Style Guide

The AIA Style Guide advocates using a clear, consistent,

contemporary style of writing in every document or publication
the AIA publishes. Much of the guidance covers fairly clear-cut
issues such as capitalization, punctuation, and bulleted lists.
In addition, a segment of information deals with the style and
function of more complex expressionfor example, how to
write without bias or how to use language specific to the AIA
that can elude newcomers and longtime AIA staff alike.
Youll find the guide online in AIA Insider, http://insider.aia.
org/info_styleguide.
On the reverse are answers to some of the most commonly
asked editorial questions. If you dont find your answer in the
guide, then refer to Merriam-Websters Collegiate Dictionary,
11th Edition, which is the Institutes official dictionary; the
Dictionary of Architecture and Construction; or the
Chicago Manual of Style.

Content
At the AIA
Abbreviations and Acronyms
Bulleted Lists
Capitalization
Geographical Terms and Names
Hyphens and Dashes
Identity
Inclusive Language
Internet
Numbers
Pronouns
Punctuation
Spelling and Usage

Visit http://insider.aia.org/info_styleguide.

These tips are adapted from the online

version of the AIA Style Guide.
Q: How should the AIA name appear in my text?
A: The word the always precedes American Institute of Architects and AIA. The should be capitalized in all headlines, display
type, and copyright but not in running text. Example: We thank
you for your support of the American Institute of Architects. The
name can be shortened to the AIA or the Institute.
Q: How do I show times in my text?
A: Use lowercase letters and periods with a.m. and p.m., whether your text is a schedule or a paragraph. Use an en dash (press
Control+Num -) to show a time period. Example: The meeting
will take place 9 a.m.4:30 p.m.; dinner will follow at 5 p.m.
Q: Do I use a comma after the AIA designation?
A: Yes, all AIA designations (e.g., AIA, Assoc. AIA, FAIA, Hon.
AIA) are set off by commas. Example: M. A. Smith, Assoc. AIA,
is the program coordinator.
Q: Do I use a comma after other suffixes?
A: No, the comma does not precede such suffixes as Jr., Inc.,
LLC, or PC. Example: Creative Architects Inc. is a sponsor.
Q: Do I capitalize architecture terms?
A: Such terms as design-build, project manager, and schematic
design are lowercased, unless the term is part of a specific
name. Example: If the client agrees, a contractor can also
provide construction management services.
Q: How should the name of a state appear in my text?
A: When a state name is used in text, without a city, it should be
spelled out. If the state name appears with a city, the state name
should be abbreviated and set off by commas. Example: Ann
Arbor, Mich., is his home.
Q: Should the state name always appear with the city
name?
A: No. Dateline cities, which are well known, can stand alone
in text and lists; all others should appear with the abbreviated
state name (see the complete guide for a list of dateline cities).
Example: Los Angeles is his home.
Q: How should my text refer to the handicapped?
A: Handicapped is not a term we would include in any text.
Using nonbiased language is a matter of courtesy. Thus, use
people first language when referring to persons of differing
abilities. Example: The project includes a variety of features for
people with disabilities.
Q: Should I spell out numbers in text?
A: Spell out numbers one through nine and ordinal numbers first
through ninth. Use numerals for 10 and above (see the complete
guide for additional treatment of numbers). Example: This was
the 10th annual golf tournament.
Visit http://insider.aia.org/info_styleguide to see the guide in

Steps to a Successful Publication Project

We all know the challenges of producing a project, whether it is
printed report, Web posting, or a letter. Regardless of the type
of project, planning is key to a successful project. We all want to
see your project produced in a timely manner. Here are some
steps to take to ensure your project progresses smoothly and on
time.
St e p 1 : Th o r o u gh l y p lan t h e proje ct

Know in advance all the parts to a project, e.g., postcard, binder,

electronic banner, printed report, CD-ROM. Organize the project
and become familiar with its content.
St e p 2 : Sch e d u l e a p r oduct i on meet i ng 912 mont hs
in advanc e

Schedule a meeting with publishing staff, i.e., directors of

Editorial Services, Marketing, Design Services, Web Services,
Print/Mail Services. All parties involved will need to know the
purpose and scope of your project, as well as your budget,
account number, quantity, and completion date.
St e p 3 : S u b mi t y o u r t e xt to Edi tor ia l Ser vices for
co p y edit i n g

Once you have your draft text approved and you have signed
copyright/release forms for your text, submit it to Editorial
Services for copyediting. Submit only final, complete text for
copyediting. For most projects, allow 510 days for copyediting.
Once completed, review your edited text for accuracy. Upon
your approval, Editorial Services will forward your text to Design
Services (if your project is being designed), to your content
provider (if its being posted to the Web site), or to you for
distribution.
St e p 4 : Lo g in y o u r p r oject w i th De sign Ser vices

If your project is being designed and printed, log in your project

with Design Services by completing the New Project Form. Youll
find the form in Design Services on the lower level. Allow 1015
days for design, depending on the complexity of the project.
St e p 5 : Re vi e w an d p r oofre ad your designe d proje ct

A proof of your project will be forwarded to you for review.

