Document Creation Guidelines & Formatting Rules

1. Overview: Who These Rules Apply To

These rules apply to all team members who create or contribute to documents related to Daniliants Ventures, client work, and internal projects. They include full-time employees, freelancers, and any external collaborators who help produce or finalize deliverables.

Key Requirements:

• All important documents — client-facing, branded, or integral to company operations — must be created and owned within the official Google accounts:
  • [email protected] (mainly for internal and client documents)
  • [email protected] (used for some client documents if the client specifically gave access to this account)
• Drafts and unimportant documents can be created from personal email accounts. However, if any draft or unimportant document becomes important, ownership must be transferred to [email protected].

How to Transfer Document Ownership

If you create an important document from your personal email by mistake:

1. Share the document with [email protected] at the highest permission level.

In the Share settings, transfer ownership to that account by selecting “Transfer Ownership” from the drop-down next to the email address.

Make sure the new owner is shown as Primary Owner in the Google Drive share settings.

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 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 annual report or large SEO audits.

• 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

How to change the header:

• Colors:

• • Titles and Headings:
    • Main color: #c81e1e or #ff0000
    • Alternative: #000000 (black)

• • • Subheadings H2: #000000 (black)
    • Subheadings H3: #434343
    • Subheadings H4: #666666

• • Body Text:
    • Black Background Documents: #ffffff (white)
    • White Background Documents: #000000 (black)

• • Accent Colors:
    • Primary: #c81e1e or #ff0000
    • Alternative: #000000 (black) with bold or italic font

• • Link Colors:
    • Main: #c81e1e or #ff0000 with underline font
    • Alternatives: #0081ff (if too many red elements on the page)

• • Table Formatting:
    • Header Background: #c81e1e (for white background)

or #e6e6e6 (for dark background)

• Text Colors: #000000 (black) or #ffffff (white, for dark background)
• Frame Colors: #000000 or #cccccc (for white background) or #ffffff (for dark background)

• Indicator Use (reports):
  • Positive growth in metrics: #009700 or standard green
  • Negative trends or losses: #c81e1e or standard red