Mackenzie Valley Land and Water Board Writing Style Guide August 2012
2
Table of Contents Bullets ...................................................................................................... 4 Short items ...................................................................................................... 4 Longer items ................................................................................................... 4 Complete sentences ........................................................................................ 4 List(s) within a list……………………………………………………………….……5 In attachments ................................................................................................. 5 Letters or numbers in a list .............................................................................. 5
Capitalization ........................................................................................... 6 Animal names………………………………………………………………………. 6 Words Listed in ‘Definitions’ ............................................................................ 6 Names of documents....................................................................................... 6 Titles ................................................................................................................ 7 Board ............................................................................................................... 7
Comma and Semicolon with a series of words ........................................ 8 Date - day, month, and year .................................................................................... 8 Layout ...................................................................................................... 8 ALL CAPs ........................................................................................................ 8 Headings ........................................................................................................ 8 Underlining ...................................................................................................... 9
Location ................................................................................................... 9 Highway ........................................................................................................... 9 Latitude and longitude ..................................................................................... 9
Measurements ......................................................................................... 9 Abbreviations for measurements…………………………………………………..9 Punctuation with measurements—the en dash………………………………......9
Numbers .................................................................................................. 10 Numerals and words........................................................................................ 10
3
Quotations………………………………………………………………………11 Word-for-word/more than four lines…….…………..……………..…..11 Special Words and Expressions .............................................................. 12 Aboriginal ........................................................................................................ 12 Acronyms and initialisms ................................................................................. 12 Act ................................................................................................................... 12 Address ........................................................................................................... 12 Ampersand/& ................................................................................................... 13 AANDC………………………………………………………………………………. 13 First Nations .................................................................................................... 13 Licence ............................................................................................................ 13 Part, item ......................................................................................................... 14 Section, subsection, paragraph, subparagraph………………………………….14 Staff…………………………………………………………………………………….14 Time (a.m., p.m., 24-hour clock)……………………………………………….…...14 Traditional Environmental Knowledge……………………………………………..15
4
Bullets Short items in a list When the items in a list are short, use a hyphen and a space before the item, do not use capitals, and do not use punctuation. The worksite will have the following equipment: -
D9 Caterpillar tractor front end loader pickup truck with trailer incinerator
Longer items in a list If at least one element in a list contains at least five words or more and/or internal punctuation or a verb, use capitals to begin each item and use the following punctuation. The inspector reported: • • • •
Bridge width measured precisely at 7.15 metres; Rip-rap, fencing, and signage is insufficient; Fuel spills; and Fuel drums on site.
Complete sentences in a list When each item in the list is a complete sentence, capitalize the first letter and end each sentence with appropriate punctuation. The biologist found the following conditions at the work site: A. The researchers had not removed surveyor’s tape from the bushes. B. The work crew only partially disassembled the helicopter landing pad. C. Some of the mooring posts were lying on the riverbank.
5
List(s) within a list Use the following format for bullets within a bulleted list: You can use various marks, (dot, square, etc.) numbers, or letters to mark the bullets. The contractor asked questions about: • •
• •
How to remove and dispose of snow; The paperwork for the project including; o licences for the building construction; and o permits for water use; How to reduce dust, moisture, and noise levels; and Security deposit requirements.
Attachments for staff reports Use capital letters in a list of attachments for all items in a staff report. Attachments • Comment Summary Table • Preliminary Screening Report • Land Use Permit with conditions • Application from GNWT-DOT • Map • Email from DFO • Photograph of warehouse Letters or numbers in a list Letters or numbers to mark each bullet point tell the reader that the list is in a sequential or priority order. In addition, it is more practical to refer to a number or a letter in a bulleted list in correspondence. If any of the above fit your needs, use letters or numbers for the list. Attachments i. Letter from the Town of Hay River ii. Auditor’s Financial report iii. DFO’s Letter of January 27 iv. Oil spill photos v. Map vi. Email from GNWT-ENR vii. Photograph of warehouse
6
Capitalization Animal names Do not use capitals for names of animals unless the name of a person is part of the animal name. - barren ground caribou, grizzly bear, tundra swan - Peary caribou, Dall’s sheep, Steller sealion Words listed in ‘Definitions’ If, in the ‘Definitions’ section of a document, a word is spelled with a capital letter, the word must be spelled with the capital letter throughout the document. As this can result in the excessive and distracting presence of capital letters, only capitalize defined words if the word (such as ‘Board’ or ‘Inspector’) usually begins with a capital. Names of documents The general rule is: use capitals if referring to a specific, single document, and do not use capitals if referring to a generic document. a) The title is specific if it: o o o o o
Is the full and true name of the document; Refers to only one copy of the document; Is (or could be) preceded by ‘the’ or ‘this’; Does not follow ‘a’ or ‘an’; Does not act as an adjective.
