2.2 Stationery: Departments, agencies and corporations

FIP Manual, September 1987

Introduction

This section sets out the general requirements and design standards for stationery used by departments, agencies, and corporations. It should be used with Chapter 470, “Federal Identity Program” of the Administrative Policy Manual, and the key sections of the FIP Manual (1.1 and 1.2). Section 1.2 also provides advice on the wording and presentation of addresses.

Note: Because of space limitations, the layouts are shown reduced in size. However, any dimensions given are in the actual size.

Applicable publications

The following publications are referred to in this section. Reference to these publications is to the latest issues.

Canadian General Standards Board (CGSB) standards or specifications:

• CAN/CGSB-9.60M, Paper Sizes for Correspondence
• 6.11, Envelopes, Mailing Standard Flats
• 6.100M, Paper, Letterhead
• 6.101M, Envelopes, Mailing
• 6.102M, Form, Printed, Complimentary Slip
• 6.103M, Form, Printed, Complimentary Card
• 6.104M, Form, Printed, Calling Card
• 6.112M, Paper, Notepaper

The publications listed above may be obtained from the Canadian Government Publishing Centre, Supply and Services Canada.

Publication issued by Canada Post Corporation:

• Canada Postal Standards

Publications issued by Supply and Services Canada:

• Print Quality Levels
• Envelope Quality Levels
• Typesetting Quality Levels
• Generic Identification of Paper and Paperboard Brandnames

These publications are available from Canadian Government Printing Services, Supply and Services Canada.

Scope

Guidelines and standards set out the require­ments for the design and production of stationery items for use by departments, agencies, and corporations identified by the federal signature.

These items include letterheads and envelopes, standard flat envelopes, notepaper, complimentary slips and cards, and calling cards.

Stationery: control and use of titles

The control of stationery items is at the discretion of each organization. To serve operational needs, stationery items may include pre-printed information as described and illustrated in this section (e.g. a service title, an address). However, controls are usually required to prevent the proliferation of many different items that have to be produced and stocked. Treasury Board policy (Chapter 470) restricts the use of titles as set out below.

Titles on letterheads, envelopes and notepaper

Only deputy ministers, assistant deputy ministers, or positions of equivalent status may be identified on these items, and then only by title and not by name.

Items with restricted use

P5 letterheads and white envelopes described in this section are for use only by deputy ministers, assistant deputy ministers, or positions of equivalent status.

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Signature, titles and wordmark

Except for short titles where the use of a one-line signature may be feasible, a two line signature is applied (Fig. 1). Section 1.1 of this manual sets out the size relationships between symbol and typography and the rules on the layout of signatures.

Service titles

To serve operational needs, a title which identifies an organizational unit, program or service may be used in conjunction with the signature of the parent organization. Service titles shall appear as illustrated (Fig. 2).

Titles of individuals

Subject to the policy on the use of titles of individuals on letterheads, envelopes and notepaper, they shall appear as illustrated (Fig. 3).

“Canada” wordmark

The wordmark shall be used on all items and as specified in this section. The regular weight of the wordmark applies throughout (Fig. 4).

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Design standards

The design of all stationery items described in this section has been standardized. There should be no variation from these designs and specifications without prior consultation with the Administrative Policy Branch of Treasury Board Secretariat.

The formats have been designed to project a consistent visual image of the government and, where applicable, to conform to the Canada Postal Standards.

Typeface

Helvetica light is used on all stationery except for standard flats, where Helvetica regular is specified. Shown here are the sizes and weights of type applicable to the items described in this section (Fig. 5).

Typesetting

Typesetting of the signature and any accompanying text shall be in upper and lowercase, solid, normal spacing between letters, with selective kerning applied to awkward combinations of letters.

Care should be taken to avoid the mixing of typeset composition from different sources on any one layout. (For example, variations in stroke width may be noticeable.) The typesetting must meet the quality level shown in the “Summary” at the end of this section.

Layouts

The layouts are based on typographic grids or dimensions that are shown in the figure for each item. The space between the flag symbol and the left-hand column, as well as between the left-hand and right-hand columns, is 1½ em of the type size being used. The space between the language columns is measured from the end of the longest line of the left-hand column to the beginning of the right-hand column. A blank line is used between the signature and any following text (Fig. 6).

For most items, a choice of type sizes is provided to accommodate signatures or texts of varying length. Principles of good typographic practice should be applied when determining the layout, i.e. line length, line endings, and type size where applicable (see also Section 1.1, “Design”).

