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\\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc ISA Writing, Punctuation, and Grammar Style Guide This document is a collection of the correct formatting and writing rules for communications from ISA. Purpose: This guide was created to establish a unified, consistent, well-written communications image for ISA across every department, team, employee, etc. “One ISA!” Contents: Section 1: ISA Style and Formatting (2-6) • ISA Name (2) • ISA Terms (2) • ISA Standards (3) • Contact Information (3) • Date and Time (4) • Pricing (5) • “Tech Terms” (5) Section 2: ISA’s Basic Punctuation and Grammar Guide (6-13) • ALWAYS REMEMBER THESE RULES! (6) o Subject, Verb, and Object Agreement (7) • Hyphens (7) • Dashes (8) • Ampersands [&] (8) • Ellipses (8) • Numbers (9) • Acronyms (10) • Titles (10) • Web Addresses (10) • Registered Trademarks and Trademarks (11) • Copyrights (11) • Bulleted Lists (12) • Punctuation for Parentheses and Quotation Marks (12) Section 3: ISA Proof-marking Symbols (under development) This is a living document that can and will be updated by the Marketing Team. • Please do not make any changes to this document. • Please send any questions, comments, suggested sections, etc. to a member of the Marketing Team. Thank you, ISA Marketing 1 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc SECTION 1: ISA Style and Formatting This section explains and demonstrates rules for how to portray items such as the ISA name, pricing, contact information, ISA standards, and more. ISA Name Our official name is the International Society of Automation. Use it this way on the first mention: International Society of Automation (ISA). Thereafter, just use ISA. • Even if every recipient of the message knows what ISA stands for, assume there is someone who does not and make sure to follow the official rule. ISA Terms • Do not capitalize member, section, district, or division in general usage. See guidelines in chart below. Always capitalize Society when referring to “S” in ISA o Do not capitalize the words above if referring to them for another association, unless that is the association’s format/style • Nonmember is always one word • InTech is a magazine and should always be italicized. In addition, the “I” and “T” should always be the only letters capitalized USE: DO NOT USE: ISA member ISA gained 10,000 new members the ISA society cyberu, Cyberu Your ISA Membership is about to expire. Non-Member Non-member non-member InTech INTECH Intech ISA has sections all over the world The section contact is ISA has many technical divisions Two divisions are included ISA has several districts The district leaders Capitalize proper names: ISA Tarheel Section ISA Safety Division ISA District 12 POWID Division members Society, the Society, The ISA Society, etc. CyberU, ISA CyberU, the CyberU courses, etc. Nonmember or nonmember InTech 2 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc ISA Standards ISA Standards must have ISA in front of the standard number, do not use SP## • General ISA standard mentions: If you are referring to the general standard or committee, it does not need a hyphen (ISA99) • Specific ISA standards and documents: If you are referring to an actual standard document, the hyphen is required (ISA-100.11a) • The standard designation (ANSI/ISA-99.02.01-2009) should not be italicized o Not a mandatory rule, but this is the correct and preferred format • The document title must always be italicized (Security for Industrial Automation and Control Systems: Establishing an Industrial Automation and Control Systems Security Program o Whenever possible, spell out the entire standard document title the first time the standard is mentioned; thereafter, use the short designation o Use a comma to separate the standard designation and the standard title Example: ANSI/ISA-TR99.00.01-2007, Security Technologies for Manufacturing and Control Systems is a very important standard. To learn more about ANSI/ISA-TR99.00.01-2007, visit the ISA website. Everyone should think about implementing the ISA99 standards. USE: DO NOT USE: ISA99 ISA99 committee ISA99 standards ISA100 standard committee S88 ISA 99 SP99 ISA SP 99 ISA SP99 ISA S99 S-99 SP-99 iSA-99 Etc. ISA100.11a ISA-100.11a The ISA-100.11a standard is the first in the ISA100 Family of Standards… ANSI/ISA-99.02.01-2009, Security for