Burleigh Accountants Style Guide Purpose of the Guide The purpose of this document is to help individuals and departments to prepare company documentation consistent with the Burleigh Accountants corporate style. The Style Guide explains the style to be applied to company documentation, together with information on typography, and advice for writing and producing documents. It is recognised that there will be documentation which is outside these guidelines, but the general format should be followed wherever possible. This Style Guide has been developed to encompass the character of Burleigh Accountants and reflects the new progressive approach to the expansion of the organisation whilst still maintaining the sense of tradition and history. Writing Style Composition should be concise, friendly, and professional in keeping with the mission statement of Burleigh Accountant. Documents should be visually appealing and use unambiguous language. Standard Operating Environment Burleigh Accountant’s standard operating environment (SOE) is Microsoft Windows. Documentation should be produced using Microsoft Word 2007 or higher. This will ensure portability of files and consistency of operation. Company logo Burleigh Accountants logo must appear on all documentation. The logo is provided as a pdf image at the top of this document and should be included at the top of all documents. As a registered trademark and symbolic of Burleigh Accountants, neither the company name nor logo may be varied in any aspect (for example: ratio, typeface or colour). Hyperlinks Hyperlinks may be either: Internet hyperlinks which take the reader to a web site if a modem is in use. Internet hyperlinks must begin with https://Word hyperlinks appear as normal text in a printed document, but in an electronic document are distinguished by the mouse cursor turning into the “pointing hand” shape when passing over it. Templates There are no standard templates for documents at Burleigh Accountants and writers may use their own formats for documents as long as the Style Guide is followed. Note that all letters sent to external parties must be signed by a Senior Accountant or Senior Manager. Page Layout Only A4 paper is to be used for Burleigh Accounts documents. The page margins must be as follows: All margins (left, right, top and bottom) – 2.54cmHeader or footer 1.27cm from the margin line. Headers and footers Headers Headers are used for all documents of more than one page. They contain the Burleigh Accountants logo, the title of the document and the title of the current section (if applicable). The Burleigh Accountants logo must appear at the top and centre of every document Footers Footers are used for all documents (except for letters and emails) and must contain the filename, the version of the document, the date and the page number. Appearance Styles The standard font for all Burleigh Accountants documents is Arial 11. Headings should be bolded with Heading 1 in 14 pt. and Heading 2 in 12 pt. Printing Printing must be double-sided where possible. All printing should be done on recycled paper. Filing Files must be named according to the file type e.g. Invoice 123. The version and the date must also be included. All documents must be filed in the appropriate folder on Burleigh Accountants’ computer system. Current folders are: AdministrationInvoicingCorrespondencePurchase ordersMarketingFlyersSpecial offersCustomer correspondenceStaffingStaff filesHuman resources policies and proceduresNewsletters (file by month)General Policies and Procedures, forms and supporting presentationsRecord keeping policies and procedureRecord keeping presentationsRecord keeping formsComplaints handling policy and procedureComplaints presentationsComplaints formsWork health and safety policy and procedureWHS presentationsWHS forms If there is no relevant folder, staff should create a new folder. Privacy Burleigh Accountants complies with the Privacy Act 1988 and the Australian Privacy Principles. When providing services, Burleigh Accountants will usually collect personal information including the client’s name, address and contact details and information specific to the service being delivered. Burleigh Accountants will treat all client personal information confidentially and will not disclose any details to another person or organisation. Access to information is restricted to the relevant authorised staff. Information deemed inaccurate, irrelevant or out of date is destroyed. Newsletter Style Guide The following style points should be followed when designing and producing newsletters. Format Use the business newsletter template from Microsoft Word.Use the fonts contained in the newsletter template.Keep it short.No more than 3 pages per newsletter publication.Keep it bright and clear.Break up blocks of text with photos, graphics or cartoons.Break up your pages with white space.Print in columns.Use sub-headings.Put text in boxes, or shaded paragraphs. Copyright Copyright must be taken into account. If a report or article is to be included, make sure you acknowledge the author and/or source of the publication. Email Style Guide All emails should be written as follows: Write a clear subject line.Use greeting and closing as you would in a letter.For clients use their first name or Mr or Mrs if preferred.Where the email is to all staff use “Dear All”.End the email with Yours Sincerely.For staff, use first names and use Kind Regards in closing.Use short paragraphs and insert blank lines between each paragraph.Use bullet points if applicable.Keep the email brief.Proof read the email at least once before sending it. Power Point Style Guide All PowerPoint presentations should be developed using a suitable template to reflect our corporate colours. Use the default heading fonts included in the selected template. Increase the font size as required. Do not include too much text on each power point. Make key points and then notes to guide the presenter. Use images to break up the text and to illustrate points. When printing out a copy of the presentation, have four or six slides per page for reviewing, and then three slides per page with lines to the right of each slide for note taking.
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