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GENERAL GUIDELINE
GUIDE TO USING THE DOCUMENT TEMPLATE

NEOM-NEN-GGD-010 Rev 02.00, March 2023

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Document History
Revision code Description of changes Purpose of issue Date

Rev 01.00 First Issue Issued for Implementation 31.07.22

Rev 02.00 Preface added to template Issued for Implementation 13.03.23

Document Approval
Prepared by Reviewed by Approved by

Name Nina Winter Fouad Youssif Dr. Mohamed Haj-Maharsi

Job Title Senior Technical Writer – Manager – Procedures, Executive Director, Technical
ETSD ETSD Consultancy, ETSD

Document Preface
Key Stakeholders: ETSD
Added Value: Provides clarity and consistency across NEOM procedures, guidelines, manuals, and
related documents.
Impact: No impact on existing projects.

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Contents
1 PURPOSE ..................................................................................................................5
2 SCOPE .......................................................................................................................5
3 DEFINITIONS .............................................................................................................5
3.1 Terms......................................................................................................................... 5
3.2 Abbreviations ............................................................................................................. 5
4 REFERENCES ...........................................................................................................5
4.1 NEOM Documents ..................................................................................................... 5
5 ROLES AND RESPONSIBILITIES ............................................................................6
6 GUIDELINE ................................................................................................................6
6.1 Document Content ..................................................................................................... 6
6.2 Document Sections.................................................................................................... 7
6.2.1 Cover Page ................................................................................................................ 7
6.3 NEOM Header and Footer ......................................................................................... 8
6.3.1 Header ....................................................................................................................... 8
6.3.2 Footer ........................................................................................................................ 8
6.3.3 Document History ...................................................................................................... 9
6.3.4 Document Approval ................................................................................................... 9
6.3.5 Document Preface ................................................................................................... 10
6.3.6 Table of Contents .................................................................................................... 10
6.4 Formatting................................................................................................................ 10
6.4.1 Document Body ....................................................................................................... 11
6.5 Quick Parts .............................................................................................................. 14
7 PROCESS TO ISSUE THE DOCUMENT ................................................................16
8 FORMS AND TEMPLATES .....................................................................................17
9 APPENDICES ..........................................................................................................17
Appendix A Document Template – Visual Guide Overview

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List of Tables
Table 1: Roles and responsibility matrix ................................................................................. 6
Table 2: NEOM Forms and Templates ................................................................................. 17

List of Figures
Figure 1: Cover page sections to complete ............................................................................ 7
Figure 2: Format for document footer (automatic fields shown in grey) .................................. 8
Figure 3: How to view bookmarks and fields .......................................................................... 9
Figure 4: Document History section ........................................................................................ 9
Figure 5: Document Approval Table ..................................................................................... 10
Figure 6: Document Preface Table ....................................................................................... 10
Figure 7: Pre-set styles ......................................................................................................... 11
Figure 8: Pre-set heading styles ........................................................................................... 12
Figure 9: Inserting a cross-reference to a table .................................................................... 13
Figure 10: Format for tables .................................................................................................. 13
Figure 11: Format for figures ................................................................................................ 14
Figure 12: Quick Parts menu ................................................................................................ 15
Figure 13: Quick Parts menu – appendix .............................................................................. 15
Figure 14: How to insert a section break (next page) ........................................................... 16
Figure 15: How to add a cross-reference to an appendix heading ....................................... 16

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1 Purpose
This guideline describes how to structure and format documents using the Document
Template (NEOM-NEN-GGD-010_TMP01).

It is intended to assist the author to create clear, consistent, and user-friendly documents.

2 Scope
This document applies to documents developed using the Document Template (NEOM-
NEN-GGD-010_TMP01).

3 Definitions
For a comprehensive list of definitions for the terms and abbreviations used at NEOM, see
the List of Definitions and Abbreviations (NEOM-NEN-SCH-006).

3.1 Terms
Term Definition

none

3.2 Abbreviations
Abbreviation Definition

CRS Comment Resolution Sheet

ETSD Engineering and Technical Services Department

4 References
4.1 NEOM Documents
Document no. Document title

NEOM-NEN-GGD-009 Writing Style Guide

NEOM-NEN-PRC-008 NEOM Document Numbering and Revision Procedure

NEOM-NEN-SCH-006 List of Definitions and Abbreviations

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5 Roles and Responsibilities

The stakeholders for this document and their responsibilities are listed in Table 1.

Table 1: Roles and responsibility matrix

Role

Technical Document
Activity Writer Authors

Update this document R −

Apply this guideline when writing a document A R

Legend:

R= Responsible for performing the activity; stakeholders

who execute the work

A= Ultimately accountable to make sure activity happens

(If more than one R, only one A)

C= Consulted and engaged during the activity, as part of

final approval and sign-off

I= Aware and informed of the activity (but not part of the

approval)

6 Guideline
This guideline describes how to use the Document Template (NEOM-NEN-GGD-
010_TMP01). A visual guide of the template is provided in Appendix A.