Industrial Automation and Control Systems: Establishing an Industrial Automation and Control Systems Security Program ANSI/ISA-TR99.00.01-2007, Security Technologies for Manufacturing and Control Systems ANSI/ISA-99.02.01-2009 - Security for Industrial Automation and Control Systems: Establishing an Industrial Automation and Control Systems Security Program Contact Information • Do not include periods in country Initials (US) (UK) • Use “USA” in complete addresses • ISA refers to its phone/fax numbers using only the words listed in “USE” section below • In a sentence, spell out the state name (ISA is headquartered in North Carolina) • In an address, use the two-letter state designation only (FL, NC, TX) 3 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc • • • The US format for phone/fax numbers should be formatted with just numbers and dashes, no spaces. See “USE” section below The international format for phone/fax numbers should be formatted like the US format but with “+1” and a space added to the front. See “USE” section below Do not use slashes, spaces, periods, or other punctuation when writing out phone/fax numbers USE: DO NOT USE: In sentences: US, UK In addresses: USA 67 Alexander Drive, Research Triangle Park, NC 27709 USA U.S.A. D.C.* U.S.* In sentences: North Carolina In addresses: NC Phone or phone Fax or fax US format: 9l9-549-8411 International format: +1 919-549-8411 67 Alexander Drive, Research Triangle Park, NC 27709 US 67 Alexander Drive, Research Triangle Park, NC 27709 United States ISA is located in NC Telephone, telephone, Tel., tel., PHONE (unless everything is in Caps) slashes, spaces, periods, or other punctuation 9195498411 919 549 8411 919.549.8411 919/549/8411 919/549.8411 19195498411 +19195498411 1-919-549-8411 +1-919-549-8411 1 919 549 8411 +1 919 549 8411 1/919/549/8411 +1/919/549/8411 * Automation Federation uses this formatting. Dates and Time • Date format: Day Month Year or Day Month o When showing a range of dates, the format is Day Month – Day Month (note this format uses and en dash, explained below, and spaces) • Time format: XX:XX y.m. o When showing a range of time, the format is XX:XX y.m.– XX:XX y.m. (note this format uses and en dash, explained below, and no spaces) • On pieces used internationally, indicate the time zone in first mention • Do not use “noon” for 12:00 p.m. 4 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc USE: DO NOT USE: 12 September 2010 12–14 November 2010 12 October – 15 November 2010 12 October 2010 – 2 January 2011 10:00 a.m. EST (or EDT) 10:00 a.m.–11:00 p.m. GMT 12:00 p.m. September 12, 2010 11 June - 13 June 2010 (uses a hyphen) 9-12-2010 (uses hyphens/dashes) 9/12/2010 (used slashes) Noon Pricing • When listing prices, use the formats in the chart below • “Registration Price” can be used in place of “Price” in these same instances USE: DO NOT USE: ON PRINT & EMAIL PIECES Regular price: ISA Members: Member rate Group rate List rate Non-Member Price: $xxx ISA Member $xxx List $xxx Group or Price: $xxx ISA Member; $xxx List; $xxx Group ON THE WEBSITE (do not need "ISA") Member Price: $xxx List Price: $xxx Group Price: $xxx FOR COLUMNS ON THE WEBSITE Member Price $xxx List Price $xxx “Tech Terms” • Though there are various correct ways to write these terms, ISA’s format for “Tech Terms” are listed below. These formats should be used at all times when writing about or for ISA to ensure consistency across messages. 5 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc USE: DO NOT USE: Email, email Website, website Webpage, webpage The Web, the Web Online, online Logon, logon Login, login E-newsletter, e-newsletter Smart Grid Cybersecurity, cybersecurity Internet E-mail, e-mail, EMAIL Web site, WEB site Web page, web page Web, web, WEB On line, on line, On-line, on-line Log on, log-on Log in, log-in Enewsletter, E-Newsletter, e-Newsletter SmartGrid, smartgrid cyber security, Cyber Security, CyberSecurity internet SECTION 2: ISA’s Basic Punctuation and Grammar Guide Not sure where to put that comma? When should I use an em dash? What is an ellipsis? This section will provide basic punctuation rules to help you write better and more grammatically correct messages. NOTE: Though there may be more than one acceptable way to write something, use punctuation, and so forth, the rules below are to be followed when writing about and on behalf of ISA. The rules