Return the proof, with any changes marked in red, and its
accompanying Project Approval Form to Editorial Services.
Design Services will forward your approved project to Office
Services (if its being copied), to a content provider (if its being
posted to the Web site), or to Print/Mail Services (if its being
printed).
St e p 6 : A l l o w e n o u gh ti me for your proje ct to be
pri n t ed o r co p i e d

Depending on the project, allow 34 days for a printing estimate

and 10 days for printing or 3 days for copying.
St e p 7 : C o n g ra t u l at ion s, youv e completed t he
pr o ce ss . N o w , o n t o th e next one!

Graphic Elements That Make Our Look

Symbol: The symbol is the cornerstone of the AIA look. Two
versions are available: line and solid. The solid version provides
a strong graphic element to a designed layout. The line version
is often used when the identity must be printed small.
The AIA symbol itself is not sufficient to identify AIA publications.
It should never be used alone without either the logotype or the
monogram.

Logotype: The logotype states the Institutes name in full. It

should never be used alone to identify the Institute and should
always be used in conjunction with the symbol. Never attempt
to reproduce it yourself. Never alter the spacing of the letters,
words, or lines. Dont create alternate versions by using different
typefaces, upper- and lowercase letters, or by changing the way
the words are grouped. The logotype is available in one-, two-,
and three-line versions.

Signature: The signature unites the symbol and the logotype

(the Institutes name in full, The American Institute of Architects).
Its the primary element used to identify AIA publications and
the only element that is adequate by itself to identify the AIA on
publications and other materials.
Signatures are available in one-, two-, and three-line versions.

Monogram: The monogram consists of the letters AIA. It can

be recognized quickly and lends a feeling of informality. Never
attempt to reproduce it yourself. The height of the letters should
never be used smaller than three picas (or inch).

Emblem: The emblem unites the AIA symbol (both solid and
line) and the monogram in two basic configurations. The wide
configuration is the symbol positioned to the left of the monogram. In the tall configuration, the symbol is centered above the
monogram.

Grid: The grid represents dichotomy and the technical, illustrative aspects of architectural design. It can be used effectively in
many ways as a design element in print and electronic communications. A standard 1/4-inch square grid is applied to follow AIA
brand guidelines. The grid is drawn by using a stroke weight of
.75 or smaller.
Typefaces: Arial Bold or Helvetica Bold fonts are used for headings and subheads. These fonts were selected to contrast with
the Times New Roman text font. All common documents such
as letters, faxes, memos, and reports are templates the AIA has
installed on staff computers. The templates contain the appropriate typefaces and attractive formatting already set in a dummy
form. They help provide a consistent look to documents published by different people at different times.
Colors: Use of AIA red and AIA gray strengthens the consistency of the AIA look. The ink colors to use are Pantone 032 red
and 404 gray. Black and white are catalysts that help the official
colors work well together.

O t he r I m p o r ta n t N o t es on t he AIA I dent i ty

The AIA identity functions on a flush left style, not centered.

Line spaces between paragraphs (rather than indenting

paragraphs) are most commonly used to organize information.

The AIA emblem and signature must never be tilted,

stretched, or superimposed. Dont change position of the
elements, combine other type or symbols, or change the
size of the symbol relative to the monogram or logotype
used with it.

The AIA identity elements are generally positioned at the

bottom so they dont compete with the headline. This also
helps provide a strong visual base at the bottom of the
page.

The AIA symbol or monogram can be used graphically as a

design element. If used this way, the AIA signature or emblem must be used prominently and correctly somewhere
else on the page.

The AIA emblem and signature must not be crowded by

type, photographs, or other graphic elements. Show respect
by keeping an adequate amount of white space around
them.

Image Formats and When to Use Them

Fo r W e b o r E - mai l i n g

.jpg (JPEG)Joint Photographic Experts Group

.jpg

A type of image compression that reduces the size for ease of

transmission via e-mails or display on the Internet. This format is
not recommended for high-end printing. These files decompress
when opened, and can lose some of their quality in the process.
.gif (GIF)Graphics Exchange Format
A graphic format used for line-art, screen captures, and
graphics for the Web. These files are commonly used for e-mail
transmissions or display on the Internet. Never expect a GIF
image to print out clear and readable (the average GIF file is
under 10 KB).

