Formatting

Citing sources of information The primary purpose of listing sources of information is to help readers go directly to that source. Hence, if the reference lacks sufficient detail to locate the source, it fails to meet its purpose. Simply acknowledg...

Capitalization guidelines Modern practice is to use lower case unless there's a specific reason for capitalizing. Text that is overly ornamented with capitals and boldface is difficult to read. Capitalize The descriptors Chapter, Table, Figure,...

Referring to companies When referring to a company for the first time in a document, spell out in full followed by its abbreviation in brackets without quotation marks, for example Magnetic Control Systems Ltd (MCS). After that, you can use the abb...

Formatting code, macros, and scripts Code, macros, and scripts must stand out from normal text. Programming code elements should be formatted in a monospace font that differentiates between the numbers “0” and “1” and the letters “O” and “l” (Couri...

Digit groups Numbers are shown in three-digit groups separated either by commas or non-breaking spaces: use non-breaking spaces (before and after the decimal point) if the number is 10 or more digits before the decimal place or 6 or more digits aft...

Copyright notice, need for Copyright protection is granted to any original work of authorship fixed in any tangible medium of expression from which it can be perceived, reproduced, or communicated. Although legally, copyright is assumed and a copyr...

Cite the source When art or tables are reproduced from another source, always cite the source. In particular, the photographer or copyright holder of photographic material should always be acknowledged, even when permission is not required. In case...

Cross-references, usage Use cross-references in documentation to direct users to related information that might add to their understanding of a concept. Unless the information is essential to the task at hand, do not repeat information provided in ...

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 nee...

Use an equation editor An equation editor—for example, Word Equation Editor—is always preferred for equations, simple or complex. Use the same font, font style, and font size (including subscripts) in text when referring to elements that appear in ...

Quoting data files and electronic documents In general, only quote file names in text if the detail is warranted—for example, when instructing the reader to type a file name or when describing the files contained in a folder. If the file name is in...

Footnotes, usage Use in-text footnotes (displayed at the bottom of the page) when citing a reference or when providing an explanatory note that is relevant but not essential to the argument. Footnotes, endnotes, or bibliography? If there are mult...

Lists, usage A list is a vertical arrangement of non-sequential and usually independent items (such as lists of types, properties, benefits, issues, or options) or sequential steps in a process. The items can be single words or phrases or sentences...

Use numerals for all measurements Use numerals for all measurements, even if the number is under 10. This is true regardless of whether the measurement unit is spelled out or abbreviated. Measurements include distance, temperature, volume, size, ma...

Currency abbreviations If more than one currency is used in a document, use the corresponding currency abbreviation with each amount in the text. In a table, include the currency abbreviation in the title or heading. If the symbols is not well-know...

Numerals vs words The use of numerals versus words is primarily a matter of convention. The following conventions are recommended: Use numerals for 10 and above. Spell out zero through nine if the number does not precede a unit of measure or ...

Ornamentation guidelines Use ornamentation to distinguish particular types of information and to assist with readability. In general, avoid ornamenting text with boldface, italic, underlining, colour, and capitals unless there is a clear reason to ...

Post-nominals, usage The letters following a name are known as post-nominals and can include honours, qualifications, fellowships, and memberships. The form, order, and punctuation of post-nominals are governed by a precise set of rules, as describ...

Formatting quotations Unless formatted as a block quotation, always enclose quotations of direct speech or extracts from other documents with double quotation marks. Do not apply italic or otherwise ornament the quoted text and be careful to preser...

Special symbols Important Always use the correct symbol. Don’t use combinations such as <= or +/-.

General guidelines Use parentheses, not a hyphen, to separate the area code from the phone number. Do not precede the area code with the country code except in international lists. Follow local conventions for grouping of digits and separating grou...