will be adjusted as needed to reflect changes to the business grammar and writing rules as they occur. Do not use a format if not listed as “correct” or “ISA format.” Remember, the reason for this guide is to help create a unified communications image for ISA. If you have a question or concern about a “correct” format below, please direct it to a member of the marketing team. Always remember: • Be consistent in you punctuation usage • Only one space after punctuation that ends a sentence • Correct: The dog is brown. The cat is orange. • Incorrect: The dog is brown. The cat is orange. • Also incorrect: The dog is brown. The cat is orange. • Do not add spaces between the last letter of a sentence and the closing punctuation for the sentence • Correct: Happy Birthday! • Incorrect: Happy Birthday ! • Also incorrect: Happy Birthday ! • Do not use excessive punctuation marks (e.g. one exclamation point, not two or more) when writing as ISA to an existing or potential customer or member. • Correct: Welcome to ISA! 6 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc • Incorrect: Welcome to ISA!!!! • Also incorrect: !!Welcome to ISA!! • Put the commas/semicolon before the and/or in lists of three or more • Though it is not incorrect to leave the comma off, ISA messages should ALWAYS include a comma before the “and” and the “or” in a list of three or more Correct: • I want a bagel, cream cheese, and coffee. • I want a bagel, a pastry, or a sausage biscuit. • I want to serve coffee and tea, toast, and ham and eggs. Do not use this format for ISA messaging: • I want a bagel, cream cheese and coffee. • I want a bagel, a pastry or a sausage biscuit. • I want coffee and tea, toast and ham and eggs. • Make sure your subject and verb agree • Correct: The boy gives his mother a hug every day. The children sing for their grandparents every Monday night. The group meets weekly at the local pub. My teammates work through lunch when necessary. • Do not use “their” when talking about an individual Correct: Each person gave his or her report to the committee. Incorrect: Each person gave their report to the committee. • Make your subject-verb-object agree • Correct: Joe gave the book to Chelsea and me. • Incorrect: Joe gave the book to Chelsea and I. • Also Incorrect: He told it to Chelsea and I. Just because you’ve politely added Chelsea’s name before yours, there is no excuse to use poor grammar. You would never say, “Joe gave the book to I.” Hyphens ISA’s writing style requires that you use compound modifiers when appropriate and used correctly. • Use a hyphen to join words or to form a compound modifier. A compound modifier is formed when two words join together to modify a third word o A blue-green dress o A fiber-optic network relies on the science of fiber optics o A low-level source provided information he had heard from a high level executive o A high-quality, well-trained horse • Don’t use a hyphen when the first word of a compound modifier ends in “ly” o A highly placed source o An overbearingly arrogant individual 7 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc • The compound modifier must come before the third word for a hyphen to be permissible. Do not create a compound modifier (use the hyphen) when the word being described comes before the description: o Correct: The puppy was well trained and well behaved. o Incorrect: The puppy was well-trained and well-behaved. Dash • • “En” (–) dash: use it to show a range of time o Do not put spaces around time ranges or number ranges 10:00 a.m.–2:30 p.m. 21–24 July o Use spaced around the en dash for time ranges that include words in both or the second portion of the range October – December 21 October – 23 December 5:00 p.m. – close o Keyboard shortcut: alt + 0150 “Em” (—) dash: use it to set-off a nonessential element or thought that requires special emphasis. Consider using a comma or parenthesis for merely parenthetical information—information that can be removed from the sentence without changing its meaning o Examples: The cat liked to sleep in the yard on sunny days (which rarely occur in the rainy season). The cat was purring with delight at finally being able to sleep in the yard—she rarely gets to sleep there because sunny days occur infrequently in our town. The cat sleeps in the yard on the sunny days, of which we have very few. o Do not put spaces around em dashes o Keyboard