Written communication

The following guidelines describe how written communication should be presented. It is important to follow these guidelines to not only ensure the corporate identity is maintained but also to ensure written communication is as accessible as possible to the reader.

Text size - A minimum of 12pt should be used for all written text. If this is not considered possible for a specific document please contact the Marketing and Communications department.
Large print - When producing large print a minimum of 16pt text should be used.
Numbering - When writing numbers, one to nine should be written as words. When writing numbers from 10 upwards digits, not words, should be used.
Acronyms and abbreviations - Assumptions should not be made that the reader understands abbreviations of words or acronyms (a word formed from the initials or other parts of several words). When writing a word for the first time it should be written in full followed by the abbreviation or acronym written in brackets. It is then acceptable to use the acronym or abbreviation throughout the rest of the document.
Block capitals - Using upper case block capitals should be avoided as this is difficult to read for people with some impairments. It can also appear as if the word is being shouted at the reader.
Text justification - Text should be left justified in all written communication.
Sentence case - Sentence case should be used for headings as well as body copy. This is when the first letter of a title or sentence is capitalised, with all other words being lower case, unless they require capitalisation for a specific reason, eg a proper noun.
Italics - The use of italics should be avoided in all written communication as italic typography can be difficult to read for people with some impairments. Underlining or bold is a suitable alternative to draw attention to a specific word or phrase.
Hampshire Fire and Rescue Service - When writing for the first time Hampshire Fire and Rescue Service should be written in full. Further references can be made using ‘HFRS’ or ‘the Service’.
Firefighter - This should be written as one word.
Fire fighting - This should be written as two words.
Job titles - When referring to a group of employees capitalisation is not required. For example, ‘a group of firefighters visited…’ or ‘a number of group managers attended…’ When referring to a specific individual their job title should be capitalised. For example, Firefighter Jones or Group Manager Bloggs
Fire stations - When referring to a specific fire station capitalisation should be used. When referring to fire stations in general capitalisation is not required. For example, ‘Basingstoke Fire Station is positioned in the…’ or ‘There are a number of fire stations in the area…’

If you have any questions regarding the Hampshire Fire and Rescue Service corporate identity or how to use the guidelines please contact the Marketing and Communications department on tel: 7 59 3040 (internal) or 023 8062 6812 or email marketing.communications@hantsfire.gov.uk.