistent with the Lavender Farm’s corporate style.
Alphabetical Listing Acronyms and abbreviations Use acronyms and abbreviations only where they will be likely to be understood by the reader. Otherwise, use the full term for the first reference, followed by the initials in brackets. Use full stops after abbreviations to indicate missing letters, for example,
no. 86, but not after contractions, acronyms or initialisms, for example, Mr, dept, ISBN, TAFE.
Ampersand Use the word and in general written material. Do not use an ampersand (&) in the names of departments or committees.
Bullets Use the following bullets:
• first level o second level
third level Capitalisation Capitalise position titles, for example: General Manager, Administrative Officer.
Dates Use the following style: date month year, for example: 29 July 2016
Department names Use capitals for the official names of all departments, for example: Human Resources and Finance Department.
Document production Documentation should be produced using MS Word. This will ensure portability of files and consistency of operation. Documents should be based on the attached templates based on MS Word, which incorporate the businesses logos.
File names
directory path \department name\project name (for example: \accounts\budgets)
file name \as above\document record number\8 character filename (for example, \accounts\budgets\1001\dec_2016)
extension Do not include any extension (.doc, .dot, .xls). Allow the software package to assign this.
Footers Footers are used for all documents of more than one page and must contain the logo. Page numbers are right-aligned.
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Headings Follow a logical sequence and format that reflects relative importance.
Hyperlinks Use two types of hyperlinks:
• MS Word hyperlinks link to cross-referenced items within a document. • Internet hyperlinks to link to a website. Begin with http://. Ensure that Internet hyperlinks are
current.
Inclusive language Use gender-neutral language, for example, chair rather than chairman, sales representative rather than salesman. It is acceptable to use they, them or their as singular pronouns if necessary.
Use language which does not draw unnecessary attention to gender, disability or ethnicity.
Page layout Use A4 paper. Figure 1 shows the margin settings to use.
Figure 1 Page Layout
Readability Lavender Farm appeals to customers of all ages. Therefore, all documentation that is intended for publication to customers is to have a fog factor of no higher than 9. Documents that do not meet this fog factor requirement are to be amended to achieve the correct fog factor reading prior to publication. Refer to http://gunning-fog-index.com/
Record numbers Lavender Farm uses a paper-based filing system, supported generally by an electronic database filing system. Both the paper-based and electronic system use a numerical classification system based on the ISBN numbers allocated for all publications.
A4 Header and
Footer
Left margin 1.91 cm
Right margin 1.91 cm
Top and bottom margins 2.54 cm
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Text and layout (See Indenting, Bullets, Templates, Footnotes, Page layout) Time Use the following styles: 11 am, 12:30 pm
Writing style Use a friendly, clear style. Use language that is unambiguous, inclusive and non- discriminatory.
Company Logo’s A logo is a graphical element and is used within all business and organisations around the world. A logo and its design are used for immediate recognition from consumers and the general public. The logo can be comprised of many different colours, images, fonts as well as text.
The logo for Lavender Farm:
Logo Style One
Secondary Image For use in marketing material
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Colour Scheme An organisation required a colour scheme to standardise documents that are processed – this being posters, customer accounts as well as brochures
Below are the colours the business can use on posters as well as brochures
Dark Purple
Purple
Green
White
Black
Light Purple
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Fonts
Titles Brush Script MT
Size 36, Bold, Italics
Dark Purple
The Lavender Farm Headings
Style Heading 1 in MS Word
Cambria (Body)
Size 16, Bold, Italics
Green
Sub Headings Style Heading 2 in MS Word
Cambria (Body)
Size 13, Bold, Italics
Purple
Paragraphs Calibri (Body)
Size 11
Black on White Background
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Headers and Footers A document header and footer is critical when placed on documents that are produced from the organisation.
The header and footer clearly outlines to readers: • What the document is • Where the document comes from • Direct details of the company • Pages numbers/production date/department where document was produced
Header The first-page header is to include:
• Company logo: left aligned • Company details: right aligned • Bottom border: purple, 1 1/2pt style as shown
The subsequent page headers is to include: • Bottom border: purple, 1 1/2pt style as shown
Footer The company footer contains the document title as well as the page number, the footer should be using font Calibri 11pt, black. Top border: purple, 1 1/2pt style as shown below:
Margins and Borders All company documents are required to have margins set as Moderate.
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Signature Block Signature blocks are usually used on more personal documents, letters and memorandums. Signature blocks show a more professional approach to customer service and important documents in the company, the following style set is to be used by the organisation:
YOUR NAME Your Position
The Lavender Farm Phone: 0416 305 236 E-Mail: [email protected]
Letterhead The letter head of the business is to be used on letters and other outgoing mail.
A header is to contain the businesses letterhead logo as well as address and contact details, the letter head should be left aligned but be spread out over the A4 document.
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Templates
Letterhead
[ space 2 lines]
21 December 2016 [date]
[space 2 lines]
Individual’s name Company name Company address
[space 3 lines]
Dear
Body
Body
Body
Yours sincerely
Signature [leave 4 lines]
Your Name Position
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Memorandum
Memorandum To: People Receiving Document
From: Your Name
Date: Date of Document
Re: Subject
Comments
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Facsimile
Facsimile To: Person Receiving Document and Company Name
Date: Date of document
From: Your Name
Fax No: Fax number of recipient
Subject: Subject
Number of pages (including cover page):
Comments
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Tax Invoice
Tax Invoice
Invoice # Customer code Customer order ABN # Date
Product code
Product description Quantity ordered
Quantity supplied
Unit price
Net price
Sub Total GST
Net Total
Deliver to: Invoice to:
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Spreadsheets
The Lavender Farm Date
Employee Regular Hours Pay Rate
$/hr Total Weekly
Pay $ Steven S. $ 23.00 =B5*C5 Jacinta B. $ 17.00 =B6*C6 Leon S. $ 19.00 =B7*C7 Rachel W. $ 32.50 =B8*C8 Nicole T. $ 14.50 =B9*C9 Total =SUM(D5:D9)
The spreadsheet above represents an automated weekly pay table for The Lavender Farm. The cells in Purple (Regular Hours, Date) are required to have data input, the Total weekly pay and the Total will automatically be calculated using the existing formula.
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Report
Report Title
[Author's Name]
[Author's Title]
[Date]
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TABLE OF CONTENTS
[INSERT THE AUTOMATIC TABLE OF CONTENTS GENERATED BY WORD - HERE]
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1. INTRODUCTION [Heading 1 style] The style ‘Paragraphs’ should be used for most word processing tasks, long bodies of text in reports, submissions and so on. This style incorporates a typeface which is easier to read over long passages.
1.1 Second level heading [Heading 2 style] Text under second level headings will be fully blocked. Bulleted and numbered lists will be indented as in the style guide.
1.11Third level heading [Heading 3 Style] Text under second level headings will be fully blocked. Bulleted and numbered lists will be indented as in the style guide.