shortcut: alt + 0151 Ampersands (&) • Do not use ampersands unless they are part of a proper name, such as a company name, an event title, a book title, etc. • Examples o P&G th o 5 Annual Marketing & Sales Symposium • When creating new ISA event, book, training, etc. titles, avoid using the ampersand, even to save space. Existing titles may retain their “&” Ellipses (…) • Ellipsis marks are used within quoted material to indicate an omission of words, sentences, or paragraphs. Always use three periods with no additional spaces 8 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc • before, between, or after them. If the ellipsis comes at the end of a complete sentence, use the end punctuation period followed by three additional periods Examples: o “Labor costs...caused an operating loss for the year.” o “The guests greeted the bride and groom with cheers and applause….” o “Where else can you get expert-led, hands-on training?...That is what I like most about ISA’s courses.” Numbers 1) Spell out one through ten; for 11 and up, use Arabic numerals o I have nine dogs. o The zoo has three baboons, two lemmings, and eight gorillas to feed. o You have 13 cats. o The pet store sold 34 cans of cat food, 15 bags of dog food, and 23 fish today. • Exceptions: Don’t mix styles within a sentence. Choose the most prominent style and remain with it to be consistent o Preferred: We opened a petting zoo with 4 elephants, 12 goats, 20 flamingos, and 30 zebras. o Avoid: We opened a petting zoo with four elephants, 12 goats, 20 flamingos, and 30 zebras. • Rework a sentence if it starts with a large number and/or that number is awkward looking if spelled out o “Five hundred fifty-eight people will attend…” vs. “558 people will attend…” Æ Change to “We expect 558 people to attend…” 2) Spell out ordinals “first” through “ninth.” • Follow the same exception rules as above • Superscript the “st,” “rd,” etc. where possible in headlines and body copy o I showed my ninth dog at Westminster and won Best of Show. o Your 13th cat is black. 3) Always include a comma in 1,000+ numbers • • ISA Format: o $1,200 o $210,000 o 2,000 o 2,456,000 Do not use: o 2300 o $43000 o $3890987 9 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc Acronyms • The first time an acronym occurs, no matter how well it is known, it should be spelled out and followed by the acronym in parentheses. After this initial mention, you may use the acronym alone o Example: The International Society of Automation (ISA) met with the US Department of Labor (DOL) to discuss their workforce development efforts. The DOL was so impressed, that they invited ISA to another meeting. Using articles (a, an, the) with abbreviations and acronyms • An often challenging grammar dilemma occurs when choosing the correct article— a, an, the—to precede an abbreviation or acronym. o Do we say “an FBI agent” or “a FBI agent’? Although "F" is obviously a consonant and we would precede any word that begins with "F" with "a," we precede FBI with "an" because the first sound we make when we say FBI is not an "f-sound," it is an "eff-sound" o We say “we saw a UFO” because, although the abbreviation begins with a 'U," we pronounce the "U" as if it were spelled "yoo" o Example: We're going to a PTO meeting where an NCO will address us. o Whether we say an URL or a URL depends on whether we pronounce it as "earl" or as "u*r*l" (The latter is the preferred pronunciation) Titles • If a person’s title comes before his/her name it is capitalized. If the title comes after his/her name it is lowercased • • Correct: o Mike Marlowe, the Automation Federation director of government relations, visited the Capitol today. o The Automation Federation Director of Government Relations, Mike Marlowe, visited the Capitol today. Incorrect: o Mike Marlowe, the Automation Federation Director of Government Relations, visited the Capitol today o The Automation Federation director of government relations, Mike Marlowe, visited the Capitol today Web Addresses • Never hyphenate a web address or place it in brackets • Do not put the protocol “http://” in printed materials unless the URL is for a secure page, or “https” • In printed pieces, always show web addresses in bold and not underlined o www.isa.org • In letters and items printed on letterhead, always show web addresses as bold Use underlining only if there are other bolded words in the