B. Checklists and Forms
by Sun Technical Publications
Read Me First!: A Style Guide for the Computer Industry, Second Edition
- Copyright
- Tables
- Examples
- Preface
- 1. Mechanics of Writing
- Capitalization
- Contractions
- Gerunds and Participles
- Numbers and Numerals
- Pronouns
- Technical Abbreviations, Acronyms, and Units of Measurement
- Punctuation
- 2. Constructing Text
- 3. Writing Style
- Why Is Style Important?
- Stylistic Principles
- Some Basic Elements of Style
- Writing for the Reader
- Style That Could Offend the Reader
- Common Writing Problems to Avoid
- Ways to Improve Your Style
- 4. Online Writing Style
- 5. Constructing Links
- About These Guidelines
- Where to Place Links
- General Linking Strategies
- Guidelines for Writing Link Text
- Provide Context in Link Text and Surrounding Text
- Weave Link Text Into Sentence Structure
- Choose Key Words or Phrases for Link Text
- Choose an Appropriate Length for Link Text
- Write Scannable Link Text
- Make Link Text Conceptually Similar to Titles or Headings
- Do Not Use Quotation Marks Around Link Text
- 6. Writing Tasks, Procedures, and Steps
- Understanding the Relationship Among Tasks, Procedures, and Steps
- Developing Task Information
- Writing Procedures
- Writing Steps
- 7. Writing for an International Audience
- 9. Types of Technical Documents
- 10. Working With an Editor
- 11. Working With Illustrations
- 12. Writing About Graphical User Interfaces
- 13. Glossary Guidelines
- 14. Indexing
- What Is an Index?
- Style and Format
- Creating an Index
- Time Required to Create an Index
- Deciding Which Parts of a Document to Index
- Selecting Topics to Index
- Do Not Index Superfluous Entries
- Avoid Entries That Are Too General
- Include Common Industry Terminology
- Avoid Using Headings as Index Entries
- Consider Including “Commands” as a Primary Entry
- Describing a Topic
- Anticipate a Reader’s Needs
- Include Only Terms a Reader Is Likely to Look Up
- Select Proper Words for Subjects
- Use Gerunds
- Identify the Entry Type
- Arrange Words for Emphasis
- Use Plural for Main Entries
- Assign the Proper Font to the Entry
- Group Entries
- Create Index Entries for Cautions, Notes, and Tips
- Create Index Entries for Acronyms and Abbreviations
- Double-Posting Entries
- Creating “See” and “See Also” References
- Avoiding Indexing Problems
- Refining and Checking an Index
- Spelling
- Differences in Wording
- Misused Singular Forms and Plural Forms
- Effective Double-Posting
- Number of Page References for Entries
- Proper Topic Cross-References
- “See” and “See Also” References
- Bad Page and Column Breaks
- Secondary Entries
- Levels of Secondary Entries
- Redundant Secondary Entries
- Possible Primary Entries in Secondary Entries
- Possible Rearrangement
- Appropriately Combined Secondary Entries
- Secondary Entries Under More Than One Topic
- Secondary Entries When Using a Combined Term Separately
- Secondary Entries Under Various Forms of One Topic
- Checking the Size of the Index
- Global Index
- Online Index
- A. Developing a Publications Department
- Establishment of a Publications Department
- Scheduling
- Documentation Process
- Internationalization and Localization
- Online Documentation Considerations
- Final Print Production
- Post-Production Considerations
- B. Checklists and Forms
- C. Correct Usage of Terms
- D. Recommended Reading
This appendix provides samples of common publications forms and checklists. You might need to modify them to reflect your own company processes.
The following checklists and forms appear in this appendix:
“Manuscript Tracking Chart” on page 304
“Request for Editing Form” on page 305
“Artwork Request Form” on page 306
“Technical Review Cover Letter” on page 307
“Authorization to Produce Document” on page 308
“Print Specification” on page 309
TO: Reviewer List
FROM: Writer Name
SUBJECT: Technical Review of Name of Book
DATE: Date
The attached manuscript is the technical review version of Name of Book. Please review the entire manuscript, paying special attention to the notes and questions to reviewers. All open issues and unanswered questions must be resolved for this technical review to be complete.
I would appreciate your general comments as well as specific answers to the issues raised in the notes. Please give detailed and thorough responses. Also, please address the specific review responsibilities of your department.
[Add any comments regarding specific issues or content.]
Your review must be returned by 5 p.m. on Date. After reviewing your responses, I will discuss any discrepancies at the technical review sign-off meeting, which will be held on Date at Time in Name Conference Room.
Because the production schedule is tight, please make wording or style suggestions only if they affect the technical accuracy of the text.
Thank you very much for your attention to this document. Your comments are appreciated and contribute greatly to improving the quality of Company Name documentation.
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