Format & Style Guidelines (3)

7/28/2019 Format & Style Guidelines (3)

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FORMAT & STYLE GUIDES


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General Format Guidelines

Use legible fonts

Arial, Tahoma, TNR

Document design

oWhite space

oHeadings, bullets/numbers

oType treatment: bolding, italics, type sizes


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Email Standard Header

Address Box

To: (check title & spelling)

Cc: (individual professor) Bcc: (mystery reader)

Subject: (essential)


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Email Format/Body Box Greeting

(space)

Purpose statement

(space)

Central points

(spaces btw main points; employ bullets/lists carefully)

(space before request for action) Request for action & contact information

(space)

Closing

(space)

Signature


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Purpose Statements

Conveys primary focus of communication

Provide information

The following report provides an overview of

the VSB Career SeminarthatI attended on11/17/12.

Request information/permission/action

Im writing to ask if you can forward the 3rd

quarter data for my use in next weekspresentation.


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Sample Email 1: Check Format &

Sentence Structure Errors

(no subject)

[email protected]

Sent: November 1, 2012

To: Eileen Mullahy

I was really sick last night and my roommate was too, we didnt fall asleepuntil 5 am. So i missed your class today and could you tell me whether or not

i missed anything, that would be great. Thanks.


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Sample Email 1 Revised

ENG 2020 Class Absence 11.1.12 J. Doe

[email protected]

Sent: November 1, 2012

To: Eileen Mullahy

Hi, Professor Mullahy,

I missed class this morning due to illness. Ive contacted a class member to

get the lecture notes. If theres anything else important that I need to know, I

would appreciate it if you could let me know by email or in class on

Wednesday.

Thanks,

Jane Doe


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Sample Email Draft 2

Hello, John,Depreciation, amortization, and depletion are very similar terms in relation toaccounting and tax reporting. However, there are very precise differencesbetween the terms with regards to wheel production. Depreciation is a termused to spread the cost of an asset over the span of several years.Essentially, it is the reduction in the value of an asset, in your casemachinery, due to usage, passage of time, and wear and tear. Amortizationis very similar to depreciation but deals with intangible assets. It refers to the

acquisition costs minus the residual value of patents, trademarks, orcopyrights. This will directly affect you as we will amortize your patent on thewheel production phase of your assembly line. Depletion is similar to bothaforementioned terms in that it is a cost recovery system for accounting andtax reporting. In our case, depletion is a method of recording the gradualexpense or use of natural resources over time. Since depletion deals mainlywith the using up of natural resources by mining, quarrying, drilling, or fellingand you are not participating in these activities, it will not factor into our

compliance work.I hope after reading through these explanations you have a much betterunderstandi on the differences between the three terms. Please do nothesitate to let me know if you need further explanation. My direct line is 610-333-7000, ext. 4.

Regards,

Andrew Smith


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Sample Email 2 Revised

Hello, John,

Im responding to your questions on tax reporting for the new wheels. Depreciation,amortization, and depletion are very similar terms in relation to accounting and taxreporting. However, there are very precise differences between the terms with regards towheel production.

First, depreciation is a term used to spread the cost of an asset over the span ofseveral years. Essentially, it is the reduction in the value of an asset, in your casemachinery, due to usage, passage of time, and wear and tear.

In contrast, amortization is very similar to depreciation but deals with intangible assets.

It refers to the acquisition costs minus the residual value of patents, trademarks, orcopyrights. This will directly affect you as we will amortize your patent on the wheelproduction phase of your assembly line.

Lastly, depletion is similar to both aforementioned terms in that it is a cost recoverysystem for accounting and tax reporting. In our case, depletion is a method of recordingthe gradual expense or use of natural resources over time. Since depletion deals mainlywith the using up of natural resources by mining, quarrying, drilling, or felling and youare not participating in these activities, it will not factor into our compliance work.

I hope this provides the information you were looking for on the 3 terms Please let meknow if you need further explanation. My direct line is 610-333-7000, ext. 4.

Regards,

Andrew Smith


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Memo Format

Memo header w/ specific subject line (space)

Purpose statement & necessary background (space)

Central points (spaces btw main points; employ bullets/lists)

(space before request for action)

Action request & contact information

No greeting/signature (given in header)


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Sample MemoMEMORANDUM

TO: HARRY BANISTER, CEO

FROM: NINA JAMES, Accounting Officer

DATE: 8/30/2012

SUBJECT: ROCK CREEK NURSERIES ACQUISITION

This memo explains key concepts regarding goodwill and the valuation methods involved in your companys acquisition of Rock Creek Nurseries

(RCN) Determining the value of RCNs goodwill will provide you with a better sense of the companys true value, and therefore assist you in

solidifying the final offer price.

