Facilities Management now has a new business card
format that the Chief Facilities Officer has approved and directed to be
the 'master template' for all Facilities Management business
cards. All new cards, as of February 15, 2002 MUST use the
new template design shown on this web page. These new cards are to be
purchased only AFTER all existing stock has been depleted. In
January 2003 we updated all templates to reflect use of the PO Box as
well as physical addresses.
We have also developed new Facilities Management
Letterhead and Memo formats for use with Microsoft Word which are
intended to be printed on local printers thus eliminating
the cost of purchasing pre-printed letterhead. The Chief Facilities
Officer has also approved these formats and is encouraging their use
by Facilities Management Departments, Divisions and Offices.
To further facilitate the use of these new designs,
templates for each of these categories (Business Cards, Letterhead and Memo format)
are being made available directly from this web page. We also discuss
the difference between letterhead and memo formats, the goal of
limiting pre-printed envelope styles, and we are recommending a
specific brand of paper to print letterhead on. Click on a
category below to go to the area where more information for each is
provided. Questions or suggestions should be directed to Kenn
McDermott at 2-4609 or
kenn@virginia.edu.
Facilities Management
Business Cards
Facilities Management
Letterhead
Facilities Management Memo Format
Facilities Management Printed Envelopes
Facilities Management Letterhead Paper
Facilities Management
Business Cards:
This design shown below is on file at University of Virginia Printing
and Copying Services (http://www.virginia.edu/uvaprint/)
and they have been instructed to ONLY
fill orders for Facilities Management business cards using this template.
Orders may be placed on-line at this address:
http://www.virginia.edu/uvaprint/print_stat_facman.html
Note: All personal
information such as name, title, position, address, phone & fax
numbers, e-mail address, web page address, etc. can be specified by
each requester provided they fit within this template.
(These are printed using the
color 'Cool Gray 11' on white stock with an 80% screen
on both the Rotunda and the "University of Virginia", and a solid 100%
on all other text,
with the name in bold)
Each Facilities Management department has
at least one support person who will assist in processing orders for
these new cards. Because the ink used is non-standard (Cool Gray 11)
these cards are more expensive UNLESS multiple names are printed at
the same time. Printing &
Copying Services prints business cards eight-up (eight cards per
sheet) and multiple names must be grouped per sheet in order to achieve parity with standard card costs.
Printing & Copying Services will assist in this regard, but it is the
responsibility of the requesting FM department or office to group
cards, proof them and provide the proper funding. It is recommended
that a minimum of six cards
be requested per order of 250 cards for each name. Larger orders of 500 cards
per name can be double printed (i.e. the same name on two cards) to decrease this cost still further.
Managers and supervisors are encouraged to make sure business cards
are in fact needed for the person/position requesting them and that an
appropriate quantity are ordered (250 or 500). If getting the cards
quickly is important, work center managers must determine whether or
not the faster processing is worth the extra cost or if they can wait
while a few more names are put together on the same order. Also, new
cards should NOT be purchased until AFTER all existing stock has been
depleted.
The following fixed price sliding scale has been
provided by Printing & Copying Services. Departments and offices
should make every effort to plan ahead and group at least 4 or more
and preferably 6 or more names per order to reduce printing costs as
much as possible. However, if there is an urgent need for cards and
the requesting work center feels the expense is warranted, single
orders can be submitted. Here are the costs:
| Number of Names |
250 Card Orders |
500 Card Orders |
| 1 name |
$120 |
$125 |
| 2 or 3 names |
$60 per name |
$65 per name |
| 4 or 5 names |
$40 per name |
$45 per name |
| 6 or more names |
$30 per name |
$35 per name |
Within FP&C Betty Bowman and Maria Ragland will coordinate new card orders. Other
departments should contact their normal support staff
personnel. Questions should be directed to Kenn McDermott at
2-4609 or kenn@virginia.edu.
Facilities Management
Letterhead
Letterhead is generally the preferred format to use when writing
formal correspondence outside of the University and oftentimes within
the University but outside of Facilities Management. (A business
letter is a formal, well-organized piece of writing and is serious in
tone). This new
letterhead has been designed for each major department and office
within Facilities Management. The CFO has approved these designs and
is encouraging their use. This letterhead matches the business card
design and eliminates the need for pre-printed letterhead. Existing
pre-printed letterhead should be used until all stocks have been
depleted, after which the new format will be printed on local printers thus eliminating
the cost of purchasing pre-printed letterhead. Click on this
Letterhead Paper link to read about the paper to
use. Read the
instructions and then
select one of the Letterhead links below.
