Abbreviations – avoid abbreviations except where the abbreviated form is more commonly used than the full term (for example, "am" and "pm") For common abbreviations such as "e.g." "i.e." and "etc." the English equivalent is preferred.
| Abbreviation | English equivalent |
|
e.g. (exempli gratia) |
for example |
|
i.e. (id est) |
that is |
|
etc. (et cetera) |
and so on, and so forth |
If you choose to use these abbreviations, use lower case and separate the abbreviation from the following text by a comma (e.g., like this).
Acronyms – spell out the term and follow it with the acronym in parentheses (for example, "what you see is what you get" (wysiwig)). Don’t capitalize the spelled-out term unless the term would normally be capitalized. Repeat the explanation in each module the term is used in. Use small caps to format acronyms.
Apostrophe – use an apostrophe to form the possessive case of singular and plural nouns (see Possessive Case). Also use an apostrophe for contractions (such as can’t, isn’t, and it’s) to replace the omitted letters.
Bullet Lists – use bullet lists for three or more items. For simple word lists, no punctuation is needed. If each item on the list is a complete sentence, end the introductory line with a colon and end each item with a period. If any item in a bullet list is punctuated, punctuate every item.
Be sure to:
Can and May – see Conditionals.
Capitalization – capitalize proper nouns only, including:
In headings and titles, use initial capitals except for articles ("a," "an," "the") coordinate conjunctions ("and," "for," "or") and prepositions (unless part of a verb phrase) less than four characters in length. Always capitalize the first and last word in a heading or title.
Colon – use a colon at the end of a phrase introducing a bullet or numbered list.
Comma – use commas to set off introductory phrases, parenthetic phrases, serial lists, and independent clauses preceded by a conjunction.
Conditionals – use "can" to describe actions or conditions that are possible. Use "may" only to describe situations where permission is being given. If either "can," "could," or "may" apply, use "can" because it’s less tentative.
Example
You can submit the form upon completion.
(Correct.)
You may submit the form upon completion.
(Implies that you have permission to submit the report.)
Use "may" as a conditional only when you really need to be tentative.
Example
If you submit the form within two weeks, you may receive approval faster.
Contractions – using contractions sets a more conversational tone. Be sure to be consistent in using them substituting an apostrophe for deleted letters.
Cross-references – cross-reference other modules in the manual by using the module number (for example, "see 2.1"). It’s preferable to reference the page number as well. Use your word processor’s automated cross-referencing feature.
Dashes – use typographic marks rather than hyphens for dashes. For information on usage, see Em Dash and En Dash.
Ellipsis – use ellipsis (…) to indicate an omission from text or a quotation.
Em Dash – use an em dash (—) to set off abrupt changes in thought, parenthetic remarks, an expansion of a phrase in the main clause of the sentence, or where a sentence is introduced by a subject list.
Example
To further develop these ideas—this may be our last chance—we decided to meet at the beginning of next month.
Article 111.2, article 111.3, and article 119—all have a bearing on this decision.
En Dash – use an en dash (–) to indicate continuing or inclusive numbers, such as dates, times, or reference numbers.
Example
June–July, 1922
10:00 AM–5:00 PM
pages 19–24
Headings – headings should be kept short (four or five words or less) and indicate the contents of the section that follows.
Hyphenation – do not hyphenate in the manual.
Italics – use italics for emphasis (don’t use bold) when referring to document titles (including legislation) and section references, and when introducing new terms.
Italicize the following:
Legislation – when referencing legislation, use the following format: Title of the Act, section number
Italicize the title of the act. The title of the act can also be abbreviated as an acronym (for example, YOA for Young Offenders Act). Abbreviate "section" as "s." and "sections" as "ss. "
Here are some examples:
s. 16.1section sixteen point one. The ".1" occurs when a new section must be inserted between two existing sections, in this case, between ss. 16 and 17. Don’t confuse ".1" with "(1)" which refers to the subsection.
s. 16 (1)section sixteen, subsection one.
s. 16.2 (4)section sixteen point two, subsection four.
ss. 16 – 19sections sixteen to nineteen inclusive.
Lists – introduce lists with a sentence or phrase ending with a colon. Use a bullet list for a series of items, points, or options where there is no particular order to the entries (see Bullet Lists for more information). Use a numbered list for step-by-step procedures that must be done in a specific order (see Numbered Lists for more information).
