Memorandum

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					                                                               Do not alter layout position

Memorandum
To

Cc

From                     Customise this area to suit your       Telephone
                         department's specific requirements
Organisational Unit                                             Facsimile
                                                                                               Your specific divisional
Email                                                           Internal Mail                  or subbrand logo will be
                                                                                               available in the live
Date                                                            Attachment Yes/No              template

Recfind

Subject



The body of the Memorandum starts here. The section above should always start at
its current point. You may restructure the top section to better suit your individual            Clear space under
purposes, but you should keep all point sizes and typefaces the same and maintain                logo.
the table component ie retain the “in principle” style. You should not alter or
manipulate any graphic elements in this document. See below for further explanation
and assistance regardng the layout of your document.
                                                                                                 Text in your
                                                                                                 document should
This template has been developed to ensure consistency of documents across the
                                                                                                 not extend passed
university-wide sector. The design has been established to reinforce the overall
                                                                                                 this point on page 1
corporate image of the university and to maintain a consistent application of
Swinburne's identity.

To personalise your details you will first need to Unprotect the document (Tools/
Unprotect). Once you have made your alterations you should re-protect the
document (Tools/ Protect/Section 1) before you commence the body of the
document.

The text has been intentionally layed out so the first page has a clear white space
under the logo. Body text should not cross into this area. The typeface is Arial and
the point size is 11 point with a 14 point line spacing (Paragraph/Line Spacing/
Exactly 14). All lines should be typed ranged left, avoiding the use of hyphenation.
Paragraphs should not be indented, but separated by one line space.

Because the second page does not contain the logo or strategic themes you can
                                                                                              Building a
decrease the right hand margin value so you have more area to type. Refer to the              sustainable future
PDF sample for further explanation.                                                           Our staff and students will be:
                                                                                              I Entrepreneurial in their

                                                                                                endeavours
I    As part of a consistent style, it is recommended to use square bullet points. This       I International in their outlook

     document is already set up with the bullets defaulting to squares.                       I Intersectoral in their

                                                                                                approach
                                                                                              to deliver a Swinburne that is:
Avoid using double word spacing after sentences. This was originally used in                  I Flexible in learning and

documents produced from typewriters and because all characters had the same                      teaching
                                                                                              I Focused in research
                              Rule and footer are optional                                    I Engaged with industry and

                                                                                                 community
Footer or path reference (or Auto Text from Header & Footer)
                                          Because the logo only appears on page 1,
                   2.5cm
                                          you can change margins on the second page (use Section Break)

        width, it helped the reader discern the end of a sentence. Since the advent of word processing this
        practice is no longer required and makes your documents look unprofessional. Avoid using multiple
        default tab to position your text. You should define your tabs in a manner that allows you just one tab
        key for alignment of your text. This allows easier reference for editing and repositioning texts.

        1   Suggested indent layout
            The body of the memorandum has a margin of 2.0cm. The top margin in this section should be
            set to 2.0cm. The section above this should always start at its current point. Apart from the
            personalisation of your agenda you should not alter this top section. You should keep all point 2.0cm
2.0cm       sizes and typefaces the same.

        2   Type settings
            Suggested indent position 1

        3   Business arising from the minutes of previous meeting

            3.1 Suggested indent layout for heading and bold
                Suggested indent position 2

                3.1.1 Suggested indent layout for heading and bold
                      Suggested indent position for text Autem vel eum iriure dolor in hendrerit in vulputate
                      velit esse molestie consequat, vel illum qui blandit praesent luptatum zzril delenit

        The body of the second page of the memorandum has a left margin of 2cm and a right margin of
        2cm. This template has been developed to ensure consistency of documents across the university-
        wide sector. The design has been established to reinforce the overall corporate image of the
        university and to maintain a consistent application of Swinburne's identity.

        The top margin in this section should be set at 2.0cm. The typing format should align left with a
        margin of 2.0cm. The typeface is Arial and the point size is 11 point with a 14 point line spacing. All
        lines should be typed using single line spacing, ranged left, avoiding the use of hyphenation.
        Paragraphs should not be indented, but separated by one line space.




        Sarah Davies
        Vice-President External Affairs
Memorandum

Memorandum Template Production Guide                Hints and tips
Size: A4 297mm x 210mm                              I   Corporate style applies to any document where
                                                        the Swinburne logo is used, whether internal or
The following information relates to all                external. The guidelines are to ensure the
Swinburne memorandums.                                  consistency and integrity of Swinburne's brand.
                                                    I   Page setup should always default to A4. This will
Use this template production guide to complete
                                                        be automatic if downloading templates, but you
final templates for individual memorandums.
                                                        should check your printer dialogue box to ensure
Always follow the parameters set up in the              it is always defaulting to A4.
downloadable document. Specifications in the        I   The supporting typeface for all Swinburne
text and a preferred layout are incorporated into       publications is Arial and Arial Narrow (Helvetica
the document, so please read them to assist in          and Helvetica Neue Condensed for Macintosh).
the preparation of your document.                       Do not use Times.
You must not alter or manipulate graphics within    I   All correspondence (fax, letter, memo, agenda) is
this document.                                          set 11point Arial with 14 point line spacing
                                                        (choose “exactly” in your paragraph dialogue box
You must not alter or manipulate the graphics           and enter 14). Refer to individual specifications for
within this document.                                   other publications.
Swinburne Themes and Signals                        I   Copy is always ranged left. Avoid centreing and
This copy should not be repositioned and should         do not justify.
appear on all internal correspondence.              I   You should turn-off automatic hyphenation.
The memorandum layout sample is shown on            I   Do not use double spacing after sentences. This
the previous page.The copy on the                       is old “typewriter mentality” and creates an
memorandum always appears in one column                 unprofessional appearance to your document.
and is split into three areas of information:
                                                    I   When inserting graphics ensure you size
logo/themes; document details; and body text.
                                                        proportionally (ie horizontal and vertical
Subbrand templates                                      percentages of equal value).
Department/centres using authorised                 I   Keep your document structure to 3 or 4 levels of
subbranding in templates must use supporting            style, ie avoid using too many type sizes. Try and
type "Swinburne University of Technology" in the        use formats such as hang indents to create
addresing area. Examples of this wording and            structure.
placement are supplied with each subbrand           I   Avoid using capital letters.
template.
                                                    I   Use initial caps unless your title involves a proper
Help                                                    noun.
There are downloading instructions, but if you      I   Use small square bullet points where applicable
need further assistance in formatting these             (instead of dot points).
documents, or general enquiries regarding Word,     I   Avoid using underlining to emphasise wording or
please contact the Help Desk on 9214 5000.              phrasing. Preference is for italics or bold but use
                                                        minimally. Too much highlighting ends up losing its
                                                        intended objective and makes copy hard to read.
                                                    I    Use English (Australian or English) as the
                                                         language used by your dictionary. Do not use
                                                         American spelling eg "specialisation" not
                                                        "specialization"; "colour" not "color".
                                                    I   The Studio Manager, Swinburne Press, is
                                                        responsible for corporate style in regard to
                                                        branding and design in printed publications. This
                                                        involves consultation and advice on layout, but
                                                        does not involve troubleshooting or creating
                                                        Microsoft documents.

				
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