EmployeeNet

Printable Text Format Guide

Time

8:45 am – 11:00 pm

• Always include minutes, even if the time is an even hour.
• Do not use periods after “am” and “pm”.
• For time durations, include a space on either side of the dash, which should be an en-dash (–).
• Include a space after the minutes and before am/pm.

Date

01/23

01/23/2017

01/23/2017 – 04/15/2017

• Format MM/DD, MM/DD/YYYY
• Dates in this format should not be italicized, except to integrate with the surrounding text.
• Dates in this format should have leading zeros on the month and day.
• If included, the year should be four digits.
• When a date duration, include a space on either side of the dash, which should be an en-dash (–).

Nov. 23, 2016

Monday, Nov. 23, 2016

Nov. 23, 2016 – Oct. 2, 2016

• Abbreviate months longer than four letters, with a period after the abbreviation. May, June and July should not be abbreviated. Exception: June and July may be abbreviated when a three-letter abbreviation is necessary for a heavily styled object on print or web pieces, such as an event date on a web calendar.
• Include weekday when doing so will enhance the reader’s comprehension. Do not abbreviate the weekday.
• Date in this format should not have leading zeros on the day.
• The year should be four digits.
• When a date duration, include a space on either side of the dash, which should be an en-dash (–).

Monday – Friday

• Do not abbreviate the weekday.
• Include a space on either side of the dash, which should be an en-dash.

Phone Number

(608) 266-1234

• Always include the area code. Exception: Phone numbers for only internal City staff may exclude area code.
• Area code is in parentheses.
• Include a non-breaking space between the area code and the beginning of the 7-digit number.
• Include a non-breaking hyphen between the first three digits and the last four digits of the 7-digit number.

Address

Human Resources Office
30 W. Mifflin St., Suite 900
Madison, WI 53703

• Bold the name of the location.
• Abbreviate cardinal directions (North, South, East & West) with a period.
• Abbreviate street type (Street, Avenue, etc.) with a period.
• Place a comma between the street address and room information. Room information is optional.
• Include “Madison, WI” and the ZIP code when appropriate.

Prices

$2.00

$250

• Always format lists and sets of prices the same.
• If any price in a list/set includes cents (.00), then all items must.
• Prices under $10 should always include cents.
• Integer prices (prices with no cents after the decimal point) between $10 and $99 may exclude cents. Default behavior excludes cents.
• Integer prices (prices with no cents after the decimal point) $100 and over must exclude cents.

Links

• Link text is very important for accessibility and for search engine optimization (SEO).
• Use link text that describes what the reader will get if they click the link.
• Do not use “click here” or “view more” for link text.

“And” vs. “&”

“and”

• “And” should always be used in long lists of items, if those items are in a paragraph and have not been separated into bulleted or numbered lists. (see Lists below)
• Body text should generally use “and”.
• “And” is used for more formal language.

“&”

• The ampersand is used for key navigation, and represents an expression of identity and purpose of the City of Madison or of a City Agency. Ampersands should be used when linking two related objects of equal weight and importance.
• “&” is used for friendly, service-based language.

Lists

Numbered Lists

• 3+ items that occur in a sequence
• Items where some carry more importance than others
• Note: Use Styled List Steps (web) for simple instructions (3-6 items) that stand alone on a webpage.

Bulleted Lists

• Items with roughly the same value, which do not belong in a sequence (i.e. where order does not matter).