STYLE GUIDE

FOR COMPANY
DOCUMENTATION

Alpha Property Development

APD

Created 1 August 2013

Version 2.0.1

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

CONTENTS
Introduction ............................................................................................................................................5
Logo ........................................................................................................................................................6
Text Styles...............................................................................................................................................6
Acronyms and abbreviations .............................................................................................................6
Ampersand .........................................................................................................................................6
Apostrophes .......................................................................................................................................7
Borders, lines and outlines................................................................................................................7
Bullets .................................................................................................................................................7
Capitalisation .....................................................................................................................................7
Chairperson ........................................................................................................................................7
Citation................................................................................................................................................7
Dash ....................................................................................................................................................7
Dates...................................................................................................................................................7
Department Names ...........................................................................................................................7
Document Production ........................................................................................................................8
File Names..........................................................................................................................................8
Virus safeguard ..................................................................................................................................8
Passwords ..........................................................................................................................................8
Footers ................................................................................................................................................8
Foot notes...........................................................................................................................................8
Gender ................................................................................................................................................8
Headings.............................................................................................................................................8
Hyperlinks ...........................................................................................................................................9
Inclusive language .............................................................................................................................9
Full stops are to be used when finishing a sentence as well as after abbreviations. ...................9
Indenting.............................................................................................................................................9
Logo ....................................................................................................................................................9
Measurements ...................................................................................................................................9
Line spacing .......................................................................................................................................9
Page Layout ........................................................................................................................................9
FIGURE 1

Diagram of page margins ...................................................................................... 10

Publications ..................................................................................................................................... 10

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

Record numbers.............................................................................................................................. 10
Spelling ............................................................................................................................................ 10
Styles (see Templates).................................................................................................................... 10
Templates ........................................................................................................................................ 10
Figure 2

Style Attributes Table ................................................................................................ 11

Style Name ...................................................................................................................................... 11

Font .................................................................................................................................................. 11
Size (pt) ............................................................................................................................................ 11
Attributes ......................................................................................................................................... 11
Used for ........................................................................................................................................... 11
Text and layout (see, Bullets, Templates, Footnotes, Page layout) ............................................. 12
Time ................................................................................................................................................. 12
Writing style ..................................................................................................................................... 12
Letters .................................................................................................................................................. 13
Stationery ........................................................................................................................................ 13
Margins ............................................................................................................................................ 13
Font .................................................................................................................................................. 13
Justification ..................................................................................................................................... 13
Punctuation ..................................................................................................................................... 13
Date format ..................................................................................................................................... 13
Inside address ................................................................................................................................. 13
Attention line ................................................................................................................................... 13
Salutation ........................................................................................................................................ 13
Subject heading .............................................................................................................................. 14
Complimentary close ...................................................................................................................... 14
Reference ........................................................................................................................................ 14
Enclosures and other notations ..................................................................................................... 14
File name ......................................................................................................................................... 14
Letter of two pages or longer ......................................................................................................... 14
Envelopes ........................................................................................................................................ 14
Sample letter ................................................................................................................................... 15
Memos ................................................................................................................................................. 17
Stationery ........................................................................................................................................ 17
Margins ............................................................................................................................................ 17
Font .................................................................................................................................................. 17
Justification ..................................................................................................................................... 17
Alpha Property Development 38 Brunswick street, New Farm QLD 4005
Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

Date format ..................................................................................................................................... 17

Punctuation ..................................................................................................................................... 17
Punctuation ..................................................................................................................................... 17
Date format ..................................................................................................................................... 17
Memo heading ................................................................................................................................ 17
Reference ........................................................................................................................................ 17
Attachments .................................................................................................................................... 18
File name ......................................................................................................................................... 18
Signature ......................................................................................................................................... 18
Confidential memos ........................................................................................................................ 18
Memo of two pages or longer......................................................................................................... 18
Sample memo ................................................................................................................................. 19

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

INTRODUCTION
This style guide is designed to promote accuracy and consistency in the writing of APD
publications. The publications team has developed this guide for all written documents, whether
online or in print.
It is an editorial reference for staff to solve common issues, such as when to capitalise, what
fonts and styles to use as well as how to present any documents.
When creating a new document, this style guide must be followed for all types of document
publication.

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

STYLE GUIDE
LOGO

Alpha Property Development

APD

The Alpha Property Development logo is a registered trademark. Neither the company name
nor logo may be varied in any aspect, such as ratio, typeface or colour.

