SOUTH WILLARD WATER COMPANY

Transcription

1 SOUTH WILLARD WATER COMPANY 2014 Style Guide This style guide provides a set of standards for creating consistent, accurate, and professional documents.

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3 South Willard Water Company A Style Guide for Writing Company Documents Style Guide Written by: Kim Harames and Jennifer Perry Cover page photo provided by: Kim Harames Copyright 2014 iii

4 Introduction Objective of the Style Guide This style guide has been created for South Willard Water Company in order to create a professional, solid image of the company. The company documents are written by several different individuals. This style guide will serve as a cohesive reference so that all documentation, for the entire company, can be clear and consistent. For the purpose of this manual, style refers to the rules of English mechanics, such as capitalization and punctuation. The Format of the Style Guide The information for all of the documents is included in one, unified style guide, rather than several separate guides for each specific document. Company Documents Reviewed for the Style Guide Articles of Incorporation shareholder correspondence maintenance documents notices Annual Drinking Water Quality Report memos References Used Chicago Manual of Style Merriam-Webster s Collegiate Dictionary Technical Communication by Mike Markel Environmental Protection Agency (EPA) website: iv

5 How to Use the Style Guide This style guide is organized in alphabetical order for convenience and easy access. A Table of Contents and Index are included in this document. All subjects listed in these tables, are hyperlinked to the content pages. Heading text format: Heading Subheading text format: Subheading Body text format: This style guide has been created for South Willard Water Company Example sentences can be found in italics: The South Willard Water Company style guide is ready for use. v

6 Table of Contents Introduction... iv Objective of the Style Guide... iv The Format of the Style Guide... iv Company Documents Reviewed for the Style Guide... iv References Used... iv How to Use the Style Guide... v Abbreviations... 1 Acronyms... 1 Days of the Week... 1 Measurements... 1 Months... 1 Names and Titles... 2 Scientific Abbreviations... 2 Scientific Abbreviations Continued... 3 South Willard Water Company... 3 Time of Day... 3 Utah... 3 Annual Drinking Water Quality Report... 4 Report Requirements... 4 Report Style... 5 Capitalization... 6 Acronyms... 6 Articles of Incorporation... 6 Board of Directors... 6 Company Fax... 7 Internet... 7 Months... 7 Office Manager... 8 Shareholders... 8 Spring or Springs... 8 Sources... 8 The... 9 vi

7 Dates Commas with Dates Dates as Adjectives Days of the Week Months Memos Guidelines...11 Sample Memo Punctuation Addresses Commas with Dates Compound Adjectives Em Dash En Dash Numbers Phone Numbers Time of Day Spelling Water Line vs Waterline Pine View Water Systems Bylaws vii

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9 Abbreviations Acronyms Acronyms are generally capitalized and written without periods or spaces. SWWC - South Willard Water Company BRWCD - Bear River Water Conservancy District CCR - Consumer Confidence Report PVWS - Pine View Water Systems The first time a word to be used as an acronym is introduced in running text, place the acronym in parentheses after the full name. The acronym may be used throughout the rest of the document. Days of the Week When space is restricted, the days of the week may be abbreviated. Sun. Mon. Tue. Wed. Thurs. Fri. Sat. Measurements Write out the words inches, feet, yards, etc. abbreviations or symbols should not be used. Months The eight inch water line located on Hwy 89 needs to be replaced. South Willard Water Company (SWWC) will hold its annual meeting on Thursday. Months should always be capitalized. Abbreviations should only be used for Jan., Feb., Aug., Sept., Oct., Nov., and Dec. 1

10 Names and Titles Always spell out official names and titles on first reference. Company President Jim Smith, will be available to answer your questions at the next board meeting. Scientific Abbreviations Used in Annual Drinking Water Quality Report. Non-Detects (ND) parts per million (ppm) milligrams per liter (mg/l)lo parts per billion (ppb) micrograms per liter (ug/l) parts per trillion (ppt) nanograms per liter (nanograms/l) parts per quadrillion (ppq) picograms per liter (picograms/l) picocuries per liter (pci/l) millirems per year (mrem/yr) Million Fibers per Liter (MFL) 2