Fo r P r i n ti n g

.tif (TIFF)Tagged Image File Format

.tif

TIFF files are the best format for photographs used for highend printing. These files must be assigned a resolution, or file
size, which is appropriate for their usage. Original images are
customarily processed as TIFFs, since secondary file-types like
JPEGs and GIFs can be made from the TIFFs, but, not visaversa. They cannot be used for Web sites and should not be
sent via e-mail, if possible.
Resolution: When providing someone with an original image for
an average-sized print product like a newsletter or tabloid (not a
cover though), make the printable area 5" x 7" with resolution
at 300 dpi.
.eps (EPS)Encapsulated PostScript

.eps

A universal nonphotographic, graphic format used for images

with sharp-drawn edges surrounding uniformly filled shapes
or lines like logos, line drawings, and illustrations. Unlike the
bitmap class of file-types (TIFF, JPG, and GIF), the EPS
is whats known as a vector-based drawing. It employs a
mathematical formula to redraw the image each time it is
placed in a document layout program or it is resized. It can be
enlarged without any loss of detail or pixilation. These files
require less storage space.
Typically, the EPS files look horrible on-screen when placed
into document layout programs. The bitmap effect seen on
the screen is the TIFF representation that is embedded into
the EPS when its created. With a postscript printer/driver,
however, the EPS will print out crisp and clear.
EPS files can only be opened if you have an art program such
as Adobe Illustrator or Macromedia Freehand. For desktop
publishing, one need not be able to open EPS files but should
be able to place them within a document.

O t h er f ile Type s

.pdf(PDF) Portable Document File

A PDF is the Adobe proprietary format for transfer of imagery
and layouts across multiple computer platforms. These files
are used for ease of viewing and navigating on the Internet.
PDF programs like Acrobat have job options that allow
control over resolution and file size output. Some service
providers can print from PDFs but only if the PDF has been
correctly programmed through Acrobat Distiller.
EPS files that are placed in a layout, that is in turn converted
to a PDF, will appear blotchy on your screen until you zoom
in close onto the EPS art.
.bmp (BMP)Windows bitmap
This type of file is best used for black and white line art.
This means that the pixels that make up the image are either
black or white (no shades of gray.) These files are only PC
compatible and are best when initially created at 6001200
dpi.

No t es o n u nd e rs t andi ng Resolut i on

Dpi stands for dots per inch which refers to the resolution of
bitmapped images. A newspaper photograph best illustrates
the concept. When you enlarge an image from the paper, you
start to see that it is made up of rows of different-sized dots.
A low resolution would be 72 dpi (72 rows of dots per inch.)
The high resolution image would have at least 300 rows of
dots per inch (300 dpi).

72 dpi images are for the Web site and on-screen

viewing (JPEG, GIF)
300 dpi is standard for print products and photographs
(TIFF)
1200 dpi is for large-scale printable line art (BMP)

Images copied from Web sites are usually not of acceptable

resolution for printing or enlarging. Some sites offer
downloadable, high-resolution versions of images from an
image gallery link.
For Screen/Web: When providing someone with an original
image to post on a Web layout, a good average size for
images is 600 pixels x 400 pixels with resolution at 7296 ppi
(pixels per inch.)

General Guidelines for AIA PowerPoint

Presentations
O r de r o f P r es e n t at i o n

1.
2.
3.
4.
5.
6.

Opener or title
Introduction slide
Preview
Main Content (include transition ideas between points)
Summary
Call to action

Fonts: Use sans serif fonts (fonts without feet), such as Arial.
Avoid complex fonts such as scripts as they are sometimes
difficult for the viewer to read. Use both upper- and lower- case
letters to increase readability. All caps is for amateurs.
Margins: Keep everything within a 1-inch margin on your
presentation to be safe that nothing gets chopped off. Monitors
display a little bit better than the projectors.
Text: The point size should be at least 24 pt. and keep it
consistent throughout the presentation. Left align all text. Limit
the number of words you put on a page. Avoid punctuation and
paragraphs. Use succinct phrases instead of sentences. Make
sure headlines and subheads at each level are consistently the
same size and typeface.
Bullet points: No more than 6 lines of bulleted information.
Start all bullet points with a noun or start all with a verb, and use
your choice consistently. Remember to keep all verbs the same
tense.
Colors: Use light colored letter on a dark background or vice
versa. Contrast between the lettering and the background makes
your presentation easy to read.
Graphics: Use only one per slide but only if they enhance your
message. Graphics should be relevant to the subject of your
presentation. Text should not be displayed over the graphic
unless the graphic is one solid color. Put a blank black slide at
the end.
O t he r Basic R u l es

Slides are meant to supplement your presentationnot be

your presentation. Keep it simple and dont read word for
word.

Maintain consistency of the layout and in using color with

some occasional variety.

Bells and whistles are fun but they tend to be distracting

for the viewer.

Proofread and spell check!

Ask yourself: Does the presentation effectively tell the

audience the message? Does the presentation appeal to
the audience? Have the color choices, graphics, and background design been wisely used? Does the presentation
have a similar style from slide to slide?

Use o f I mag e s i n a Po wer Poi nt Present at ion

It is highly recommended that before inserting a graphic image into a document such as a PowerPoint presentation, you
reduce the file size of the image. By reducing the file size of
an image, you reduce the overall file size of your document.
Moreover, you greatly decrease the chance that your PowerPoint presentation will freeze or even the entire computer
crash while you are presenting.
The ideal size for an image used in a PowerPoint presentation
should have the maximum resolution of 72-96 pixels per inch
(ppi). JPEG and PNG files both have good internal compression code which make them good image formats for this purpose. GIF, BMP, and TIFF files are too large to be used.