The logo is to be used in all documents.

TEXT STYLES
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. 56, 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.

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

Copyright

It can be very costly to break the law on copyright. Ensure that the text and illustrations you
include in the package are not subject to third party copyright.
The package you produce will become the joint property of The Commonwealth of Learning and
the partner countries involved in the project.

Apostrophes
Use an apostrophe to indicate possession, for example, the General Managers office, the
companys mission.
An apostrophe is also used in a contraction, for example, its (it is), dont (do not), theyre (they
are).
An apostrophe is not used to indicate a plural.

Borders, lines and outlines

Use black lines in diagrams only (see Figure 1). For all other borders, shadows, outlines and lines,
use grey (no less than 25%) as in Figure 2.

Bullets
Use the following bullets:
first level, not indented, text indented at 0.63 cm.
o second level, indented at 0.63 cm, text indented at 1.27 cm
third level, indented at 1.27 cm, text indented at 190 cm.

Capitalisation
Capitalise position titles, for example, General Manager, Administrative Officer.

Chairperson
Use the gender-neutral terms chair or chairperson, rather than gender-specific term chairman.

Citation
Use the author-date (Harvard) system.

Dash
Use a spaced en rule () for a dash

Dates
Use the following style: date month year, for example, 12 August 2013

Department Names
Use capitals for the official names of Alpha Property Development departments, for example,
Finance Department and Human Resources

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

Document Production
Documentation should be produced using MS Word 2010 or higher. This will ensure portability of
files and consistency of operation. Documents should be based on the attached Alpha Property
Development templates based on MS Word, Which incorporate the Alpha Property Development
logos

File Names
Directory path

\department name\project name(for example,

\accounts\budgets

File name

\department name\project name\document

record number\8 character filename( for
example, \accounts\budgets\2002\aug_2013

Extension

Do not include any extension (.doc, .dot, .xls).

Allow the type of package used to determine
this.

Virus safeguard
To combat computer viruses, all computers will be installed with Avast! Antivirus. A virus scan on
all systems will occur at the end of the working week to ensure no viruses have the potential to
harm any systems. If there is a virus on a system before the end of the working week, then the
computer technician will need to be contacted.

Passwords
Each employee will be provided with their own system password upon employment. The head of
each respected department has access to every computer of their area.

Footers
Footers are used for all documents of more than one page and must contain the logo. Page
numbers are right-aligned. Company information is located in the footer, right-aligned. The logo is
left-aligned. Footers are used instead of headers.

Foot notes
Use footnotes in accordance with the Style Guide.

Gender
Use gender-neutral language, for example, chair rather than chairman, sales representative
rather than salesman. (See also Inclusive language.) It is acceptable to use they, them or their as
singular pronouns if necessary

Headings
Follow a logical sequence and format that reflects relative importance. Use a capital for the first
letter only and do not underline or use a full stop.

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

Hyperlinks
Use two types of hyperlinks:
MS Word hyperlinks link to cross-referenced items within a document.
Internet hyperlinks to link a website. Begin with http://. Ensure that Internet hyperlinks are
accurate.

Inclusive language
Use language which does not draw unnecessary attention to gender, disability or ethnicity. (See
also Gender.)

Capitals
Capitals are to be used when starting a sentence, naming a person, naming a position, naming a
place, naming a company, or when normally required.

Full Stops
Full stops are to be used when finishing a sentence as well as after abbreviations.

Indenting
Use full block style using the Normal style. Indent text that follows Heading 2 and Heading 3
styles (see Figure 2 Table of Style Attributes for more information).

Logo
The Alpha Property Development logo is a registered trademark. Neither the company name nor
logo may be varied in any aspect, such as ratio, typeface or colour.

Measurements
See the Style Manual or the Macquarie Dictionary for correct abbreviations.

Line spacing
Line spacing for all documents is set to 1.15 and 9 pt after.

Page Layout
Use A4 paper. Figure 1 shows the margin settings to use.

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

FIGURE 1

Diagram of page margins

Publications
Use italics for titles of books, journals, newspapers, films, videos and films.

Record numbers
APD uses a paper-based filing system, supported generally by an electronic database filling
system. Both the paper-based and electronic system use a numerical classification system based
on the ISBN numbers allocated for publications.

Spelling
Use the Australian spelling, for example, colour, organisation, grey, coordinator, program. Refer to
the Macquarie Dictionary. Check that MS Word is set to English (Australian).