document 10 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc • • o Microsoft Word will automatically underline web addresses in a document: www.isa.org. Remove the underline by right clicking the hyperlinked word and selecting “Remove Hyperlink” from the menu Most software programs underline hyperlinked text, so do not underline nonhyperlinked text in emails, as it leads the viewer to expect a hyperlink In digital documents, be sure your URL actually links. You may have to do this manually Registered Trademarks and Trademarks • On the first mention of a name or initials that are registered trademarks, use the registered trademark symbol ® superscripted (alt + 0174). Do the same for the trademark notation ™ (alt + 0153). Thereafter, you do not need to use these symbols for the trademarked/registered trademarked word(s) • • • The following items are ISA’s registered trademarks: ® o Certified Control Systems Technician ® o CCST ® o Certified Automation Professional ® o CAP ® o InTech The following items are ISA’s trademarks: ™ o Setting the Standard for Automation o The ISA logo At the end of a document (printed, digital, email, etc.), include the phrase: “X is a registered trademark of ISA.” “X is a registered trademark of ISA. All other trademarks are the property of their respective owners. -Because we are using “registered trademark,” we do not use the ® symbol. The same rule applies to the ™. Copyrights • At the end of a document (printed, digital, email, etc.), include copyright acknowledgement and origin of manufacture as follows: © Copyright 2010 ISA. Printed in USA. • It is typical and preferred to run copyright and trademark phrases together: © Copyright 2010 ISA. Printed in USA. InTech is a registered trademark of ISA. • Shortcut: alt + 0169 11 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc Bulleted Lists • If your bulleted list is a vertical version of a horizontal list that uses commas or semicolons: o Do not use commas or semicolons at the end of each bullet or a closing punctuation mark after the last bullet o Do not include the “and” or the “or” o Capitalize the first word of each bullet o Correct: Swim the English Channel Climb Mount Everest Kiss the Blarney Stone o Incorrect: Swim the English Channel, Climb Mount Everest, and Kiss the Blarney Stone. • If you have two sentences or more in a single bullet, include punctuation for all the sentences except the last sentence Punctuation for Quotation Marks • These punctuation marks always go inside the quotation marks at the end of the quotation: Period (.) • Correct: The doctor said, “Everything is fine.” • Incorrect: The doctor said, “Everything is fine”. Comma (,) • Correct: “You need to exercise more,” said the doctor. • Incorrect: “You need to exercise more”, said the doctor. • These punctuation marks never go inside the quotation marks at the end of the quotation: Colon (:) Semicolon (;) • These punctuation marks only go inside the quotation marks at the end of the quotation if they are a part of what is being quoted: Question mark (?) • Correct: o The girl asked, “Where are you going?” (Direct quote) o What do you mean, “I’m not going”? (Quote within a question) Exclamation point (!) • Correct o She yelled excitedly, “I won!” o Joan yelled excitedly, “He said, ‘We have big news’!” 12 Last Updated 24 October 2010 \\narwhal\GROUPS\marketing\Corporate Marketing\ISA Guidelines Writing and Grammar.doc Punctuation for Parentheses • The closing punctuation mark always goes outside a statement in parentheses • If the statement inside the parentheses is a complete sentence with the first letter of the first word capitalized, then there you may use closing punctuation for that sentence inside the parentheses • If you have a combination of the above, use the proper closing punctuation for the main sentence outside the parentheses in addition to that used inside the parentheses Correct • Betty works for the company (in a satellite office in Spain). • Betty works for the company. (She travels to Europe a lot.) • Betty works for the company’s office in Spain (If you visit that office, you will meet her.). Incorrect: • Betty works for the company (in a satellite office in Spain.) • Betty works for the company (She travels to Europe a lot.) • Betty works for the company’s office in Spain (If you visit that office, you will meet her). 13 Last Updated 24 October 2010