The company representative read the Social Interaction Policy Terms of Reference. The Inspector did not like what he discovered in the Solid Waste Disposal Plan. The terms of reference writers worked overtime. The engineer gave us a stream restoration plan, but it was not the Oak Creek Restoration Plan we had in our office. The purpose of this Staff Report is to present North American Tungsten Corporation Ltd. (NATCL) revised Waste Management Plan (WMP or the Plan) to the Mackenzie Valley Land and Water Board (the Board) for decision.
Apply the rules for the following and other documents:
7
water licence application quarry permit land use permit reasons for decisions letter of clearance
board package water licence land use permit application preliminary screening
b) Exception to a) Land use permit and water licence can be written as ‘the Permit’ or ‘the Licence’ The company received Permit MV2012 later the same day. The foreman stapled the Water Licence to the door. All the workers saw the Licence on the door. Titles (of people) a) The MVLWB Yellowknife office always applies initial capitals to the following titles, both singular and plural: Chair Executive Director Geotechnical Engineer Land Use Inspector
Chief Regulatory Officer Inspector Board Member
b) For all other titles, the following rule applies. Use a capital for a title when the title immediately precedes a name and is not separated from the name with punctuation. We went sailing with President Sheila Williams. We went sailing with the president, Sheila Williams. Board Always capitalize ‘board’ when referring to anything associated with all or any of the Land and Water Boards of the Mackenzie Valley: - Board meeting, Board schedule, Board quorum, Board directive, Boards’ logos, Boards’ membership, Boards’ mandate.
8
Comma and Semicolon a) Use a comma before the ‘and’ at the end of a series of three or more words. The engineer ordered concrete, asbestos, and copper wire. b) Use a comma before the ‘and’ at the end of a series of three or more groups of words. We talked about staff turnover in the regulatory system, interagency information sharing, and the benefits of working in the North. c) Use a semicolon to separate items in a series if any of the items already contains a comma. The guest list included the company president, who used to be a Canadian citizen; the mayor, his secretary, and three councillors; and three Board Members.
Date Day, month, and year A common error is to use superscript or subscript with the day of the month. The following is correct usage: - December 8, 2012 - 8 December, 2012 - Saturday, December 8, 2012
Layout ALL CAPS Do not use ALL CAPITALS except for town, province or territory, in an address.
Headings A heading introduces sentences and/or paragraphs within a larger section of a document. Set the heading in bold and capitalize only the first word.
9
Explanation of the council decision The activity would not increase the tax base of the community. Underlining The current trend is to not underline as it gives the impression that the words are a hyperlink; if emphasis is needed, use italics or bold.
Location Highway Position on a highway is written as follows: You will find the project’s office trailer at Hwy #4, km 247.
Latitude and longitude Leave a space before the W and the N. Site location: latitude 61°33’3’’ N, longitude 124°48’01’’ W.
Measurement Weight, distance, volume, area, concentration, temperature, and speed Use numerals and the abbreviation/symbol with a space before the measurement. Note that measurements are always written as numerals, even if the number is 10 or less. The bridge is 5 m long and the trail is 18 km from start to finish. Punctuation with measurements To connect numbers in a range of values, use the en dash. Make an en dash by keying Ctrl+numerical minus sign. We will be working 9–5. (from 9 to 5.) The acceptable parameters are 550–800 ppm. (from 550 to 800) Abbreviations for measurements
Weight
Distance
Speed
tonne ........... t kilogram ....... kg
kilometer ...... km metre ........... m
kilometers per hour............ km/h metres per hour ................ m/h
10
decigram ...... dg centigram ..... cg milligram ...... mg
decimeter..... dm centimeter.... cm millimeter ..... mm
revolutions per minute ....... rpm
Volume
Area
litre............... L milliliter ........ mL cubic metres per day.....m3/day
square metre ............................. m2 square centimeter ...................... cm2 hectare ....................................... ha
Temperature Concentration milligrams per litre……mg/L ....... degrees centigrade………oC ................... .................... degrees Fahrenheit…….. oF At sea level, water boils at 100 oC. At sea level, water freezes at 32 oF.
Numbers Numerals and words a) The general rule is: write out numbers one to ten and use numerals for 11 and over. We need seven barrels of oil. The proponent showed us 20 examples of vandalism. b) Use figures (even for numbers one to ten) in tables, statistical matters, and measurements. 2 mm,
7 kg,
a ratio of 1-to-2, 425 km,
c) When two sets of numbers are side-by-side, as in the examples below, use both written numbers and numerals. Write the word(s) for the smaller of the numbers; if the numbers are equal, use words the first number. - forty-two 100-L containers - 12 seven-m culverts - three 3-kg portions
11
Quotations Word-for-word When inserting word-for-word passages in a document: • •
Place quotation marks around direct quotes; and Consider attaching a copy of the document.