Use of type sizes

Table 1 shows which type sizes are combined on an item. For example, 9/7 is used to indicate a 9 point signature with a 7 point address.

Paper sizes

The National Standard of Canada CAN/CGSB-9. 60M, Paper Sizes for Correspondence applies. Sizes covered by this standard are designated P4 and P5 for letterhead paper, and P6 for notepaper and complimentary slips.

Paper sizes in this section are specified in metric measurements. Table 2 shows these measurements and the sizes which they replace.

Note: Sizes for complimentary cards and calling cards are not covered by a standard at present. The sizes for these items have been determined in view of their possible future inclusion in the National Standard.

Colours

The colours of both paper and ink are specified for each item (see the detailed descriptions).

Ink colours

The standard colours are: Federal Identity Program (FIP) red, black, and reflex blue.

The following inks meet the requirements for FIP red:

• General Printing Ink, No. 0-712
• Inmont Canada Ltd., No. 4T51577
• Monarch Inks, No. 62539/0
• Sinclair and Valentine No. RL163929/0

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Recommended typing format

The recommended format for letterheads is the full block style, with minimum punctuation (Fig. 7). While it is recognized that this format may not be appropriate for all correspondence, its use is recommended for the following reasons:

• the asymmetrical design of the federal signature is complemented by the full block style;
• it saves typing time; and
• it assists in the standardization of training procedures.

The vertical position of the elements on a letterhead is not critical; however, it is recommended that the date line be placed on the printed alignment mark (dot). Nevertheless, when window envelopes are used, it follows that standardized vertical spacing must be employed.

To conform to the Canada Postal Standards, the address on plain No. 9 envelopes should be typed commencing at the printed alignment mark (dot) which is located 5.9 cm (2 5/16 inches) from the top and 3.8 cm (1 1/2 inches) from the left edge of the envelope. This address should not exceed six lines (Fig.8).

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Letterheads

The illustrations and specifications for letterheads include the following elements whose use is optional: return address, file indicators, alignment mark indicating the position of the dateline, and fold marks.

Letterhead, P4 (Fig. 9)

Size: 21.5 X 28.0 cm

Typesetting: Helvetica light; 9 point signature with 7 point return address, or 10 point signature with 8 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address.

File indicators: 6 point Helvetica light italics.

Alignment mark indicating position of the dateline: dot, 1 point in size.

Fold marks: 0.25 pt hairline, 1 pica in length.

Wordmark: 30 mm.

Paper:

• For use by deputy ministers, assistant deputy ministers, or positions of equal status: No. 2 bond, white, 75 g/m2 or 90 g/m2 (as specified).
• For general use: No. 7 bond, white, 60 g/m2, 75 g/m2 or 90 g/m2 (as specified).

Ink colours: FIP red for the flag symbol and the flag in the wordmark; black for the type.

Reproduction: offset (litho).

CGSB specification: 6.100M.

Airmail letterhead, P4 (Fig. 9)

Size: 21.5 X 28.0 cm

Typesetting: Helvetica light; 9 point signature with 7 point return address, or 10 point signature with 8 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address.

File indicators: 6 point Helvetica light italics.

Alignment mark indicating position of the dateline: dot, 1 point in size.

Fold marks: 0.25 pt hairline, 1 pica in length.

Wordmark: 30 mm.

Paper: airmail bond, light blue, 38 g/m2.

Ink colours: reflex blue.

Reproduction: offset (litho).

CGSB specification: 6.100M.

Letterhead, P5 (Fig. 10)

Size: 14.0 x 21.5 cm (This letterhead may be a folded P4 sheet or a single unfolded sheet as shown).

Typesetting: Helvetica light; 7 point signature with 6 point return address, or 8 point signature with 7 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address.

Wordmark: 25 mm.

Paper: for use by deputy ministers, assistant deputy ministers, or positions of equal status: No. 2 bond, white, 75 g/m2 or 90 g/m2 (as specified).

Ink colours: FIP red for the flag symbol and the flag in the wordmark; black for the type.

Reproduction: offset (litho)

CGSB specification: 6.100M.

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Envelopes

For reasons of space, only the No. 9 correspondence envelope is described here. Users of No. 10 envelopes should apply the same specifications as are shown for the No. 9 envelope.