Measurements – follow these conventions for describing measurements:
Names – be consistent when naming organizations, position titles, forms, and so forth. Capitalize names and use consistently throughout. Position titles should be as shown in the internal telephone directory.
Numbered Lists – use a numbered list for step-by-step procedures to indicate in which order the steps are to be carried out.
Be sure to:
Numbers – follow these conventions when using numbers and numerals:
Page Breaks – page breaks should be handled through the pagination settings of your word processing package wherever possible. In WordPerfect, use the Widow/Orphan, Block Protect, and Conditional End of Page settings to control page breaks. If you must introduce a page break manually, use a hard page break: Don’t use hard returns to move text to the next page.
Follow these guidelines for page breaks:
Parenthesis – use parenthesis to set off remarks that explain or comment but are separate constructions from the main body of the sentence.
Example
This policy is governed by s. 43 (which was recently amended).
Person – in general, refer to the reader in the second person. That is, speak to the reader rather than about the reader. Using the second person involves the reader more, and it’s easier to avoid the passive voice.
If a reference applies only to a specific group of readers, refer to them by job title or similar description.
Example
Applicants complete the form in pencil first.
Policy – policies are the rules and principles that govern the organization and should be written as mandatory statements of fact. The following types of information are therefore not included:
Possessive Case – form the possessive case of singular nouns by adding an apostrophe and an "s—even" if the word ends in an "s."
Example
the Ministry’s responsibility
Burns’s poetry
For plural nouns ending in "s," form the possessive case by adding an apostrophe.
Example
supervisors’ meeting
For plural nouns not ending in "s," form the possessive case by adding an apostrophe and an "s."
Example
children’s stories
Prepositions – in a procedure, tell the reader where the action should occur before describing the action itself. This prevents the reader from carrying out the action in the wrong place.
Example
In the area marked "Applicant Address," enter your street address and postal code.
Although dangling prepositions should be avoided, sometimes they help avoid awkward sentence constructions.
Example
Where are you going to?
To where are you going?
Procedures – see Step-by-step Procedures
Punctuation – see Apostrophe, Colon, Comma, Ellipsis, Em Dash, Parenthesis, and Semi-colon
Semi-colon – avoid the use of semi-colons as they promote compound and complex sentences.
Small Caps – use small caps for acronyms and upper case words or phrases. For example, use rcmp rather than RCMP. Small caps are less obtrusive than upper case and less likely to distract the reader.
Spacing – use the standard line spacing for text. Control the amount of spacing above headings by adding space to the heading style tag. Do not use hard returns to position elements on the page or to create page breaks.
Spelling and Usage – use The Canadian Press (CP) Stylebook – A Guide for Writers and Editors for usage rules, and Caps and Spelling for spelling.
Step-by-step Procedures – use a numbered list to present procedures. If there is only one step, simply describe it narratively. Introduce the steps with an introductory phrase, ending the phrase with a colon. Leave a space between each step.
Start each step with an imperative verb form (such as file, copy, or send) unless it’s a conditional step or you’re introducing the step with a prepositional phrase.
Example
To complete the form:
Tense – use the simple present tense. Use past and future tenses only when describing past or future events.
Technical Terms – provide a brief explanation when you first use a technical term. For modular manuals, repeat the explanation for each module in which the term appears.
That and Which – "that" introduces a restrictive clause—a clause that must be there for the sentence to make sense. A restrictive clause often defines the noun or phrase preceding it.
Example
The form that is used for the final submission should be completed in ink.
"Which" introduces a non-restrictive, parenthetical clause—a clause that could be omitted without affecting the meaning of the sentence.
Example
The green form, which is used for the final submission, should be completed in ink.
Use "who" or "whom," rather than "that" or "which," when referring to a person.
Tone – the tone should be direct and to the point—friendly but not too chatty or too formal. Assume that the reader is an intelligent professional.
Voice – in general, use the active voice. Avoid the passive voice except where it prevents an awkward sentence structure.
Example
The accounting clerk entered the invoice.
(active voice)
The invoice was entered by the accounting clerk.
(passive voice)
Who and Whom – use the pronoun "who" as a subject.
Example
Who owns this?
Use the pronoun "whom" as a direct object, indirect object, or the object of a preposition.
Example
To whom does this belong?