For more information about how to format NEOM documents, see the Writing Style Guide
(NEOM-NEN-GGD-009). The writing style guide sets the standard for how to write and
format documents at NEOM. It also provides some useful tips in areas of language and
punctuation that are commonly misused.

Note: The Document Template is a .dotx (template) file. Double-click to open the file and
then save it as a .docx file.

6.1 Document Content

Standard controlled documents should contain:
• NEOM cover page

• NEOM header and footer

• document history section

• document approval section

• document preface

• table of contents

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• document body:

− purpose

− scope

− definitions

− references

− document content

− optional sections:

 roles and responsibilities

 forms and templates

 appendices.

6.2 Document Sections

6.2.1 Cover Page

The document cover page contains six editable sections (see Figure 1):
• document type

• document title

• document code/number

• revision code

• date

• copyright information.

Figure 1: Cover page sections to complete

6.2.1.1 Document Type

Select a document type from the drop-down menu. Typical document types are:
• Engineering Procedure

• General Guideline

• Report

• Standard Operating Procedure

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• Technical Guideline.

See the NEOM Document Numbering and Revision Procedure (NEOM-NEN-PRC-008) for a
comprehensive list of document types.

6.2.1.2 Document Title

Enter the document title where indicated. The title should be kept to 10 words or fewer.
Space is provided for two lines (delete the carriage return if title is more than one line). The
font is Arial, 14 point in size, full capitalization.

6.2.1.3 Document Code

Insert the document code (controlled document number). For a description on how to get a
document code, see the NEOM Document Numbering and Revision Procedure (NEOM-
NEN-PRC-008).

6.2.1.4 Revision Code

Enter the revision code/number. For a description of revision codes, see the NEOM
Document Numbering and Revision Procedure (NEOM-NEN-PRC-008).

6.2.1.5 Date
Enter the date using the format “Month YYYY”, e.g., October 2022.

6.2.1.6 Copyright Information

The copyright statement “©NEOM [YYYY]. All rights reserved.” is provided at the bottom of
the cover page and in the footer of all other pages. Enter the year of the current revision.

6.3 NEOM Header and Footer

6.3.1 Header
The NEOM logo should be included in the header of every page. It will automatically
readjust to fit a landscape-oriented page.

6.3.2 Footer
The footer should contain:
• document code

• revision code

• pagination (Page x of x for main document, appendix number in appendices)

• copyright notice.

The items in the footer are fields linked to the information you completed on the cover page.
The page numbers are also automatically updated. Select both lines of the footer and press
F9 to manually update the cross-referenced fields (indicated in grey in Figure 2).

Figure 2: Format for document footer (automatic fields shown in grey)

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Tip:

To view the bookmarks and cross-referenced fields in all your Word documents:

1. Select File > More Options > Advanced.

2. Select “Show bookmarks”.

3. Select Field shading: “Always” (see Figure 3).

Figure 3: How to view bookmarks and fields

6.3.3 Document History

Enter the revision details in the Document History table, as shown in Figure 4. Up to three
revisions can be shown in this table.

Figure 4: Document History section

A description of the revision codes is provided in the NEOM Document Numbering and
Revision Procedure (NEOM-NEN-PRC-008).

In summary, revision code “A” is used for the first draft of new procedures. For subsequent
drafts, the revision code is advanced alphabetically with B, C, D, and so on. Once the review
is closed, the document is formally issued with revision number 01.00.

For the next revision, the draft versions are 01A, 01B, 01C, with the formal revision marked
as 02.00. All subsequent revisions follow similar revision numbering.

6.3.4 Document Approval

Enter the full names and job titles of the document preparer, reviewer, and approver in the
Document Approval table (see Figure 5).

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Figure 5: Document Approval Table

6.3.5 Document Preface

Enter the following information in the table:

1. Key Stakeholders: List the stakeholders that will use or be affected by this
document.

2. Added Value: Describe what this procedure contributes to. What are the gaps it fills?

3. Impact: Describe any effect this document will have on existing project designs,
costs, and/or schedules.

Figure 6: Document Preface Table

6.3.6 Table of Contents

The table of contents will be automatically generated and will include:
• headings up to three levels, i.e., Heading 1, Heading 2, and Heading 3

• list of appendices

• list of figures

• list of tables.

If there are no appendices, figures, or tables in the document, delete the table of
appendices, figures, or tables.

Note: The message “No table of figures entries found” will display if there are no entries for
appendices, figures, or tables. Delete this message plus the heading above it.

6.4 Formatting
Use the pre-set styles with the prefix “NEOM” in the Styles pane to format your document.

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Figure 7: Pre-set styles

6.4.1 Document Body

Arial (Body CS) is used for all styles in the template.

6.4.1.1 Body text

The body text is 10-pt Arial with 0-pt spacing before and 9-pt spacing after. Line spacing is
“At least 13 pt”.

