IFAC Communications Guidelines Document Formatting Guide December 2011 Introduction This Document Formatting Guide has been developed to ensure the consistency of presentation of IFAC documents, including exposure drafts, consultation papers, and other 8½ x 11 materials. These materials might include practice statements, updates, good practice guidance, standards, policy positions, etc. However, this does not include materials designed by an external designer (e.g., brochures, tri-folds, special reports). Although this guide is not intended to be a how-to for Microsoft Word, instructions for setting some of the less common options have been included. Please ask if you are uncertain about any settings for which instructions are not provided. As always, feel free to consult the Publications Associate or the rest of the Communications Department on any formatting issues that are ambiguous or not included in this guide.
Transcript
IFAC Communications Guidelines
Document Formatting Guide
December 2011
IntroductionThis Document Formatting Guide has been developed to ensure the consistency of presentation of IFAC documents, including exposure drafts, consultation papers, and other 8½ x 11 materials. These materials might include practice statements, updates, good practice guidance, standards, policy positions, etc. However, this does not include materials designed by an external designer (e.g., brochures, tri-folds, special reports).
Although this guide is not intended to be a how-to for Microsoft Word, instructions for setting some of the less common options have been included. Please ask if you are uncertain about any settings for which instructions are not provided.
As always, feel free to consult the Publications Associate or the rest of the Communications Department on any formatting issues that are ambiguous or not included in this guide.
Date Format................................................................................................................................................. 6
Front Cover.................................................................................................................................................. 7
Back Cover.................................................................................................................................................. 7
Inside Front Cover....................................................................................................................................... 8
Front Matter and Order of Sections............................................................................................................11
Table of Contents....................................................................................................................................... 11
Sample Table of Contents.......................................................................................................................... 13
Text Styles................................................................................................................................................. 14
Titles of Publications.................................................................................................................................. 19
IFAC’s standard copyright information—whether for EDs/CPs or final documents. Be sure you have the correct, current version―check with Communications.
Request for comments, how to send comments, and the deadline for submissions—only for Exposure Drafts and Consultation Papers.
ISBN number—only for published final documents (including practice statements, updates, good practice guidance, standards, pronouncements, policy positions, etc.).
Front Matter and Order of Sections Front matter and sections should be presented in the following order. Page and paragraph
numbering and headers should begin with the Introduction.
○ Preface or Acknowledgements
○ Table of Contents
○ Introduction
○ Body Text
○ Appendices
The preface may be used to discuss why this document was created, the specific role of the document (exposure draft or statement vs. guideline or standard), or to express thanks to those who participated in the project.
Table of ContentsThe table of contents should include entries for all headings to which you have applied the Heading 2 or 3 styles (see page 17), as follows:
CONTENTS title is 10 pt, all caps, bold, centered, and has 12 pt of spacing above, 0 points after, ½ point bottom border
All TOC entries:
o Font: Arial 10 pt
o 14 pt line spacing
o 6 pt of space before
o 0 points after
Level 2 headings left aligned
Level 3 headings left-aligned and indented .25”
If an entry wraps to the next line, indent the second line .25”
To set the dotted line leader tab and the margin tab for the TOC entries, go to the Paragraph menu and click the Tabs button in the lower left-hand corner:
Text Styles“Normal style” text should be as follows:
Arial 10 pt
Line spacing 14 pt
Spacing before 6 pt
Spacing after 0 pt
Justification Full
Widow/orphan control On
All foreign language phrases (that is, in any language but American English) should be italicized.
Examples: gratis; persona non grata; raison d’etre; coup d’etat; al fresco
Numbered/Lettered Paragraphs
Formatting should be Normal style plus:
First level numbers should be left aligned.
Hanging indent should be .38” at each level. If the paragraph number is so long that a hanging indent of .38” is insufficient, the hanging indent should be increased to .76” (e.g., two times .38”) to accommodate the exceptionally long paragraph number; in that case, it must be increased for the entire document.
When numbering, Word will automatically continue the previous list. If you need to restart numbering, click the Restart Numbering button in the Numbering menu.
Use plain text for the numbers, even if the paragraph text is bold.
These table formatting points are general guidelines only; there is flexibility in formatting tables to best fit the content. Text-dense tables may need different alignment than tables of numbers. This flexibility extends to font size, line spacing, alignment of the table headings and the content, row height, column width, and use of gridlines.
Normal style with 3 pt before and 3 pt after
1 pt line weight
Table headings (top row and left column) bold and title case, left aligned.
Numbered and bulleted lists in tables follow the same rules as those outside of tables.
Text should be justified, unless the columns are so narrow that the spacing of the words is distorted. In this case, the text should be left aligned.
Ideally, tables should not break across pages, However, if a table does break, Repeat Header Rows should be checked in the Layout tab.
