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

Graphs and Charts: it’s acceptable to use colors such as #ff0000, #ff006f, #dc00c9, #8c52ff, #4a62ff, #0082ff, #00bae2, #009700, #d05e00

The colors mentioned above are divided into standard Google doc colors and custom colors. Standard colors include the following ones:

#000000 (black)

#ffffff (white)

#ff0000

#434343

#666666

#cccccc

• How to add a custom color:
  • In the edit box, select Text Color ⇒ Click “+” under Custom ⇒ Insert Color Hex (color code beginning with #) and click OK.

File:Image3.png.png

• Use of Logos:
  • All essential client and company documents must include our logo
  • The logo is typically placed in the bottom right corner, with the company name and an active link to the website in the bottom left corner of the footer on all pages.

• • For documents with a black background, use the white version of the logo.
  • In presentations, a large logo on the background of the page is acceptable.
  • For client documents, be sure to place the client's logo in the top right and the company name in the top left on the title page.

• Maintain the correct aspect ratio of the logo; do not stretch or pixelate.

2.4. Document Review & Approval

• Always have documents reviewed and approved by the Project Manager.
• Documents must be proofread by a native speaker before client delivery.

2.5. Final Checks before Client Delivery

• Verify all information is accurate and complete.
• Double-check all links and references.
• Ensure formatting consistency according to the guidelines above.

2.6. Access & Permissions

• Default Ownership: Use the official DV Google accounts for document ownership. Only essential team members need edit access; others may be set to “Comment” or “View” to preserve document integrity.
• Sharing with Clients: Grant “View” or “Comment” access unless the client’s scope requires “Edit.” Share client’s sensitive documents such as marketing plans and reports in PDFs.

2.7. Storing in Drive

• All documents should be organized into their respective folders in Google Drive.
  • Use the designated folders**