The position of the signature and return address on envelopes has been calculated to be compatible with postal requirements(see Canada Postal Standards for details).

Window envelope, No. 9 (Fig. 11)

Size: 10.2 x 22.9 cm

Typesetting: Helvetica light; 9 point signature with 7 point return address, or 10 point signature with 8 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address.

Wordmark: 30 mm.

Paper: golden kraft, 75 g/m2.

Ink colour: black.

Reproduction: offset (litho) or letterpress.

CGSB specification: 6.101M.

Kraft envelope, No. 9 (Fig. 12)

Size: 10.2 x 22.9 cm

Typesetting: Helvetica light; 9 point signature with 7 point return address, or 10 point signature with 8 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address.

Alignment mark indicating position of the typewritten address: dot, 1 point in size.

Wordmark: 30 mm.

Paper: golden kraft, 75 g/m2.

Ink colour: black.

Reproduction: offset (litho) or letterpress.

CGSB specification: 6.101M.

White envelope, No. 9 (Fig. 13)

Size: 10.2 x 22.9 cm

Typesetting: Helvetica light; 9 point signature with 7 point return address, or 10 point signature with 8 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address.

Alignment mark indicating position of the typewritten address: dot, 1 point in size.

Wordmark: 30 mm.

Paper: for use by deputy ministers, assistant deputy ministers, or positions of equal status: No. 2 bond, white, 75 g/m2 or 90 g/m2 (as specified).

Ink colours: FIP red for the flag symbol and the flag in the wordmark; black for the type.

Reproduction: offset (litho) or letterpress.

CGSB specification: 6.101M.

Envelope for P5 letterhead (Fig. 14)

Size: 11.4 x 14.9 cm

Typesetting: Helvetica light; 7 point signature with 6 point return address, or 8 point signature with 7 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address.

Alignment mark indicating position of the typewritten address: dot, 1 point in size,

Wordmark: 25 mm.

Paper: for use by deputy ministers, assistant deputy ministers, or positions of equal status: No. 2 bond, white, 75 g/m2 or 90 g/m2 (as specified).

Ink colours: FIP red for the flag symbol and the flag in the wordmark; black for the type.

Reproduction: offset (litho) or letterpress.

CGSB specification: 6.101M.

Airmail envelope, No. 9 (Fig. 15)

Size: 10.2 x 22.9 cm

Typesetting: Helvetica light; 9 point signature with 7 point return address, or 10 point signature with 8 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address; 20 points for the words “Air Mail Par avion”,

Alignment mark indicating position of the typewritten address: dot, 1 point in size.

Wordmark: 30 mm.

Border: the design consisting of sloping bars appears on the front and back of the envelope. It should not extend more than 0.6 cm from the edges of the envelope.

Paper: airmail envelope, light blue, 60 g/m2.

Ink colour: reflex blue.

Reproduction: offset (litho) or letterpress.

CGSB specification: 6.101.M

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Envelopes, standard flats

These envelopes are rectangular in profile and may be used for mailing large size documents. Their size may exceed 15.2 cm (6 inches) in height and 19.0 cm (7 1/2 inches) in width but shall not exceed 27.0 cm (10 5/8 inches) in height and 38.0 cm (15 inches) in width.

The type sizes referred to in the specifications should be used relative to the size of the envelope; i.e. a 10 point signature with 40 mm wordmark are used for the smaller sizes and a 12 point signature with 45 mm wordmark for the larger. All printing shall appear parallel to the longest dimension of the envelope.

Standard flats (Fig. 16)

Size: various.

Typesetting: Helvetica regular; 10 point signature with 8 point return address, or 12 point signature with 10 point return address; a blank line (equivalent to the type size of the signature) separates the signature from the return address.

Wordmark: 40 or 45 mm.

Paper: golden kraft; 75 g/m2 for envelopes that do not exceed 19.0 x 27.0 cm; and 90 g/m2 for envelopes larger than 19.0 x 27.0 cm.

Ink colour: black.

Reproduction: offset (litho) or letterpress.

CGSB specification: 6.11M.

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Notepaper

Notepaper, P6 (Fig. 17)

Size: 10.7 x 14.0 cm

Typesetting: 7, 8 or 9 point Helvetica light; the largest type size possible should be used, but no type should extend beyond a 3 pica margin at the right edge of the paper.

Wordmark: 25 mm.

Paper: No. 7 bond, white, 60 g/m2, 75 g/m2 or 90 g/m2 (as specified).