Definition of GoodwillGoodwill is an intangible asset on the balance sheet as it is not a physical asset (e.g. buildings and equipment). Goodwill usually reflects the value of

intangible assets such as a strong brand name, good customer relations, good employee relations and proprietary technology.

Ordinarily, the estimated value of the above mentioned items is taken into consideration during the valuation process. As such, the value of good will

is incorporated into the offer price.

With respect to RCN, the $350,000 estimate represents the companys book value and therefore does not include the value of goodwill and other

intangible assets

Benefits of Goodwill

RCN is a well established business with a strong brand name, excellent employee relations, and a large customer base. The above mentioned items

are the key factors which will ensure the companys long term competitiveness and sustained profitability.For example, due to RCNs large customer base, Banister Nurseries (BN) will be able to cross-sell its products to a new range of customers and

therefore increase revenue generation. In addition, the increased market share will solidify BNs no. 1 market position and ensure long term

competitiveness and profitability.

Similarly, RCNs exceptionally strong brand name recognition will ensure continued customer attraction and revenue generation. As BN will be

acquiring your well recognized brand name, BN will be able to actually reduce its previous level of advertising expenses and improve profitability. In

addition, RCNs excellent employee relations will ensure continued service consistency and quality.

The above mentioned will also ensure smooth merger transition and retention of key employees. Furthermore, customer attrition risk will be

minimized and customer satisfaction will be maximized. Therefore, BNs competitiveness and profitability will be ensured as the value of the

franchise will be preserved.


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Letter Format Date

(space)

Recipient name

Company name

Street Address

Town, state, zip (space)

Greeting (space)

Central points

(spaces btw main points; employ bullets/lists)

(space)

Action request & contact information (space)

Closing (space)

Author name

Position, company name


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Sample LetterMarch 18, 2012

Hank Isaly, Chief Financial Officer

RGC

22650 West Haven Drive

Arlington, Texas 75527

Dear Mr. Isaly,

Im responding to your inquiry regarding convergence to international accounting standards. This letter will provide an overview of

international accounting standards, describe the impact international accounting standards have on financial statements, and explain how

RGC can apply these standards for the first time.

International Financial Reporting StandardsInternational Financial Reporting Standards (IFRS) is a set of accounting standards issued by the International Accounting Standards Board

(IASB). IFRS consists of 41 accounting standards designed to create accurate and reliable financial statements. Approximately 117

countries around the world, including all of Europe, require or permit IFRS reporting.

U.S. GAAP vs. IFRS

One of the most noticeable differences between IFRS and U.S. GAAP is that IFRS is a principles-based accounting approach, while U.S.

GAAP is a rules-based accounting approach. This means that IFRS provides general guidance and a conceptual basis for accountants to

follow, whereas U.S. GAAP is very rule-oriented and specific in its requirements. Other notable differences between the two standards are:

InventoryIFRS only permits the use of LIFO (a method where the last units purchased are recorded as the first units sold)

when recording inventory. In contrast, U.S. GAAP allows a company to choose between FIFO (first units purchased are recordedas the first units sold) or LIFO.

Development CostsUnder IFRS, these costs can be capitalized if they meet certain criteria. On the other hand, U.S. GAAP

considers these costs to be expenses.

Revenue Recognition IFRS guidance regarding revenue recognition is less extensive than GAAP and contains relatively little

industry-specific instruction.

We greatly value our relationship with RGC and would like your continued business in preparing your financial statements according to

IFRS standards. Please contact me at 610-322-1331 to further discuss this matter; I look forward to hearing from you.

Sincerely,

Arthur J. Miller, CPA

Professional Accounting Associates


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Style Guideline: Clarity

Use active voice Ex: Vanguards range of services is promoted

in diverse ways by implementing this newprograms integrated media.

Rev: The programs integrated mediapromotes Vanguards diverse range ofservices.

Place key information in main clause

Although our profits were up, our productivitywas down.

Although our productivity was down, our profitswere up.


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Style Guideline: Concision

Simplify sentencesoEliminate unnecessary words

Ex: We would like to recommend that you considerimplementing more than one social media tool.

Rev: We recommend an integrated social mediaprogram.

oPut action in your verbs Ex: There were three points in the seminar that seemed

the most important in helping me in my career planning

Rev: Three seminar points helped me the most in mycareer planning: a, b and c.

Format & Style Guidelines (3)

Documents