Style Guide

Style id Gu
June 2002
The Australian Governments Overseas Aid Program
AusAID Style Guide
Produced by the Publications Unit, Public Affairs Group, AusAID Edited by Judy Fenelon, ByWord Services Designed by Griffiths and Young Design Set in Rotis Printed in Australia by Goanna Print
Contents
Preface A quick guide to publishing terms Some typical AusAID publications 1 Publishing for different audiences
Why publish? To target our key external audiences To promote Australias identity To target internal audiences Before you start Should you publish? What format should you use? Who can help in your decision-making? A simple publishing strategy How long does the publishing process take? Checklist and timeline Advice
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1 1 2 2 3 3 3 4 4 6 6 8
2 Writing and editing

Writing for your reader Adopt a writing approach Consider contracting a writer Use plain English Avoid jargon Use non-discriminatory (inclusive) language Consider tables and charts
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Editing your work Avoid bad habits with and Watch some words Avoid listing too much Simplify tables and statistics Sharpen textual references to tables Writing for the Internet Writing Minutes Writing for Minister(s) and the Parliamentary Secretary Writing emails Writing for Focus
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3 House style in written material

Shortened forms Abbreviations, contractions and acronyms Plurals of shortened forms Months and days States and Territories of Australia Initials in names Capitals Government audience Broad external audience Publication titles Punctuation Full stops Commas Quotation marks Apostrophes Hyphens En rules En rules instead of dashes Round brackets, square brackets and angle brackets Colons and semicolons Points of ellipsis Slashes Emphasis Dot points (bulleted lists) Punctuating dot points Short lists Long lists
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Dates Numbers and currency Figures or words? Thousands Linking numbers Telephone numbers Electronic addresses Footnotes and references Spelling
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4 Parts of a publication and layout

Cover (front and back) Preliminary pages (prelims) Title page Reverse of title page Copyright Disclaimer, acknowledgment and contact information ISBN and ISSN Foreword Contents list Preface Text Headings Text styles Page breaks Tables and charts Photographs, illustrations, maps and diagrams End matter Appendixes Glossary Bibliography Index Headers and footers Internal communications External publications Page numbers
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5 Publication and Ministerial clearances

Forward Publications Plan Publication Advice Form When does the Minister and/or the Parliamentary Secretary wish to clear publications? Minister Parliamentary Secretary Other clearances
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6 Corporate design
Rationale Corporate colours Primary suite Secondary suite Covers Spine colours Images and illustrations Captions Logos AusAID logo Colours for the AusAID logo Use of the logo in computer templates Acknowledgment and signage during projects Australian identity (kangaroo logo) Information for Posts Typography Publication sizes Contracting a designer Design brief Design output Example design schedule
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7 Print production
Production specifications Printer proofs Paper Recycled paper Archival paper Choosing paper Print run
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Distribution Library Deposit and Free Issue Schemes Canberra Mailing Centre Fact sheets and leaflets
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8 Electronic production
Internet PDF files Submit the required information and material Procedures for publishing on the Internet Obtain approval Prepare your material appropriately Allow enough time CD-ROM
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Appendixes
A Australian identity B Example Scope of Services C The Fog Index D Writing and preparing information for AusAIDs website E Writing for Focus F Difficult and preferred spellings G Sample designs H Sample fonts I Photography for print and Internet publishing
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Bibliography Publication Advice Form
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AUSAID STYLE GUIDE v
Preface
Welcome to the second, revised edition of AusAIDs corporate style guide.
Why does AusAID need a style guide?

In October 1998 AusAID commissioned a report to form the basis for a communications strategy to enable the Agency to communicate its activities more effectively. The report called for the development of a corporate style guide for all AusAID publishing, and for all publications and the AusAID Internet site to conform to this guide. The style guide and its purpose to ensure that all AusAID published materials achieve recognition, authority, clarity, credibility and impact were endorsed by the Minister and the Parliamentary Secretary in 1999.
Our public face

The Public Affairs Group (PAG) plays a key role in demonstrating the Governments commitment to transparency and accountability across the aid program. Our approach to building public support for the aid program has been refined over several years. The Communications Strategy for 200003 is based on substantial market research and AusAIDs experience of implementing public affairs activities. These activities are across five PAG units: Media, Publications, Outreach, Internet and Global Education. The AusAID Style Guide builds on the Communications Strategy in terms of our use of language in corporate communications, both internal and external, our design and output. It is not intended to be absolute in its coverage nor to set up laws carved in stone because the communication process is continually evolving, as is good practice. This guide does seek to encourage a rigorous, strategic perspective on communication, so that all AusAID written material in all formats work together to achieve our core business objectives, and time and money are not wasted.
AUSAID STYLE GUIDE Preface vii
The words we use

The purpose of this guide is to provide stylistic, linguistic and visual format guidance that will encourage consistency in our public face. The dynamics of any living language mean that it is continually changing, with new words being introduced and older ones lost or ascribed new meanings. Grammatical usage, punctuation and the spelling of words are in flux as well. While change is a healthy sign for a language, it can cause frustration and confusion within organisations when the language changes and more than one expression is available in a given situation. Consistency is important in our corporate communications. We need to choose one form when more than one is acceptable, and use it consistently. Although the use of a variety of styles and forms may not impede the functioning of our organisation, it looks unprofessional and reflects badly on us all if our external communications are inconsistent and lack a corporate look. By adopting standard formats for our communications and publications we are able to project a professional and unified image of the organisation. The main sources for this guide are the Style Manual for Authors, Editors and Printers (5th edition) and the Macquarie Dictionary (3rd edition). The AusAID Style Guide sets out AusAIDs preferred style where the Style Manual for Authors, Editors and Printers provides alternatives. We have generally opted for the newer and simpler usage in punctuation and language or for the style already established within AusAID. We have also drawn on Spot on! Correspondence and Report Writing, with Guidelines on Plain English, by George Stern (1996), and other federal government agency style guides. If matters of style or spelling are not covered in the AusAID Style Guide the most recent editions of the Style Manual and the Macquarie Dictionary should be your guide. While this style guide was being prepared, the 6th edition of the Style Manual for Authors, Editors and Printers was published by John Wiley & Sons Australia. PAG holds a reference copy of this edition.
Feedback
While this guide should assist us to produce a unified face and excellent communications, it is in the nature of language to change. The compilers of this guide are happy to receive advice or suggestions on matters of usage, style or design. Email your comments to the Publications Unit. They will be welcome.
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A quick guide to publishing terms

audience AusAID has primary and secondary audiences identified in the Communications Strategy. The primary audience is people who are predisposed to supporting overseas aid as a matter of principle, but who are not strong supporters nor well-informed. Secondary audiences are informed supporters of the aid program who require regular information and acknowledgment to confirm their support for the program. author corrections Changes made by the author(s). bleed The part of an illustration or other design element that runs out to the edge of the page (does not leave any margin showing). blueprint See dyeline. blurb A brief description of the book that appears on the jacket, outside back cover or in publicity material. cropping Trimming or masking off unwanted portions of an image. design The designers input to publishing that covers, for example, page and screen layout, fonts, line spacing, heading specifications, illustrations, headers, footers and colours, all of which influence the readability and comprehension of the information presented and reflect the clients visual identity. dyeline A single-colour proof made from the printers imposed film. Used for checking that pagination is correct. See also imposition. end matter Often includes appendixes, a glossary, a reference list or bibliography, and an index. flush left See ragged right. flush right See ragged left. font The complete assortment of type of one size and typeface, eg roman, italic, bold. footers The words and/or numerals appearing at the bottom of pages to assist readers to locate material. format The size, styles, margins etc for a publication. formatting Laying out or typesetting copy using computer software. front matter See preliminary pages. gsm Grams per square metre a method of describing the mass of paper that gives a constant figure regardless of the size of the sheet. hard copy Paper output.
AUSAID STYLE GUIDE A quick guide to publishing terms ix
headers The words and/or numerals appearing at the top of pages to assist readers to locate material. house style Style guidelines that cover such matters as shortened forms, capitals, hyphens, punctuation, en rules, bullets, quotations and italics, developed to suit the material published by AusAID in the case of this style guide. HTML Hypertext markup language a presentation language commonly used for publishing on the Internet. imposition The arrangement of pages so that they will be in the correct sequence when printed, folded and trimmed. imprint The name and address of the publisher or printer, or both, printed in a publication usually on the reverse of the title page. ISBN (International Standard Book Number) A 10-digit product number (eg ISBN 0 642 76305 4), used by publishers, booksellers and libraries for ordering, listing and stock control purposes. It enables them to identify a particular publisher and a specific edition of a specific title in a specific format. ISSN (International Standard Serial Number) A unique code (eg ISSN 0813-4332) for identifying serial publications. The ISSN is the serial equivalent of the ISBN. justified Words and letters spaced to a given measure, producing vertical alignment at both right and left margins. See also unjustified. landscape A page or illustration that is wider than it is deep. See also portrait. layout The plan of any publication, specifying the size, face and area of type, the treatment of headings and the position of illustrations. leading The spacing between lines of type, so called because originally typesetters used strips of lead to achieve this space. logo Any design for the purpose of identification. lower case Small letters, as distinct from capitals. margins The space surrounding the type area at the top, bottom and sides of a page. mock-up A model of pages of a book, magazine, brochure, etc to show how the elements will be combined. orphan A divided word, the first line of a paragraph or a heading at the bottom of a page. Typographically undesirable. See also widow. pagination The sequential numbering of pages. paper sizes For AusAID publications, generally A4 (297 x 210 mm), B5 (250 x 176 mm), A5 (210 x 148 mm) and DL slip (one-third A4). PDF file A portable document format file of any type of artwork or page layout that can be opened and printed using a broad range of hardware and software. Such files are often provided by designers for proofing purposes and published on the Internet.
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perfect binding A bookbinding process in which the binding edge of the folded sections of a book are trimmed (to separate the leaves) before being glued to the cover. portrait A page or illustration deeper than it is wide. See also landscape. preliminary pages (prelims) The title page and its reverse, the contents list and other matter such as a foreword, a preface, a list of abbreviations and an introduction, all of which helps the reader to understand the publications purpose. printer The company that prints, binds, packs and delivers hard copies. print run The number of copies printed. process colours The standard colours used for four-colour (full-colour) printing cyan, magenta, yellow and black, abbreviated as CMYK. proof A reproduction of type or illustration produced for the purpose of checking and correction if necessary. Page proofs are provided after the work has been made up into pages. These can be black and white or colour. A chemical proof has toner pigments to simulate the printers process colours. publisher The person, organisation or company that undertakes diverse operations that can extend from commissioning some writing and identifying the market, to printing, marketing and distributing the product. AusAID is the publisher of AusAID publications. ragged left Type aligned on the right. ragged right Type aligned on the left, as in this style guide. rough A sketch or layout to be used as a guide for the designer. saddle stitching (stapling) A bookbinding process in which pages are secured by means of a thread or wire staple drawn or punched through the spine fold. spine The binding edge of a books cover or jacket, visible when the book is stored on a shelf. stock Paper or other material (eg plastic) used for printing or binding. typesetting The conversion of copy (in whatever form) into the typeface and size that are to be used for the published work. This is usually done by designers using sophisticated software on desktop computers. unjustified Type set with even word spacing so that successive lines are of irregular length, usually aligned on the left. upper case Capital letters. URLs Uniform resource locators the Internet addresses of material on the World Wide Web. widow The part of a divided word that stands alone on the last line of a paragraph. Also the final line of a paragraph at the top of a page or column. Typographically undesirable. See also orphan.
AUSAID STYLE GUIDE A quick guide to publishing terms xi
Some typical AusAID publications

brochure The most common AusAID publication produced by country program areas four- or two-colour cover, perfect bound, 8120 pages, mainly text, often with some four-colour illustrations. Audience: secondary. fact sheet A two-sided, four colour, A4 leaflet presenting basic information in simple language about particular aspects of the aid program, designed for the general public at outreach events. Audience: primary. flyer A DL (one-third A4) slip advertising or giving brief information and/or pointing to further sources of information. Audience: primary and secondary. leaflet A two-sided, four-colour, flat or folded sheet, DL with up to 12 panels, used for outreach purposes, providing similar information to fact sheets but with more detail. Audience: primary and secondary. serials Evaluations, research findings, reports, etc presented in B5 brochure format with two-colour cover and one-colour text, directed at expert internal and external audiences. Audience: secondary.
Styles of publications
austere A publication with minimal use of colour either one colour (black), two colours (black plus one other) or three colours (black plus one other, plus AusAID gold on cover). Audience: secondary. general A publication with text, cover and illustrations printed in four colours. Audience: primary.
AUSAID STYLE GUIDE Some typical AusAID publications xiii
Publishing for different audiences

Why publish?
Publishing is a lot more than having a document printed. In AusAID it can encompass identifying the market (audience) and the best way to reach it (eg report, brochure, seminar, intranet, Internet, video, poster), writing, editing, designing, typesetting, presenting, printing and distribution. There are many reasons why AusAID publishes. As an organisation involved in administering the delivery of overseas aid, we are also in the business of giving information about our activities to a range of organisations and individuals in Australia and partner countries and to other aid or aid-related bodies. We assist the Minister and Parliamentary Secretary to inform the Parliament on what we are doing. We communicate important information to tenderers, non-government organisations and partner countries. We report on and evaluate the results of our aid programs. We tell the Australian public what we are doing and why. And we inform the Agency itself on, for example, policies, strategies and procedures for developing and implementing its aid program.
To target our key external audiences

PAG has been tasked with building domestic support for the aid program. To perform this crucial role it has used Australian research on community attitudes. Determining the market and then successfully targeting it is not a simple exercise because methods to reach various segments of the market can differ markedly. Communications theory suggests it is advisable to focus primarily on people who are favourably predisposed to the information being distributed and seek to persuade them to more strongly support the aid program. The following audiences have been identified as the key external audiences for information about the Australian Governments aid program. The primary audience is our soft supporters people who are predisposed to supporting overseas aid as a matter of principle, but who are not strong supporters nor well-informed. They are most likely to be non-professional women, rural people and young people. Secondary audiences are supporters of the aid program, often development professionals, who require regular information and acknowledgment to confirm their support for the program. They are existing stakeholders, non-government organisations and business contractors, as well as academics and professionals.
AUSAID STYLE GUIDE Publishing for different audiences 1
The research indicates that women and rural and regional people generally support the concept of overseas aid, but doubt the effectiveness of aid, particularly Government aid. Our objective is to deepen this groups understanding of and support for aid by making available information about the impact of the Government aid program. This group represents a middle ground of Australians who can be persuaded to be more supportive if approached appropriately. Young people also have been designated as a primary target audience. They are usually interested in global issues and are frequently more open-minded than their seniors, making them more likely to support aid. Building support for aid among this group is critical to long-term public support of the aid program. Secondary target audiences are the confirmed supporters of aid. AusAIDs intention is to acknowledge and reinforce their commitment to overseas aid by providing information about the long-term benefits of aid. The members of this group are broadly described as educated professionals and are most likely to live in metropolitan areas. The business community and the non-government sector are key stakeholders and important secondary target audiences. While it is important that key messages reach this group, it is essential that they reach beyond aid program stakeholders to the primary target audiences, otherwise we risk preaching to the converted. To achieve its overarching objective of increasing awareness of and building support for the aid program, PAG initiates events in the broader community. The Outreach Unit identifies outreach opportunities and participates in community events and aid-related activities around the country. This outreach approach serves to communicate information about the aid program to metropolitan, regional and rural Australia in an accessible manner. The intention is to attract and engage our key target audiences in order to increase their appreciation of how aid works and build their support for the aid program. AusAID does this with a range of printed materials including leaflets, brochures, bookmarks and other informational and promotional products containing information sourced from country program areas. These materials briefly provide facts about the aid program, but also give our website address where people can access more detailed information.
To promote Australias identity

For important information on promoting Australias identity see appendix A, Australian identity.
To target internal audiences

As well as publishing for key external audiences, AusAID publishes for internal audiences. For example, it produces reports (such as country strategies) and guidelines (such as this style guide) to provide advice and guidance in developing, supporting and promoting Australias aid program. In addition, AusAID staff are required to produce letters, faxes, emails, Minutes and a range of documents for the Minister(s) and the Parliamentary Secretary.
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Before you start

At the start of any process to produce material for publication, there are some important questions to answer and points to consider.
Should you publish?

Is a publication the answer? Does the proposed publication fit in with AusAIDs Communications Strategy and Forward Publications Plan? Does it fit with your areas publishing strategy? Will it result in value for money? Does it form part of a series? (If so, it should look as if it belongs within the series.) Are other desks producing similar publications? (Dont reinvent the wheel. Borrow freely from others experience and imitate successful publications.) What role can the Internet play in disseminating your publication? Have you thought about how your printed publication will adapt to an electronic format? Producing a brochure is often the first thought on how to communicate a new policy or provide new information. And often it is the best method to do that. But sometimes new information might be conveyed better by, say, a series of seminars for AusAID officers or senior managers of non-government organisations, a personal letter from the Director General to major business partner CEOs, or articles in Focus. It all depends on the message and the audience. Who is your audience? Internal? Expert external? Speakers of a language other than English? The Australian general public? If you cannot answer this you should not go any further. The question of who your audience is should be foremost in your mind when you write anything at all from notes to Ministerial submissions to program strategies and profiles. You should write so that your words will be understood by a person with average or less than average knowledge within the targeted audience. If you have more than one audience, you should write for the lowest common denominator within the targeted audiences. Ideally you should not be writing for more than one audience. Is this audience already being served by other AusAID publications or products? What has been published before? Was that output successful? Did it reach its audience? How many publications were printed and are large numbers left over? If a previous, similar publication did not reach its audience, you need to understand why before committing to another publication.
What format should you use?

What is the best way to reach your audience? Has any testing been done that might help you decide? Would your audiences needs be best served by a detailed technical report, a leaflet, a brochure, a booklet, a poster, an information kit and/or an electronic publication? Printed output may not the answer. AusAIDs Internet site has become critical in the overall Communications Strategy for the Agency. Sometimes well-written and wellillustrated material on the web can more effectively communicate the information than a hard-copy (paper) version (see chapter 8, Electronic production).
Who can help in your decision-making?

