Editing Document Creation Guidelines & Formatting Rules (section)

== 2. General Background & Rules ==

=== 2.1. Creating Documents ===

* '''Use Google Docs/Sheets/Slides''' based on your document needs:
** '''Google Docs''' for textual documents like audits, strategies, marketing ideas, etc.
** '''Google Sheets''' for data-heavy or spreadsheet-type documents (time estimates, semantic core/SEO data, logs).
** '''Google Slides''' for presentations (monthly reports, special pitch decks).

* '''Styling & Consistency''': Always adhere to the basic brand guidelines (detailed in Section 5) for logos, fonts, and color usage — especially for client-facing or branded documents.

* '''Document Language''':
** All documents intended for the entire team or for sharing with clients '''must be written in English'''.
** However, some client-specific documents '''may be in Finnish or Russian''', depending on the client’s requirements.
** Drafts and non-essential documents used internally among team members may be written in any language they are comfortable with.
** The only exception to this rule is translations, which can be created in the required language.

* '''Appropriate Naming Conventions''':
** Start with the '''project or client name''', followed by '''document title''' and, if applicable, '''version''' (e.g., "ClientName – Marketing Audit – v1.0").
** Include the '''date''' if time-specific or if it’s a repeating document (e.g., monthly report).

=== 2.2. Document Structure & Layout Guidelines ===

Regardless of document type, here are '''universal guidelines''':

* '''Structure the text logically''': title page → table of contents → introduction → main part → summary/next steps → contact us.
* '''Follow a logical hierarchy''' (Title H1 → Heading H2 → Subheading H3).
* '''Include a Table of Contents''' for documents over 5 pages or multiple sections, auto-generated via Google Docs → Insert → Table of Contents.
* All body text should be '''width-aligned''', and headings '''left-aligned'''. Titles, images, graphs and tables may be '''center-aligned'''.
* Use the default Google Docs settings for '''page margins and spacing''':
** 1" (2.54 cm) margins on each side.
** Single or 1.15 line spacing for the body text.
* Ensure '''consistent spacing above and below''' headings and between paragraphs.
* '''Text should always be easy to read'''. Use bullet points and well-structured paragraphs (short, concise and informative) for clarity.
* In multi-page documents, '''pages may be numbered'''. Page numbers may begin on the second page and be placed in the header.
* '''Enhance clarity with visual elements''':
** Use '''high-quality images, infographics, tables, and graphs''' with clear labels and explanations.
** Ensure graphs and tables '''align with brand color guidelines''', including headlines and accent lines.
* If you reference external data or sources or need to mention another document, '''include a relevant link''' directly within the text (e.g., "Download the monthly report [https://example.com here]").
* Each client-facing or external doc should end with a '''summary, next steps, or final remarks'''.

=== 2.3. Brand & Formatting Essentials ===

* '''Fonts''':
** '''Preferred Fonts:''' Titles/Headings: '''Montserrat SemiBold''' or '''Bebas Neue'''

Bebas Neue is usually used in essential docs such as an [https://www.canva.com/design/DAGi1sGSbmU/ctbWcM5vtXpn-X0Doojuxg/edit?utm_content=DAGi1sGSbmU&utm_campaign=designshare&utm_medium=link2&utm_source=sharebutton annual report] or [https://docs.google.com/document/d/16clhGgjS5iFKgf651caCiIWYf0E_z11COnLzeHjT5tA/edit?usp=sharing large SEO audits]''.
[[File:Image19.png|thumb|center]]
* '''Subheadings:''' Montserrat Medium
* '''Body Text:''' Montserrat Normal
* '''Accent Fonts:''' Montserrat Bold
* For non-essential docs and drafts, flexibility is allowed, and Arial or Roboto can be used as an alternative if needed.

* '''Font Sizes (recommended):'''
** Main Title (cover/title page): 24–28 pt
** Heading (H1): 20 pt
** Subheading (H2): 16 pt
** Subheading (H3): 14 pt
** Subheading (H4): 12 pt
** Body Text: 11 pt