5.3 General formatting and style for submissions
5.3.1 Paper
First lodgement copies of Cabinet submissions need only be lodged on plain
white paper.
The original finals of a Cabinet submission or Cabinet Committee submission
are to be prepared on Cabinet-in-Confidence paper specially printed for the
purpose and available from GoPrint. The required number of copies for final
lodgement purposes are to be photocopied from the signed original onto the
correct colour paper as described in Chapter 5.3.2. Departments may use either recycled or permanent paper.
If recycled paper is used, one copy must be provided to the Cabinet
Secretariat on permanent paper for archival purposes. It is suggested that the
minimum standard for recycled paper be 80:20. Attachments need not be produced
on Cabinet-in-Confidence paper.
5.3.2 Colour of submissions
First lodgement copies of Cabinet submissions are to be prepared on plain
white paper.
Final submissions are colour coded to assist in recognition of Cabinet and
Cabinet Committee submissions, and to distinguish Significant Appointment
submissions from other types of submissions. The following colour coding must be
adhered to when preparing final submissions:
Cabinet submission coversheets
(except Significant Appointments) | Green |
| Cabinet Committee submission coversheets | Pink |
| Significant Appointment Cabinet submission | Blue |
| Body of Cabinet and Cabinet Committee submissions | White |
| Attachments | White |
5.3.3 Type size and spacing
Type size for the cover sheet and body of Cabinet submissions should be no
smaller than 12 point font size (Times New Roman is the preferred font type) and
single line spacing. Quotations or references used in submissions must also
conform with this type size and spacing. Attachments to submissions created
originally for another purpose need not be retyped to conform with this
rule.
5.3.4 Margins
A 3 cm left hand margin is to be provided in the submission and on
attachments to allow for drilling and placement in the Cabinet folders. Top and
bottom margins should allow for Cabinet-in-Confidence annotations.
5.3.5 Headings
All headings should be in block capitals and any sub-headings in lower case.
These are to be positioned on the left hand margin and bolded.
5.3.6 Paragraph numbering
Paragraphs in the body of the submission (including Significant Appointment
submissions) should be numbered beginning with "1" at the first paragraph under
"Objective" running through consecutively to the recommendation. Attachments
should have separate paragraph numbering wherever possible.
Sub-paragraphs should be numbered "1.2, 1.3 ...". Sub-sub-paragraphs should
be avoided as they can be confusing.
5.3.7 Page numbering
Pages are to be numbered consecutively commencing "2" on the second page of
the cover sheet of the document and proceed in sequence to the last page of the
body of the document. Page numbers are also to appear at the top centre of each
page. Attachments which have already been printed and are numbered in a
different format are acceptable.
5.3.8 Stapling
To avoid damage to the high speed drilling machine at the Cabinet
Secretariat, submissions are to be stapled within a 2 cm square at the top left
hand corner.
5.3.9 Tables and schedules
Tables and schedules should be numbered "Table 1, 2,..." consecutively
throughout the body of the submission and consecutively from "1" in each
attachment. Each table and schedule should be given a brief title clearly
describing its contents.
Tables and schedules should only be used if they add value to the
document.
5.3.10 Abbreviations/acronyms
Apart from common abbreviations like "eg." and "ie.", abbreviations and
acronyms should be spelt out in full the first time they appear in the cover
sheet or body of the submission, eg. Business Regulation Reform Unit (BRRU).
Repeat this process in the recommendations to assist in identification.
5.3.11 Attachments
The following procedures apply to attachments.
- Attachments are identified by showing "Attachment 1, 2,..." at the top right
hand corner of each page. Identifying each page makes for ease of reference
where there are multiple attachments.
- Where there is only one attachment, for ease of reference and positive
identification, it is marked "Attachment".
- Where an attachment contains a list of recommendations to be approved by
Cabinet, it must be placed immediately after the coversheet and identified as
Attachment 1.
- Agencies should include a list of attachments after the Consultation
Addendum, where there are multiple attachments.
- Attachments are to be self-contained and should not include appendices,
recommendations or issues for discussion not raised in the body of the Cabinet
submission.
- If a recommendation endorses an attachment, the attachment is to be set out
in a form enabling quick comprehension and is to contain no material beyond the
scope of the recommendation.
- Where an attachment crucial for the recommendation is used, the body of the
submission should summarise the attachment.
- Where an attachment is longer than ten pages, departments should critically
examine whether the full attachment is required and if it could more
appropriately be attached in a summarised form or merely cited if readily
available.
Printed reports or other printed material need not be retyped to conform with
these procedures. An appropriate number of printed reports should be lodged as
an attachment for the relevant Cabinet submission. Refer to Chapter 4.7 "Number of copies to be lodged"
and Chapter 4.7.1 "Number of copies to be lodged for Cabinet Committees"
5.3.12 Cross referencing
Any reference in the body of the submission to an attachment must clearly
identify the attachment, its page number, paragraph number, table or schedule
number.
Last reviewed: 17 July, 2009
Last updated: 22 July, 2009
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