The following is from the Inspector’s email of March 10: “The site was inaccessible by road and no helicopters were available.” In her email, the Inspector said that, `The site was inaccessible by road, and no helicopters were available.” In the email of March 10, the Inspector writes, “The site was inaccessible by road and no helicopters were available”.
•
Note: If the quote takes up more than four lines, leave one blank line above and below the extract, indent .5 inch (1.3 cm) from each side margin. Do not use italics and do not use quotation marks before or after the passage. See following example.
Quotation example: The MVLWB Newsletter described the event as follows: Staff members from the Wek’èezhìi Land and Water Board and the MVLWB constructed a diorama (see photo) that consisted of a scenario showing a development in a pristine wilderness location with multiple environmental violations. After hearing a brief overview of the development, students tried, usually successfully, to identify the activities in the diorama that could create negative impacts on the air, water, wildlife, and the people.
12
Special Words and Expressions Aboriginal Use Aboriginal exactly as you would use ‘Canadian’ or any other nationality. The Aboriginal representatives spoke about education. Acronyms and initialisms An acronym is a pronounceable word formed by the first letters of a name. MVEIRB and AANDC are acronyms. An initialism is composed of the initial letters of a name and do not form a word: MVLWB and SNP are initialisms. a) Follow the first use of the full name with its acronym or initialism, in parentheses, and use the acronym or initialism thereafter. The Sahtu Land and Water Board (SLWB) handles licence applications. b) For the plural form of an initialism or acronym, add an ‘s’. (not ‘s) Where did you file the SNPs? c) For the possessive form of an acronym or initialism, use ‘apostrophe s’. He did not attend the RO’s presentation. Act Italicize all acts when written out in full: Mackenzie Valley Resource Management Act, Northwest Territories Water Act, etc. Do not italicize acronyms or ‘Act’ when it stands alone. The Mackenzie Valley Resource Management Act (the Act or MVRMA) supports our decision. Address a) On outside of envelope and for letterhead, apply ALL CAPITALS for town, province or territory, and postal code. Insert three spaces before the postal code. Mr. Arthur Jenkins President Do-It-Right Contractors 27 Reliance Street CALGARY AB T9P 1A7
13
b) Use a comma to separate elements in an address when they appear in a sentence. Send the cheques to 117 Hudson Drive, Edmonton, Alberta, Canada. c) For street names ending in the abbreviated form of south-west, north-east, etc., use capital letters with no periods. 227 Norton Street SW 810 Travis Boulevard NW Ampersand/& The ampersand only appears when it is part of a company name. Proctor & Gamble invested in the community. AANDC - Aboriginal Affairs and Northern Development Canada a) Aboriginal Affairs and Northern Development Canada replaces Indian and Northern Affairs Canada (INAC) and Department of Indian Affairs and Northern Development (DIAND). b) Always refer to the Minister as “the Minister of Aboriginal Affairs and Northern Development Canada”. Do not use the acronym ‘AANDC’ in association with the Minister’s name. First Nation(s) Always capitalize First Nation(s). Licence For the spelling of terms associated with ‘licence’, an ‘s’ sometimes replaces the second ‘c’. a) noun/thing/item Where do I apply for a licence? b) the granter of a licence The licensor was not able to review our application. c) the receiver or owner of a licence The licensee paid the security deposit.
Comment [rc1]: Leave as Minister of Indian Affairs and Northern Development for the purposes of Definitions in WL/LUPs as this is the title in the Act (may change with Act amendments)
14
d) verb The Board licensed our operation. e) adjective This is not a licensable project. Part, item When referring to the content of licences and permits, capitalize ‘Part’ but do not capitalize ‘item’. Look at Part D, item 5 for details about the fence’s height and length. Section, subsection, paragraph, or subparagraph of an act or similar document The common error is to write ‘section’ when referring to a subsection, paragraph, or subparagraph. Use the following format. a) section We studied section 79. b) subsection Look at subsection 79(1). c) paragraph Did you read paragraph 79(1)(a)? d) subparagraph We discussed subparagraph 79(1)(a)(i). Staff ‘Staff’ is always singular. (It is a collective noun—it represents more than one thing or person; treat it like a singular noun.) Staff presents reports every two weeks to the Board Members. Time Use no capital letters and place a period after each letter. 7 a.m.
11:30 p.m.
Note: Do not use the 24-hour clock.
15
Traditional Environmental Knowledge Always capitalize ‘Traditional Environmental Knowledge'. TEK is the initialism.