Professional Documents
Culture Documents
Style Guide
Western Canadian Edition
Version 1.0.2010
Victoria Melvin
Michelle Waggoner
All-Spec Roof Consulting – Style Guide 2010
Version 1.0.2010
Permission is required from the All-Spec Roof Consulting© CEO in order to make
modifications and amendments to this publication.
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Publication History
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Document Amendment
None to date
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Produced for employees and hired contractors of All Spec Roof Consulting Inc©. (All-
Spec) this style guide is meant to ensure clear and effective communication within all
corporate documents meant for internal or external viewing.
All-Spec is aware that a lot of documents produced by us, for companies we are
subcontracting for, may have to adhere to the contract owner’s style guide instead of our
own. When there is no style guide for a contract owner All-Spec Style Guide should be
used.
If you are unsure what style guide needs to be used as a resource please Email and for
further clarification on the style guide rules please send an email to
Info@AllSpecRC.com
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To insist on uniformity a copy of this document will be available online as well as a hard
copy at headquarters. Copies can be made at request.
Employees or hired contractors are to adhere to this style guide when generating the
following All-Spec documents:
• Email • Invoices
Applicability of revisions
All-Spec is in the continual process of expanding. This may lead to unexpected necessary
changes to the style guide. If there is an adjustment that needs to be made or an
additional content you think may need to be contributed, please Email
Info@AllSpecRC.com
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Reference Guides........................................................................................................................10
Dictionary: .........................................................................................................................10
Spelling ....................................................................................................................................... 11
Spell Check:........................................................................................................................ 11
Grammar ....................................................................................................................................12
Emphasis: ..........................................................................................................................12
Abbreviations: .................................................................................................................... 13
Capitalization: .................................................................................................................... 13
Commercial: .......................................................................................................................14
Residential: ........................................................................................................................14
Lists ............................................................................................................................................ 15
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Dates: .................................................................................................................................16
Hyperlinks: ........................................................................................................................16
Numbers: ....................................................................................................................................18
Plurals: ...............................................................................................................................18
Monetary:...........................................................................................................................18
Colour: .............................................................................................................................. 20
Logo Usage:........................................................................................................................21
Labels: ............................................................................................................................... 23
Example: ........................................................................................................................... 24
Pictures: ............................................................................................................................ 24
Help Identifiers:................................................................................................................ 25
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Notes: ................................................................................................................................ 25
Tables: ............................................................................................................................... 26
Distribution: ..................................................................................................................... 29
Archiving ........................................................................................................................... 29
Appendix i: Procedure......................................................................................................... 30
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Reference Guides
Dictionary:
Canadian Oxford Dictionary of Current English; Katherine Barber, Trade Paperback,
Oxford University Press; March 2005.
Words that are roofing related and may not have dictionary standard meaning may be
found in the ARCA’s (Alberta Roofing Contractor’s Association) Roofing Application
Standard Manual. This manual can be found online at:
http://arcaonline.ca/html/roofing-application-standard-manual.php
or at All-Spec head quarters.
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Spelling
Spell Check:
Spell check is not an exact science and therefore all documents should be proofread for
correct Canadian spelling and grammar.
Roofing Terms:
There are also terms that are roofing specific that some spell check programs may deem
incorrect. Please see the ARCA Roofing Application Standard Manual. This manual can
be found online at: http://arcaonline.ca/html/roofing-application-standard-manual.php
or at All-Spec head quarters.
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Grammar
Grammar is very important in All-Spec documents to ensure understanding for the client,
employees, and hired contractors. When dealing with Emails, invoices, user guides
(processes and procedures), Employee conduct policies, internal and external letters,
and marketing materials it is important to have full grammar rules applied.
For conditional, initial and interim reports it is not always necessary to have complete
sentences, fragmented sentences are acceptable if they are coherent. As well picture
captions do not need complete sentences.
General language
Emphasis:
When an emphasis is needed in an inspection (conditional, initial or interim) report it
should be bolded. (Unless otherwise noted in this Style Guide or by the client).
