HomeMy WebLinkAboutADM 140-011 Business Card and Letterhead�L o1
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PICKERING
City Procedure
Procedure Title: Business Card and Letterhead
Procedure Number
ADM 140-11
Reference
Communications Policy ADM 140
Date Originated (mIdly)
January 2015
Date Revised (m/d/y)
Pages
3
Approval: Chief A
nistra iv .. Officer
Procedure Objective
Point of Contact
Division Head, City Administration
To establish guidelines for business cards and letterhead to support the City's corporate
branding and communication standards. Business cards and letterhead are designed to
complement each other, using the same colour palette and fonts.
Index
01 Definitions
02 Procedures
01 Definitions
Not applicable.
02 Business Card
02.01 Colour Palette - Business cards are designed following the Corporate Logo
Procedure„in Pantone 330 with a toned down shade of Pantone 330 as part of
the design element.
02.02 The font used is CG Omega.
02.03 Business cards are printed on 100 pound Cougar cover stock.
02.04 Layout - Business cards indicate key contact information on the front of the
card. In an effort to reinforce the one call to City Hall concept, the Customer
Care Centre number, and the main lines are reflected on the reverse of the
card. The mailing address is also referenced along with our website address
pickering.ca in reverse on the colour block.
02.05 Members of Council have the discretion to include their own website address in
the colour block section, or on the front of the card providing that the corporate
website is clearly identified. Refer to examples attached in Appendix 3.
02.06 Regional Councillors have the option of including the Region of Durham's logo
on the top right hand side. This provides a balance with the City logo.
Discretion to include the logo on the bottom right hand side is also an option.
Refer to examples in Appendix 3.
02.07 There are two styles of business cards "two sided and fold over". Quantities of
100, 250 or 500 are the standard options.
02.08 The Business Card Order Form and Template are located on the Intranet under
Forms, Orders, Business Card.
03 Letterhead
03.01 Letterhead templates are located on the Intranet under Forms, Templates,
Letterhead for all departments, Appendix 4. Council templates are retained in
the Mayor & Council (j:) drives.
03.02 Colour Palette — Letterhead is designed following the Corporate Logo
Procedure, in Pantone 330 with a toned down shade of Pantone 330 as part of
the design element.
03.03 The font used is CG Omega.
03.04 Letterhead is available in an electronic format with form fields for easy input
and distribution in PDF format.
03.05 The header includes the City logo and department name. The footer includes
the mailing address for the Pickering Civic Complex (with the exception noted
in 03.06), department main telephone, and fax lines, toll free line, TTY, the
general department email address, and the website address (pickering.ca).
03.06 The following mailing address exceptions are permitted since they receive
direct mail:
Pickering Recreation Complex 1867 Valley Farm Road
Fire Services Department 1616 Bayly Street
03.07 The header and footer are protected in the electronic version to ensure design
integrity.
03.08 When sending letters electronically they must be signed either by hand or by
inserting an electronic signature and distributed in a PDF format to ensure the
integrity of the information. Instructions on how to create a signature file are
located in section 4.4.4 eCorrespondence in the Writing Guide.
Procedure Title: Business Card and Letterhead Page 2 of 3
Procedure Number: ADM 140-11
03.09
03.10
03.11
03.12
03.13
03.14
Appendices
Appendix 1
Appendix 2
Appendix 3
Appendix 4
Appendix 5
Appendix 6
Appendix 7
Appendix 8
The Letterhead Order Form is located on the Intranet under Forms, Orders,
Letterhead.
Council Letterhead - there are two options available for Council — either with or
without a photo. Council opted to use the option with the photo Appendix 6.
The preferred size of the picture is Height 1.21" high by 0.97" wide to provide
balance and a consistent header size.
Regional Councillors also have the option of including the Region's Logo which
is added to the right hand side of the header to provide balance Appendix 7.
Pre-printed letterhead is also available.
The paper that is used for the letterhead is 60 pound Cougar Opaque.
Business Card Template
Business Card Order Form
Business Card Formats
Standard Letterhead Template
Letterhead Order Form
Council Letterhead with photo
Regional Council letterhead with Region's Logo
Council Letterhead without a photo
Procedure Title: Business Card and Letterhead
Procedure Number: ADM 140-11
Page 3 of 3
pickering.ca
Job Title
First Name
Appendix 1
Business Card Template
Last Name
Credentials (if applicable)
Department
Direct Phone # (including area code)
Department Phone # (including area code)
Extension
The Corporation of the City of Pickering
Pickering Civic Complex
One The Esplanade
Pickering, ON L1V 6K7
@pickering.ca
T.