Ink colours: FIP red for the flag symbol and the flag in the wordmark; black for the type.

Reproduction: offset (litho).

CGSB specification: 6.112M.

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Complimentary slips and cards

The format for general use provides space for the sender’s signature. The inclusion of names, titles addresses by pre-printing is optional (see the examples)

Complimentary slip, P6 (Fig. 18)

Size: 10.7 x 7.0 cm when folded (10.7 x 14.0 cm when flat).

Typesetting: Helvetica light; 7, 8 or 9 point for signature and text (except as below); the largest type size possible should be used, but no type should extend beyond a 3 pica margin at the right edge of the paper.

Name: 12 point.

Letters following the name (e.g. degrees or memberships): 10 point.

Return address: 6, 7 or 8 point (this size should be 1 point smaller than the size used in the signature).

Wordmark: 25 mm.

Paper:

• For use by deputy ministers, assistant deputy ministers, or positions of equal status: No. 2 bond, white, 75 g/m2 or 90 g/m2 (as specified).

• For general use: No. 7 bond, white, 60 g/m2, 75 g/m2 or 90 g/m2 (as specified)

Ink colours: FIP red for the flag symbols and the flag in the wordmark; black for type.

Reproduction: offset (litho).

CGSB specification: 6.102M.

Complimentary card (Fig. 19)

Size: 10.7 x 7.0 cm

Typesetting: Helvetica light; 7, 8 or 9 point for signature and text (except as below); the largest type size possible should be used, but no type should extend beyond a 3 pica margin at the right edge of the paper.

Name: 12 point.

Letters following the name (e.g. degrees or memberships): 10 point.

Return address: 6, 7 or 8 point (this size should be 1 point smaller than the size used in the signature).

Wordmark: 25 mm.

Paper: stationery bristol, premium, bright-white, kid finish, 230 g/m2.

Ink colours: FIP red for the flag symbol and the flag in the wordmark; black for the type.

Reproduction: offset (litho).

CGSB specification: 6.103M.

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Calling cards

General requirements

In addition to the federal signature and the wordmark, a calling card bears the individual’s name and title or function. Optional information includes: address, telephone and telex numbers, cable address, university degrees, decorations, professional memberships and the like.

Choice of cards

Four types of cards have been designed, offering a choice in the presentation of the two official languages and accommodating texts of varying length. Users may choose one of these types depending on their requirements. The four types (F-1, F.2, F-3 and F-4) are shown in Fig. 20. A detailed description of each type is set out below.

Some individuals need calling cards only occasionally. For them, it is more economical for an organization to hold a stock of cards which supply the general information and have a blank space for the user’s name. The user would, at need, add his or her name by hand or by typewriter.

Technical requirements

Sizes:

• Cards F-1, F-2 and F-3: 9.0 x 5.0 cm;
• Card F-4: 9.0 x 5.0 cm when folded (9.0 x 8.6 cm when flat).

Layout:

The layout is based on a grid of typographic measurements. The three grids are intended to accommodate texts of varying length. Normally the 7 point grid is suitable but 6 or 8 point grids may be used for longer or shorter text. Any one of the grids may be used with each type of card; generally, the largest possible type size should be selected, subject to a minimum margin of 1.5 pica at the right edge of the card.

Normally, each block of information (e.g. title, address, and telephone number) should be separated by one blank line. However, to save space, the blank line be­tween address and telephone number may be omitted.

Typesetting: Helvetica light; 6, 7 or 8 point, according to the length of the text.

Name: 11 point.

Letters following the name (e.g. degrees or memberships): 9 point.

The telephone area code is set in italics.

Wordmark: 23 mm.

Paper:

• Cards F-1, F-2 and F-3: stationery bristol, premium, bright-white, plate finish, 219 g/m2.

• Card F-4: No. 1 offset paper, white, 178 g/m2.

Ink colours: FIP red for the flag symbol and the flag in the wordmark; black for the type.

Reproduction: offset (litho).

CGSB specification: 6.104M.

Card F-1

This card is printed on one side only, presenting the languages side by side. To contain all of this on one side, the text must be concise could use a minimum number of lines; e.g. the could appear on the same line as the place the blank line preceding the telephone number could be omitted (Fig. 21).

Card F-2

This card is printed recto-verso, with the two official languages appearing side by side. The face of the card bears the federal signature, the name and the title of the individual and the “Canada” wordmark. The reverse of the card bears the optional information (Fig. 22).