Styles (see Templates)

Templates
Word styles used for Alpha Property Development documentation are show in the Style Attributes
section (page 10).
These styles are available in all Alpha Property Development templates and can be copied to
other MS Word documents by selecting the Format menu, Style option and Organise button.

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

10

Figure 2

Style Attributes Table

Style Name

Font

Size
(pt)

Attributes

Used for

Title 1

Cambria

26

Bold, all caps, centred, 18 pt

after paragraph

Cover Pages, Main

Headings

Heading 1

Cambria

18

Bold, small caps, Left aligned,

14 pt before and after
paragraph, numbering

First level headings

Heading 2

Cambria

13

Bold, left aligned, 12 pt before

and 6 pt after paragraph

Second level
headings

Heading 3

Cambria

12

Italics, left aligned, 6 pt before

and after paragraph

Third level
headings

Footer

Franklin Gothic
Book

10

2 pt after paragraph, tab 15 cm

Footers

ParaText

Franklin Gothic
Book

11

9 pt after paragraph, left

aligned

Normal body text

for most word
processing tasks,
long bodies of text
in reports, and
submissions

RecordNo

Franklin Gothic
Book

24 pt before and after

paragraph

Records
management
number

Bullet 1

Franklin Gothic
Book

11

Outline bulleted to three levels

Bulleted lists

Numbering 1

Franklin Gothic
Book

11

Outline numbered to three

levels

Numbered lists

Table Text

Franklin Gothic
Book

10

3 pt above and below

paragraph

Tables

Figure

Franklin Gothic
Book

Bold, hanging indent 2.5 cm,

24 pt before and after
paragraph

Graphic, diagram
and table captions

Diagram

Franklin Gothic
Book

Centred

Text boxes

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

11

Text and layout (see, Bullets, Templates, Footnotes, Page layout)

Time
Use the following styles: 11am, 12:30 pm.

Writing style
Use a friendly, clear style. Use language that is unambiguous, inclusive and non-discriminatory.

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

12

LETTERS
Stationery
One-page letter letterhead (template provided on all systems)
Two-page letter letterhead for first page, plain paper for second page
Margins
Short letter left 3 cm, right 3 cm, bottom 3 cm
Medium/long letter left 2.54 cm, right 2.54 cm, bottom 2.54 cm for all pages, top 2.4 cm for
second page
Print Preview to check placement on page before printing. Adjust spacing between letterhead
and date and in space for signature, if necessary.

Font
Franklin gothic book 11 point

Justification
Left

Punctuation
Open no punctuation for dates or heading. The body section of the letter will use normal
punctuation.

Date format
Open e.g. 12 August 2013.
All dates in the body section of the letter must be consistent with this format.

Inside address
Include the preferred title (Mr, Ms, Mrs, Miss) if known, the name of the person/s receiving the
letter and their position. If their title is unknown, use Mr or Ms, as appropriate. Type the
suburb/city/town and state in uppercase letters and the postcode. See sample letter on page 14

Attention line
When required, add an attention line before the salutation. Type in upper case and bold. See
page 13 for sample letter.

Salutation
Use the persons name if known, e.g. Dear Ms Bigolow. Otherwise, use Dear Sir or Madam, or
Dear (job title).
Alpha Property Development 38 Brunswick street, New Farm QLD 4005
Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

13

Subject heading
When required, add a subject heading after the salutation. Type in upper case and bold. See
page 13 for sample letter

Complimentary close
If the letter is addressed to a specific person, use Yours sincerely. If the letter has not been
addressed to a specific person, then use Yours faithfully.
Include the name and position of the person who will sign. See the sample letter on page 13.

Reference
Show the initials of the person who has word processed the document.

Enclosures and other notations

For one enclosure, use the notation enc and use encs for multiple enclosures. The item enclosed
must include a description to help with mail handling, e.g enc Property information.
If the documents are sent under a spate cover, then insert the notation usc and include a
description of the item
If documents are to be sent under separate cover, insert the notation usc and a description of
the item.

File name
The path and file name of the document should be inserted at the end of the letter.

Letter of two pages or longer

Page 1 should be typed on letterhead. Page 2 and subsequent pages should be typed on plain
paper: These pages should include identifying information on the following:

name of addressee (company name)

Subject heading
date
page number.

Use the Header and Footer function to enter this information from page 2 onwards.

Envelopes
The address must not be handwritten. The address on envelopes need to be typed up as a label
or printed directly onto the envelope if possible.
Standard size envelopes are used, where practicable.

