Defined terms

Defined terms, usage

Defined terms are used to simplify repeated reference to a significant term. The significance of the term depends on the type and context of the document. For example, a reference to the 2009 Audit Report is significant and needs to be distinguished from references to audit reports in general. Although technical documents should never be formatted legal-style, defined terms recognize that the term is legally or commercially significant.

Guidelines

Follow these guidelines when defining and using defined terms:

• When defined by a footnote, capitalize the term without quotation marks and place the footnote identifier immediately after the term, for example:

  ...the Responsible Person¹ must...

  1.  As defined by The Australasian Code for Reporting of Exploration Results, Mineral Resources and Ore Reserves (the JORC Code), available <https://jorc.org/docs/JORC_code_2012.pdf>

• When defined in text, capitalize the term and enclose with double quotation marks, for example:

  ...the senior manager or delegated relief manager (“Responsible Person”) must...

  ...the “Responsible Person” is the senior manager or delegated relief manager...

• If the term is defined elsewhere, such as in a code of practice or regulation, cite the defining code or rule with a documentary note. Alternatively, describe usage in text, for example:

  ...WPC’s use of the terms “Technical Value” and “Fair Market Value” are in accordance with...

• Do not otherwise capitalize terms unless they are defined as significant or are proper nouns or are capitalized in your glossary.

• Only define on first use. The capitalized term can then be used freely later in the document. If the term is defined in an executive summary, the term must be defined again in the body of the report. Repeat the definition as often as you think it is needed.

• Abbreviations and acronyms defined in text are not, usually, defined terms. When defining acronyms, do not enclose with quotation marks.

• Shortened names and titles, such as when BMA Consultants Ltd is shortened to BMA, usually do not require definition unless the term has particular legal or commercial significance—in a formal letter of engagement, for example.

• Do not italicize a term, defined or otherwise, unless it is the title of a published document.

• Avoid running capitalized terms together. For example, placing a defined term next to a proper name can look like a title or another term. Try to phrase your sentences such that each capitalized term is separated from other capitalized terms by normal text or punctuation.

Correct

• The assets of Magma Resources Ltd (MRL) can be grouped... MRL is… [In this case, MRL is not a defined term, it is an initialism, defined in text.]

• The assets are owned by Magma Resources Ltd (“Owner”) and can be grouped...the Owner is... [In this case, Owner is a defined term.]

• The assets are owned by Magma Resources Ltd, and can be grouped... Magma is... [In this case, Magma is a shortened name. The definition can be omitted, provided there is no possibility of confusion or misreading.]

• Collins & Barclay plc (C&B) were engaged by Multiform (Aust) Pty Ltd in May 2011 to review the status of the project. Multiform stipulated that C&B must... [In this case C&B is an acronym, which is defined, and Multiform is a shortened name, which does not need definition.]

• A “Participant” includes any party who is registered to... Participants are... [In this case, Participant is a defined term.]

• The term “participant” includes any party who is registered to...participants are... [In this case, participant is not a defined term, it is just a term that is being explained.]

• The Multiform Ltd 2011 Annual Report (“Annual Report”) contains details of...the Annual Report is...[The term is italicized because it is a published title, which is then defined.]