For ALL Windows versions - 9x (95, 98, 98SE) and
Windows 2000/XP:
Right-Click on the link for the letterhead you want, select 'Save
Target As...', navigate to a drive
and folder of your choice, provide a file name (or leave the suggested
name) and then click 'Save' and then 'Open'.
The above action will create a new document in Microsoft Word based on the
template you chose, which you can then type, save and print normally.
The top portion of the letterhead (Rotunda, University of Virginia,
horizontal lines, address, phone numbers, etc.) have been
embedded within a separate JPG image and then placed in the header.
The text below the bottom line can be edited, but the image itself
cannot. If you don't see a template suitable for
use in your area, please contact
Kenn McDermott. You also may wish to create a Word macro for this
and place it on your toolbar as a button. If you need assistance doing
this, please contact Kenn McDermott.
Office of the Chief Facilities Officer Letterhead
Office of Human
Resources and Training Letterhead
Operations and
Maintenance
Letterhead
Operations and
Maintenance Work Management Division Letterhead
Facilities Operations,
Building Services Letterhead
Facilities Planning & Construction Letterhead
FP&C Contract Administration Letterhead
Health System
Facilities Planning & Construction Letterhead
Health System Physical
Plant Letterhead
Finance Letterhead
Energy and Utilities
Department Letterhead
Materials Division
Letterhead
Arena Project
Letterhead
Review Unit
Letterhead
Facilities Management Memo
Format
Memo's are generally the preferred format for informal
correspondence within Facilities Management and sometimes within the
University, but seldom ever outside of the University. (Memo's solve
problems, provide information, persuade, announce changes, etc. and
are most effective when they connect the purpose of the writer with
the interests and needs of the reader). A Memo format has been designed for each major department and
office within Facilities Management. The CFO has approved this
design and is encouraging its use. The elements of the memo format
consist of a special, round Facilities Management logo designed by
Nicholas Bartley (of our own Real Estate & Space Management Division), with all elements placed in a Word header.
The paper used for memos can be standard copy paper and using recycled
paper products is encouraged. Read the instructions
and then select one of the Memo links below.
For ALL Windows versions - 9x (95, 98, 98SE) and
Windows 2000/XP:
Right-Click on the link for the letterhead you want, select 'Save
Target As...', navigate to a drive
and folder of your choice, provide a file name (or leave the suggested
name) and then click 'Save' and then 'Open'.
The above action will create a new document
in Microsoft Word based on the template you chose, which you can then
type, save and print normally.
The header information can be modified as necessary by each user. If
you don't see a template listed suitable for use in your
area, please contact Kenn McDermott.
You also may wish to create a Word macro for this and place it on your
toolbar as a button. If you need assistance doing this, please contact
Kenn McDermott.
Office of
the Chief Facilities Officer Memo
Office of Human Resources and
Training Memo
Operations and Maintenance Memo
Operations and
Maintenance Work Management Division Memo
Facilities Operations,
Building Services Memo
Facilities Planning & Construction Memo
FP&C Contract Administration Memo
Health System Facilities Planning & Construction Memo
Health System Physical Plant
Memo
Finance Memo
Energy and Utilities Department
Memo
Materials Division Memo
Arena Project Memo
These letterhead and memo templates are intended to provide a
'starting point' from which personnel can work. There is no reason why
small modifications can't be made - such as adding a date field, modifying
contact information in the footer of the
Memo format, adding a 'From' line in the memo format, etc. Such minor
customizations, if needed, should be made to the document retrieved from this page
and saved to the users preferred location. If
you would like to have a customized template placed on this web page,
or if you have questions or need assistance, please don't hesitate to
contact Kenn McDermott.
Facilities Management
Printed Envelopes
The printed return address on envelopes we have used in the past
and ordered from Printing and Copying Services,
will continue to remain the standard. This return style is generic for
Facilities Management and does not include a logo or
department/division names. With few exceptions these envelopes should
be suitable for use by all offices and ordering a variety of different
styles for each department or office is discouraged. For example - here is
the scanned image of a standard
envelope with a generic return address:
Facilities Management
Letterhead Paper
Facilities Management personnel are encouraged to use the
'Official University of Virginia Letterhead Paper'. This paper is "Neenah
Classic Crest - Avon Brilliant White" and it comes in both 20 pound
and 24 pound weights. The 24# weight is recommended. The cost is about
$16 per ream for the 24# paper (as of July, 2002) and can be purchased directly from the University
Printing and Copying Services main facility on Old Ivy Road
(924-7186). PLEASE NOTE: Memos, unlike letterhead, can be
printed on any standard paper including recycled paper products and
their use is encouraged.