11 Scientific Abbreviations Continued Nephelometric Turbidity Unit (NTU) Action Level (AL) Treatment Technique (TT) Maximum Contaminant Level (MCL) Maximum Contaminant Level Goal (MCLG) South Willard Water Company South Willard Water Company is the official company name. South Willard Water Co. may be used in subsequent references. South Willard, So. Willard, and So. Willard Water are not acceptable shortened versions of the company name. The acronym SWWC may be used after first referencing the full name. Time of Day The abbreviations a.m. and p.m. should not be capitalized, and should include periods. They should not be used with the words morning, afternoon, evening, night, or o clock. Utah Meet the Blue Stakes representative tomorrow at ten thirty in the morning. Meet the Blue Stakes representative tomorrow at 10:30 a.m. The state name should always be spelled out. The abbreviation UT may be used in addresses. 3

12 Annual Drinking Water Quality Report Report Requirements The following requirements may be found at the Environmental Protection Agency s website. The following link may be used to check for requirement updates: While water systems are free to enhance their reports in any useful way, each report must provide consumers with the following fundamental information about their drinking water: the lake, river, aquifer, or other source of the drinking water; a brief summary of the susceptibility to contamination of the local drinking water source, based on the source water assessments by states; how to get a copy of the water system's complete source water assessment; the level (or range of levels) of any contaminant found in local drinking water, as well as EPA's health-based standard (maximum contaminant level) for comparison; the likely source of that contaminant in the local drinking water supply; the potential health effects of any contaminant detected in violation of an EPA health standard, and an accounting of the system's actions to restore safe drinking water; the water system's compliance with other drinking water-related rules; an educational statement for vulnerable populations about avoiding Cryptosporidium; educational information on nitrate, arsenic, or lead in areas where these contaminants may be a concern; and phone numbers of additional sources of information, including the water system and EPA's Safe Drinking Water Hotline ( ). The report will need to be available to shareholders, at the annual South Willard Water Company Shareholders meeting, each April. 4

13 Report Style The Annual Drinking Water Quality Report is written for the shareholders and consumers. When writing the report keep the following in mind: 1. Keep the technical jargon to a minimum. Consumers want the report to be easy to read, simple, and in language that is free from specialized vocabulary. 2. Make the report personal. The consumers of South Willard Water Co., are also the owners of the company. As the writer you are informing them of the integrity of their company, and the safety of their drinking water. Pronouns such as ours and yours can help the reader feel personally connected to the report. 3. When referring to scientific measurements of contaminates, it is helpful to give reallife comparisons. For example: One part per million (ppm) is equivalent to one drop of water diluted into 13.2 gallons (roughly the fuel-tank capacity of a compact car). 4. This is the writer s opportunity to show how great South Willard Water Co. is at providing safe, clean water, and managing its resources. This report is to give consumers confidence in the water they drink each day. 5. The use of titles to introduce subject matter will provide the reader with a scannable outline. 6. The opening paragraph should serve as a summary of the report contents. 7. When creating the report, following the other rules presented in this style guide. This will allow you to present yourself, and the company in a professional manner. 5

14 Capitalization Acronyms Acronyms are generally capitalized and written without periods or spaces. SWWC - South Willard Water Company BRWCD - Bear River Water Conservancy District CCR - Consumer Confidence Report PVWS - Pine View Water Systems The first time a word to be used as an acronym is introduced in running text, place the acronym in parentheses after the full name. The acronym may be used throughout the rest of the document. South Willard Water Company (SWWC) will hold its annual meeting on Thursday. Articles of Incorporation The phrase Articles of Incorporation should be capitalized when used as a proper noun. When articles is used alone, do not capitalize. South Willard Water Company is in the process of updating its Articles of Incorporation. The articles will protect the company for many years to come. Board of Directors The phrase Board of Directors should be capitalized when referring to South Willard Water Company s managing body. Do not capitalize when simply referring to the board, or the directors. The Board of Directors will release the Consumer Confidence Report at next month s meeting. If you need to add an item to the meeting s agenda, contact a member of the board. 6

