Preparation of documents

Definition of Terms

1. Manuscript - A manuscript is a handwritten or rough draft typed document that usually contains errors to be corrected. (Observe sample above)

2. Mailable copy - A mailable copy is a document that is error free, attractively laid out and ready to be submitted. 

3. Typescript - A typescript is a typewritten version of a manuscript. 

4. Punctuation Marks - Punctuation marks are marks or signs used within text to clarify its meaning. Punctuation marks play an essential role in enabling readers to understand the text. 

(Task: List the purpose and an example of each of the following punctuation mark in your notebook)

• Comma (,)

• Semicolon (;)

• Colon (:)

• Full stop or Period (.)

• Exclamation Mark (!)

• Question Mark (?)

• Hyphen (-)

• Dash (–)

• Ellipsis (...)

• Parentheses or Round Brackets ( )

• Apostrophe (')

• Quotation Marks: opening (‘ or “ ) and closing (’  or ” )

5. Capitalisation - In preparing a document, uppercase or capital letters should be appropriately placed. The following should be considered: 

• Always begin a sentence with a capital letter. 

• The first letter of a proper noun such as the name of a person or place should be capitalised. 

• The first letters of personal titles are normally written in capital letters. These include:

- Mr. 

- Mrs.

- Dr. 

- Rev. 

- Prime Minister

Types of Capitals

• Initial Capitals - With Initial Capitals, the first of each important word is capitalised. For example 'Electronic Document Preparation & Management'

• Closed Capitals - This refers to capital letters within a word typed without a space between them but one space allowed between words. For example CLOSED CAPITALS.

• Spaced Capitals - With spaced capitals, one space is left between letters within a word and three spaces are left between words. For example S P A C E D   C A P I T A L S

6. Line Spacing - This refers to the space between each line in a paragraph. The main ones are: 

• Single Line Spacing (SLS) - This means that there are no lines of space between the lines of a document. This is achieved by pressing the enter key once while the line spacing is set at one. 

• Double Line Spacing (DLS or DS) - This requires one clear line of space between each line of type. This is achieved by pressing the enter key twice while the line spacing is set at one or once when the line spacing is set at two (2.0). 

• Triple Line Spacing (TS) - With this, two spaces are allowed between each line by pressing the enter key three times while the line spacing is set on one or once when the line spacing is set at three (3.0). 

Below are illustrations of the different types of line spacing. 

Headings 

Headings indicate the main subject matter of a text to the reader. 

Types of Headings 

1. Main Heading - This is the heading that gives the general idea of the text and is typed at the beginning of the document. (This is usually typed using larger fonts and styles than in the body, boldface , and spaced or closed capitals. There is no need to underscore)

2. Sub-headings - This gives a more specific suggestion as to the subject of the document. This is typed below the main heading and may be blocked or centered .(Sub-headings may be typed in CAPITALS or Initial Capitals)

3. Shoulder Headings - These are left-aligned --typed at the left margin. Two clear lines should be left after a preceding paragraph. The paragraph may be blocked or indented. 

• Paragraph Heading: These are typed a the beginning of a paragraph in the same line. This may or may not be followed by a period or colon. 

• Marginal or Side Heading: These are typed left aligned to the left side of the page while the paragraph is typed towards the right of the page, approximately one tab stop from the heading. 

4. Column Headings - This refers to the titles at the top of the columns used to identify what the information in that particular column is all about.

5. Subject Heading- This heading briefly describes the main focus of the document. 

guidelines when typing number in figures or words

When typing numbers within a document, the main rules that should be applied are as follows:

• Write numbers one to nine in words (e.g. There are three main paragraph styles.).

• Do not begin a sentence with a figure; type it in words (e.g. Twenty boys were on the bus.).

• Sums of money are usually written in figures, especially after a monetary sign (e.g. $16,500.00, $26 900 and £500). An exception to this rule is in legal documents where the number is written out in words.

• Ordinal numbers such as first, second, third and fourth should be typed as words and not 1st, 2nd, 3rd and 4th except in dates.

• Write page numbers in figures.