Canonical Documentation Style Guide

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This is an as yet incomplete guide to the language and style conventions used for Canonical documentation projects. Topics are listed in the navigation to the left, and presented here as a single page to aid searching.

Spelling

Canonical is a UK based company, and uses British English throughout. There are many small differences between that and US English, but for the most part it comes down to spelling.

Some common differences are:

US English UK English
license (verb) license (noun) license (verb) licence (noun)
defense (noun) defence (noun)
sausages, beans, and mash sausages, beans and mash
program (TV, agenda) program (IT) programme (TV, agenda) program (IT)
percent per cent
skeptical sceptical
catalog catalogue
traveling travelling
labeled labelled
-able -eable
-ize -ise
-or -our

In the most part this can be mitigated by simply enabling spell checking on your editing software and choosing an en-gb dictionary. The minor differences in grammar will (hopefully) be picked up in review by the documentation team.

Other common terms

We would like to standardise on the following spellings for common technology terms:

  • email
  • online
  • setup (noun), set up (verb)
  • backup (noun), back up (verb)
  • login (noun), log in (verb)
  • web
  • website
  • internet
  • systems management
  • virtualisation

Contractions

Contractions are very common in spoken English and in many types of writing. Avoiding the use of them entirely makes it difficult to achieve a friendly, conversational tone. However, we should keep to contractions that are commonly understood and not part of some regional dialect, and only use them in "conversational" parts of the documentation (i.e. explanatory text).

Contractions you can use

contraction meaning notes
aren't are not
can't cannot
could've could have
couldn't could not
didn't did not
doesn't does not
don't do not
hadn't had not
hasn't has not
haven't have not
it's it has / it is
isn't is not
mustn't must not
o'clock of the clock
wasn't was not
we'll we will
we're we are
we've we have
won't will not
would've would have
wouldn't would not
you'd you had /you would
you'll you shall /you will
you're you are
you've you have

Don't use these!

contraction meaning notes
ain't is not colloquial - use isn't
how'd how did / how would
how'll how will
I'd I would We don't use first person!
'twas it was only relevant in Christmas fables
something's something is avoid - confusion with possessive
mayn't may not
may've may have
mightn't might not
might've might have
gonna going to
gotta got to

Headings and capitalisation

All headings and headlines should be sentence case. This means that you should only capitalise the first word.

Use: Ubuntu reaches new heights Don't use: Ubuntu Reaches New Heights

You should only capitalise:

  • product names
  • personal names
  • company names
  • brands
  • places
  • Ubuntu Server, not Ubuntu server

If it is not the actual product name, it should not be capitalised. Never capitalise keywords, technical terms and jargon.

Dates

For consistency, we will use the following date format:

  • Single day: 1 January 2013
  • Date range within same month: 1-2 January 2013
  • Date range across two or more months: 1 January - 2 February 2013

Numbers

Numbers in single figures should be spelled out in most cases. From 10 onwards, numbers should be written in digits.

Exceptions to this rule include numbered lists and units of measurement.

When writing out numbers over the 100s, remember to include commas.

Use: 7,000

Don't use: 7000

Code examples in documentation

This details how to present code samples in documentation, and how to work around some of the limitations there are in static media when trying to show an interactive behaviour.

In general ALL code samples should be marked as code via whatever markup system is in use. In the case of most output, this will normally result in the code:

  • being slightly indented
  • being highlighted in some way
  • appearing in a monospace font

There are some types of final output which cannot easily reproduce all these elements, but in such cases the best approximation will be made.

Markdown styles

Most of our documentation is generated from Markdown sources. There are two relevant conventions to follow:

Code blocks

A code block is enclosed by three backticks and includes the type of code:

  ```bash
  maas command do something
  maas command do something else
  ```

The most common types used are: bash, yaml, json, and no-highlight. The last is like a miscellaneous type. It is often used to display command output.

Inline code

Use a backtick to inline filenames and other literals like this:

  Use a backtick to `inline filenames and other literals` like this:

General notes

DO NOT use prompt marks (e.g. $ or #) in code samples. These cause problems for users who sometimes mistakenly type them in, or who want to copy and paste sections of code. They also encourage poor explanation of the code.

DO NOT use comments in normal bash code. E.g.:

juju deploy wordpress 
juju deploy ntp-master --to 2   #colocates with wordpress
juju add-relation mysql wordpress

This may be a useful comment if you just have a bash script to communicate information, but we have words! It is clearer, more obvious and more helpful to simply explain, before after or during the code.

DO NOT use long blocks of code. Anything which doesn't comfortably fit on a screen is too long. Consider why you are showing it. Can it be broken up into parts? Long sections of code are rarely read in documentation. If the code is an example intended to be used rather than read, offer it as a download instead.

DO separate commands and output where appropriate. For example, instead of:

juju status
environment: gce3
machines:
  "0":
    agent-state: started
    agent-version: 1.24.2
    dns-name: 104.197.44.114
...
...

It is more informative to break between the command and the output with explanation. This doesn't even have to be long. It breaks up the code blocks somewhat and makes the whole document more legible and less likely to cause unintended naps. For example

To check what is going on, run:


      juju status

... which should return some formatted information giving the current
state of each unit and service:

       environment: gce3
       machines:
        "0":
          agent-state: started
          agent-version: 1.24.2
...
...

Hyperlinks

Links to internal files or external URLs use the following format:

[visible text][label]

The visible text is what will appear on the web page. The label is used to refer to the destination, which is placed at the bottom of the file:

<!-- LINKS -->

[label]: destination

For example:

- For more on this topic see [DHCP][dhcp].
- To understand haproxy, see the [upstream configuration manual][upstream-haproxy-manual].

...

[dhcp]: installconfig-networking-dhcp.md
[upstream-haproxy-manual]: http://cbonte.github.io/haproxy-dconv/1.6/configuration.html

The visible text should use an active style as opposed to a passive style. For instance, try to avoid:

A [proxy][maas-proxy] can optionally be configured.

Notes:

  • An internal page is referred to by its source filename (i.e. .md not .html).
  • Try to use the same label:destination pair throughout the documentation.

Images

An image should not be overly cropped - allow for context.

In terms of linking, they are managed very similarly to hyperlinks. However, they are placed on their own line; are preceded by an exclamation point; and both the label and destination have a specific naming convention:

![alt attribute][img_filename]

The bottom of the file will look like:

[img_filename]: ./path/to/image.png

Words and phrases to avoid

Try to avoid jargon, long-winded phrases and words with negative connotations. Steer clear of the following:

  • Allow - This suggests that we are in a position of power, permitting users or customers to conduct certain activities.
  • The ability to – Use 'We can' instead of 'We have the ability to'
  • Is able to – Use 'Ubuntu can' instead of 'Ubuntu is able to'
  • Not only...but also...
  • Eliminate
  • Execute
  • Terminate
  • Kill
  • Disruptive
  • Explosive
  • Leverage
  • Ecosystem
  • Going forward
  • In order to
  • Form factor
  • Use case
  • End user – Use 'user' instead
  • Linux for human beings

It can be tempting to use flowery, official-sounding words rather than plain English. Try to keep it simple.