FORMAT & STYLE GUIDES

General Format Guidelines

Use legible fonts

Arial, Tahoma, TNR

Document design
o White space o Headings, bullets/numbers o Type treatment: bolding, italics, type sizes

Email Standard Header

Address Box
To: (check title & spelling) Cc: (individual professor) Bcc: (mystery reader) Subject: (essential)

Subject Lines/Email & Memo

Primary purpose: identify message core Shape response & accommodate retrieval Include specific data & exclude filler

Ex: BD/Report 1/JonesB

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

Purpose Statements
Conveys primary focus of communication Provide information
The following report provides an overview of the VSB Career Seminar that I attended on 11/17/12.

Request information/permission/action
Im writing to ask if you can forward the 3rd quarter data for my use in next weeks presentation.

Sample Email 1: Check Format & Sentence Structure Errors

(no subject) jane.doe@villanova.edu Sent: November 1, 2012 To: Eileen Mullahy I was really sick last night and my roommate was too, we didnt fall asleep until 5 am. So i missed your class today and could you tell me whether or not i missed anything, that would be great. Thanks.

Sample Email 1 Revised

ENG 2020 Class Absence 11.1.12 J. Doe jane.doe@villanova.edu 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

Sample Email Draft 2

Hello, John, Depreciation, amortization, and depletion are very similar terms in relation to accounting and tax reporting. However, there are very precise differences between the terms with regards to wheel production. Depreciation is a term used 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 case machinery, due to usage, passage of time, and wear and tear. Amortization is very similar to depreciation but deals with intangible assets. It refers to the acquisition costs minus the residual value of patents, trademarks, or copyrights. This will directly affect you as we will amortize your patent on the wheel production phase of your assembly line. Depletion is similar to both aforementioned terms in that it is a cost recovery system for accounting and tax reporting. In our case, depletion is a method of recording the gradual expense or use of natural resources over time. Since depletion deals mainly with the using up of natural resources by mining, quarrying, drilling, or felling and 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 better understandi on the differences between the three terms. Please do not hesitate to let me know if you need further explanation. My direct line is 610333-7000, ext. 4. Regards, Andrew Smith

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 tax reporting. However, there are very precise differences between the terms with regards to wheel production. First, depreciation is a term used 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 case machinery, 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, or copyrights. This will directly affect you as we will amortize your patent on the wheel production phase of your assembly line. Lastly, depletion is similar to both aforementioned terms in that it is a cost recovery system for accounting and tax reporting. In our case, depletion is a method of recording the gradual expense or use of natural resources over time. Since depletion deals mainly with the using up of natural resources by mining, quarrying, drilling, or felling and you are 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 me know if you need further explanation. My direct line is 610-333-7000, ext. 4. Regards, Andrew Smith

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)

Sample Memo
MEMORANDUM 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 Roc k Creek Nurseries (RCN) Determining the value of RCNs goodwill will provide you with a better sense of the companys true value, and therefo re assist you in solidifying the final offer price.

Definition of Goodwill Goodwill 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 go odwill 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.

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

Sample Letter
March 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 over view 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 Standards International 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 accounta nts to follow, whereas U.S. GAAP is very rule-oriented and specific in its requirements. Other notable differences between the two standards are: Inventory IFRS 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 recorded as the first units sold) or LIFO. Development Costs Under 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

Style Guideline: Clarity

Use active voice
Ex: Vanguards range of services is promoted in diverse ways by implementing this new programs integrated media. Rev: The programs integrated media promotes Vanguards diverse range of services.

Place key information in main clause

Although our profits were up, our productivity was down. Although our productivity was down, our profits were up.

Style Guideline: Concision

Simplify sentences
o Eliminate unnecessary words
Ex: We would like to recommend that you consider implementing more than one social media tool. Rev: We recommend an integrated social media program.

o Put 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 my career planning: a, b and c.