Card F-3

This card is printed recto verso. Both sides bear the bilingual federal signature and the “Canada” wordmark. The English text appears on one side and the French text on the reverse of the card. The order by the official languages in the signature is determined by the language of the text used on each side (Fig. 23).

Card F-4

This folded card serves a dual purpose, i.e. a calling card or a name tag. The two official languages appear side by side. The federal signature and the individual’s name are printed on the cover of the card. The “Canada” wordmark and the text are printed on the inside. Generally, the individual’s title is printed on the inside of the card; if specifically requested, the title may be place below the name on the cover (Fig. 24).

This calling card format is also suitable to accommodate braille.

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Special symbols or messages

Symbols

Chapter 470 sets out the policy on the use of special symbols. When authorized in accordance with that policy, a special symbol may be applied on the back of envelopes in the manner illustrated (Fig. 25).

Messages

FIP policy prohibits the printing of special symbols on stationery items such as letterhead and notepaper; however, a brief message may be included in support of a major program or event. When such a message has been adopted, it may be applied on a letterhead in the manner illustrated (Fig. 26).

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Reproduction and supply

Printing Technical advice is available from Canadian Government Printing Services, Supply and Services Canada.

Reproduction should only be made from reproduction proofs. The symbols and the typography shall appear sharp and well-defined, without distortion. For the level of print quality that is to be specified, see the “Summary”.

Source of supply Advice on the procurement of typesetting and printing is available from Canadian Government Printing Services, Supply and Services Canada.

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Summary

Summary	Paper				Ink		Quality levels
	Size (cm)	Colour	Grade and grammage		Colours		Printing	Typesetting
Letterhead, P4	21.5 x 28.0	white	No. 2 bond, 75 g/m2 or 90 g/m2*              No. 7 bond, 60 g/m2, 75 g/m2 or 90 g/m2		FIP red & black		inform- ational	prestige
Letterhead, P5	14.0 x 21.5	white	No. 2 bond, 75 g/m2 or 90 g/m2*		FIP red & black		inform- ational	prestige
Airmail letterhead, P4	21.5 x 28.0	light blue	airmail bond, 38 g/m2		reflex blue		inform- ational	prestige
Kraft envelope, No. 9	10.2 x 22.9	golden kraft	kraft envelope, 75 g/m2		black		office	inform- ational
White envelope. No. 9	10.2 X 22.9	white	No. 2 bond, 75 g/m2 or 90 g/m2*		FIP red & black		inform- ational	prestige
Envelope for P5 letterhead	11.4 x 14.9	white	No. 2 bond, 75 g/m2 or 90 g/m2*		FIP red & black		inform- ational	prestige
Airmai1 envelope, No. 9	10.2 x 22.9	light blue	airmail envelope, 60 g/m2		reflex blue		inform- ational	prestige
Standard flats	various	golden kraft	kraft envelope, 75 g/m2 and 90 g/m2		black		office	inform- ational
Notepaper, P6	10.7 x 14.0	white	No. 7 bond, 60 g/m2, 75 g/m2 or 90 g/m2		FIP red & black		inform- ational	prestige
Complim- entary slip, P6	10.7 x 14.0 (when flat)	white	No. 2 bond, 75 g/m2 or 90 g/m2*                      No. 7 bond, 60 g/m2, 75 g/m2 or 90 g/m2		FIP red & black		inform- ational	prestige
Complim- entary card	10.7 x 7.0	bright-white	stationery bristol, premium, kid finish, 230 g/m2		FIP red & black		inform- ational	prestige
Calling cards	9.0 x 5.0	bright-white	stationery bristol, premium, plate finish, 219 g/m2		FIP red & black		inform- ational	prestige
F-1, F-2 and F-3 Calling card F-4	9.0 x 8.6 (when flat)	white	No. 1 offset paper, 178 g/m2		FIP red & black		inform- ational**	prestige

* For use by deputy ministers, assistant deputy ministers, or positions of equal status.
** The trimming and folding of the card shall be “prestige” quality.
Note: Information on paper grades is contained in the publication “Generic Identification of Paper and Paperboard Brandnames”. For details on quality levels see the publications “Print Quality Levels”, “Envelope Quality Levels” and “Typesetting Quality Levels”. All are published by Supply and Services Canada. Reference to these publications is to the latest issues.