Writing Standards and Formats

1. Why do we need writing standards? The purpose of writing is to communicate with the reader as quickly and easily as possible. To achieve this, the subject matter must be well organized and presented and in plain language that all can understand. This chapter will help you write and format your electronic directive so that your audience clearly understands what you have written.
   
   
2. How do I structure paragraphs in a directive? A paragraph generally presents a single part or unit of development of the total subject covered by the directive. Paragraphs must relate to the overall subject and be arranged in logical sequence to provide continuity for the reader. Paragraphs should be structured in the following manner:
   
   
   1. Titling paragraphs

      (1) Most major paragraphs may use the question-and-answer format, using the bold font, a question mark, and only capitalizing the first word of the title.

      (2) Subdivisions of paragraphs may be titled; however, if one subdivision within a paragraph is titled, all divisions within that paragraph are also titled.

      (3) Subdivision titles use the bold font. They should not be underlined. Only links are underlined. Exception: See sequence of lettering and numbering in paragraph 2b.

   2. Subdividing paragraphs

      (1) When a paragraph is subdivided, it must have at least two subdivisions. Each successive subdivision of a paragraph is indented.

      (2) When a paragraph is subdivided, each subdivision is numbered and lettered for clarity. Place periods after letters or numbers in an outline format. Omit the periods when the letters or numbers are enclosed in parentheses or are underlined. The following illustrates the sequence of lettering and numbering used in FHWA directives:

      

      Note: At the top of the directive, indents should be set at every half inch.

      (3) When a paragraph is cited in a directive, the complete reference numbers and letters are typed without spaces or periods. Example: paragraph 3a(1)(c); paragraphs 4a and 4b.

      (4) If a paragraph is divided into subparagraphs immediately after the heading, place a period (or question mark) after the bolded heading. Begin the first subparagraph immediately below the heading. Example:

      1. What is the purpose of this directive?
         1. To issue guidance for the FHWA directives system.
         2. To include plain language requirements.

      (5) If introductory material precedes the subparagraphs, place a period (or question mark) after the bolded heading and begin the material on the same line after the heading. Example:

      1. What is the purpose of this directive? To issue guidance for:
         1. the FHWA directives system, and
         2. include plain language requirements.

      (6) If all material within a heading is contained in a single paragraph, place a period (or question mark) after the bolded heading and begin the paragraph on the same line following the heading. Example:

      1. What is the purpose of this directive? To issue guidance for the FHWA directives system and include plain language requirements.
      
      
      
3. What about the different dates involving directives?
   1. Effective date. An effective date paragraph is used only when that date differs from the issuance date of the directive.
      
      
   2. Expiration date. Since Notices are short-term issuances, usually no more than 1 year in duration, an expiration date is assigned to Notices before issuance. Exceptions are made when the DCP and the originating office mutually agree that an expiration date is not practical.
      
      
4. Where should I set the margins? Since the agency no longer prints directives, margins are no longer a major consideration when writing a directive. Using .75 inch margins all around is a good guideline to use when writing a directive.
   
   
5. What do I do with appendices, attachments, and figures? With the use of the Web, there is no longer a need to have an appendix, attachment, or figure--they are simply "links." Links built into the document's text permit you to link directly to the information being cited by clicking on the link. Links are usually underlined and in a different color than the other text around the link. Extensive bodies of supplementary material, such as lengthy tables, charts, long extracts from laws or regulations, etc., not suitable for inclusion in the body of a directive may be included as a link. You must provide these types of documents to the DCP in separate files when e-mailing the final directive. The link is then built where the table, chart, etc. is mentioned in the text of the directive. Text that is to be a link must be underlined so that the DCP and Web Team will understand that it is a link. You are encouraged to provide the locations of related links so that users may link to other sites related to the FHWA directive. Example: DOT Orders. These related links will be placed at the end of the Table of Contents and at the end of the directive. See Guidelines for Producing WordPerfect Documents for more helpful hints. Following these guidelines will speed the posting of your directive on the directives website.
   
   
6. Are page numbers and headers necessary if I am writing for the Web? No. There is no need for page numbers or headers, for there are no pages on the Web--there are only documents. Links replace page numbers in the directive's table of contents. Each chapter gets a link. A header is only placed once at the top of the document. There will be page numbers when the document is printed. Your printer will place page numbers on each printed page. During the paper clearance of larger directives, writers may include automated page numbers, but this coding must be removed before being submitted to the DCP for final processing and posting.
   
   
7. How do I use references in a directive? References are used sparingly, and only where the reference directly relates to the subject being presented and where it makes a significant or necessary contribution to the understanding of the text. When a reference is used, it must be complete and precise so there is no doubt as to the specific item referenced. For example, when referencing an FHWA Order, the subject classification code, title, and date should be given. Writers should double-check all references before submitting a draft directive to the DCP.
   
   
8. Are there any editorial considerations that I should understand? It is the responsibility of the originating office to edit all directives before forwarding for approval. The Government Printing Office Style Manual governs with respect to capitalization, spelling, punctuation, abbreviations, and other elements of composition.
   
   
9. Where can I get a template for my directive?
   1. Directives are issued using the appropriate template and in the format in the following downloadable templates.

      (1) notice template   (HTML),       notice.doc  (MS-Word - 25 KB)

      (2)  order template   (HTML),       order.doc   (MS-Word - 29 KB)

      (3) advisor template   (HTML),       techadv.doc   (MS-Word - 30 KB)

   2. All directives are typed in 12-point Arial font and must be prepared using the agency's current baseline word processing software.
10. Is there a quick-reference guide to help me with writing consistency? Yes. See Writing Guidelines for more specific answers to questions about terminology, capitalization, acronyms, lists and series, and writing for the Web. Also see the plain language website.

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