When thinking about publishing, talk to PAG about what you hope to achieve. Remember that AusAIDs key target external audiences are women, youth and rural and regional communities. The Publications Unit can provide advice on how to reach these target audiences. Each year PAG prepares a Forward Publications Plan to ensure that AusAID reaches its target audiences and helps each branch to develop a publishing strategy as part of its annual work planning and budgeting process. This plan is also a critical mechanism in clearance processes (see chapter 5, Publication and Ministerial clearances). The Publications Unit can also provide advice on which medium to choose. You may find that there is a better alternative to the printed leaflet you had in mind. As a general rule, contact PAG to discuss your publishing proposal. This step in the publishing process is especially important if you are planning a publication aimed at non-AusAID readers. You will need to complete a Publication Advice Form (a copy of which is located at the end of this guide) and submit it to the Publications Unit once you are ready to start the publishing process. Among other things it allows PAG to see how your publication meets AusAIDs Communications Strategy requirements (see chapter 5, Publication and Ministerial clearances). Publications Unit staff can then assist you in formulating a design brief, engaging writers, editors, designers, printers and HTML contractors, and arranging distribution. You will need to budget for these costs. A number of writers, editors and designers are now on period contract with AusAID. Full details of these contractors are available on the intranet. The Contract Services Group can help you with drafting a services order/EOL. See also appendix B, Example Scope of Services.
A simple publishing strategy

The vast majority of AusAID publications are intended for one or more of three audiences: internal, external expert or external general. The AusAID internal audience is characterised by: expert knowledge of the subject access to restricted information expert knowledge of acronyms and specialist/technical language high motivation to read material. The external expert audience (secondary audience) is characterised by: expert knowledge of the subject no access to restricted information some knowledge of acronyms and specialist/technical language possible English language difficulty motivation to read material.
The external general audience (primary audience) is characterised by: little or no knowledge of aid programs generally no access to restricted information little or no knowledge of acronyms and specialist/technical language a need for plain English to suit non-expert readers little motivation to read material. A simple publishing strategy that encompasses all these levels of audience could be, for example, a series of publications arising out of an original, internal document (figure 1). Such a strategy could produce three related hard-copy publications, two intranet documents and two Internet documents. The document Detailed Technical Aid Info (A) is directed at an expert audience and is for AusAIDs internal use only. In its hard-copy form it is likely to be produced in-house, usually without input from an editor or designer (see chapter 4, Parts of a publication and layout). It will also appear on the intranet (AA), so it also needs to be produced in a form that people in AusAID can download easily. PDF format is ideal for this purpose (see PDF files in chapter 8, Electronic production). Figure 1: A publication strategy to meet the needs of internal and external audiences
(A) Detailed Technical Aid Info (AA)
(B) Info for Partners (BB)
(C) The Success Stories D
t t t
Intranet Internet 2 Internet 1 After producing the publication Detailed Technical Aid Info, you may extract key material from it to produce Info for Partners (B). This publication would be for an expert external audience, which might include non-government organisations, other government agencies, partner country governments and organisations, contractors and other interested and/or expert groups. It would normally be produced with input from an editor and designer. This too could appear on the intranet (AA), linked to the Detailed Technical Aid Info. But more importantly, it would also be provided on the Internet (BB). You might decide you need to publish The Success Stories (C) a more straightforward leaflet to hand out to the public at outreach events, conferences, public meetings, etc. You could extract the key information, graphs and photos, simplified for general accessibility, from the already condensed Info for Partners. The leaflet could be specifically geared toward one of the groups identified by the Communications Strategy as target audiences non-professional women, youth or rural and regional people.
The information in the leaflet might then be used as an introductory, entry-level page on the Internet (D). The more complex and detailed Info for Partners (BB) would be accessible by link from the simple, entry level page.
How long does the publishing process take?

The publishing process, on average, takes two to three months. This is from the initial planning stage through to having the finished product mailed out to the people on your mailing list and/or launched on the AusAID Internet site.
Checklist and timeline

The following checklist and timeline gives an overview of all the steps that may be involved. Please note how long each step takes (bearing in mind that many steps can be undertaken simultaneously) and plan accordingly. You will find the information you need to complete all the steps in the following chapters. Publications checklist and timeline Step 1 Process When planning your publication, use the AusAID Style Guide to familiarise yourself with the publishing process writing, editing, house style, parts of a publication, clearance procedures, design, production stages and distribution requirements. Complete a Publication Advice Form (see a copy at the end of this guide) and submit it to the Publications Unit. At the start of planning, after determining what internal and Ministerial clearances you will need, check with MPSU on the availability of the Minister and/or the Parliamentary Secretary for clearances. Prepare the required services orders (including Scope of Services and Basis of Payment) for the publications editorial, design and print production, and PDF/HTML conversion. The Basis of Payment should reflect production milestones. See the Contract Services Group for advice and their clearance the services orders. See also appendix B, Example Scope of Services. Develop a schedule for the publications editorial, design and print production stages. See Example design schedule in chapter 6, Corporate design. Seek quotes from: writer/editor (if applicable) designer printer using the Public Affairs period contracts and including your scope of services and production schedule in the request. Working days 1
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Step 6 Process Using the Public Affairs period contracts, engage writer/editor (if necessary), designer, printer and HTML contractor, ensuring each can meet your schedule and technical/quality requirements. Set dates for the delivery of all editorial material to the designer and all artwork to the printer. Manage text and illustrative material during the writing and/or editing processes. Draft a foreword if required. Identify and collect illustrative material (photos, graphics, captions, acknowledgments, etc). Check the AusAID photographic library on the intranet as a source. Obtain the required internal clearances for your entire draft document (including cover, preliminary pages, text, captions, internal illustrative material and end matter). Obtain the required Ministerial or Parliamentary Secretary clearances. Submit your entire final (internally cleared) document, a similar AusAID publication to show planned design (or a colour mock-up of the publication including cover and four pages of internal design as a sample), with a Ministerial submission if applicable, through the Publications Unit and MPSU for Ministerial or Parliamentary Secretary clearance. Upon return, address any concerns, revise and resubmit if necessary. See chapter 5, Publication and Ministerial clearances. Organise for cleared illustrative material (photos, drawings, etc) to be saved to a CD or zip disk (available from Stores) for use by the designers. Ensure scanned material is at correct resolution for high-quality print production. Ask your designers whether they prefer to scan from original photos/slides and, if they do, supply originals clearly labelled. Deliver disk/originals of illustrative material to the designers. Obtain an ISBN (from the Publications Unit) or an ISSN (if necessary). Give your designer the cleared final document for design and layout. Either email it or supply it on a disk in both Microsoft Word and Rich Text Format. The designer is likely to strip out all formatting, so keep it to a minimum. Once the designer has submitted a first (black and white laserprint) proof and PDF file of the design and layout, manage the checking and correction and any further clearance processes. Ensure that all mandatory material is present (eg logo, Commonwealth Arms, copyright details, ISBN, AusAID contact details, website address see chapter 4, Parts of a publication and layout, and chapter 6, Corporate design). Clearly mark corrections on proof and mark any changes you wish to be made. Return marked proofs to your designer for corrections/changes to be typeset and, if necessary, re-brief the designer. Ask for a final, colour proof (ask for accurate colour reproduction if possible) and/or PDF file showing cover and internal pages. Working days 1
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Process Check the final proof provided by your designer, ensuring all of your earlier corrections/changes are done and no new errors are present. When all is correct, and if hard copy publication is planned, give the designer approval to submit the artwork to the printer. Check printers chemical/colour proofs/dyelines. Consult the designer about colour fidelity. Check page numbering and order of material. No editorial changes should be made at this stage. If everything is correct, give the printer approval to print. Ensure PDF and (if the publication is large) HTML files are being prepared for Internet publication. Supply your designer with two blank CD-ROMs on which to save the web-ready files and all print-ready and illustrative material for archiving. See chapter 8, Electronic production, for technical requirements. Ensure all correspondence, contract information, quotes, agreements, briefings, etc are correctly filed. Check whether the designer is finished with photos. If so, retrieve and file or return them to owners. Ensure that the designer has supplied all files of both web-ready and print-ready material on CD-ROM. Deliver the final PDF and/or HTML file to Internet Unit manager for publishing on AusAIDs Internet site. See chapter 8, Electronic production, for standards to meet. Finalise the publications distribution list (seek help from the Publications Unit). Advise the printer where the publications are to be delivered. Advise Canberra Mailing how many publications will be delivered to them and when. The bulk of publications should go to Canberra Mailing for storage and distribution. See Distribution in chapter 7, Print production, for details of who should receive copies. Ensure copies of the finished publication are sent to all necessary recipients.
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Advice
The Publications Unit can help with advice on engaging the services of writers, editors, designers and printers in general, as well as on Public Affairs service order contracts, clearance processes, optimal media coverage, promotion and distribution, and publication on the Internet.
Writing and editing

In the process of writing, you must continually make decisions about the particular words you choose, how much detail is included, the tone of the document, whether to include statistical information, and so on. Much of the material here is adapted from the internal AusAID publication, English and Statistics, by Peter McCawley.
Writing for your reader

Before starting to write, it is useful to ask yourself: Who am I writing for? How much do they need to know? What information needs to be communicated? What medium will best meet the audiences needs?
Adopt a writing approach

Sometimes it helps to write with a specific person in mind, even if you are preparing a document to be read by several people or a large audience. Often if you write with a specific person in mind, the whole document becomes much easier to write (and read). Your approach to writing, say, a Minute or brochure will be different from writing a detailed technical report. Likewise, your approach to writing for the Internet will be different from writing for hard copy (see below Writing for the Internet).
Consider contracting a writer

Sometimes you may find it necessary to contract a skilled outsider to write your text. A professional writer or journalist can interview the person responsible for the content of the communication, who will be encouraged to describe in simple, non-technical language what the material is about. The writer can then write up this information in plain English for the non-expert reader. A number of writers are now on period contract. Full details of these contractors are available on the intranet. The Contract Services Group can help you with drafting a services order/EOL. See also appendix B, Example Scope of Services.
AUSAID STYLE GUIDE Writing and editing 9
Use plain English

Writing in plain English works because you are able to communicate with your audience (see appendix C, The Fog Index, to calculate whether your audience can understand your writing). In his guide to plain English, George Stern recommends we use it because: plain English makes it easier for people to understand what we write it creates a friendlier relationship between organisations and their stakeholders these two in turn help improve an organisations corporate image, and it is the policy of the Australian Government. There are five techniques that will help you to communicate in plain English. Write in short sentences, averaging fewer than two printed lines. Use the same sort of language that you would in a personal letter. Write in the active voice put the agent of the action before the action (eg we do it, not it is done by us). Use plenty of first and second person pronouns (I, we, you), especially in letters. Get rid of unnecessary and intimidating capital letters. Sentences that are too long are often unclear. Use two short sentences instead of one long one if possible. Many of us have the bad habit of using too many words to express an idea, or fall into the trap of using habitual phrases. Here are some examples and some useful substitutes for them: due to the fact that have the capacity to in the event that we would be grateful if at the time of writing in relation to because, since, as can if please now about
Verbs have two voices: active and passive. We speak mostly in the active voice, but often write in the passive. If the subject does the action, the verb is active. If the action is done to the subject, the verb is passive. For example: Active Passive The aid worker assisted local villagers. Local villagers were assisted by the aid worker.
Statements in the passive voice are often wordy, misleading (because they may be incomplete) and hard to read. A common use of the passive voice is the it is construction. For example: It is recommended that the report be amended. This construction conceals both who is making the recommendation and who should amend the report, whereas using the active voice makes it clear who is doing what: The committee recommends that the authors amend the report.
Avoid jargon
Jargon is technical or specialist language that is peculiar to a profession or group, understood by those on the inside but often unintelligible or meaningless to outsiders. It can have many forms, for example, acronyms such as SPA, unfamiliar phrases such as capacity building or conventional words with special meanings such as sectoral. If you cannot avoid terms that are likely to be unfamiliar to your audience, clearly explain them when they are first used or in a glossary.
Use non-discriminatory (inclusive) language

Language can be used to discriminate against individuals and groups on the basis of gender, race or ethnic origin, physical or intellectual disability, sexual preference or age. Sometimes rewriting or recasting a sentence may be a better solution than substituting words to avoid discriminatory expressions. AusAID has a particular requirement to be sensitive in the use of language where communications are aimed at people in partner countries. Be aware of cultural differences. For example, on a form you should ask for a given name rather than a Christian name. The Style Manual deals with inclusive language, and an AGPS Press publication, Non-Discriminatory Language, by Anne Pauwels, covers it in detail.
Consider tables and charts

Tables are used to present numerical information that would be hard to understand when presented in words only. Good graphics add immediacy, focus attention, stimulate interest, save words and help to communicate your ideas. Graphics should help the audience understand your meaning. Usually a chart serves one of two purposes: it gives a specific example of a general point being developed in the text, or it summarises a body of information that is being commented on in the text. Does it make the text clearer? Does it show what you intended it to show? Graphics should never be an afterthought to writing plan ahead to incorporate them effectively. Make sure your text and graphics complement each other. Duplicating information in text, graphics and tables is a waste of time.
Editing your work

When you have finished writing, you will need to check (edit) your work. Are the facts right? (Check dates, names, references and statistics.) Have you included all the information the reader needs? Have you included everything you were asked for? Is it clear and concise? Is there anything you can say more simply and directly? Are your sentences too long? Have you used technical or wordy terms or acronyms that may not be understood? Have you used the right words and spelt them correctly? Edit your work carefully to achieve speedy clearances. Most text whether for Minutes, letters, reports or web pages, for example need several rounds of editing, perhaps more. The objectives of editing include ensuring that: the main purpose of the document is clear the language and tone of the writing is appropriate for the identified audience the main message of the document stands out information (both text and any accompanying material such as tables or graphs) is presented in an effective way to reach the audience, and the conclusions or recommendations, if any, are clear. How many drafts should a document go through? If a document is needed urgently there may be time to check it quickly (and run it through the spelling checker) only once. If a longer report is being prepared, and if the deadline is not pressing, put it through at least two or three thorough edits. These should address structural problems, inaccuracies and inconsistencies, correct grammar and spelling, and apply AusAIDs house style for such matters as numbers, dates, abbreviations, italics and lists (see chapter 3, House style in written material). Be sure to provide adequate time for this vital stage of publishing. It needs to be done before the text goes to the graphic design stage and/or on AusAIDs website. A thorough edit of a report can generally be done at a rate of 1520 pages per day.
Avoid bad habits with and

Authors in AusAID tend to overuse and. It is not uncommon to find and used at least three times in one sentence. Often and is used: to mean so, or in the rambling X and Y style, or to join two different points that are best set out in separate sentences (see table 1).
Table 1 Ways to avoid overusing and Example Original 1 The project aimed to achieve peace and order in the province through a program of infrastructure, agriculture and social development, and to strengthen the capacity and capability of the provincial and national agencies to sustain and expand project development. These strategies are developed and discussed with partner governments and are based on research and discussion of their needs and priorities, Australias own priorities and areas of expertise and consultation with other donors involved. From now on, this basic approach will be articulated in management documents that identify policies and associated planning approaches and assist efficient and effective planning, development, and implementation in specific cases. Better The project had two main aims. The first was to encourage peace and order in the province through a program of infrastructure, agricultural and social development. The second was to strengthen the capability of both provincial and national agencies to expand project development. These strategies are developed in cooperation with partner governments. They reflect priorities of recipient governments, Australian priorities and expertise, and consultation with other donors. From now on, this basic approach will be articulated in management documents. These will identify policies and associated planning approaches that will help to efficiently plan, develop and implement AusAIDs programs. or From now on, this basic approach will be set out in management documents. These will identify policies that will help to efficiently plan and implement AusAIDs programs. An initial $10 million was paid into the UN system in early July. The remaining two allotments will be paid in two tranches in January and April next year. Accrual budgeting will be introduced. Program managers will be responsible for performance. The focus of reports will be objectives and outcomes rather than processes. This aim cannot be achieved without the close cooperation of the recipient country. Local officials must be determined to strengthen their capacity to resolve problems of environmental protection and natural resource management.
An initial $10 million was paid into the UN system in early July and the remaining two allotments will be paid in two tranches in January and April next year. Accrual budgeting will be introduced. Program managers will be responsible and accountable for performance and the focus will be on objectives and outcomes rather than processes. This aim cannot be achieved without the close cooperation and determination of the recipient country to strengthen their own capacity to identify, assess and resolve problems requiring environmental protection and natural resource management.
Notice that in example 5 in table 1 and is used: to join two separate ideas that are clearer if set out in separate sentences, and in the rambling X and Y formulation. Sometimes it is sensible to say X and Y, but often it is not. Other examples of the rambling X and Y include: first and foremost complex and difficult
Watch some words

Sometimes the can be omitted to good effect. Pronouns such as this and it and that can be quite confusing when it is not clear which noun they refer to. It is usually better to be as direct as possible, using nouns rather than pronouns unless the meaning is quite clear. Usually ongoing is superfluous. Often important is can be deleted. Often which is can be omitted to good effect: Australias aid program, (which is) part of Australian foreign policy, ... Often appropriate is superfluous.
Avoid listing too much

Many sentences and paragraphs in AusAID documents consist essentially of lists. It is best to avoid cramming long lists into a sentence. If you cannot write a balanced sentence or paragraph containing all the items you need to mention, consider putting the list into a table, a box or an appendix or presenting the information as a bulleted list (see Dot points (bulleted lists) in chapter 3, House style in written material).
Simplify tables and statistics

Tables and statistics in text need to be edited in the same way that text needs to be edited. Just as clearly setting out your ideas in sentences in paragraphs takes some effort, so does presenting statistics, especially tables. Keep statistics and tables simple. The number of figures and symbols on a page should be kept to a minimum. There are some common faults in presenting statistics. Data are presented with too many decimal places. Tables are cluttered with too many symbols. Text is cluttered with too many numbers: Australias Official Development Assistance (ODA) in 199899 was expected to be $1480 million. This is a $50 million increase over the 199798 budget figure of $1430 million, and a real increase of 0.5 per cent. The following numerals are crowded into these two sentences: 199899148050199798143005
Another common problem is that effort is not made to present data in a meaningful way. Often, data (such as information in tables) are ordered alphabetically rather than by some useful analytical criteria. It is almost never useful analytically to order data alphabetically. As a general rule, two or three significant figures are enough. It is often a good idea to round figures fairly ruthlessly, both in the text and in tables. Thus the table on the left can be edited to look like the table on the right. GDP ($US million) Aust Sweden Canada US Total $182,170 $91,880 $334,110 $3634,600 $4242.760 4.29% 2.16% 7.87% 85.67% 100.00% Australia Sweden Canada United States Total GDP US$ billion % of total 182 92 334 3 635 4 242 4 2 8 86 100
Depending on the purpose of the table, it would probably be more helpful to rank the data like this: GDP US$ billion % of total United States Canada Australia Sweden Total 3 635 334 182 92 4 242 86 8 4 2 100
As well as the purely presentational advantages of editing a table, there are analytical advantages. When editing statistics you are obliged to decide what points are to be emphasised, and why you are including the data at all. Since there is sometimes a tendency to include data for its own sake, the editing process introduces an element of self-discipline. The World Banks World Development Report is a good example of a publication that uses tables and diagrams in an imaginative way. The Economist also does a good job. It is worthwhile looking at these publications to pick up ideas.
Sharpen textual references to tables