15 Company The word company should not be capitalized unless it is used as part of the proper company name or at the beginning of a sentence. The company is financially secure, and is preparing for future growth. is a relatively new word, and has undergone a transformation in spelling. The American Copy Editors Society, recently announced they were updating the spelling of . is to written as one word without a hyphen between the e and mail. is always written as a singular noun, never s. It is not capitalized unless it is the first word of a sentence. Fax Please the office manager your request for water meter upgrades. Please forward me the new messages. The word fax is not an acronym, it is an abbreviation of facsimile, and should not be capitalized unless at the beginning of a sentence. Internet The office manager will fax a copy of the report to the board. Internet should always be capitalized, it is a proper noun. Months Should be capitalized always. Abbreviations should only be used for Jan., Feb., Aug., Sept., Oct., Nov., and Dec. 7

16 Office Manager When referring to the company s office manager, only capitalize the title when also accompanied by his or her name. Please set-up an appointment with the office manager so we can get your water meter ordered. Office Manger Nan Greatwood, is available to answer your billing questions. Shareholders The word shareholders is written as one word and refers to the owners of South Willard Water Company. It should be capitalized when accompanied by the official company name, or at the beginning of a sentence. It is not capitalized when just referring to shareholders in running text. The shareholders will vote on the Articles of Incorporation. The South Willard Water Co. Shareholders will elect a new board next month. Spring or Springs The word spring or springs should not be capitalized unless it is a part of a proper noun or at the beginning of a sentence. Sources The spring is a substantial water source. The Maple Grove Spring is located at the base of the mountain. The word sources should not be capitalized unless it is part of a proper noun or at the beginning of a sentence. New Well and Maple Grove Springs are both ground water sources. 8

17 The When the word the proceeds a name, it should be lowercased; even when it is part of the official title. The board will release the Consumer Confidence Report next week. 9

18 Dates Commas with Dates When writing a month-day-year style of dates, commas are used to set off the year. On April 23, 2014, the shareholders met to discuss the changes to company bylaws. Dates as Adjectives If a month-year or month-day is used as an adjective, no hyphen or comma is used. The April 2014 water-quality test was completed yesterday. Days of the Week When space is restricted, the days of the week may be abbreviated. Sun. Mon. Tue. Wed. Thurs. Fri. Sat. Months Months should always be capitalized. Abbreviations should only be used for Jan., Feb., Aug., Sept., Oct., Nov., and Dec. 10

19 Memos Guidelines Organizing a Memo When writing a memo, organize it so that it is easy to follow. Consider these five important organizational elements. 1. A specific subject line. Meeting is too general. Shareholders Annual Meeting Scheduled for April 23 rd is better. 2. A clear statement of purpose. The purpose statement is built around an infinitive verb that clearly states what you want the readers to know, believe, or do. For example: This memo recommends that we update our Articles of Incorporation. This letter authorizes the purchase of two new company trucks. 3. A brief summary. Even if a memo fits on one page, consider including a summary following your purpose statement. 4. Informative headings. Headings make the memo easier to read by allowing readers to skip sections they don t need and by helping them understand what each section is about. In addition, headings make the memo easier to write because they prompt the writer to provide the kind of information readers need. 5. A prominent recommendation. Many memos end with one or more recommendations. Sometimes these recommendations take the form of action steps: bulleted or numbered lists of what the writer will do, or what the writer would like others to do. Here is an example: I would appreciate it if you would complete the following tasks and have your findings ready for the April 2014 meeting. Jayson: Create the Annual Quality Drinking Water Report. Charlie: Financial statements for 2013 complied. Duane: Contact Bear River Water for a copy of their bill. 11

20 Sample Memo To: Kevin Enright, Nan Greatwood, Art Pederson From: Rob Dean Subject: JUB Engineering Recommendation for Adding a Solar Farm Date: September 12, 2013 The purpose of this memo is to report on the solar-farm study conducted by JUB Engineering. The goal of the study was to determine if adding a solar farm to South Willard Water Company s water storage is a good investment. Summary The final recommendation from JUB Engineering, is to proceed with the solar-farm project as outlined in their report. We will begin by applying for the Rocky Mountain Utah Solar Incentive Rebate. Hunt Electric is the company recommended to do the installation of the solar farm. Discussion For the past three months, JUB Engineering has researched the feasibility of adding a solar farm to South Willard Water Company s water storage tanks. The solar farm will offset the cost of electricity used to operate the pump system at the water tanks. Currently, South Willard Water Co. is spending about $9,000 per year on electricity. The cost of installing a solar farm, after rebates, will be approximately $75,000. The return on investment will be seen in eight-to-nine-years. The life expectancy on a solar farm is twenty-plus years. Bids were requested from areas contractors. Hunt Electric, based out of Salt Lake City, was chosen to represent South Willard Water Co. in this project. Hunt Electric has an excellent reputation and has been installing solar equipment for eighteen years. Their bid provided the best pricing, highest-end equipment, and longest warranty on installation. Recommendation I recommend as a board, that we proceed with the solar-farm project as outlined in JUB Engineering s report. We will meet together on October 22, 2013, to discuss the timeline for moving forward. I would appreciate it if you would complete the following tasks before this meeting. Nan: Complete the Rocky Mountain Utah Solar Rebate application Kevin: Create a Power Point presentation showing JUB Engineering s recommendations. I would like you to present this, to the shareholders, at our next shareholders meeting. 12

