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    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 coversheetsPink
    Significant Appointment Cabinet submissionBlue
    Body of Cabinet and Cabinet Committee submissionsWhite
    AttachmentsWhite

    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.

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    Last updated:
    18 May, 2016
    Last reviewed:
    17 July, 2009