A common practice in AusAID when referring in the text to accompanying tables or diagrams is to begin the discussion in a rather leisurely fashion by noting what the tables or diagrams show: Table 5 shows that GDP in the Philippines rose by approximately 5 per cent during the year. Or even more leisurely: Table 5 below shows data from the World Bank on growth rates, inflation and foreign exchange rates in the Philippines between 1986 and 1974. It is generally quite unnecessary to refer to tables in this way (and is even vaguely insulting to the intelligence of readers because they can presumably see what is in table 5). Putting an appropriate cross-reference in brackets is often much better: During the year, gross domestic product in the Philippines rose by around 5 per cent (table 5). This is not only crisper, but also encourages readers to focus on what is significant in the table rather than merely describing what the table contains. The Office of Review and Evaluation can provide advice on preparing tables and statistics.
Writing for the Internet

Writing for the Internet and writing for hard-copy publications are similar in that all writing should be clear, easy to understand and jargon-free and should adhere to house style (see chapter 3, House style in written material). But your approach will differ as the structure of material on the Internet should be different because of the different ways people use the Internet to access information. Sophisticated navigational aids, indexes, hypertext links and intelligent searching enable users to quickly and accurately locate the information they require. Before you start writing, talk to the Internet Unit about your Internet publishing plans. This is likely to save a lot of time later and ensure that your web pages are read. Also, before you start there are some questions you should answer, as you should before any writing. What do the users or audience need? How can I design the information to suit their needs rather than mine? How can I plan the information and create the subject or topic headings? And has sufficient testing of the information been done to ensure a high access success rate?
Here are some tips to keep in mind when writing for electronic media. Consider writing in the inverted pyramid style start with your conclusion, then give the most important supporting information, and end with the background. This has been proven to be the most effective method of writing for the Internet. Consider using half the amount of text you would have used in a hard-copy publication. Bear in mind that readers will be scanning text for the main points of the message. Internet users tend not to read all text until they have determined that it is exactly what they are looking for. Break text into manageable chunks suitable to be read on screen. Use subheadings and bulleted lists. Keep your text simple use short, concise sentences and paragraphs. Paragraphs should not exceed eight lines. Include the main idea in the first sentence of the paragraph. Use following sentences to expand the main idea as in media releases. Any text that exceeds three A4 pages should include a short summary or abstract of three to five sentences that can be published as a web page. The full text can then be published as a PDF file suitable for readers to download and print rather than read from the screen. Use links cleverly. Internal linking should be used as part of a logical structure, not just because it is possible. Keep your links to other sites toward the end, as you do not want your reader to leave your text too early. Use images (photos and graphics) sparingly as they slow down the speed at which users can view web pages. The Internet is essentially a text-based medium so use images only where necessary to provide interest or to illustrate the text. Always include a title. This should be a concise, meaningful, plainly worded reminder of the contents as it will be used as the title for any bookmark the reader makes to your page. For important information on writing and preparing information for publishing on the Internet, including feature stories and slide shows, see appendix D, Writing and preparing information for AusAIDs website. For information on Internet publishing, see Internet in chapter 8, Electronic production.
Writing Minutes
The Minute is one of the most important means of communication throughout AusAID. It has many purposes, including to inform or advise, to discuss issues, to explain reasons for activities, and to request or recommend action. The keys to a well-written Minute are intelligible brevity and an understanding of the needs of the recipient. Minutes should not exceed one page unless absolutely necessary. A Minute should be correctly addressed, start with concise description of the matter of the Minute in the subject header, and be free of unnecessary information. For example, do not include background information if you know the recipient is completely familiar with the subject. Because they have many purposes, not all Minutes will need the detail suggested below. Use the template found in Microsoft Word on your computer.
Under the first heading, Purpose (set in bold), write a succinct description of why you are sending the Minute. This forms paragraph 1 but is not usually numbered. The purpose should link logically with the recommendations. Under the heading Background, and numbering the first paragraph 2, write a succinct, one- or two-paragraph history of what has gone on before in relation to the subject. Under the heading Issues, consecutively numbering each paragraph, describe the important factors that will help the recipient to see the whole picture or inform them of new developments, cost implications, etc. If you wish the recipient to take some action, the issues section should logically argue your case for the final part of the Minute, ie Action or Recommendation. Under the heading Action or Recommendation, state clearly what you wish the recipient to do, and the time frame where relevant. If the Minute is for information only, omit the final heading and write, For your information. Recommendation/Action and signature block should be on the same page. If you are using attachments, be sure they are necessary. Consider whether a summary of the material would be sufficient. As appropriate, sign the Minute, including your position, section/branch and contact details if necessary.
Writing for Minister(s) and the Parliamentary Secretary

The AusAID intranet has extensive information on format, wording and other details specific to written material for the Ministers and the Parliamentary Secretary. If you are drafting a document for the Minister(s) and/or the Parliamentary Secretary, the content will be quite different from material written for an AusAID audience. Documents frequently prepared for the Minister(s) and the Parliamentary Secretary include: possible parliamentary questions (PPQs) responses to correspondence meeting briefs submissions. While the format and style requirements for these documents differ, there are general principles that apply to all material prepared for the Minister(s)/Parliamentary Secretary. It is important to be concise and efficient in presenting information. The volume of written material arriving on a Ministers desk is immense. Yet many of us seem to find it almost impossible to exercise self-discipline in preparing documents for the Minister(s)/Parliamentary Secretary.
In writing for the Minister(s)/Parliamentary Secretary, remember the 20-second rule the reader should be able to ascertain the main points in just 20 seconds. Keep sentences short. Omit surplus words. Be ruthless: cut, cut and cut again. Strive for simplicity. Work out exactly what you want to say. Use simple words and sentences rather than complicated ones. Use direct speech wherever possible. Templates for Ministerial submissions, correspondence, briefings, speeches and possible parliamentary questions can be found in Microsoft Word on your computer. Templates are available under File/New/Min-Parl}Corro for correspondence and File/New/MinParl}Other for all other templates. MPSU officers are available for help and advice. If you wish to contact MPSU, check the intranet for updated MPSU staff details and contact numbers. All Ministerial material must be processed through MPSU. See chapter 5, Publication and Ministerial clearances.
Writing emails
Email is often treated as an informal means of communication. And sometimes it is. But you should be aware that email is increasingly a major record of activity and should reflect that importance. Moreover, email is subject to the same Freedom of Information requirements as other documentation. Remember, too, that you cannot control where your email may go after you send it. On receiving correspondence by email, you should consider (as with other correspondence) whether you should reply yourself or if it would be more appropriate for another officer to reply by email or formal letter. Consider also the writing style level of formality (or otherwise) appropriate to the reply. When making a formal reply to a request, for instance, you should set up your signature block in the same way as you would in formal correspondence, rather than using only your first name.
Writing for Focus

Focus is the key news magazine of AusAID. For important information on writing and preparing information for Focus, see appendix E, Writing for Focus.
House style in written material

As well as establishing a recognisable corporate standard in design (see chapter 6, Corporate design) AusAID has established some guiding principles for written material. When preparing any formal written communication, whether your audience is internal or external and whether your output will be hard copy or electronic, you need to use AusAIDs house style for such matters as shortened forms, capitals, hyphens, punctuation, en rules, bullets, quotations and italics. This house style largely reflects the Style Manual for Authors, Editors and Printers (5th edition).
Shortened forms
We use shortened forms to make reading easier by eliminating needless repetition. Shortened forms should not be used for the convenience of the writer. Always remember that some abbreviations, contractions and acronyms may be unfamiliar to some readers. So keep your audience in mind when considering which, if any, shortened forms to use. For example, if you are writing about electronic information for a technical audience and use the abbreviation IT you probably do not need to explain it, but if you are writing for the general public you should explain the term. When writing for an external audience you should always explain any shortened forms in full at first use. The name, term or expression should be written in full at first mention, followed by the shortened form in parentheses: Activity Management System (AMS) Use shortened forms only if they are subsequently used at least twice or are standard metric abbreviations. Some shortened forms are not appropriate in formal writing. For instance, wouldnt and theyre should be written out in full. The Style Manual covers shortened forms in detail.
Abbreviations, contractions and acronyms

Abbreviations that do not include the last letter of the word are given full stops: vol. ed. co.
Exceptions to this are abbreviations of Latin terms where the trend in current usage is to discard the full stops: ie eg etc 10 am
AUSAID STYLE GUIDE House style in written material 21
Contractions that include the first and last letters of a word do not have a full stop: Dept Pty Ltd Cwlth Dr
One exception to this rule is no., which is a contraction of numero. It is given a full stop to distinguish it from the word no. Another is for the contraction of honourable. AusAID style is to omit the full stop, eg the Hon Alexander Downer MP, Minister for Foreign Affairs. Abbreviations that consist of capital letters are written without full stops: ACT IMF WTO GPO
An acronym is the word formed from the initial letters of a set of words. It is written without full stops: Anzac (Australian and New Zealand Army Corps) UNESCO (United Nations Educational, Scientific and Cultural Organisation) NGO (non-government organisation) Common acronyms, such as Anzac and radar do not require expansion, but less wellknown ones should be expanded when first used.
Plurals of shortened forms

Plurals of most shortened forms are formed by adding s without an apostrophe: EL2s NGOs vols nos
When plurals are indicated by repeating a letter, a full stop is used after the final letter, eg pp. for pages.
Months and days

In general usage, neither months nor days should be abbreviated.
States and Territories of Australia

The names of Australias States and Territories are abbreviated in general usage, including correspondence and reports: NSW Tas Vic NT Qld ACT WA SA
Initials in names
It is now common practice to omit full stops and spaces between initials in names: HJW Stokes VS Naipaul
Capitals
The tendency in modern English is to avoid initial capitals where possible. Use initial capitals for personal names, nationalities, languages, organisations, titles, places, events, conferences, brand names and legislation, but test your use of capitals in other contexts to see if they are really needed. See the Style Manual for detailed advice.
Government audience
AusAIDs preferred practice is to use initial capitals for the following words in material aimed at a Government audience: Cabinet Commonwealth department, but Department of Foreign Affairs and Trade Director General Federal Government Minister Ministerial Minute Parliamentary Secretary Parliament Post Prime Minister State Territory
Broad external audience

When writing for an external audience, some of the words listed above need not be capitalised: a federal government initiative several government departments the Australian and New Zealand governments Brochures were distributed throughout the state.
Publication titles
There are two main systems for capitalising the titles of books and similar publications: maximal (the capitalisation of the first letter of all the main words in the title except for articles, prepositions and conjunctions); and minimal (the capitalisation of the first letter of the first word of the title and any other words that would normally bear an initial capital).
AusAIDs preferred style is to use maximal capitalisation for titles of publications and minimal capitalisation for subtitles, chapters and articles:
Style Manual for Authors, Editors and Printers, 5th edition, chapter 9, Notes, references and bibliographies
Punctuation
Punctuation helps to make the meaning of your text as clear as possible. Too little or too much may mislead or distract your reader. The current trend is towards less punctuation rather than more.
Full stops
Following are some examples of when full stops should not be used: at the end of a title of a book or chapter after headings and subheadings after captions that are not complete sentences after dates or signatures within or after abbreviations consisting of more than one capital letter after contractions (see above Abbreviations, contractions and acronyms). The Style Manual gives a more comprehensive list. The correct typographical style is to type only one space after full stops. The practice of two spaces derives from the days of manual typewriters, which used monospaced characters (ie all characters took up the same amount of space eg Courier). Electronic typesetting can use proportionally spaced fonts such as Times New Roman, so that a full stop uses only a small space (compared with, say, a W). This allows the eye to easily recognise a single space after a full stop as the end of a sentence.
Commas
It is sometimes tempting to use a comma when it is not strictly necessary. You should use a comma only to indicate a definite pause or where it is needed to aid meaning by separating text. The Style Manual describes the use of commas in detail. Commas should be used before and not after eg and ie: Sometimes the situation may dictate otherwise, eg in PNG and Pacific programs.
Quotation marks
Single quotation marks should be used in all AusAID communications and publications. Double quotation marks should be reserved for quotations within quotations.
In all internal and external writing smart or curly quotes are preferred. You can set Microsoft Word to produce smart quotes automatically. If you do not have smart quotes set as a default, under the Tools menu select AutoCorrect, and then click on the tab AutoFormat As You Type. Under Replace As You Type, check the box Straight quotes with Smart quotes. Smart quotes will then appear automatically for apostrophes and quotation marks when you use the key. In general writing, technical terms, colloquial words, nicknames, slang and humorous words are enclosed in quotation marks when first used: Economists describe this as the trickle-down effect. Following the civil unrest, Johns project was a hot potato. Overuse of this practice should be avoided. Italics rather than quotation marks or underlining should be used for titles of books, journals, exhibitions and newspapers. Quotation marks are used when citing titles of chapters and articles. For further advice on the use of quotation marks and their position in relation to punctuation marks, see the Style Manual.
Apostrophes
Great uncertainty surrounds the use of the apostrophe. Its principal use is to indicate possession: the directors desk (the desk of one director) the directors desks (the desks of several directors) The apostrophe is needed to indicate possession with nouns only. The pronouns his, hers, its, theirs and yours are already possessive and do not need an apostrophe. A common error is to write its for its, or vice versa. Its is a contraction for it is, and its is a possessive pronoun as in the dog slipped its collar. The other use for the apostrophe is to indicate a contraction, eg dont for do not. Another common error is to include apostrophes in numerical plurals and in plural abbreviations: 1990s not 1990s NGOs not NGOs For other examples of the use of apostrophes, see the Style Manual.
Hyphens
AusAID follows the trend to minimal hyphenation. Use the Macquarie Dictionary to confirm the correct spelling. The Style Manual covers in detail when to use hyphens in complex and compound words.
Hyphens should be used in compound constructions, such as: a 30-year-old man a three-year project a government-owned facility disease-free status For some compound words, a hyphen is used when the term is used as an adjective, but not used when the term is used adverbially: long-term projects require (adjectival use) in the long term some projects will (adverbial use) General rules on hyphenation and word division can be found in the Style Manual and the Collins Gem Dictionary of Spelling & Word Division, Collins, London, 1988.
En rules
An en rule () is the width of the letter N in the font being used (slightly longer than a hyphen). The shortcut key to insert an en rule is Ctrl+Num- (press Ctrl and the minus key on the number pad section of your keyboard at the same time). If Microsoft Word is set up to do so, you can also obtain the en rule by pressing the hyphen key twice, followed by a space. En rules should be used to indicate ranges in spans of figures and in expressions relating to time or distance, and to join subjects of equal weight: pages 3067 in the period AprilJune 200001 financial year (not 2000/01) federalstate agreement (for external audiences) For spans of more than one calendar year, use an en rule or words: the period 200003 from 1992 to 1998 between 1998 and 2001 For spans of more than one financial year, use words: from 199293 to 199899 between 199899 and 200001 Spaced en rules (an en rule with a space each side) should be used to link subjects of two or more words expressing a single entity: Commonwealth New South Wales agreement Liberal Party National Party coalition Viet Nam Australia agreement
En rules instead of dashes

An em rule () is a dash the width of the letter M that is traditionally used in sentences to signify an abrupt change, to introduce an amplification or explanation and to set apart parenthetical elements. AusAID style is to use a spaced en rule instead of an em rule: Some projects such as the womens health initiative in Sri Lanka would be of interest to several program areas.
Round brackets, square brackets and angle brackets

(Round brackets) or parentheses should be used to enclose information that could be left out of the text without affecting the clarity, but when included provides further explanation. [Square brackets] are used to indicate additions, usually by someone other than the author, eg explanations of terms or corrections. <Angle brackets> have gained prominence in recent years as a distinctive device for enclosing email and web addresses: For details of the program, contact Radio National <abc.net.au/rn>.
Colons and semicolons

Colons and semicolons are in decline, although they have their uses. Often colons and semicolons are used to break up long sentences. Shorter sentences eliminate the need for them. See below Dot points (bulleted lists) for advice on using colons in lists. For advice on other uses of colons and semicolons, see the Style Manual.
Points of ellipsis
The three points of ellipsis () are used mostly to mark the omission of words in quoted material. Only three points are used and no punctuation mark precedes or follows them.
Slashes
A slash (/) is used to indicate alternatives, a fraction in mathematical expressions and the words per, a or an: yes/no (x + y)/(a + b) male/female 60 km/h video tapes and/or CD-ROMs 1800 kJ/d $25 000/yr
Emphasis
Emphasis of particular words is sometimes necessary to aid a readers understanding. A number of typographic devices can be used to emphasise words. Upper-case text (especially bold upper case) and larger point size can make text difficult to read, so using these character styles for emphasis may defeat your purpose.
AusAID style in publications for external audiences is to emphasise by using italics or, where the text is already in italics, bold italics. Underlining should not be used in hardcopy publications as this is now a standard way to indicate a hyperlink. Bold type may be used to draw attention to a word in, for example, a speech. Repeated use of any emphasising device can become laborious for the reader, so use such devices with care. Emphasis can often be conveyed by the structure of the sentence rather than typographical devices. Use italics to indicate when a word is being used as an example: To search by keyword: Type Vanuatu and press Enter. Quotation marks can be used to draw attention to technical terms: The new guide will define publishing terms such as print run and mock-up. In internal communications, to draw attention to particular words make them bold such as Attachment A. Bold can also be used for headings and warnings: ATTENTION This document case contains classified material. Do not leave it on an unattended desk. Pass by hand only. Such emphasis should always be used sparingly. Avoid making entire paragraphs bold. To do so detracts from readability. It is better to use bold for select words, phrases or, at most, sentences.
Dot points (bulleted lists)

When you need to present a lot of interconnected information in correspondence or reports, setting it out in bulleted lists makes it easier to understand. But do not overuse lists. Sometimes it is better to write a series of short sentences. Try to limit lists to a readable five or six points. You may need to rewrite sections and regroup points to do this. There is no need to use letters or roman numerals in parentheses to enumerate the items in the list ie do not use (a), (b), (c) or (i), (ii), (iii). Create a List Bullet style and apply it consistently (see List Bullet in chapter 4, Parts of a publication and layout).
Punctuating dot points