6.4.1.2 Headings
Headings should be kept to a maximum of four levels, if possible. Heading styles for up to
six levels are provided in the template (see Figure 8). Headings 7 to 9 are appendix
headings.

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Maximal capitalization is the preferred style for all headings (capitalise the first word and all
nouns, pronouns, adjectives, verbs and adverbs. Do not use capital letters for articles,
conjunctions, or prepositions.)

The heading styles available in the template are:

• Heading 1: 15 pt in the golden color (Hex: #EBC03F), with bold

• Heading 2: 12 pt in grey color (Hex: #808080), with bold

• Heading 3: 11 pt in grey color (Hex: #AEAAAA), with bold

• Heading 4: 10 pt in grey color (Hex: #AEAAAA), with bold

• Heading 5: 9.5 pt in black with bold (no numbering applied)

• Heading 6: 9.5 pt in black with italics (no numbering applied).

A representation of each heading style is provided in Figure 8.

Figure 8: Pre-set heading styles

6.4.1.3 Tables and Figures

Figures and tables help the reader to better comprehend the information being presented.

All tables and figures must have a caption. Table captions are above the table; figure
captions are below the figure.

Captions should be in minimal capitalization, 9-pt font with italics. Apply the correct style to
the caption so that it appears in the correct list in the table of contents (i.e., “NEOM Table
caption” for tables and “Caption, NEOM Figure” for figures). Captions should have a cross-
reference in the text before the figure or table.

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To insert a cross-reference to a caption:

1. Select the Reference tab

2. Click Cross-reference in the Captions box (see Figure 9)

3. Choose Reference type (e.g., Table)

4. Insert reference to (Only label and number)

5. Select which caption

6. Click Insert.

Figure 9: Inserting a cross-reference to a table

Note: For minimal (or sentence) capitalization, use a capital letter for the first letter of the
first word and for any proper nouns (names of places, companies, days of the week, etc.).

The caption numbering is consecutive throughout the document, i.e., Table 1, Table 2,
Table 3, etc.

Tables
The table format is shown in Figure 10. The shading of the top title row is Hex: #EBC03F.
Final rows should have a line underneath (Hex #BFBFBF, ¼ pt thickness).

Table text should be one point smaller than the document body text, with the headers in
bold.

Figure 10: Format for tables

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Figures
• Figures should be saved as either PNG or JPEG files, at a resolution of 200 dpi; and
simple drawings at a minimum of 96 dpi.

• Do not use Word Art.

• Resize your figure on the page so that it is an appropriate size and is readable
(preferably, at 14.5 cm width. The full width of the text (16 cm) may be used for
complex or large figures). If it is not of a high enough quality to be understood, then
replace or leave out.

• If the graphic has no border, add a border size of 1 point in grey (Hex: #BFBFBF)
(see Figure 11).

Figure 11: Format for figures

6.5 Quick Parts

Quick Parts can be used to insert pre-formatted tables, figure captions, and appendix cover
pages into your document.

To access the Quick Parts:

1. Place your cursor where you want to insert a table or figure.

2. In the Text tab, select Quick Parts.

The Quick Part menu will display.

3. Scroll down to view all options (see Figure 12).

4. Select an option.

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Figure 12: Quick Parts menu

6.5.1.1 How to Add an Appendix

To add an appendix, use the Quick Parts function for appendices.

1. In the Text tab, select Quick Parts.

The Quick Part menu will display.

2. Select Appendix (see Figure 13).

Figure 13: Quick Parts menu – appendix

If the Quick Parts are not available:

1. Insert a section break (next page) (see Figure 14):

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Figure 14: How to insert a section break (next page)

2. Type the title of the new appendix.

3. Apply the style “Heading 7, APPENDIX”.

4. Update the appendix in the footer:9Appendix A

a. Click inside the footer cell.

b. Insert a cross-reference to a Numbered item (Paragraph number (no

context))

c. Select the appendix (see Figure 15).

d. Click Insert:

Figure 15: How to add a cross-reference to an appendix heading

7 Process to Issue the Document

1. Follow the review and quality check requirements for the document content.

2. Check the formatting complies with this guideline.

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3. Send a Comment Resolution Sheet (CRS) with the document to the reviewer.

4. Incorporate each comment received from the reviewer.

5. Send the CRS sheet to the reviewer with the responses for comment closure. If a
comment is not required to be incorporated, discuss, and agree the response with the
reviewer for their closure of the comment.

6. Coordinate with the relevant ETSD document controller to issue the approved
document on the ETSD portal.

7. A memorandum will be issued by the related sector when the new or updated
document is issued for review or implementation.

8. The document is uploaded to Aconex NEOM-wide by the related sector.

8 Forms and Templates

Table 2: NEOM Forms and Templates

Document number Document title

NEOM-NEN-GGD-010_TMP01 Document Template

9 Appendices
Appendix A Document Template – Visual Guide Overview

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Appendix A Document Template – Visual Guide Overview

DOCUMENT CODE: NEOM-NEN-GGD-010 REVISION: 02.00 APPENDIX A

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