When an emphasis is needed in either internal or external emphasis should be in italics.
Emphasis must never be underlined and must always be used sparingly.
For reports the tone is professional and impersonal, when necessary to include the
inspector in the report it should be done in third person.
Ex. The inspector noted that several of the roofing contractors were removing
non- related garbage from the site.
Past tense should be applied to all reports. All other documents may have different
tenses; however the tenses should be the same within the same document or document.
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Abbreviations:
Industry standard abbreviations (i.e. ARCA, RRO, AI, etc.) require a note of explanation
after the first use in external documents (internal documents and reports may require no
such explanation).
Some words in reports may also be abbreviated to shorten the notes within.
Ex. Approx.,
Capitalization:
Capital letters are to be used at the beginning of every sentence and when correct.
Significant roofing terms may also be capitalized:
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Naming Conventions
Commercial:
All names in Commercial reports should be formatted as:
First Name Last Name comma Credentials
If there is more than one credential that should be added with a comma in between.
Residential:
All names in Residential reports should be formatted as:
Mr., Mrs., Ms., First Name Last Name
Unless the home owner has otherwise stated.
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Lists
Numbered Lists:
Numbered lists should be used in inspection reports to denote different points being
made, in the order that they were seen. Numbered lists should consist of one point each
numeral and related points may be added with bulleted lists. They may also be used in
procedures or process if necessary. Numbers should be followed by left bracket.
Ex.
2) The roofing contractor has made plans to patch leak on roof area A
Bulleted Lists:
Bulleted lists should only be comprised of a maximum of 9 points and be with a current
numbered list. There should be only one type of bullet as there should be no more than
two bulleted levels. Bullets should look like following:
Ex.
1. The roofing contractor made several adjustments to the metal flashing
• The metal flashing was adhered to the front structure in Roof Area C.
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Other Conventions
Dates:
Dates are to be written in the month-day-year format. The month is written in short
hand and the date is always in numbers. The year may be condensed to the last two
numbers on intern. Cardinal number format should be made on emails and other
communications.
Email address:
When placing an All-Spec Email into a document different words should be capitalized.
Emails should also be underlined and made blue if available.
Hyperlinks:
When a hyperlink or link needs to be placed in a document or online it needs to be on the
beginning of a line, it may be aligned to the connected text. The link does not have to
include the full address. Only the All- Spec websites need capitalization in the link. These
addresses if available should be made blue and underlined. These links shall turn purple
when clicked as the normal standard.
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Numbers:
Normal Conventions:
All numbers will be written in numeral form.
Ex. 3,665
Over a Million:
If numbers are over a million expressed as a decimal followed by the word million
with the M capitalized. If numbers need to be ordinal, they are still in numeral form
with the ordinal suffix in superscript.
Ordinal Numbers:
If numbers need to be ordinal, they are still in numeral form with the ordinal suffix
in superscript.
Ex. 6th
Plurals:
Indicate the plural of numerals by adding s with no apostrophe.
Ex. 1960s
Monetary:
When making an invoice monetary amounts should be shown as 180.00. Only the first
line of the Invoice will have the $ sign.
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Colour:
There are specific colours used by All-Spec within documents and advertisements. The
colours are limited to make the documents recognizable. No other colours may be used.
Firebrick #E42217
Firebrick 2 #C11B17
Black #000000
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Logo Usage:
The All-Spec logo uses the colours: Firebrick, Firebrick 2, Black, and Asphalt Grey. It is
placed in the top left-hand corner of communication documents and invoices, and in the
middle of a report or documents front page.
The logo may only be used by All-Spec for recognition and copywriting. Do not attempt
to remake the logo, as it is already made and ready for use. If you have comments about
the logo please email Info@AllSpecRC.com
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Letterhead Usage:
The letterhead is used at the top of inspection/condition reports, invoices, processes and
procedures and internal/external letters. It is saved as an image for easy mobility, and
accuracy while creating one of the previously stated documents.
Footer on other documents should just have page number, unless a version is specified
nothing else needed to be included.