SHORT LISTS A list of points that are short phrases or clauses and form part of a lead-in sentence is introduced by a colon and finished with a full stop, with each point starting with lower case (unless the first word requires an initial capital):
In 199798 the objectives of the program were to: promote sustainable development alleviate poverty promote understanding of the program. LONG LISTS A list of points that are longer than one line and form part of a lead-in sentence are also introduced by a colon and finished with a full stop, with each point starting with lower case (unless the first word requires an initial capital). But in this case and preceded by a comma appears at the end of the second-last point: To further strengthen the contracting and tendering function, AusAID: consolidated the major contracting sections into a branch to ensure quality and consistency initiated a comprehensive review of its contracts and related documentation to ensure they reflect best practice and current legal requirements introduced financial assessment of firms (due diligence) procedures into the tender assessment process to ensure firms are financially capable of implementing AusAID projects, and established a process of consultation with a group of major private sector contractors to facilitate interaction on AusAIDs contracting arrangements. For a list on points that are single sentences or short paragraphs, each point should start with an initial capital letter and finish with a full stop: There are a number of simple rules you can follow when you are using IT equipment. Make sure that your hands are clean and free from grease from food and hand creams. Make sure your hands are never wet when you handle CD-ROMs. Make sure you back up large files or files with a large number of graphics embedded in them just in case they get corrupted. If necessary rewrite your text to ensure that each item in a list is structured in the same way. A list should not have a mixture of full sentences, single words and short phrases.
Dates
Dates should be written in the following format: 3 February 2000 The word the should not precede the date, nor should you use ordinal numbers (1st, 2nd, 3rd, etc). If the name of the day is included it should precede the date and be followed by a comma: The appointment was for Thursday, 21 March 2002. If you need to express a date entirely in figures, such as in a table, use full stops rather than slashes (8.3.02 not 8/3/02). Keep in mind that a North American audience may misinterpret the date if written in this format, so spelling out the date in full is preferred to avoid confusion. For more detail, see the Style Manual.
Numbers and currency

Figures or words?
Whether numbers are expressed in figures or in words depends on the context. The aim is to be clear and consistent. If you are providing statistical information it is better to use figures. If your work is of a descriptive or narrative nature, words might be more appropriate. Generally, smaller numbers are spelt out and larger numbers are given as figures, but the context may dictate otherwise. For example, in narrative or descriptive work it is preferable to use words instead of figures. A sentence should never begin with a figure: Twenty-five years ago such an approach was unheard of. As a general rule, spell out words up to and including nine, and use figures thereafter. To avoid confusion you should use figures in the text if you are using several numbers or if you want the numbers to stand out for the sake of comparison: AusAID administered 40 aid projects in Papua New Guinea and 9 in Bangladesh. Where numbers occur consecutively, expressing one as a word and one as a figure will aid comprehension: There are three 5-year projects. In any kind of writing, the following should almost always be given in figures: Sums of money: $45.50, 52c, $10.00 or $10, $10 000, US$5 million Percentages: 5 per cent (5% in a table) Dates: 7 August 2001 Times: 10.30 am, 72 hours Weights and measures: 120 kg, 50 g, 16 metres, 5 mm Dollar amounts are taken to be Australian dollars unless specified otherwise. If other dollar currencies are mentioned, distinguish the dollars: A$5000 US$52 000
For Ministerial information, amounts should always be given in Australian dollars.
Thousands
As budget documents used by AusAID do not consistently follow any style either internally or across documents, we recommend using the Style Manual for guidance. Following a recommendation by the Metric Conversion Board in 1974, the use of spaces instead of commas to separate groups of digits was accepted as the general standard for use in Commonwealth government publications. When figures need to line up as in tables, numbers with four or more digits are set with a space before each group of three figures: 1 000 19 920 1 220 000
In text, four-digit numbers are set without a space. For numbers with more that four digits include a non-breaking space (Ctrl+Shift+Spacebar) between the groups of digits: The project directly influenced 4500 people out of a target group of 10 250. In contractual documents AusAID separates each group of three digits with a comma.
Linking numbers
Expressions that link numbers and nouns should be hyphenated: four-stage program 30-year-old unexploded ordnance 11/ -year-old (not one-and-a-half-year-old) 2 one-third
Telephone numbers
Telephone and fax numbers should be written with the following spacing and punctuation: STD numbers Mobile Special networks Freecall International code (02) 6206 1234 0418 123 456 132 345 1800 123 456 +61 2 6206 1234
For more detail on how to express numbers, see the Style Manual.
Electronic addresses
Internet addresses are commonly known as URLs (uniform resource locators). They consist of the method of access (eg http (hypertext transfer protocol) or ftp (file transfer protocol)), a colon followed by a double slash, the online source (eg www), then the address of the computer in which the data or service is located. For brevity, AusAID style is to omit the http:// prefix from all URLs. Whenever you type a URL beginning with www, Microsoft Internet Explorer and Netscape Navigator automatically enter the http:// prefix. When citing Internet and email addresses, the spelling, spacing and punctuation of the addresses should be reproduced exactly: www.ausaid.gov.au InfoAusAID@ausaid.gov.au Full stops should not be used to close a sentence that ends with an email or Internet address because this can confuse inexperienced users they may think the full stop is part of the address. It is a good idea to enclose an email or Internet address in angle brackets (see above Round brackets, square brackets and angle brackets). Internet and email addresses enclosed in angle brackets can be broken at the end of a line after a punctuation mark.
Internet and email addresses that are hyperlinked can be highlighted in colour, bold not italics or underlined. Do not use underlining in hard-copy publications. See Style and format in appendix D, Writing and preparing information for AusAIDs website, for guidelines on how to prepare text files to be converted to HTML.
Footnotes and references

The preferred system for referencing within AusAID is the note system. This places full acknowledgment of sources within footnotes (or endnotes). The Style Manual explains this system. Generally speaking, promotional material has endnotes so that they do not interfere with the overall design, whereas reports and scholarly works have footnotes where the evidence supporting a statement can be seen immediately. Numbering may run consecutively through the whole publication or restart in each chapter. The system you adopt will depend on the size of the document and the number of notes. The note identifiers should be placed at the end of the sentence to which they relate (after the full stop) rather than immediately after the particular word or phrase.
Spelling
Nowhere is the instability of the English language more evident than in spelling. A few years ago the word barbecue was regarded as the correct spelling. Now, barbeque has found its way into dictionaries as an alternative spelling. Spelling should be consistent within a document and follow the most recent edition of the Macquarie Dictionary, which reflects common Australian usage. If there are alternative spellings in the dictionary, use the first. In particular you should note the preference for -ise rather than -ize in words such as realise, and for -our rather than or in words such as colour and harbour. The full name of any official body should always be spelt exactly as the body itself spells it. For example, in the title the Australian Security Intelligence Organization the z should not be replaced by an s. Use the Commonwealth Government Directory or the Government On-Line Directory (GOLD) <gold.directory.gov.au/tmpl/s.html> to check the spelling of Commonwealth department names, and the names of officers and Members of Parliament. Always check the spelling in your draft before printing. The spelling tool in software can be used but ensure it is set to Australian English. Note that this tool will not distinguish between your text and quotations, and will not identify wrong but correctly spelled words (eg alternate instead of alternative, or practise instead of practice). Also, it is not based on the Macquarie Dictionary. See appendix F, Difficult and preferred spellings.
Parts of a publication and layout

Conventionally, a publication consists of a cover enclosing preliminary pages (prelims), the text and end matter. The prelims may include the title page and its reverse, the contents list and other matter such as a foreword, a preface, a list of abbreviations and an introduction/summary, all of which helps the reader to understand the publications purpose. The text is the key part of the publication and is usually divided into chapters and sections within chapters, which include paragraphs, tables, charts and other graphic material. The end matter may consist of appendixes, a glossary, a bibliography and an index. For most publications with an external audience, a designer will make layout and type decisions in accordance with AusAIDs corporate design (see chapter 6, Corporate design). But sometimes the content of a publication is produced in-house and only the cover is designed externally. Whatever the case the following general guidelines will assist you to produce a good document that will suit internal readers and assist your designer to come up with an appropriate design covering all parts of a publication.
Cover (front and back)

In general, the front cover carries title details, the Commonwealth Arms, the AusAID logo and alongside the logo, the following text: The Australian Governments Overseas Aid Agency The AusAID logo can also appear on the back cover. The back cover should also have a short, simple paragraph or two about the contents of the publication (even if it is a standard paragraph about AusAID and its role), the ISBN, the full name of the Agency, AusAIDs contact information including the Internet address, and Canberra Mailings contact details. If the publication has a spine width of 5 mm or more, its title and the AusAID logo should appear on the spine (logo at the bottom). Your designer will advise on setting. For more information on the use of colour, logos and the Commonwealth Arms, see chapter 6, Corporate design. For examples of covers, see appendix G, Sample designs.
AUSAID STYLE GUIDE Parts of a publication and layout 33
Preliminary pages (prelims)

You need to consider the number and type of prelims (eg title page, contents list, foreword, preface and introduction/summary) needed. They should not outweigh the text of the publication. For further advice on preliminary pages, see the Style Manual.
Title page
A title page should include the title and subtitle if there is one, the date of publication (month and year) and, at the bottom of the page, the AusAID logo and beside it the Agencys full name, Australian Agency for International Development, as the publishers imprint. The names of staff members involved in writing text in AusAID publications should not normally appear on the title page (or the cover or the reverse of the title page), so that AusAID is identified as the author. The content is the Agencys statement of its activities, policy or advice, not that of individuals employed by the Agency. PAG can provide advice on these issues. If AusAID commissioned outside authors to write the material, their names and affiliation(s) are included on the title page. A title page may not be necessary if the final number of pages in the document does not warrant one.
Reverse of title page

The next page following the title page (or the cover if there is no title page) should normally include: a copyright statement if necessary, the standard AusAID disclaimer for publications funded by AusAID but produced by non-AusAID bodies an acknowledgment of author(s) if not AusAID staff the ISSN (if appropriate) and the ISBN AusAIDs contact information including its Internet address acknowledgment of the editor, designer and printer. COPYRIGHT The Commonwealth claims copyright on all material written by its employees in the course of their employment whether published or unpublished. Contracts prepared for people or organisations who produce written work for AusAID should include a requirement to this effect. All copies of a work published with the authority of the copyright owner are required to include the symbol accompanied by the name of the copyright owner and the year of publication. This should be located so that it is noticeable. The Commonwealth of Australia conforms to this requirement. AusAID publications should carry a full copyright notice. There are several variations.
The standard notice follows. Commonwealth of Australia [year] This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Commonwealth available from the Department of Communications, Information Technology and the Arts. Requests and inquiries concerning reproduction and rights should be addressed to the Manager, Copyright Services, Info Access, GPO Box 2154, Canberra ACT 2601 or email Cwealthcopyright@finance.gov.au. The following variation of the standard copyright notice protects the interests of the Commonwealth of Australia and allows Internet users to use the information. Commonwealth of Australia [year] This work is copyright. You may download, display, print and reproduce this material in unaltered form only (retaining this notice) for your personal, non-commercial use or use within your organisation. All other rights are reserved. Requests and inquiries concerning reproduction and rights should be addressed to the Manager, Copyright Services, Info Access, GPO Box 2154, Canberra ACT 2601 or email Cwealthcopyright@finance.gov.au. The following variation of the standard copyright notice protects the interests of the Commonwealth of Australia and allows free access to the information, particularly for educational purposes. Commonwealth of Australia [year] This work is copyright. It may be reproduced in whole or in part for study or training purposes subject to the inclusion of an acknowledgment of the source and no commercial usage or sale. Reproduction for purposes other than those indicated above require the prior written permission from the Commonwealth available from the Department of Communications, Information Technology and the Arts. Requests and inquiries concerning reproduction and rights should be addressed to the Manager, Copyright Services, Info Access, GPO Box 2154, Canberra ACT 2601 or email Cwealthcopyright@finance.gov.au. For updates and variations to copyright notices, contact Copyright Services of Info Access <Cwealthcopyright@finance.gov.au>. The Style Manual provides an explanation of the law relating to publishing. DISCLAIMER, ACKNOWLEDGMENT AND CONTACT INFORMATION If a disclaimer is appropriate, use the following wording: The views expressed in this publication are those of the authors and not necessarily those of the Australian Agency for International Development (AusAID). If an acknowledgment is appropriate, use the following wording: A [project implemented or publication produced] by the [name of non-AusAID body] and supported by funding from the Australian Agency for International Development (AusAID), the Australian Governments overseas aid agency.
The remaining text for the reverse of the title page is as follows: ISBN [insert number here see below] Published by the Australian Agency for International Development (AusAID), Canberra, [month, year] Edited by [name of editor, if any] Designed by [name of designer, if any] Set in [typefaces used designer to complete] Printed in [country] by [name of printer printer to complete] For further information, contact: [Authoring section name] GPO Box 887 Canberra ACT 2601 Phone Fax Internet 02 6206 xxxx [authoring section phone number] 02 6206 xxxx [authoring section fax number] www.ausaid.gov.au
ISBN AND ISSN An ISBN (International Standard Book Number) is a 10-digit product number (eg ISBN 0 642 76305 4) used by publishers, booksellers and libraries for ordering, listing and stock control purposes. It enables them to identify a particular publisher and a specific edition of a specific title in a specific format. An ISBN should be allocated to printed books and pamphlets; microfiche publications; book readings on cassette and educational videos; multimedia kits containing printed material; educational computer software; and online publications. In general, a publication must be book-like to receive an ISBN. Websites do not qualify. A publicity brochure does not need an ISBN. An ISBN must be allocated to whole kits (eg a CD-ROM with accompanying booklet). If any part is available separately, a separate ISBN must be allocated to each part and to the kit as a whole. Reprints do not require new ISBNs, but new editions do. In general, new ISBNs should be allocated when there will be: a new title a new publisher a new format (eg hardback to paperback, or A4 to A5 size) more than 5 per cent change in content. New ISBNs should not be allocated when there will be: a new cover design a new price a new marketing strategy. An ISBN should appear on the back cover as well as the reverse of the title page. PAG has purchased a block of ISBNs for AusAID. To obtain an ISBN, see the Publications Unit manager.
To obtain more information on ISBNs, contact: ISBN Agency 18 Salmon Street (Locked Bag 20) Port Melbourne Victoria 3207 Australia Phone: (03) 9245 7385 Fax: (03) 9245 7393 Email: isbn.agency@thorpe.com.au Internet: www.thorpe.com.au/isbn/isbn.htm The ISSN (International Standard Serial Number) is a unique code for identifying serial publications. The ISSN is the serial equivalent of the ISBN. A serial is a publication made up of a number of parts issued in sequence and linked by a common title. Usually each part bears an issue number and/or date. Serials are intended to continue indefinitely, and include periodicals (eg Business Review Weekly), newspapers, newsletters, annual reports, yearbooks, directories and journals. Monographs that have their own titles as well as a collective or series title (eg International Development Issues) are also a type of serial. Normally all books in the series are issued by the same publisher in a uniform style and usually in a numerical sequence. The series title of a monographic series is eligible for an ISSN. Serials can be published in printed form or in a range of alternative formats including microfiche, microfilm, CD-ROM and online. Serials in all formats are eligible for the allocation of an ISSN. Where a serial is published in more than one medium, a separate ISSN is required for each format. The ISSN should appear in a prominent position on each issue, ie near the title or publisher details. The number should always be printed in two groups of four digits separated by a hyphen. For monographic series the ISSN should appear with the ISBN, usually on the reverse of the title page, in the following order: ISSN 0813-4332 ISBN 0 642 99255 X To obtain more information on ISSNs, contact: Australian ISSN Agency National Library of Australia Canberra ACT 2600 Phone: (02) 6262 1213 Fax: (02) 6273 4492 Email: issn@nla.gov.au Internet: www.nla.gov.au/services/issn.html
Foreword
Many AusAID publications require a foreword by either the Minister or the Parliamentary Secretary. In general, the Minister signs forewords. The Parliamentary Secretary will, however, wish to sign some forewords. The Ministers or Parliamentary Secretarys photograph and signature should accompany a foreword. These can be obtained electronically from PAG.
Types of publication requiring a foreword Ministerial forewords Overviews on the aid program Strategy publications Sectoral policy statements Program profiles Business publications Other priority policy issues Types of publication that do not require a foreword Evaluations Research Briefing documents Country profiles Internet-only publications Small leaflets and flyers Posts publications (which are not to be cleared by the Parliamentary Secretary but are submitted for information prior to distribution to external audiences) Global education curriculum texts General outreach materials, calendars, etc The Ministers office will need to clear a foreword and authorise the use of the Ministers or the Parliamentary Secretarys signature block. For details of clearance processes, see chapter 5, Publication and Ministerial clearances. Parliamentary Secretary forewords Demining NGO issues Volunteers Literacy/education Outreach
Contents list
The list (or table) of contents needs only the simple heading Contents. It sets out the publications main divisions and subdivisions as a broad guide to the reader. Its detail generally should not extend beyond three heading levels.
Preface
A preface is usually written by the authors. It contains any information about the preparation of the report that the authors consider necessary for readers, including acknowledgments if these are not extensive.
Text
Headings
Headings are used to guide readers to the contents that follow. They should aid readers comprehension rather than confuse or intrigue them. Headings should be short and clear, relevant to the text that follows, and presented in a clear typographical hierarchy that indicates order of importance. The following are some general principles for formatting headings. Other than in Ministerials, do not use underlining bold or italic are better ways to draw attention. Use upper case sparingly and only for short headings. Do not use large point sizes (ie above 16 pt) except on signs and notices that need to be read at a distance. Use a layout that reduces the need for punctuation: Department of Government Business
ANNUAL REPORT 200001

rather than: Department of Government Business: Annual Report 200001 Establish a hierarchy of headings by setting styles in Microsoft Word to give your work a consistent structure. A style sheet will enable you to produce a consistently formatted document faster and to generate a table of contents. It will also greatly assist the Internet Unit if your text is to be converted to web pages. All five levels of heading below in the example of a very simple style sheet that you could establish will rarely be required, because in most written work only two or three levels of heading are necessary. The first three heading styles are the default heading styles in a document generated from Words Normal template. Heading 1
Font: Arial, 14 pt, bold, lower case, minimal capitalisation

Paragraph: Alignment left, spacing before 12 pt, spacing after 3 pt, line spacing single, keep with next
Heading 2
Font: Arial, 12 pt, bold italic, lower case, minimal capitalisation

Heading 3
Font: Arial, 12 pt, lower case, minimal capitalisation

Heading 4
Font: Times New Roman, 12 pt, bold, lower case, minimal capitalisation
Heading 5
Font: Times New Roman, 12 pt, italic, lower case, minimal capitalisation
Body Text
Font: Times New Roman, 12 pt, regular