TTY
Fax
905.683.2760
905.420.1 739
Customer Care Centre 905.683.7575
Toll Free 1.866.683.2760
pickering.ca
Appendix 2
Business Card Order Form
Please ensure the business card template is attached to this form
To North Alliance Press
Attention Tamara
Fax 1.866.390.9778
Telephone 905.831.5028
From
Title
T. 905.420.4660, extension
Email Address
Date
Date Required (5 business days from faxed order)
Quantity Required
❑ 100 ❑ 250
Style
❑ Two Sided
❑ 500
❑ Fold Over
@pickering.ca
Attach sample card with any changes, corrections or additions. Proof is required prior to printing.
Special Instructions
Department Use Only
Division/Department Authorized Signature
This form is to be completed when ordering business cards. It should be authorized by a signing officer and
faxed directly to the supplier by the requisitioner.
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Office of the
Chief Administrative Officer
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[Click here and type Month, Day, Year]
[Click here and type Name]
[Click here and type Title]
[Click here and type Company]
[Click here and type Address]
[Click here and type City, Province Postal Code]
Subject:
[Click here and type Subject
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File: [Click here and type File Number]
Appendix 4
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Yours truly
[Click here and type Name, Credentials]
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XX:xx
Enclosure
Copy: [Click here and type Copy Recipients]
[Click here and type additional Copy Recipients]
Pickering Civic Complex I One The Esplanade I Pickering, Ontario L1V 61<7
T. 905.420.4648 I TTY 905.420.1739 I Toll Free 1.866.683.2760 I cao@pickering.ca I pickering.ca
Appendix 5
Letterhead Order Form
To
Attention
Fax
North Alliance Press
Tamara
1.866.390.9778
From
Title
T. 905.420.4660, extension
Telephone 905.831.5028 Email Address
Date
Date Required (5 business days from faxed order)
@pickering.ca
Quantity Required
❑500 ❑1,000 ❑2,000 ❑5,000
Attach sample letterhead with any changes, corrections or additions. Proof is required prior to printing.
Special Instructions
Department Use Only
Division/Department Authorized Signature
This form is to be completed when ordering letterhead. It should be authorized by a signing officer and
faxed directly to the supplier by the requisitioner.
CST 0219-05/00 Rev. 14/12/01
Appendix 6
Member of Council Name
Member of Council Title
[Click here and type Confidential, sent by email, etc. if required]
[Click here and type Month, Day, Year]
[Click here and type Department Name]
[Click here and type Title]
[Click here and type Company]
[Click here and type Address]
[Click here and type City, Province Postal Code]
Subject:
[Click here and type Subject
- [Click here and type Sub Heading]
File: [Click here and type File Number]
[Click here and insert text]
Yours truly
[Click here and type Name, Credentials]
[Click here and type Title]
XX: xx
Enclosure
Copy: [Click here and type Copy Recipients]
[Click here and type additional Copy Recipients]
Pickering City Hall I One The Esplanade I Pickering, Ontario L1V 6K7
T. 905.420.4605 I TTY 905.420.1739 ( Toll Free 1.866.683.2760 I council@pickering.ca I pickering.ca
Enter Name
Regional Councillor — Ward X
Appendix 7
DURHAM
REGION
[Click here and type Confidential, sent by email, etc. if required]
[Click here and type Month, Day, Year]
[Click here and type Department Name]
[Click here and type Title]
[Click here and type Company]
[Click here and type Address]
[Click here and type City, Province Postal Code]
Subject:
[Click here and type Subject
- [Click here and type Sub Heading]
File: [Click here and type File Number]
[Click here and insert text]
Yours truly
[Click here and type Name, Credentials]
[Click here and type Title]
XX:xx
Enclosure
Copy: [Click here and type Copy Recipients]
[Click here and type additional Copy Recipients]
Pickering City Hall I One The Esplanade I Pickering, Ontario L1V 6K7 I T. 905.420.4605
TTY 905.420.1739 I Toll Free 1.866.683.2760 I dpickles@pickering.ca I davidpickles.com I pickering.ca
Appendix 8
Enter Name
City Councillor — Ward X
[Click here and type Confidential, sent by email, etc. if required]
[Click here and type Month, Day, Year]
[Click here and type Department Name]
[Click here and type Title]
[Click here and type Company]
[Click here and type Address]
[Click here and type City, Province Postal Code]
Subject:
[Click here and type Subject
- [Click here and type Sub Heading]
File: [Click here and type File Number]
[Click here and insert text]
Yours truly
[Click here and type Name, Credentials]
[Click here and type Title]
XX:xx
Enclosure
Copy: [Click here and type Copy Recipients]
[Click here and type additional Copy Recipients]
Pickering City Hall I One The Esplanade I Pickering, Ontario L1 V 6K7
T. 905.420.4605 I TTY 905.420.1739 I Toll Free 1.866.683.2760 I kashe@pickering.ca pickering.ca