21 Punctuation Addresses For letterhead and business cards use the companies P.O. Box address. No comma between the city and state. South Willard Water Company P.O. Box 82 Willard UT Willard City Offices 80 West 50 South Willard UT Commas with Dates When writing a month-day-year style of dates, commas are used to set off the year. On April 23, 2014, the shareholders met to discuss the changes to company bylaws. If a month-year or month-day is used as an adjective, no hyphen or comma is used. The April 2014 water-quality test was completed yesterday. Compound Adjectives When two or more words are joined to create a compound adjective, a hyphen is usually required. Common-compound adjectives used by South Willard Water Co. include: back-flow technician back-pressure devices four-way plug valves water-quality testing change-over devices non-potable water 13

22 Em Dash Use to mark a significant pause or abrupt change in thought. The em dash can also be used in place of a comma or parentheses. To create an em dash ( ) using Microsoft Word, simply enter two hyphen characters between the two words you want to connect. Word will turn the hyphens into an em dash. En Dash We will install the new water line weather permitting next Tuesday afternoon. Used between numbers, dates, and times. No spaces are left between the words and the en dash. Numbers This is the report detailing events from January-May. When beginning a sentence, numbers are always spelled out. Numbers from zero to one hundred are written out in letters and memos. In graphs reporting data, numerals may be used. Phone Numbers Hyphens should go between each sequence of numbers. Parentheses are not placed around area code. Right: Wrong: (801) Time of Day The abbreviations a.m. and p.m. should not be capitalized, and should include periods. They should not be used with the words morning, afternoon, evening, night, or o clock. Meet the Blue Stakes representative tomorrow at ten thirty in the morning. Meet the Blue Stakes representative tomorrow at 10:30 a.m. 14

23 Spelling Water Line vs Waterline When referring to a set of water pipes that carry water, use water line. Use waterline when referencing a line that marks the level of the surface of water on something. Pine View Water Systems Pine View is two separate words. Bylaws Bylaws refer to the rules governing a company and its members. Bylaws is written as one word, not two hyphenated words. As a general rule, don t capitalize references to bylaws they re simply a kind of document, not a title. The company bylaws are currently being updated by our attorney. 15

24 A a.m. 3, 14 abbreviation 3, 7 acronyms 1, 6 address 13 Annual Drinking Water Quality Report iv, 2, 4, 5 Articles of Incorporation iv, 6, 8, 11 B back-flow 13 back-pressure 13 Bear River Water Conservancy District 1, 6 Board of Directors 6 Bylaws 15 C capitalized 1, 3, 6, 7, 8, 10, 14 change-over 13 commas 10, 13 company iv, 3, 5, 6, 7, 8, 10, 11, 12, 13, 15 compound adjectives 13 D dates 10, 13, 14 days of the week 1, 10 E em dash 14 iv, 7 en dash 14 16

25 F fax 7 four-way plug 13 H hyphen 7, 10, 13, 14 I Internet 7 M measurements 1 memo 11, 12 months 1, 7, 10 N names and titles 2 non-potable 13 numbers 14 O office manager 7, 8 P p.m 3, 14 phone Numbers 14 Pine View 1, 6, 15 punctuation vii, 13 17

26 R report vi, 1, 4, 5, 6, 9, 11 S scientific abbreviations vi, 2, 3 scientific measurements 5 shareholders 4, 5, 8, 10, 12, 13 sources 4, 8 spring 8 state name 3 T time of day 3, 14 titles vi, 2 W water line 1, 14, 15 water-quality 10, 13 18