Paragraph: Alignment left, spacing before 9 pt, spacing after 0 pt, line spacing at least 15 pt, Widow/Orphan control
List Bullet
Font: Times New Roman, 12 pt, regular Paragraph: Alignment left, hanging 0.6 cm, spacing before 4 pt, spacing after 0 pt, line spacing at least 15 pt, bulleted, tab 0.6 cm, Widow/Orphan control
Minimal capitalisation means you should capitalise only the first letter of the first word and any noun that is normally capitalised, eg names. Always use the headings in a consistent and hierarchical way. Do not use full stops after headings and subheadings. Do not use underlining in headings. Larger sizes can be used for titles and subtitles and in signs and notices. A contrasting typeface, eg Arial black, may also be appropriate for signs and posters. For further information on typography, see the Style Manual.
Text styles
For the majority of documents, AusAID style is for text to be set flush on the left (no first line indent) and ragged right, and presented in one column only. Two or more columns may be necessary in tables, graphs and other special content. When preparing a document whether for internal distribution only or ultimately for external audiences (after design input), body text should be in Times New Roman, 12 point (see above Body Text style). Smaller point sizes may be used in address lists, diagrams, tables, spreadsheets, indexes and captions, but no smaller than 8 point. When documents are to be published for external audiences, all text should be typeset usually through a design studio in the corporate fonts (see chapter 6, Corporate design, and appendix H, Sample fonts).
Page breaks
A page should not begin with the last line of a paragraph that begins on the previous page or end with the first line of a new paragraph. To prevent this in Microsoft Word, under the Format menu select Paragraph and then the tab Line and Page Break where you check Widow/Orphan Control. When you use templates paragraph formatting will automatically prevent widows (the final line of a paragraph at the top of a page) and orphans (divided words, single lines or headings at the end of a page).
The last page of a letter should not begin with the closing salutation and signature block. If it does, you will have to manipulate the formatted text on the first page of the letter and add more space between the address and opening salutation. In Minutes, the Recommendation/Action paragraph should be on the same page as the signature block. Often it is possible to reduce the number of lines by editing the text and deleting superfluous words. MPSU has strict guidelines on formatting Ministerial correspondence, and can advise on this. See also Writing for Minister(s) and the Parliamentary Secretary in chapter 2, Writing and editing.
Tables and charts

When preparing tables and charts, remove unnecessary clutter such as vertical borders and grid lines (which are rarely needed) and shading. The advantage of doing this is that your reader can focus on the key items of data without the distraction of sundry presentational features. A sans serif font such as Arial or Helvetica will improve legibility in tables and charts. Use a smaller font (eg 9 point) than the body of the text and plenty of white space in tables. See also Simplify tables and statistics in chapter 2, Writing and editing.
Photographs, illustrations, maps and diagrams

The inclusion of graphic material such as photographs, illustrations, maps and diagrams will greatly improve the appearance of a publication and should be discussed with the designer at an early stage. Remember to provide any captions required. It is AusAID publications policy to use captions wherever possible. To avoid gratuitous appropriation of peoples images, whenever a persons face is clearly visible in a photograph, that person should be named in the caption. Generally, captions should be meaningful, enhancing the readers understanding of both the image and the text it illustrates. AusAID staff wishing to use photographic images in publications can browse the AusAID photographic library on the intranet. Previews and image details such as caption, comments, date taken, photographer and source are available for every image. Images can be searched by subject (categories), eg computers, health care, monsoons and womens rights, as well as by custom search words, country, date, etc. For further information about accessing the photographic library, contact the photographic library manager in PAG. All AusAID publications require high-quality images. For information on the technical requirements of photographic images in AusAID publications, see appendix I, Photography for print and Internet publishing. See also Images and illustrations in chapter 6, Corporate design.
End matter
Appendixes
Appendixes are generally used for material that is related directly to the text but that is placed at the end of the text because of its technical or secondary nature. The typographical style and conventions adopted for appendixes are normally the same as for the text.
Glossary
A glossary lists and explains technical or unfamiliar words and phrases used in the publication. If a glossary is only one page, it may be placed at the end of the preliminary pages (just before the summary if it is in the preliminary pages) or in the relevant part of the text as a box. If the glossary is more than a page, it should be included just before the bibliography.
Bibliography
A bibliography is a list of sources that have been referred to, but not necessarily cited by, the author(s). If all sources have been acknowledged throughout the work within footnotes or endnotes, it may not be necessary to include a bibliography. See Footnotes and references in chapter 3, House style in written material. If a bibliography is prepared, it should be sorted alphabetically by authors surname or institution responsible for the publication. Unlike in footnotes, in bibliographies the authors surname precedes the first name or initials. For details, see the Style Manual. A standard way of citing material sourced from the Internet is to include author or organisation, title of source and location (URL). See the Style Manual for details on citing electronic material. See also Electronic addresses in chapter 3, House style in written material.
Index
An index is an efficient means of locating particular information in a publication. If readers can find subject matter easily, an index may not be needed. But the value and usefulness of a publication is enhanced if information can be found quickly and easily through a good index. For details on indexing, see the Style Manual.
Headers and footers

Headers and footers are the words and/or numerals appearing at the top and bottom of pages to assist readers to locate material.
Internal communications
In internal communications headers are often used to indicate classification (eg Unclassified, Confidential, etc). In some cases a header is included in a template, eg Ministerial submissions). To create a header in a Word document, under the View menu select Header and Footer. To assist with version control and the location of documents at draft stage, always create a footer (View menu, Header and Footer) that includes the autotext Filename and path. Remember to delete this information at final draft stage if the document is to be designed and produced externally or published on the intranet. Text in headers and footers should be in the same typeface as either body text or headings, but in italics or smaller sized capitals. Headers and footers should be at least 1 cm from the top and bottom margins. It is not necessary to use a horizontal rule (line) to separate headers and footers from the text, but this device is often used as a design element. Remember to leave at least three points of space between the header or footer and the rule.
External publications
For external publications, the following is general advice that applies in most instances. Unless design considerations preclude it, each page should include AusAID and the title of the publication in either the header or footer. This ensures that the source remains evident when portions are printed/copied and distributed. The date it was published may be included. The convention for running headers in books is to put the title of the book or part title on the left-hand pages and the chapter title on the right-hand pages (the principle being that the larger part goes on the left). For preliminary pages, the section (eg Preface) is shown on both left-hand and right-hand pages. But with all printed AusAID publications now being published electronically it is good practice to include both the publications title and the chapter title on each page.
Page numbers
Page numbers are best placed in the right-justified position on right-hand pages and leftjustified on left-hand pages, although it is acceptable to have them centred. They should appear in the footer of any document longer than one page. For page numbering purposes, pages are counted from the title page. (For self-covered brochures, which do not have a title page, counting begins with the cover.) The number should not be printed on either the title page or the reverse of title page although these pages are counted. Preliminary pages are numbered using Roman numerals (iii, iv, v, ) and other pages are numbered with Arabic numbers (1, 2, 3, ). Right-hand pages have odd numbers and left-hand pages have even numbers.
Publication and Ministerial clearances

The authoring section is responsible for the passage of the publication through the publishing processes. To facilitate clearances, you should discuss all publications with PAG at the start of the planning process. If there is any possible sensitivity about the publications content, be sure you inform PAG and your branch head. You are responsible for getting your publications content cleared within your branch/division prior to the Ministers or the Parliamentary Secretarys clearance.
Forward Publications Plan

All publications are subject to approval as part of AusAIDs annual Forward Publications Plan. PAG prepares this plan (which is revised quarterly) to ensure the optimal mix of publications to realise the aims of the Agencys Communications Strategy. The plan is endorsed by AusAIDs Executive and submitted to the Minister and the Parliamentary Secretary for information and for their agreement to specific publication clearances. This agreement constitutes advance Ministerial clearance for all publications denoted as not recommended for forewords or further Ministerial clearance. That is, most publications without Ministerial forewords that are approved at this stage will not need to be resubmitted for clearance. This simplified clearance process addresses the concerns of the Minister and the Parliamentary Secretary, reduces the chance of expensive and time-consuming late changes to publications, and makes the job of publishing easier. If you wish to add a publication to the Forward Publications Plan, you must have your branch heads support, and the relevant branch head and/or DDG approval to publish. Also you must advise PAG of your intentions by completing and submitting a Publication Advice Form (see below Publication Advice Form). PAG will then include the publication when it revises the Forward Publications Plan. It is preferable, however, for publications to be planned well in advance of the start of the publishing process so that they appear in the Forward Publications Plan submitted to the Executive, the Minister and the Parliamentary Secretary.
Publication Advice Form

The start of the publishing process is marked by the submission of a completed Publication Advice Form (see a copy at the end of this guide) to the Publications Unit (see also Checklist and timeline in chapter 1, Publishing for different audiences). PAG will retain
AUSAID STYLE GUIDE Publication and Ministerial clearances 45
this form. Its purpose is to help ensure that AusAID publications are consistent with the Communications Strategy and correspond to the approved Forward Publications Plan.
When does the Minister and/or the Parliamentary Secretary wish to clear publications?
Publications that have forewords by the Minister or the Parliamentary Secretary require their respective clearance, as do other publications noted specifically for clearance by the Minister or the Parliamentary Secretary in the Forward Publications Plan. All proposed publications submitted to the Minister for clearance are also submitted to the Parliamentary Secretary for information.
Minister
The Minister/Ministers office wishes to clear all publications requiring a Ministerial foreword as well as those addressing sensitive or highly visible issues. Branch heads should decide whether a Ministerial foreword/clearance is necessary. After determining what clearances you will need, check with MPSU on the availability of the Minister for clearances. For information on which publications require a foreword, see Foreword in chapter 4, Parts of a publication and layout. If a Ministerial foreword is required/proposed, prepare a Ministerial submission, attaching: black and white laserprints of the entire text, including the foreword, cleared at branch or division head level colour or black and white photocopies of sample illustrative material, and a similar AusAID publication to show the proposed design style or a colour mock-up (eg cover and at least four pages). Forward the submission to MPSU and a copy to PAG, ensuring that tight deadlines are clearly detailed. MPSU will manage document transfers between AusAID and the Ministers office. (Copies are sent to the Parliamentary Secretary and the Trade Minister through MPSU.) Allow at least 10 days for clearance by the Minister longer if the Minister is overseas. If the Minister does not clear your publication, you should address the noted problems and make a new submission through MPSU, providing PAG with a copy of the submission.
Parliamentary Secretary
The Parliamentary Secretary wishes to clear publications prepared for external audiences that have forewords or quotes by the Parliamentary Secretary as well as those specifically noted for clearance in the Publications Plan, including all outreach materials. After determining what clearances you will need, check with MPSU on the availability of the Parliamentary Secretary for clearances.
For information on which publications require a foreword by the Parliamentary Secretary, see Foreword in chapter 4, Parts of a publication and layout. If a Parliamentary Secretarys foreword is required/proposed, prepare a submission to the Parliamentary Secretary, attaching: black and white laserprints of the entire text, including the foreword, cleared at branch or division head level colour or black and white photocopies of sample illustrative material a similar AusAID publication to show the proposed design style or a colour mock-up (eg cover and at least four pages), and any additional information on the publication such as a launch/outreach proposal and relevant documentation (which MPSU will return after clearance). Forward the submission to MPSU and a copy to PAG, ensuring that tight deadlines are clearly detailed. MPSU will manage document transfers between AusAID and the office of the Parliamentary Secretary. (Copies are sent to the Minister for Foreign Affairs and the Trade Minister through MPSU.) Allow at least 10 days for clearance by the Parliamentary Secretary and a further 10 days if Ministerial clearance is also required. If the Parliamentary Secretary does not clear your publication, you should address the noted problems and make a new submission through MPSU, providing PAG with a copy of the submission.
Other clearances
Any significant material published by overseas posts should be cleared by the Head of Mission. PAG should be advised of publishing plans early in the process and be provided with samples of the publication when completed. If in doubt about what clearances are required, talk to PAG.
AUSAID STYLE GUIDE Publication and Ministerial clearances 47
Corporate design
AusAID produces many kinds of publication. It is not practicable to set up design styles for every kind. For this reason, design parameters have been developed to be adaptable to different needs. The design parameters cover such elements as the dimensions of publications; ranges of colours appropriate to the different kinds of material AusAID publishes; suitable fonts and font styles; the use and positioning of the AusAID logo, other logos and the Commonwealth Arms; and other design issues. They allow generic use of corporate colour schemes and font ranges to accomplish the task of achieving a corporate look (see appendix G, Sample designs, and appendix H, Sample fonts). You use the design parameters to brief designers and printers.
Rationale
The range of design used for AusAID publications for external audiences shows how uniformity of style has created a look that enables AusAID publications to stand out in their field. This uniformity should not be seen as a constraint to creativity. It should free authors and editors to focus on the task of producing relevant and accurate documents. The consistency and continuity of design style has become an asset to the Communications Strategy, as has AusAIDs approach to writing, editing and house style covered in other chapters in this guide. AusAIDs corporate style overall aims to promote the feeling within readers that they are being given the best information available.
6
Corporate colours
AusAIDs corporate colours are demonstrated in recent publications and outreach material including fact sheets, interactive displays and info cubes. The colour palette for AusAID has a primary suite of six harmonious colours and a secondary suite of five colours, providing great flexibility. They were selected to ensure that best results are achieved in terms of AusAID branding. The designer you elect to work with will help you to select good colour combinations. The colours allow considerable variation in tint and tone.
AUSAID STYLE GUIDE Corporate Design 49
Primary suite
PMS 131 (AusAID gold) PMS 174 (rust red) PMS 5275 (blue/purple) PMS 5405 (AusAID blue/teal) PMS 5753 (olive) PMS Warm Gray 10 (grey/bronze) C0, M27, Y100, K9 C0, M69, Y100, K38 C72, M56, Y0, K38 C72, M15, Y0, K56 C27, M0, Y79, K65 C0, M15, Y27, K56
Secondary suite
PMS 166 (orange) PMS 215 (deep pink) PMS 383 (green) PMS 633 (aqua blue) PMS 258 (purple) C0, M67, Y100, K0 C0, M100, Y35, K27 C20, M0, Y100, K25 C100, M0, Y10, K25 C43, M76, Y0, K0
Covers
The integrity of the corporate look is associated with quality, not excess. The front cover designs allocate a position for each element the Commonwealth Arms, the title, a subtitle, a series title, image(s), a date, the AusAID logo and the tagline The Australian Governments Overseas Aid Agency. These elements are given a position that relates to their importance in understanding the function of the publication. Each has been accommodated for several different sizes of publication encompassing a considerable range of copy lengths. The Commonwealth Arms, logo and tagline cannot be moved. The Commonwealth Arms should always be in its defined position (upper left of page) and the AusAID logo in its (bottom of page, right of centre). The tagline must always appear with the logo, which should be placed in a box and printed either solid on a tint or reversed out. Both the Commonwealth Arms and the logo should always appear in the proportions with which they were designed never skewed or stretched. See appendix G, Sample designs for more information about positioning the Commonwealth Arms and the logo. The AusAID logo may appear on the back cover of the publication as well as the front cover, along with other details (see Cover (front and back) in chapter 4, Parts of a publication and layout).
Spine colours
AusAID publications have been divided into five representative groups and each has been allocated a distinguishing spine colour from the primary suite: Policy Government/AusAID statements of intention policy, including publications arising out of or country strategy documents Statements of outcomes/activities, including program profiles General information on aid for the general public/stakeholders Research studies on sectoral and specific regional program issues PMS 5275 (blue/purple)
Outcomes General Research
PMS 174 (rust red) PMS 5405 (AusAID blue/teal) PMS 5753 (olive) PMS Warm Gray 10 (grey/bronze)
Evaluation and Evaluations and quality control issues for quality issues agency/stakeholders
A colour bar runs the length of the spine of a publication, wrapping around from the front to the back cover. This adds a distinctive feature to the publication when it appears on the bookshelf, distinguishing one group of publications from another. The bar is in two parts. The top smaller bar is a constant colour AusAID gold (PMS 131) if printing full colour or black if printing two colours. The longer bar is the colour that defines a particular publication group policy, outcomes, etc.
Images and illustrations

