Writing Guide
Introduction | Document structure | Style | Using references | Language, words & format |
Preparation for reproduction | Tips for writing | References on style and writing | Some final words
Style
Type size and font
Eleven point type on a line spacing fractionally more open than single spacing provides legibility with minimal paper consumption.
Preferred fonts are compact serif styles such as Times Roman, Palatino or Century Schoolbook. Large faced, sans serif or fancy styles are not recommended. Ensure that the same font is used throughout the document although variations of the font (italics, or large size) are acceptable for emphasis or for special purposes.
Paper size and quality
Work should be handed in on A4 size paper. The paper should be standard 'bond' at around 80g/m² which is the quality of normal photocopy paper. This paper is opaque to printing and therefore easy to read as well as being a good compromise between too flimsy and too stiff.
Recycled paper is acceptable for most work. For theses, dissertations and research projects the best paper to use is low acid long fibre paper.
Spacing of text
In a major work each new chapter or section should begin on a separate page.
Margins for most work should be 25mm on all edges of the A4 page. Quotations that are long enough to block should be indented and typed at single spacing. Tables should be single spaced. Paragraphs should be separated by one blank line but they should not be indented. Headings should have one blank line above and below. Leave one space between words and after punctuation such as commas or semicolons. Two spaces after colons or full stops improves readability but is not necessary.
Paragraphs
Paragraphs have a shape, with a beginning, a middle and an end. The first sentence explains the scope of the paragraph, and the last states the conclusion that has been reached. Paragraphs are complete in themselves with the middle following naturally from the opening, and providing the evidence for the last sentence, in an order which is clear and convincing. We hope that this is a fair example.
Heading structures
The use of headings and sub-headings is encouraged. A logical hierarchy of headings of three or less orders should be devised. More sections with fewer orders is preferable to fewer sections each with many orders of headings. All headings should be at the left margin. Avoid headings at the foot of a page.
On a word processor:
1st order - ALL CAPITALS BOLD or LARGE PRINT
2nd order - Lower case bold
3rd order - Lower case, underlined or italicised
Tables
Details of table set up is contained in section 14.75-95 in the Style manual (AGPS 1994). Tables should be short and simple and are a useful way to avoid using notes and lists. They should be presented upright within the text if small enough or on a separate page as close to relevant text as possible. A smaller size print may be necessary. Tables may be presented sideways printed up the page with the top of the table adjacent to the binding. Any long or complex tables must be put in appendices. Rows of data should be single spaced unless a hierarchy of categories of data is presented. Tables should be numbered in relation to chapter sequence (if there are chapters) or in a single sequence (if there are no chapters). Table headings should be constructed as follows:
Table 1.3 Responses to evaluation questionnaires
The heading should allow interpretation of the table without reference to the text and therefore you should explain any symbols in the table. The sources of data for tables must be indicated. Notes to tables should appear directly after the table and use lower case letters enclosed in parentheses e.g. (a).
Figures
Figures, which include photographs, graphs, line drawings, maps and charts, should be used wherever possible to communicate your message clearly and concisely. Figures have the same rules as tables for labelling, inclusion in the assignment and headings (see above). Consistency of style is important.
Line drawing and printing should be sharp and neat. Use different symbols or patterns in black instead of colours to separate different data. An open spare style of graphics with rounded figures and printing is best. Photocopy the original and if the quality of the copy is noticeably worse than the original, revise the original. Graphical output from computers should be printed at the highest resolution and contrast possible using a plotter or laser printer where available.
Do not use fold-outs! All figures and tables must fit on an A4 page - after reduction if necessary. Diagrams usually can be reduced further than expected and still be read clearly provided the original line work, lettering and shading are of adequate proportions. Figures in the final work to be handed in for examination should not be pasted onto pages, rather they should be drawn or photocopied onto the page. Magic tape is preferable to paste when positioning figures for photocopying since it eliminates black lines that can occur around the edges of the figure.
Maps
Credit to the author/copyright holder must be given if you use a standard map for a base map. All maps must have a legend, a scale and a north arrow as well as a title. Original illustrations making significant contributions (e.g. maps) should have your copyright mark for protection. Base maps should be reduced before working on them, but it is sometimes useful to work on maps that will be larger than the final copy. Note that scales on maps will change after reduction! You should either use scale bars drawn on the map, which will automatically change with photocopying, or you should recalculate scales after reduction. Ratio scales (such as 1:25,000) will not be correct after reduction.
Page numbering, headers and footers
Page numbers should appear centred at the top or bottom of the page. Headers can be used at the top of each page to indicate the short title of the work but normally no information is contained in the footer.
For introductory pages start at the first page in the document, numbering in lower case Roman numerals without parentheses. While every page is counted as a number, no number appears on the title page, reverse of the title page or on blank pages. Thus the first page number to actually appear may be iii or v.
Page numbering in the text should be with Arabic numerals starting at 1. All pages must be numbered consecutively including those containing figures and tables. Page numbers for the reference list and appendices run straight on from the text.