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

14

Sample letter

Alpha Property Development

APD

PO Box 342
New Farm QLD 4005
38 Brunswick Street
Phone (07) 3876 5542
Fax (07) 3876 8738
Email AlphaPD@AlphaPD.com.au
http://www.Alphapd.com.au

12 August 2013

Inside address

Hemmingway International
98 Cornel Road
CLEVLAND QLD 4302

Attention line (optional)

ATTENTION MR DAVID BRENT (optional)

Salutation

Dear Sir or Madam

Subject heading
(optional)

DEVELOPMENT UPDATE (optional)

The renovation of your new company building is running smoothly
The land has been properly flattened and now the base of the building has
been constructed. As long as there are no problems with weather, then
construction will be finished by the 24 November.
Please let me know if you have any concerns or problems you wish to talk
about.

Complimentary close

Yours sincerely

Signature block

Jane Torbuck
Assistant director

Reference
Enclosure notation
Under separate
cover notation

AB
enc Property information
usc Development progress plans

File name

development/letters/hemmingway_international_ progress

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

15

Page 2 heading

Body

Hemmingway International
Development Update
12 August 2013
Page 2

If any update on the project is required urgently, then contact me using

the email or number on the letterhead and I will sort out any problems
ASAP. I am enclosing a detailed list of our property information for you.
Our development progress plans are being sent to you under separate
cover.

Please let me know if you wish to change your order.

Complimentary close

Yours sincerely

Signature block

Jane Torbuck
Assistant director

Reference
Enclosure notation
Under separate
cover notation

File name

cw
enc Property information
usc Development progress plans

development/letters/hemmingway_international_ progress

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

16

MEMOS
When internal communication is required, use a memo rather than an email.

Stationery
One page memo memo letterhead (template provided on all systems)
Two page memo memo letterhead for first page, plain paper for second page
Margins
Short letter left 3 cm, right 3 cm, bottom 3 cm
Medium/long letter left 2.54 cm, right 2.54 cm, bottom 2.54 cm for all pages, top 2.4 cm for
second page.

Font
Franklin gothic book 11 point

Justification
Left

Date format
Open e.g. 12 August 2013.
All dates in the body section of the letter must be consistent with this format.

Punctuation
Open no punctuation for dates or heading. The body section of the memo will use normal
punctuation.

Punctuation
Open no punctuation in memo heading

Date format
Open e.g. 12 August 2013
Ensure that all dates in the body of the memo are consistent with this format.

Memo heading
Use position title when addressing, e.g. Administration Assistant. Type the subject in uppercase
and bold. Do not use courtesy titles such as Mr or Ms.

Reference
Show the initials of the person who has word processed the document.
Alpha Property Development 38 Brunswick street, New Farm QLD 4005
Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

17

Attachments
Use the notation att for one attachment and atts for multiple attachemnts.

File name
The file name and path of the document should be addedat the end of the memo.

Signature
The memo should be signed by initialling the senders name in the heading or signing at the
bottom. It is acceptable to sign with the first name only.

Confidential memos
Confidential should be typed above the TO memo heading. Place the memo into an envelope for
delivery and mark it with Confidential and the receivers name.
The word Confidential should be typed above TO in the memo heading. Put the memo in an
envelope for delivery and mark this with Confidential and the receivers name.

Memo of two pages or longer

The second page should contain identifying information:

name of addressee
subject heading
date
page number.

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

18

Sample memo

Alpha Property Development

APD

MEMORANDUM
Addressee

Author
Subject heading

Body

TO

James Burfield
Sales Manager

FROM

Jane Torbuck
Assistant director

SUBJECT

NEW EQUIPMENT

DATE

13 August 2013

From 26 August 2013, the sales departments equipment will be replaced

and upgraded with brand new equipment.

This will inlcude:

Computers
Chairs
Headsets

Please give me a call when you recevie this so we can discuss if any more
items will need to be replaced
Reference

File name

JT

sales/memos/new_equipment

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

19

Page 2 heading

James Burfield
New Equipment
13 August 2013
Page 2

Body

Please give me a call when you receive this so we can discuss if any more
items will need to be replaced

Reference

JT

File name

sales/memos/new_equipment

Alpha Property Development 38 Brunswick street, New Farm QLD 4005

Phone (07) 3876 5542 Fax (07) 3876 8738 http://www.Alphapd.com.au

20