It is preferable to use a single illustration or photograph on the cover. Its subject should be carefully defined and be the focus of attention. The image can be cropped if necessary. A single image is both striking and memorable. It encourages the reader to remember a particular publication on a particular subject. AusAID has a good photographic library and this should be accessed whenever possible. See Photographs, illustrations, maps and diagrams in chapter 4, Parts of a publication and layout. The use of illustrations should be carefully monitored to avoid overuse and to ensure a reasonable standard of quality. The artwork for AusAIDs 1999 and 2001 calendars was produced by Franki Sparke, a Canberra-based professional illustrator. AusAID owns the copyright to the Sparke artwork that is reproduced in AusAIDs publications and outreach material. This artwork is available for use by the Agency.
Captions
It is AusAID policy to caption photographs where possible. Captions should be meaningful, enhancing the readers understanding of both the image and the text it illustrates (see Photographs, illustrations, maps and diagrams in chapter 4, Parts of a publication and layout.
Logos
AusAID logo
The AusAID logo consists of two arcs and title. The arcs should never appear without AusAID except as a design element. All material AusAID publishes for external use should include the AusAID logo as well as the Commonwealth Arms to identify its source. Electronic versions of the logo, in colour and black and white, in various formats and resolutions, can be found on the World Drive in the AusAID_Digital_Masters directory. The logo should never be traced, redrawn, retypeset or modified in any form, including adding additional words such as the country or program name. PAG can supply contractors with digital versions of the AusAID logo. COLOURS FOR THE AUSAID LOGO The standard logo colours are PMS 5405 (lettering, blue) and PMS 131 (arcs, gold). The logo may be reproduced in the range of corporate colours and any of the following styles: solid as a percentage of the colour reversed out (ie white on a solid colour) black. The logo should be printed in the specified PMS colours wherever possible. The reverse logo is a white encapsulated postscript file that can be used against any colour background. Talk to PAG if you wish to use the logo in this format. If a designer wishes to alter the colour of the logo to fit in with the design of a publication, you should obtain prior approval from PAG. PAG should also check the logo artwork to ensure that it is the correct resolution for the intended medium. Care should be taken that the correct electronic version of the logo is supplied to the printer. USE OF THE LOGO IN COMPUTER TEMPLATES A bitmapped black and white version of the logo is on every personal computer in AusAID. This is automatically used by the computer to generate the logo image when you print out any of the forms or templates available on your computer. The logo used in these templates is not of high enough resolution to be used in documents that are to be professionally printed. For any other electronic use of the logo (eg on CD-ROM or the website), PAG can supply a 72 dpi version at the appropriate size. ACKNOWLEDGMENT AND SIGNAGE DURING PROJECTS All project materials produced by a contractor in the course of conducting a project should have some form of acknowledgment of the Australian Government as the funding body/co-funder/supporter of the project. These materials include project signage, any publications produced in the course of or as part of the contract, and all stationery including business cards, fax and letterhead that is created for the project.
All that is required is the AusAID logo, accompanied by the tagline, The Australian Governments Overseas Aid Agency, or the acknowledgment A project implemented by [name of contractor] and supported by funding from the Australian Agency for International Development (AusAID), the Australian Governments overseas aid agency, plus the AusAID logo, depending on the space available on the document, sign, card, etc. Project contractors may put their logo/insignia on the project materials in addition to the Australian Government acknowledgment, but not in such a way that the contractors identity masks or diminishes AusAIDs. Because the Commonwealth Arms is difficult to reproduce with any accuracy it should not be used in such materials. AUSTRALIAN IDENTITY (KANGAROO LOGO) To comply with the expressed wish of the Minister that AusAID projects, activities, supplies and products be strongly identified as Australian, a new logo has been designed. It is a stylised outline of a kangaroo and joey, and may be used as a stencil as well as a logo. To obtain an electronic version of the kangaroo logo or to obtain kangaroo stickers in a range of sizes, contact the Publications Unit. INFORMATION FOR POSTS Posts are entitled to devise their own signage, stickers, etc (but not new logos) for projects, and are strongly encouraged to do so where this is not a matter of political sensitivity. As well, it is often appropriate to have signage in the language of the country concerned. All signage must use the AusAID logo accompanied by the tagline The Australian Governments Overseas Aid Agency (this can also appear in the language of the country concerned) and/or the kangaroo logo. Locally devised logos/emblems may be used where they have already been developed and are well recognised (eg North Asias panda). The key message of all signage should be that the project, product, structure or vehicle is from the Australian Government. The Publications Unit can supply Posts with digital versions of both the AusAID logo and the kangaroo logo.
Typography
The typeface Rotis and its associated families are the corporate fonts used in AusAID publications for external audiences (see appendix H, Sample fonts). See also Text in chapter 4, Parts of a publication and layout.
Publication sizes
AusAID generally uses the standard range of publication sizes used by the Australian Government A4 (297 x 210 mm), B5 (250 x 176 mm) and A5 (210 x 148 mm). We have introduced one other size, which would be used in the policy range of documents. This is 297 mm high x 200 mm wide. This format is a good cut from standard full sheet paper but should be used only when the publication is to be printed and bound by a recognised printing establishment. It is not suitable for instant print or laser printing.
Avoid landscape publications because they are difficult to shelve and difficult to guillotine accurately because the pages can twist in the collating stage of binding. They are often awkward to handle when reading.
Contracting a designer
Before engaging a designer, it is important that the content of all parts of the publication is edited, finalised and cleared, including the cover, preliminary pages, contents list, text, illustrations and captions, tables, charts and maps, and end matter (see chapter 4, Parts of a publication and layout). The design stage of publishing is not the time for changing text as costs can quickly escalate and schedules fall over. A number of graphic designers are now on period contract with AusAID. Full details of these contractors are available on the intranet. The Contract Services Group can help you with drafting a services order/EOL. See also appendix B, Example Scope of Services.
Design brief
Once you have the text cleared for publishing, you can brief the designer, ensuring that your requirements are fully understood. PAG can assist you in preparing a design brief. The purpose of the brief is to inform the designer about the project so that the resulting design meets your requirements and communicates with your target audience. The brief needs to cover objectives, target audience, format, content, the number of colours, whether photos/illustrations will be used, and the standard of printing and the number of copies needed if hard copies are being produced. It should also include a timetable with payment milestones. The brief will be the basis for a contract. It is important that you give your designer the format details for the publication to ensure that the design meets the set corporate styles for A4, B5, gatefold leaflets and other sizes. The designers must meet specifications relating to sizes, proportions, positioning of the logo and the Commonwealth Arms, typography and colour schemes. See appendix G, Sample designs, and seek advice from the Publications Unit. Consider whether hard copies are necessary at all. In many cases, a message can be conveyed electronically, giving the recipient the choice of printing it out or reading it on screen. If hard copies are being produced, you will also engage your designer to assist you with the selection of a printer and to manage the printing process, as the Public Affairs period contracts do not include separate printing services (see chapter 7, Print production). Talk to the Internet Unit about your Internet publishing plans at an early stage. It is mandatory that printed AusAID publications be posted on the Internet. You should instruct your designer to ensure that any electronic files supplied for the Internet meet AusAIDs requirements. For more information, see chapter 8, Electronic production, and appendix D, Writing and preparing information for AusAIDs website.
Design output
The designer will supply you with a mock-up of the publication so that you can see the main elements that the designer has chosen cover, layout, colours (if any), typography, styles of headings and positioning of illustrative matter (if any). Check this work carefully, as changes after this output has been approved become very time-consuming and expensive. Amendments may also mean a complete recasting of the publication so that this stage has to be repeated. If there are no amendments to the mock-up, the designer will proceed with typesetting and laying out all parts of the publication and then provide page proofs. These show you how the body of the publication, containing all the text and graphics, will look in their final form. Be especially careful to proofread all the material (see the Style Manual for detailed advice). If possible, get someone with a fresh perspective to look at it. There are usually several proofing steps (see below Example design schedule). When there are no further changes and you have given the designer approval to proceed, the designer will deliver a disk containing the entire publication in digital form to the printing firm you have selected from print quotes provided (see chapter 7, Print production). In some cases, illustrative material will be scanned by the printer. The designer should check to ensure that this is done correctly.
Example design schedule

Depending on complexity, the design and print process can take several weeks and involve close liaison with the designer. An example design schedule follows: Content of all parts of the publication cleared by Desk/Post/branch head by Designer mock-up of representative internal pages provided as PDF file and/or colour laserprints by Content cleared by Parliamentary Secretary/Minister by (Build in time for further clearance stages if necessary.) Cleared content, photos & captions to designer Page proofs (PDF file including cover art plus black and white laserprints of complete layout) to AusAID for proofing. Forward PDF file to PAG for comment/approval Corrected proofs returned to designer Final proofs received, checked, cleared and returned to designer (Time before next proof received will depend on size of document.) Printers chemical proof and/or dyeline received and checked by author area (to ensure that pages are correctly ordered and aligned) and designer, and returned to printer by Finished copies delivered Monday, 19 August Wednesday, 17 July Friday, 26 July Wednesday, 3 July Wednesday, 10 July Wednesday, 17 July
Thursday, 1 August Tuesday, 6 August
Monday, 2 September
Print production
If you are reading this chapter you are likely to have already considered, discussed and sought advice on the best medium to use to reach your audience (see chapter 1, Publishing for different audiences).
Production specifications
If the agreed publishing strategy for your document involves using a printer there are production specifications you and your designer need to be aware of as the Public Affairs period contracts do not include separate printing services. You will engage your designer to assist you with the selection of a printer and to manage the printing process. Below is an example of the production specifications your designer will need to know: Size: Extent: Stock: Colour: Illustrations: Finish: Artwork: Proofs: Print run: Delivery: A4 portrait (297 x 210 mm) Text 16 pp + cover Text 115 gsm part-recycled stock (Monza Satin or equivalent) Cover 250 gsm celloglaze part-recycled stock (Monza or equivalent) Four-colour throughout including cover Approx. 20 colour photographs/graphics; designer to scan Text folded, saddle-stitched 2 wires into cover & trimmed Pre-formatted disk supplied Supply digital colour 2000 Please cost run-on to 5000 (cost per 1000) Two points ACT: 200 to AusAID, 62 Northbourne Avenue, Canberra City 1800 to Canberra Mailing, Cnr Johns Place & Sheppard Street, Hume (Tel 6269 1230, Fax 6269 1229)
Black print on a medium quality paper stock would generally be specified unless there were particular reasons to do otherwise. It is usually worthwhile to select a stock of greater weight for the cover to give the publication more substance (and to prevent it becoming dog-eared). Booklets under 56 pages would generally be saddle stitched (stapled); publications of 56 pages or more should be perfect-bound (glued).
AUSAID STYLE GUIDE Print Production 57
If the print quote your designer or printer gives you specifies different stock (paper) or binding specifications, ask to see a sample. If you are going for a short print run (up to 300 copies economical if most of your target audience will access your publication on the Internet), digital printing is a good option. Ask the Publications Unit for advice on this.
Printer proofs
After the designer delivers the entire publication in digital form to the printing firm you have selected, but before the commercial printing process begins, you will receive the dyeline and/or colour proofs (if you have specified colour) of the text and cover art (see Example design schedule in chapter 6, Corporate design, and see the Style Manual). Check these proofs with care. This is not the time to make major changes, but it is your final opportunity to find and correct mistakes. If no corrections are required, you will give the printer approval to proceed with printing. If corrections are required, check the corrected proofs before giving approval to print. In due course, you will receive bulk copies of the printed publication ready for distribution (see below Distribution).
Paper
If you have decided that the best medium for reaching your audience is a printed publication, you will need to consider what paper to use. As part of the Governments environmental and waste minimisation policies, departments are encouraged to use recycled paper as much as possible. Recycled paper is suitable when hard-wearing and lasting qualities are not important. Because recycled paper deteriorates over time, if used in the wrong situation it can cause costly problems in the future.
Recycled paper
Recycled paper may be used for: documents to be retained less than 30 years documents that are not used intensively or do not require durability (eg internal Minutes and forms) short-term or frequently updated office manuals writing, message and scribble pads, and printed materials and publications for bulk distribution.
Archival paper
The National Archives of Australia has developed specifications for archival paper. Archival paper is to be used for: records to be kept for more than 30 years (eg files containing policy and procedural development in relation to continuing functions) high-level policy records and any records likely to have continuing governmental or historical interest (eg Cabinet submissions, memoranda, Minutes and Ministerial briefings) publications needed for long-term reference, and documents provided by the Commonwealth to members of the public or other governments for commemorative or legal reasons (eg legal documents, title deeds and gifts to foreign countries).
Choosing paper
There are many considerations when deciding on a paper stock for a publication. The purpose of the publication, the cost and the format are just a few. The Style Manual covers this topic in detail. Your designer can also help you. In general, for AusAID publications aimed at an external audience, an all-purpose stock such as Monza or Bonart Matt is suitable for text (115150 gsm) and covers (250 gsm). The standard weight for internal publications and for letters is 80 gsm.
Print run
It is a good idea to think carefully about the number of copies of the publication you will need, as copies surplus to requirements are expensive to store and additional print runs are more expensive on a unit basis than run-on copies. The number of copies to print arises out of the target audience you are planning to reach. Are the majority of the intended readers experts, professionals and stakeholders? Perhaps your audiences needs would be met by a web-only publication or a minimal print-run of, say, 200 copies. Will the publication be distributed at outreach events such as rural shows? See below Fact sheets and leaflets and consult the Outreach Unit for advice. Is there a ready-made mailing list for the distribution of publications? PAG has an extensive database of addressees who have answered a questionnaire stating interest in particular areas of the aid program. You can use this list when calculating your print run. If additional copies of a publication are required after its initial print run, the following process should be followed. Check a copy of the publication to find out who designed the publication. Contact the designer and obtain a print-ready CD-Rom version of the artwork of the publication. Obtain quote(s) from printer(s) for the print run you require. Select a printer, supply the artwork and check proofs (see above Printer proofs).
Distribution
When a publication is being planned, the author section should consult PAG about its distribution, as this section is responsible for both internal and external distribution of that publication. The main source of all current AusAID publications for both external and internal audiences is the AusAID Internet site. The author section provides the publication in electronic form to PAG for publishing on the Internet (see chapter 8, Electronic production). When planning the external distribution of printed publications, CDs and videos, for example, you should take into account the costs involved, including gathering or hiring address lists of targeted groups, purchasing and printing labels and non-standard size envelopes, and postage. You will need to distribute copies of your publication to: all AusAID Senior Executive staff all AusAID Directors (Canberra, State and Post) all members of the Aid Advisory Council the Parliamentary Secretary (20 copies) the editor, designer, indexer and any others involved in production all staff who need the publication in their day-to-day work the AusAID Library (2 copies) all overseas Posts the Public Affairs Group (100 copies) Info Access (44 copies required for the Commonwealth Library Deposit and Free Issue Schemes see below). If a publication has a small print run (less than 500 copies) you may need to tailor its distribution. Discuss the appropriate distribution strategy for small print runs with the Publications Unit.
Library Deposit and Free Issue Schemes

The purpose of the combined Commonwealth Library Deposit and Free Issue Schemes is to create collections of Commonwealth Government publications that are freely available to the public through the library system. All Commonwealth departments, agencies and entities are requested to provide copies (44) of each publication they produce to fulfil the schemes requirements. Info Access (the Department of Communications, Information Technology and the Arts) has responsibility for administering the schemes and arranges for the recording of document details and delivery to participating Commonwealth and State Libraries. One copy is held by the department in the Copyright Collection to assist in copyright administration. The department liaises with author agencies and the library community.
To ensure AusAID publications are included in the Commonwealth Library Deposit Scheme and Free Issue Scheme, the Canberra Mailing Centre (see below) sends 44 copies to: Library Deposit Publications Warehouse 16 Nyrang Street Fyshwick ACT 2609 For more information go to the website <www.dcita.gov.au/infoaccess/publishing_information.html>.
Canberra Mailing Centre

Canberra Mailing is contracted by AusAID for routine distribution outside the Agency and stock warehousing services. This contractor provides a distribution service for use by all AusAID officers and the general public. All requests for hard copies of AusAID publications should be referred directly to Canberra Mailing. The AusAID Internet site, Focus magazine and other publications advertise Canberra Mailing as the contact point for anyone wanting copies of AusAID publications. Staff should contact Canberra Mailing at least one week in advance of printing to arrange for delivery by the printer. Canberra Mailing provides the following services: sends free copies of AusAID publications to the general public in response to routine requests bulk mails regular publications, including Focus maintains mailing lists for regular publications such as Focus maintains mailing list databases for other AusAID publications stores bulk stocks of current publications in its Hume warehouse. All publications are sent out free of charge to the public. For most distribution jobs, Canberra Mailings costs are met by PAG through the contract. Canberra Mailing can be contacted in the following ways: Telephone: (02) 6269 1230 Fax: (02) 6269 1229 Email: books@ausaid.gov.au Mailing address: PO Box 650, Fyshwick ACT 2609 Street address: Cnr Johns Place & Sheppard Street, Hume Canberra Mailing does not store or distribute publications funded by AusAID but produced by a third party (eg an academic institution).
Fact sheets and leaflets

The Outreach and Publications Units have worked together to produce a variety of fact sheets and leaflets for distribution to the Australian public at outreach events. Standard designs for the fact sheets and leaflets were developed using a new range of corporate colours to create an identifiable corporate theme. The fact sheets cover such topics as human rights, HIV/AIDS, microfinance and the environment. Each major country program now also has a fact sheet that highlights major aid initiatives within that country. Another important addition is fact sheets on each State and Territory in Australia that include a breakdown of each regions contribution to the aid program. These are available for distribution at a variety of outreach events held throughout the country. The leaflets cover such topics as gender, landmines, emergencies and the Australian Youth Ambassadors Development Program. If you would like to distribute any of these fact sheets or leaflets to your key audiences, discuss your ideas with PAG.
Electronic production
Through the use of powerful searching and viewing facilities, electronic publishing can transform your information into highly accessible, user-friendly documents. Electronic publishing can be used for a wide range of information, including both internal documents (manuals, legislation and regulations, administrative material, handbooks, technical and user documentation, and forms) and information for external publication (annual reports, government reports, directories and catalogues, guides and handbooks, legislation, reference material, media releases, tender documents, and general publications). Typically, electronic internal documents are distributed internally over the intranet, although they could also be delivered through fixed media such as CD-ROM (or diskette). Electronic external documents are usually distributed via the Internet, which can facilitate widespread, cost-effective dissemination of public information, although CD-ROMs can also have a role. Knowledge of the audience and their needs and expectations, as well as the nature of your information, will help determine the choice of medium for your electronic publication. Short time frames will limit your choice.
Internet
Publishing on the Internet is becoming the norm for a great deal of internal, as well as external, AusAID communication. The AusAID Internet site is one of our primary vehicles for communicating with clients and colleagues in government, universities, schools, other aid organisations, contractors and the general public. The Communications Strategy identifies the Internet as a key means of transmitting the AusAID message. We are required to publish all of our printed products for external audiences on the Internet. Because our Internet site plays a key role in establishing our image as the Australian Governments overseas aid agency, its content and design must be of a high quality. All material published on the site must therefore conform to the standards set down in this style guide. Publishing on the Internet should be part of your publication planning processes. The Internet is a relatively inexpensive means of disseminating information to a worldwide audience. It allows hypertext linking both within documents and to other documents/sites around the world, and allows the use of video, audio, text and graphics (although access considerations strictly limit the use of memory-intensive files). Other advantages include the ability of users to communicate and offer feedback, the ability to gather statistics on usage, and the ability to make users pay for services or information.
AUSAID STYLE GUIDE Electronic production 63
PDF files Because all printed AusAID publications must appear on the Internet you will need to provide the Internet Unit with a PDF file of the text and/or graphic material prepared for the printer. Usually this means that you will have to ask the designers involved in your publication to prepare the file (which means you will need to include this task as part of the design brief). All PDF files prepared for the AusAID Internet site must meet the following standards. A single, high-quality PC-compatible PDF file should be provided via email or on a PC-compatible ZIP disk or CD-ROM. The file should be web-ready, ie optimised at 72 dpi. The file should be readable in Acrobat Version 3. The file should contain the total publication, starting with the cover and followed by the remainder of the document in its correct order. The cover must include the Commonwealth Arms, a title and an approved AusAID logo and tagline. The PDF file can be created directly from the QuarkXPress, InDesign, PageMaker or Word file in agreement with AusAID. The PDF file must contain a bookmarks column to the left of the screen linked to all relevant sections/pages. These bookmarks must appear when the file is opened. The Contents of the publication should be hyperlinked to all relevant sections/pages. The file must open in one page only not readable spread. The files display setting should be fit to width and the bookmarks setting should be fit to width, ie all bookmarks should retain fit to width when navigated. AusAID is to be included in the document General box within the Acrobat Document Info box after conversion or in the Word document Properties before file conversion. The document should include appropriate copyright details, date of publication and ISBN (see Preliminary pages (prelims) in chapter 4, Parts of a publication and layout). All text, graphics, images and colours must be clear, colour-balanced and of high print quality. The PDF should not be locked and should be available for future editing, including graphics, text and images. For further information, contact the Internet Unit manager. SUBMIT THE REQUIRED INFORMATION AND MATERIAL To have material published on the Internet AusAID staff should send an email request to the Internet Unit manager and include: the material to be published Word, Excel or PDF files details of where the document should be located on the site, if known details of the person, their position and the section responsible for the publication a paragraph of two or three sentences that succinctly describes the purpose and content of the document, and a date, if any, that the document should be deleted from the Internet site.
The Internet Unit manages the AusAID Internet site. Before you write and/or submit material to be published on it, consult the Internet Unit manager to discuss options and standards to be met. Also see Writing for the Internet in chapter 2, Writing and editing, and appendix D, Writing and preparing information for AusAIDs website.
Procedures for publishing on the Internet