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Within Document:
Text Hierarchy:
When creating a title, subtitle, and text, certain fonts and colours are used. Use the
following guidelines to choosing the correct options. This is also the order in which the
text will be placed.
Labels:
All information contained in a document will have a label to notify the reader what the
information is about. The label should ensure that the reader is clear on the information.
To ensure clarity, the label must be concise. Avoid long sentences and words that some
may not understand.
The label will regularly begin in the same format as a title. If there are multiple labels for
information, follow in order of Heading, Heading 2, and then Title.
Attention Box:
The attention boxes should be bold to attract the reader. The information within the box
must be relevant and clear.
Create the box with a 1 pt. black line, and a fill colour of Firebrick. The text within the
box will be Georgia, 11 pt., and black.
Ex.
This is an attention box. Inside this
box there will be information that is
relevant to the topic being discussed.
The information will be important. Be
sure to take note.
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Example:
All examples made within an All-Spec document will be written on a new indented
paragraph. The example must be written in Georgia, 11pt., black. Use the word “Ex.” with
a period after. Include the example after “Ex.”.
When an example is in text and does not need to be emphasized it may be i.e and the
example enclosed in a set of brackets
Pictures:
Pictures for reports will be centered and have a caption directly below also centre aligned.
Bold the picture’s number ending with a colon, content should not be bolded. These
pictures must be numbered and identified if necessary by roof area. Use Georgia, 11pt.,
black. Make sure the figure is clearly identifiable.
3500
3000
2500
2000 West Can
1500
1000 East Can
500 International
0
1st 2nd 3rd 4th
Qtr Qtr Qtr Qtr
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Help Identifiers:
A help text box should be bold to attract the reader. The information within the box must
be relevant and clear so the reader is able to understand how to solve the issue.
Create the box with a 1 pt. black line. The box does not need a fill. The text within the box
will be Georgia, 11 pt., and Firebrick.
Ex.
This is a help box. Inside this
box there will be information
that will assist when a
problem arises.
Notes:
When information needs to be noted after a paragraph, add a space between the
paragraph and note. Italicize the word “Note” and type a semi colon afterwards. Use
Georgia, 11pt., Firebrick. This is should never be used in reports, but can be used in
other documentation.
Ex. Note: Invoices are sent week after completion and payment is due upon
receipt.
Revision Bars:
Changes need to be made to documents frequently to keep them up to date. When
revising a document, place the text that needs to be changed a space below the original
text. Put the revised version of the text in quotation marks. Use Georgia, 11pt, firebrick.
All changes must be submitted to the All-Spec head quarters for approval.
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Tables:
Create the table with a 0.5pt thickness for the lines. The text inside the table must be
Georgia, 11pt, black. Bold the titles. Use Asphalt Grey for top cells, and cells including the
line total. Place the table in the centre of the page, and a space after previous text.
Ex.
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The headquarters will be notified of all alerts before action will occur. Necessary actions
will be communicated by head office.
Version Format:
All version numbers must be unique to create easy understanding of which version the
most is updated. The version numbers must follow a specific order. The original version
number of this document looks like “Version 1.0.2010 “.
The last number is what year the change has been made.
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Revision Indicators:
If there is a change that is necessary to be made Email the headquarters
Info@AllSpecRC.com
If there is a document with proper changes made to it, drop-in or mail to the head office.
Address:
52 Ravenslea Crescent SE
Airdrie, AB
T4A 0H3
Telephone: 403.980.8817
Fax:403.980.8976
Distribution:
The distribution of documents will depend on what is available to the receiving
participant. All copies will be kept at the head office. Documents will be sent via Email. If
Email is not available to the participant the document will be mailed to their preferred
address.
Archiving
All documents will be stored at the head office located in Airdrie.
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Appendix i: Procedure
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1) Step
• Sub notes
2) Step
• Sub notes
3) Step
• Sub notes
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Label
Intro into step
1) Step
• Sub notes
2) Step
• Sub notes
3) Step
• Sub notes
Help Block
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