Much of the process of electronic publishing is the same as for any other form of publishing. OBTAIN APPROVAL Information cannot be published on the AusAID Internet site without prior approval by the relevant director or branch head. It is the responsibility of the author or section producing the material to ensure that a document has been approved for publication. All information that appears on the AusAID Internet site is published as HTML files (web pages) or PDF (portable document format) files. Web pages are usually published from Word and Excel files. PDF files are usually prepared by the designer of a hard-copy publication. If a document has been approved for publication as a hard copy, no further approval is required for electronic production. PREPARE YOUR MATERIAL APPROPRIATELY Web pages Explanatory material, texts of speeches and press releases, background statistics and figures, items to promote current or new programs and other general public communications material can all be made available via the Internet. Before submitting files for publishing as web pages: run a spelling check using Australian English (see Spelling in chapter 3, House style in written material) delete page numbers and any headers and footers, especially those that describe file names, disk drives, authors, etc ensure that Word pages are formatted to print A4, not US letter ensure that pages in Word documents are not formatted in columns although this may not be possible if the document has already been prepared for print production use underlined text to indicate where a link is required and indicate the link destination in angle brackets and red text preferably as a URL and not a page heading, and ensure that Excel charts and spreadsheets are formatted to A4 size paper and not US letter. There are ways of making a spreadsheet fit the page size. Give the Internet Unit a call for advice on how to do this.
8
AUSAID STYLE GUIDE Electronic production 65
ALLOW ENOUGH TIME Preparing documents for publishing on the Internet can be time-consuming. Allow at least five days for material to be scanned, coded, tested and published. You will be notified by email when your publication becomes available on the Internet site.
CD-ROM
CD-ROM is an ideal medium to disseminate large volumes of information. With access speeds much faster than the vast majority of Internet connections, it is currently the best vehicle for graphic-intensive or multimedia content (video, audio, animations, games). Disadvantages include limited space (especially if you need to produce one version of the CD-ROM to play on both PC and Macintosh platforms); immutability of content; a relatively long production cycle; and the need for physical distribution. CD-ROM replication alone can take 1517 working days. Distribution through CD-ROM (or diskette) may be more appropriate when the target audience is quite narrowly focused, or where Internet access may not be freely available.
Appendixes A Australian identity

In order to meet the Governments requirement for effective promotion of Australian identity, these guidelines were developed in September 1999 for posts and desks to follow when producing project signage and other forms of promotional material. The guidelines, which cover requirements for signage on aid projects, and the use of the AusAID logo and Commonwealth coat of arms and other emblems on a range of materials, have now been updated as follows. The Government places importance on the effective promotion of the Australian identity of our aid program. It is one of the six key principles that underpin Australias aid program, as outlined in Better Aid for a Better Future: Our aid program will remain identifiably Australian it is a reflection of Australian values and is a projection of those values abroad. These guidelines are intended to help AusAID officers successfully meet the Governments requirements for the promotion of Australian identity. The objective of the promotion of Australian identity is to highlight the support of the Australian Government, through its overseas aid program, for a particular project or activity, and to demonstrate Australian partnership with a community or country. Opportunities for the promotion of Australian identity take many shapes and forms. They can include: labeling or badging of project materials (ranging from water tanks through to computers and training manuals) the recognisable participation of Australian advisers in project activities, visits by Australian officials signage. Judgment should be exercised in promoting Australian identity. For instance, reports or publications that are prepared with AusAID funding but over which we have no editorial control should not be strongly badged or otherwise labeled to give the impression they are Australian Government documents or endorsed by Australia. Project documentation, reports and the like produced by contractors as part of a funded project should not display the Commonwealth Coat of Arms, and should carry the standard AusAID disclaimer.
AUSAID STYLE GUIDE Appendixes 67
Signage
Flexibility is needed in creating signs that suit local conditions and reflect the partnerships through which the aid program is delivered. These guidelines are not intended to be prescriptive but aim to provide a framework for ensuring effective signage. Signs should feature as a minimum requirement: the words Australia or Australian Government only if appropriate, the AusAID logo, accompanied by the words The Australian Governments overseas aid program if appropriate, the Gift of Australia kangaroo logo information about the project in the language of the country concerned.
Coat of Arms
Posts should strongly discourage the incorporation of the Commonwealth Coat of Arms in any signage. There may be some occasions where Posts consider this appropriate, but experience suggests that efforts to replicate the intricate design of the Coat of Arms often fail, especially in the case of well-intentioned but hand-painted jobs. It is far better to have no Coat of Arms than a poor rendition.
Country specific emblems

Where Posts have developed logos or emblems for bilateral development cooperation programs or logos that have wide local recognition, these may be used, but only in conjunction with the kangaroo motif. No new logos for signage, new programs, inauguration ceremonies or the like should be developed.
Precedence of logos/emblems
The kangaroo motif and wording highlighting Australian Government support for the project should take precedence over the AusAID logo and those of contractors. Implementing partner agency logos or emblems should be equivalent in prominence to the main Australian identification element, for instance, Beijing Posts kangaroo and panda motif side-by-side. It is important that signage reflects the substance of Australian Government support for an activity, and that reference to contractors and NGOs engaged to implement it does not obfuscate the main message: that this is an Australian-funded activity.
Use of the AusAID logo

The AusAID logo on its own is not sufficient in terms of promotion of Australian identity. Where the AusAID logo is used, it should be accompanied by the words The Australian Governments overseas aid program
National flags
The use of flags on signs is allowable, as long as the renditions are accurate. Again, it would be better to have no flag than a poorly painted one. The Australian flag and that of the partner country must be of the same size.
Wording
Posts and desks should use their judgment when applying wording. The following words are suggested as examples: Funded by Australia / Funded by the Australian Government Constructed with the help of Australia Supported by the Australian Government Gift of Australia / Gift of the Australian Government / Gift of the People of Australia Avoid using project acronyms it is preferable to spell them out. Project titles can be used where they reflect the joint involvement of the Australian and other governments. The language of the country concerned should always be used either in addition to English or on its own.
Costs of signage and promotional materials

The costs of developing signage and other materials to promote Australian identity should be borne out of project funds or PASU funds managed by Posts.
Assistance and advice on Australian identity

For further advice on Australian identity issues, contact PAG.
B Example Scope of Services

The following example is a Scope of Services order for designers. You can adapt it for other publishing services if necessary. The Contract Services Group can help you with drafting a services order/EOL.
SCHEDULE 1 Scope of Services

1. 1.1 DESCRIPTION OF THE TASK The project involves the design of the AusAID publication [insert publication name]. The audience for the publication is [could be business, the media, politicians, overseas governments, people in developing countries or the general public, particularly Australians in rural and regional areas, women and youth]. The publication plays a key role in communicating AusAIDs activities to this audience. The Contractor is required to work closely with AusAID to develop the publications design. DESIGN TASKS TO BE PERFORMED The Contractor shall attend a meeting at the beginning of production of the publication to be held at the Contractors office to discuss content and design of the publication. The Contractor shall attend meetings at first proof stage and at final proof stage in the production of the publication, and at other stages during the design and production process as required by AusAID. The Contractor shall design the artwork for the entire publication. This includes the cover plus [] pages of text [and graphics/illustrations]. The design is to highlight key corporate messages in the document. [The design will also include photos, graphics and/or other illustrations consistent with the corporate messages of AusAID]. The Contractor shall provide AusAID with one or more complete sets of black and white laser print proofs of the initial design for approval and carry out corrections and/or amendments according to AusAIDs requirements as instructed in writing. The Contractor shall include in the work up to 5 hours of authors corrections to the design, as instructed by AusAID. After all initial authors corrections have been completed satisfactorily, the Contractor shall make further authors corrections beyond the 5 hours allocated as instructed in writing by AusAID at the rate of $95 per hour. The Contractor shall not charge for correction of errors made by the
1.2 1.3 2. 2.1
2.2 2.3
2.4
2.5
Contractor. The Contractor shall not charge for failure to meet AusAIDs quality standards. AusAID will reimburse the Contractor at the agreed rate for a reasonable time only in undertaking corrections as instructed by AusAID. 2.6 2.7 2.8 2.9 The Contractor shall develop additional design as instructed by AusAID in writing at a rate of $120 per hour up to a limit agreed in writing by AusAID. The Contractor shall arrange high resolution scans of all photographs and other relevant graphical elements during the design stage. The Contractor shall arrange necessary couriers to courier material to AusAID and to the printers as required. The Contractor shall arrange for delivery to AusAID of a colour proof of the final fully designed publication incorporating all corrections and amendments for approval by AusAID in writing before the artwork is provided to the printer. The Contractor shall provide the final artwork for the cover and all internal material that has been given written approval by AusAID for printing to the printer on disk. The Contractor shall check final colour printing proofs supplied by the printer and identify any errors in colour, any problems with photos or other marks or blemishes on the proofs. The Contractor shall make proofing marks to enable AusAID to instruct the printer to make necessary corrections. The Contractor will take full responsibility for pre-press management. The Contractor will keep AusAID informed of progress and finalisation of the printing of the publication. The Contractor will supply AusAID with a PC-compatible PDF file. This file shall be web-ready and shall contain the total publication, starting with the cover page and followed by the remainder of the document in its correct order. The PDF file shall be web ready, ie 72 dpi and: be readable in Acrobat Version 3 contain a bookmarks column to the left of the screen, linked to all relevant sections/pages and visible on opening the file. where there is a contents page in the publication then the main headings of the contents will be hyperlinked to their relevant sections within the document. All graphics, images, and colours shall be clear, colour-balanced and of good print quality. The PDF shall not be locked and should be available for future editing, including graphics, text and images. AusAID will not accept the following: Separate files for cover, text, and other sections, unless otherwise agreed to in writing (for example, in the case of very large documents) PDFs laid out in printer-ready order (for example, combined front and back covers, combined inside-front and inside-back covers, etc)
2.10
2.11
2.12
2.13
2.14 (i) (ii) (iii) (iv) (iv) 2.15 (i) (ii)
(iii) (iv) 3. 3.1 3.2 4. 4.1
Macintosh format files or disks Unicode fonts in document titles or document index information. TIMELINES The Contractor shall strictly meet the deadlines of the AusAID timetable as set out as in Attachment [ ]. The Contractor shall keep AusAID regularly informed of the progress of the design and printing of the publication. QUALITY The quality benchmark for the design will be samples of previous AusAID publications as supplied by AusAID for reference. The Contractor shall ensure that the high design quality standards demonstrated by [insert name of benchmark publication] are upheld throughout the life of the contract.
SCHEDULE 2 Basis of Payment*

1. 1.1 2. 2.1 TOTAL FEES The total fees payable by the Commonwealth to the Contractor shall not exceed the sum of $A. PAYMENT OF FEES The fees payable by the Commonwealth to the Contractor shall be paid as follows: (a) the sum of $A. within thirty (30) days from: Written acceptance by AusAID of the satisfactory completion of the initial design (b) the sum of $A. within thirty (30) days from: Written acceptance by AusAID of the satisfactory completion of the first proof stage (c) the sum of $A. plus any additional monies payable pursuant to clauses 2.5 and 2.6 within thirty (30) days from: Written acceptance by AusAID of the satisfactory completion of the final proof stage (d) a final payment of $A. within thirty (30) days from the date of delivery of [.] copies of the publication that satisfies AusAIDs required specifications as described in Schedule 1. (e) additional copies will be at an agreed rate. *Note: It is not essential to stagger payment throughout the production stage. It may be more convenient for both parties to pay a lump sum at the conclusion of the contract when the publication has been completed and delivered.
C The Fog Index

Can your audience understand your writing and message? To answer this question, use a small segment of your latest writing to calculate the Fog Index. Four or five paragraphs will do.
How to calculate your Fog Index

Count the number of sentences and the number of words in each sentence. Work out the average number of words in a sentence. Count the number of words of three or more syllables (called the hard word count). Add the average sentence length to the hard word count and multiply this figure by 0.4. This gives you the Fog Index the number of years of schooling needed to understand text. It allows you to assess whether your readers will be able to understand your writing. Tabloid newspapers aim for a Fog Index of 8. The Readers Digest aims for 10. Time magazines aim is 815.
How to interpret your Fog Index

Average: 6 years primary and 4 years secondary schooling = 10 Higher school certificate = 12 University graduate = 15 Postgraduate = 17+ To reach the general public successfully, your Fog Index should be 10 or less.
D Writing and preparing information for AusAIDs website

AusAID has developed guidelines to assist those preparing content for publication on its Internet site.
Principles
Useability testing has found that: reading from computer screens is about 25 per cent slower than reading from hard copy many people often feel unpleasant reading online text, probably due to the poor resolution of computer screens reading large amounts of text makes users impatient users tend to scan the screen, rather than read from left to right, and pick out keywords, sentences and paragraphs of interest, and users dont like to scroll when reading. Conclusion: keep text short and simple.
Style and format

The following style and formatting guidelines are intended to ensure that users of AusAIDs website have positive experiences and that text files can be easily converted into browser-readable HTML. Remember to use house style (see chapter 3, House style in written material). Ensure pages are formatted to print to A4 paper size, not US Letter, especially when using Excel charts. Write no more than 50 per cent of the text you would have written to cover the same material in a printed publication. Keep text concise and simple. Use short sentences and paragraphs, headings and bulleted lists. Dont require users to read long continuous blocks of text.
Include the main idea in the first sentence of a paragraph. Use following sentences to expand the main idea as in media releases. Any text that exceeds three A4 pages should include a short summary or abstract of three to five sentences. Always include a title. This should be a concise, meaningful, plainly worded reminder of the page contents as it will be used as the title for any bookmark the reader makes to your page. Do not use columns or coloured text. Do not use page numbers. Do not use headers and footers, especially those that describe file names, disc drives, authors etc. Where a link is to be included, underline the text to be linked and indicate the link destination in red text between angle brackets preferably a URL address and not a page heading. Photos and graphics should be used sparingly as they slow down the speed at which users can view Internet pages. Charts should be accompanied by a table of the data contained within it and include table headers. Article length should be kept to no more than three A4 pages, if possible. See below Feature stories. Do not use underlined text for emphasis as this will be presumed to indicate a hyperlink. Use italics for emphasis. Avoid using forced page breaks or line breaks. Avoid using tabs and do not use spaces to format. Instead use the ruler or table options provided in your word processing application. Assign styles to consistently headings and body text. When preparing documents for conversion into PDF files it is important that the heading styles are applied in the correct hierarchical order (ie Heading 3 after Heading 2) and not chosen for appearance purposes only.
Feature stories
Several formats are available for preparing feature stories for the Internet. Choosing the most appropriate format will depend on the subject, the amount of content, and the quality and subject matter of available images. Note that the Internet is essentially a text-based medium. Images are generally used only to provide interest or to illustrate the text.
Single page feature

The single page feature is best suited to a single story or event. Its hard-copy equivalent is an article in a magazine. Word count: 300400 words. Images: no more than three images; captions to be provided.
Relevant links to further information may be included. Production timeline: allow at least one week. Examples: Aid Close Up: PNG Disaster Remembered; Peace in Bougainville <www.ausaid.gov.au/closeup/default.cfm>.
Multipage feature
A multipage feature consists of several single pages linked to a common entry page. Each page elaborates different aspects of a single theme and should be self-contained. The hard-copy equivalent is a collection of articles on a single topic. An entry page provides links to the collection of pages and should include two or three sentences to introduce the theme. Each individual page will have its own heading and may contain further subheadings. Total word count: 5002000 words. Each individual page: 200400 words. Images: generally one image per page. Images need not be included on all pages. Relevant links to further information may be included. Production timeline: up to three weeks. Examples: Aid Close Up: Vietnam 10 Years of Aid.
Slide show
A slide show consists of a series of images with limited text associated with each image. Its hard-copy equivalent is the photo-essay. All images must be of high technical and compositional quality. The image subject matter should form a sequential, ie chronological, narrative or demonstrate multiple examples of a single theme. The images must have some intrinsic interest beyond their associated text, ie they should stand alone as a story in their own right. Text = 3060 words per image. The text component may be expanded with additional supporting text of 150250 words per image. This will be presented on a separate text page. Images: at least 5 but no more than 10 images per slide show (including opening and closing screens). A subtitle for each image should be provided. All images should include captions. Story format: Opening screen: introduction of subject matter of slide show Body screens: elaboration of subject matter Closing screen: summary of subject matter or role of aid program in general, including links to related information. Production timeline: up to three weeks. Examples: Aid Close Up: East Timor Community Assistance Scheme; Youth Ambassador at Work. Please note that slide show development should be undertaken only after approval by the Internet Unit manager.
E Writing for Focus

The key messages we are trying to get across to our target audiences are that aid works it helps to reduce poverty it makes a lasting difference it improves regional security, and it creates jobs for Australians and opportunities for people to get involved hands-on if they want to.
General writing tips

Be mindful of your audience. You are not writing for your peers. You are writing for readers who have little knowledge of the aid program, and you want them to go away feeling that some real good is being done in the world by their aid program with their taxes. Avoid technical terms, jargon, acronyms and lists of statistics. If you must use a technical term, explain it in simple language. Write short sentences. Use an interesting, lively style of writing to engage readers from a range of backgrounds and interests. A story should focus on project outcomes and how the project has improved the quality of life for a particular person or community. Facts (eg statistics) about the project should be provided separately as sidebar information or as a pie graph. Keep your headings brief and catchy. Dont start your story with the title of the project. Interview people, put their words in quotes and use those interesting quotes upfront in the first few paragraphs. Describe the benefits that have made real differences to the lives of real people and name them. Remember that most people will read only the first three or four paragraphs of a story, and the picture captions sometimes only the latter. Short sentences, short paragraphs and good captions will help get your message across more effectively. Provide high quality film photos (reflective or slide) with captions to accompany your story wherever possible. Digital images should be avoided as they are rarely of high enough quality.
Styles
Acronyms and abbreviations
Avoid using if possible. Always spell out what the acronym stands for (unless it is extremely well-known, eg UNICEF). Where the acronym appears more than twice in the story, use it, otherwise use an abbreviated reference, using upper case. eg The Society for the Promotion of Area Resource Centres (SPARC) was funded by [where this organisation is referred to more than twice in the story] BUT The Society for the Promotion of Area Resource Centres promotes The Society also has input in Especially try not to use numbers of acronyms in the one story. No full stop after Mr, Dr or any abbreviated word that ends in its original final letter.
AusAID vis a vis Australian Government

Use of the word AusAID: AusAID does not fund, support or pay for anything: the Australian Government does. AusAID should only be used when referring to the agency as the manager of an activity or information about the organisation itself. All attributions of funding, support, aid etc must be to the Australian Government, or Australia. eg The Australian Government supported the project with funding of $1 million. Australia funds an ongoing project aimed at improving infrastructure (NOT AusAID supported or AusAID funds ).
Capitalisation
Avoid excessive use of capitals. Cap G for Government (all Governments). Only use capitals for titles if clearly necessary, eg in most cases the title coordinator would be lower case, but Manager of Reafforestation Projects would be upper case in the first instance.
Captions
Captions run at the end of the story. They should be clearly connected to the photograph they refer to, and should be full sentences with full stops. They should supplement and enhance the content of the photograph, not simply describe what is shown.
Credits
Almost all stories have the initials of the writer at the end. Some stories have a byline within the standfirst par. Photos should be credited eg: Photo: Mary Brown, courtesy UNICEF.
Dashes and hyphens

These are not the same thing. A dash separates parts of sentences. A hyphen joins words or parts of words.
Foreign words
All unfamiliar foreign words or phrases should be italicised and the English meaning given next to the word/phrase in brackets.
Formatting
Single space after full stops. Minimise formatting (all formatting done by designer). BUT: Use two levels of heading: main head and crossheads in story.
Heading and standfirst par

Heading should be no more than six words and should contain a verb. Avoid adverbs if possible. The standfirst is not the first par of the story. It is an invitation to read the story, giving a taste of the contents. It should be between 20 and 36 words.
Lists
Dot-point lists should be used sparingly and are more appropriate as sidebar information.
Money
All sums are to be in Australian dollars and not specified as Australian dollars. The project, worth $300,000, was (NOT The project, worth A$300,000, was and NOT The project, worth US$220,000 ) Comma after thousands, $8,500; $50,000; a population of 200,000. Generally speaking, amounts of money spent on projects should be provided briefly as sidebar information, eg: Australian aid projects helped more than 300,000 people in Cambodia to learn about landmines and unexploded ordnance. These projects also helped nearly 90,000 people to walk again with artificial limbs. During 1998 and 2002, projects worth $2 million were successfully completed
Numbers
Spell out one to nine, thereafter 10 etc. Spell out all numbers where they fall at the beginning of a sentence. Avoid using figures in crossheads. Percentages always in numerals, and spell per cent, not %, eg 5 per cent, 38 per cent. A five-year-old girl, but the girl was five years old. Where possible, use words rather than figures, eg one third rather than 33 per cent, almost half rather than 49,820 of a population of 102,500
Oddities
Solomon Islands (not The). Sudan (not The). Ni-Vanuatu (not Vanuatuan).
Punctuation
Use punctuation where sense and clarity require it. Minimal use of commas, avoid semicolons if possible. Make shorter sentences rather than using dashes.
Quotes
Single quotes except for quotes within quotes. Punctuation with quotes: generally punctuation falls inside the quote marks, eg The project was very successful, said John, even though we had terrible weather to contend with.
Spelling
Use the first spelling choice in the Macquarie Dictionary where two or more spellings are possible. Use s not z, -our not -or. Program not programme (except for UN programmes).
Typography
Always italicise Focus when referring to the journal. Use italics for emphasis if necessary, not bold.
F Difficult and preferred spellings

The following is a list of difficult spellings and AusAIDs preferred spellings. If you are using a hard copy of this list, you will find it useful to continue adding unfamiliar or difficult words for your own reference. The compilers of this guide would appreciate advice on additions.
A
Aboriginal (adj.) Aboriginal person (n.) (do not use Aborigine) accessible accession accommodation acknowledgment advice (n.) advise (v.), adviser, advisory affect (v. influence) (see also effect) ageing airconditioning all right alphanumeric annotate anomaly Antarctica apparent appendixes appraisal arguable ascertain audiovisual
B
bankruptcy battalion benefited, benefiting bracketed budgeted
C
calendar cancellation, cancelled, cancelling catalogue, catalogued, cataloguer, cataloguing CD-ROM, CD-ROMs centre commitment complement (which makes complete) compliment (praise) contemporary contractual cooperate coordinate correspondence council (assembly) councillor (member of council) counsel (n. advice, opinion) counsellor (adviser)
D
database day-to-day (adj.) decision-maker decision-making defence dependant (n.) dependent (adj.) develop development Director General disc (gramophone) discreet (prudent) discrete (distinct) disk (floppy, computer) dispatch
G
Gopher (computer search software) grassroots
H
handwritten hard copy home page HTML (computer markup language)
I
ie (that is) implementer inquire, inquiry inaccessible Internet intranet its (it is) its (possessive)
E
effect (v. bring about, n. result) (see also affect) eg (for example) eligible email etc (et cetera) Excel (software) extant (in existence) extent (range)
J
judgment
K
keyword
L
labelled, labelling labour (but Australian Labor Party) licence (n.) license (v.) life cycle life span lifetime likelihood long-term (adj.) long term (adv.)
F
facsimile fact sheet film-maker flyer focuses, focused, focusing fulfil, fulfilled, fulfilment full-time (adj.)
M
metadata movable minuscule multimedia
principle (general law) printout program (but World Food Programme)
Q
questionnaire
N
naturalise necessary
R
receipt receive recommend reconcilable regrettable relevant resourcing
O
occasion, occasionally occur, occurred, occurrence offence omitted ongoing online on-screen (adj.) organisation (but use z if it is in names) outsource
S
schedule secrecy seize self-service separate service, servicing short-term (adj.) short term (adv.) sincerely sizeable Solomon Islands (not the Solomon Islands) spreadsheet stationary (not moving) stationery (paper) succinct Sudan (not the Sudan) superhighway supersede susceptible
P
paper-based part-time (adj.) PDF (portable document format) per cent percentage permissible personal (individual) personnel (staff) possessive postwar practice (n.) practise (v.) preventable preventive principal (chief)
T
targeted, targeting technique temporarily their (possessive pronoun) there (place) theyre (they are) transferable, transferred
V
Viet Nam Vietnamese (adj.)
W
website wholly withhold work plan worldwide World Wide Web (www)
U
under way unmistakable unnecessary until URL (uniform resource locator) usage useable
G Sample designs
A4 publication 4 colour
Size 297 x 210mm Commonwealth Arms Width 15mm Centred in 20 x 20mm box Crest to print Black on box filled with a 60% tint of Pantone Warm Gray 10 AusAID logo Width 15mm Placed in 20 x 20mm box Allow 3mm for bleed Typeface A 36pt on 38pt leading Rotis Sans Serif Extra Bold Typeface B 24pt on 28pt leading Rotis Sans Serif Regular Typeface C 10pt on 14pt leading Rotis Sans Serif Regular Rule 1pt 60% tint of Pantone Warm Gray 10 Colours See colour palette information Image box Depth 126mm
112mm 12mm 0mm
0mm
Australia and Viet Nam

A better future through partnership 19992001
26mm A
50mm 64mm B
106mm
277mm
136mm
112mm
Scale 50%
290mm C
A4 publication back cover

Size 297 x 210mm Typeface A 14pt on 18pt leading Rotis Sans Serif Extra Bold 3mm space before next line Typeface B 10pt on 16pt leading Rotis Sans Serif Regular 2mm space between paragraphs Typeface C 8.5pt on 14pt leading Rotis Sans Serif Regular 2mm space between paragraphs Colours See colour palette information
54mm A
26mm
198mm
0mm
0mm
Australia and Viet Nam A better future through partnership 1999-2001

Viet Nam faces many challenges in todays changing world to ensure the future well being of its people. Australia, as a relatively wealthy nation, is well placed to work as a partner with Viet Nam in its quest for development and poverty reduction. This brochure provides an overview of Australias development cooperation program, which assists Viet Nam to reduce poverty and achieve sustainable economic and social development for its people.
50mm
For more information on Australian-assisted projects in Viet Nam,
please contact: The Director Viet Nam Section AusAID GPO Box 887 Canberra ACT 2601 Fax (02) 6206 4696 E-mail InfoAusAID@ausaid.gov.au www.ausaid.gov.au For hardcopies of AusAID publications, contact: Canberra Mailing Centre PO Box 650 Canberra ACT 2609 Telephone 02 6269 1230, Fax 02 6269 1229 E-mail books@ausaid.gov.au AusAIDs corporate publications from November 1997 onward are available in full on the AusAID internet site at www.ausaid.gov.au ISBN 0642 41427 0
Scale 50%
Size 297 x 210mm Commonwealth Arms Width 15mm Centred in 20 x 20mm box Crest to print Black on box filled with a 60% tint of Pantone Warm Gray 10 AusAID logo Width 15mm Placed in 20 x 20mm box Allow 3mm for bleed Typeface A 36pt on 38pt leading Rotis Sans Serif Extra Bold Typeface B 24pt on 28pt leading Rotis Sans Serif Regular Typeface C 16pt on 21pt leading Rotis Sans Serif Extra Bold Typeface D 11pt on 21pt leading Rotis Sans Serif Extra Bold Typeface E 10pt on 14pt leading Rotis Sans Serif Regular Rule 1pt 60% tint of Black Colours See colour palette information
112mm 12mm 0mm
0mm
China
Restricted Not for external circulation
21 December 1998
40mm A 50mm 67mm B C
Country program strategy 19981999
86mm D
277mm 290mm E
136mm
112mm
Scale 50%
Size 297 x 210mm Commonwealth Arms Width 15mm Centred in 20 x 20mm box Box filled with a 30% tint of spine colour Crest prints 100% spine colour AusAID logo Width 15mm Placed in 20 x 20mm box Allow 3mm for bleed Typeface A 36pt on 38pt leading Rotis Sans Serif Extra Bold Typeface B 24pt on 28pt leading Rotis Sans Serif Regular Typeface C 10pt on 14pt leading Rotis Sans Serif Regular Rule 1pt 30% tint of the second colour Colours See colour palette information
112mm 12mm 0mm
0mm
China
Program profiles 19981999
40mm A 50mm 67mm B
277mm 290mm C
136mm
112mm
Scale 60%
B5 publication
Size 250 x 176mm Commonwealth Arms Width 15mm Centred in 20 x 20mm box Crest to print Black on box filled with a 60% tint of Pantone Warm Gray 10 AusAID logo Width 15mm Placed in 20 x 20mm box Allow 3mm for bleed Typeface A 23pt on 28pt leading Rotis Sans Serif Extra Bold Subtitle (if appropriate) 16pt on 20pt leading Rotis Sans Serif Regular Typeface B 14pt on 18pt leading Rotis Sans Serif Extra Bold Typeface C 10pt on 14pt leading Rotis Sans Serif Regular Colours See colour palette information Image box Depth 105mm
12mm
32mm
104mm
0mm
40mm
International Development Issues No.50
HIV/AIDS Treatment and Care Evaluation of the Thailand-Australia HIV/AIDS Ambulatory Care Project
26mm A
66mm B
90mm
104mm
128mm
Scale 70%
243mm C
DL brochure
Size 210mm x 100mm (folded size) Commonwealth Arms Width 15mm Centred in 20 x 20mm box Crest to print Black on box filled with a 60% tint of Pantone Warm Gray 10 AusAID logo Width 15mm Placed in 20 x 20mm box Allow 3mm for bleed Typeface A 24pt on 28pt leading Rotis Sans Serif Extra Bold Typeface B 10pt on 14pt leading Rotis Sans Serif Regular Colours See colour palette information
68mm
30mm
0mm
0mm
46mm
Australias overseas aid program
32mm A
Image box Depth 112mm

30mm Scale 80% 52mm 203mm B
H Sample fonts
Adobe Rotis Sans Serif
ABCDEFGHIJKLMNOPQRSTUVWXYZ abcdefghijklmnopqrstuvwxyz 0123456789()$%&!?

Adobe Rotis Sans Serif Light

Adobe Rotis Sans Serif Bold

Adobe Rotis Sans Serif Extra Bold

Adobe Rotis Sans Serif Italic
Adobe Rotis Serif

Adobe Rotis Serif Bold

Adobe Rotis Serif Italic
Photography for print and Internet publishing
All AusAID publications require high-quality images.
Quality requirements
Film negatives or slides should be used where possible as they are easiest to scan and provide the highest quality images. Prints from negatives or slides lack the quality of the original. But first-generation copies of negatives and slides are as good as the originals. Printers usually scan negatives or slides and save them in digital format. These digital files are of a much higher quality than files produced by a digital camera. Most digital camera output does not provide the level of detail required for AusAID publications. The quality of images taken by digital cameras can be measured in Megapixels. This is the number of dots of information that the camera can capture in the image. An average digital camera will take an image of 3.5 Megapixels (3.5 million dots of information in the image). This produces an image of about 2000 x 1750 pixels. AusAID requires images to be at least 6 Megapixels (about 3000 x 2000 pixels) for print purposes. This far exceeds the capability of most digital cameras (except the very expensive). Digital images suitable for high-quality publications created by scanning original negatives or slides are measured by dots per inch (dpi). The minimum resolution considered acceptable is 300 dpi at A4 size (297 mm x 210 mm). For publishing on the Internet, images down to 72 dpi are acceptable, as the Web is a very low-resolution environment. The output of most digital cameras is adequate for this purpose. Images from the Web are no good for print reproduction as they are usually 72 dpi. Web images will appear grainy if used directly in a high-quality print publication. If you require web images (such as a snapshot of a website or application) to be included in a publication, speak to your designer or printer, as they may have suggestions for capturing a screen image of suitable resolution. Generally, the quality of digital images you receive via email will be too low for print production. The size of the file you receive can be an indication of its quality. A JPEG file (with the file extension .jpg) will usually be of minimum suitable quality if it is about 1.5 MB or more at compression level 10. A TIFF file (with the extension .tif) will usually be of minimum suitable quality if it is about 18 MB or more. Anything smaller is suitable
for preview purposes only. Check whether you can obtain copies of the original negatives or slides the images came from. The general rule for providing any image for reproduction either on the Web or in print is that the better it is to begin with, the better the result will be. For printed publication purposes, a film camera of reasonable quality will produce images of superior quality to the output of the best digital camera. Fully automatic film cameras are easier to use than digital cameras and are less likely to fail. And you will rarely run out of space for new images as you can buy rolls of film in almost every country. (Additional memory cards for digital cameras are not so readily available.) If you must use a digital camera, and need to buy one, ease of use is a key attribute to look for as many of them are harder to program and use than a VCR. Also the cost, storage and transport of image memory cards can be expensive compared with film. Find a digital camera best suited for the sort of photographs you are likely to take. For example, if you take outdoor photos you will need to be able to view the image on the display screen in bright light. The ease of transferring images to computer also varies considerably between digital cameras. Images can be transferred from camera to PC via a memory card reader that takes the different storage media and plugs into a USB port. If you have a camera that uses the Flashcard memory system, you can put the Flashcard into a carrier that looks like a floppy disk to insert into your PCs floppy drive. Ask your dealer to demonstrate this function to you before you buy. For advice and further information about photographs for AusAID publications, contact the photographic library manager in PAG.
Supplying images to the photographic library

All images included in AusAIDs photographic library must be aid-related, meet the quality requirements and be accompanied by the following details: caption details about what the image is showing, who is in the image, where the image was taken and what AusAID project the image relates to (if relevant) country where the image was taken, including province or state where possible photographer name and contact details where possible source the organisation the image was obtained from date the date the image was taken. All images must be provided as a negative, transparency or print. Digital-only images are not accepted due to quality issues. All images must be legally reproducible by AusAID without further need to contact the photographer or source for permission. Because the photographic library is a resource to be used for promoting the aid program it is not a repository for all aid project images. It is not intended to be a full documentary archive of the aid program. If you have any images that meet AusAIDs technical and detail requirements and could be useful in promoting the Australian aid program, contact the photographic library manager in PAG.
Bibliography
AusInfo, Guidelines for Commonwealth Information Published in Electronic Formats, Version: 1.1, Department of Finance and Administration, Canberra, January 2000. Collins Gem Dictionary of Spelling & Word Division, Collins, London, 1988. McCawley, P, English and Statistics, internal AusAID publication, Canberra The Macquarie Dictionary, 3rd edn, Macquarie Library, Sydney. Pauwels, A, Non-discriminatory Language, AGPS Press, Canberra, 1991. Stern, G, Spot on! Correspondence and Report Writing, with Guidelines on Plain English, AGPS Press, Canberra, 1996. Style Manual for Authors, Editors and Printers, 5th edn, AusInfo, Canberra, 1988. Style Manual for Authors, Editors and Printers, 6th edn, John Wiley & Sons Australia, 2002.
AusAID Public Affairs Group GPO Box 887 Canberra ACT 2601 Phone (02) 6206 4960 Fax (02) 6206 4695 www.ausaid.gov.au

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AusAID Style Guide

2 Writing and editing

AUSAID STYLE GUIDE i

3 House style in written material

ii AUSAID STYLE GUIDE

4 Parts of a publication and layout

AUSAID STYLE GUIDE iii

5 Publication and Ministerial clearances

iv AUSAID STYLE GUIDE

Bibliography Publication Advice Form

AUSAID STYLE GUIDE v

Why does AusAID need a style guide?

Our public face

AUSAID STYLE GUIDE Preface vii

The words we use

viii AUSAID STYLE GUIDE

A quick guide to publishing terms

AUSAID STYLE GUIDE A quick guide to publishing terms ix

x AUSAID STYLE GUIDE

AUSAID STYLE GUIDE A quick guide to publishing terms xi

Some typical AusAID publications

AUSAID STYLE GUIDE Some typical AusAID publications xiii

Publishing for different audiences

To target our key external audiences

AUSAID STYLE GUIDE Publishing for different audiences 1

To promote Australias identity

To target internal audiences

2 AUSAID STYLE GUIDE

Before you start

Should you publish?

What format should you use?

AUSAID STYLE GUIDE Publishing for different audiences 3

Who can help in your decision-making?

A simple publishing strategy

4 AUSAID STYLE GUIDE

(A) Detailed Technical Aid Info (AA)

(B) Info for Partners (BB)

(C) The Success Stories D

AUSAID STYLE GUIDE Publishing for different audiences 5

How long does the publishing process take?

Checklist and timeline

6 AUSAID STYLE GUIDE

AUSAID STYLE GUIDE Publishing for different audiences 7

8 AUSAID STYLE GUIDE

Writing and editing

Writing for your reader

Adopt a writing approach

Consider contracting a writer

AUSAID STYLE GUIDE Writing and editing 9

Use plain English

10 AUSAID STYLE GUIDE

Use non-discriminatory (inclusive) language

Consider tables and charts

AUSAID STYLE GUIDE Writing and editing 11

Editing your work

Avoid bad habits with and

12 AUSAID STYLE GUIDE

AUSAID STYLE GUIDE Writing and editing 13

Watch some words

Avoid listing too much

Simplify tables and statistics

14 AUSAID STYLE GUIDE