Reports, documentation, stamps & simple templates

The guidelines for appearance apply to all types of business documents and printed materials and must therefore also be observed in reports and documentation.

The minimum requirement—including for reports written by partners—is a cover sheet/envelope in the city's corporate design and the use of the Calibri font (since 2023)!

Envelopes/cover sheets:

For reports or documentation, the in-house printing department will design appropriate envelopes in the color scheme and design specified for your area. To do this, please send suitable image material (if available, otherwise the Public Relations department will help) and the title and, if applicable, subtitle of the report/documentation to your colleagues in the in-house printing department.
Please send the final pages of the report as a PDF file to our colleagues. They will then combine the pages and cover for you.

Table of Contents:

Reports and documentation should always be written in Calibri (since 2023):

• The standard font size for body text is 11-point.
• In exceptional cases, 9-point may be used.
• Headings should be set in 14-point font.
• Subheadings should be set in 12-point font.
• Use justified alignment, not full justification.
• Use bullet points (no hyphens, dashes, squares, angle brackets, arrows, or other symbols).
• The font color of headings may be set to the correct color from the specified range—dark gray, blue, turquoise, green, orange, or yellow—but be sure to use the correct RGB values.

Please submit the finished interior pages of the report/documentation that you have created as a PDF to the in-house print shop, which will then assemble them with the cover for you and print them in the desired print run.
Note: Word templates for interior pages are available for download below. 

If you are not drafting the report yourself but have commissioned an external partner to do so, please contact the Public Relations Department in advance to discuss options for ensuring the content pages comply with the city’s branding guidelines. The partner in question may also contact the Public Relations Department directly.
The minimum requirement for reports written by partners is a cover page/cover in the city’s corporate design! Our in-house printing department can design this for you or the commissioned partner.

Always include a legal notice following this format:

Legal Notice
: State Capital of Mainz
P.O. Box 3820 | 55028 Mainz
City Hall | Stadthaus Department
Große Bleiche
Große Bleiche 46/Löwenhofstraße 1
55116 Mainz
Editor: First Name Last Name
Photo credit: Indicate
copyright Printing:from the specified range—dark gray, blue, turquoise, green, orange, or yellow—but be sure to use the correct RGB values.

Please submit the finished interior pages of the report/documentation that you have created as a PDF to the in-house print shop, which will then assemble them with the cover for you and print them in the desired print run.
Note: Word templates for interior pages are available for download below. 

If you are not drafting the report yourself but have commissioned an external partner to do so, please contact the Public Relations Department in advance to discuss options for ensuring the content pages comply with the city’s branding guidelines. The partner in question may also contact the Public Relations Department directly.
The minimum requirement for reports written by partners is a cover page/cover in the city’s corporate design! Our in-house printing department can design this for you or the commissioned partner.

Always include a legal notice following this format:

Legal Notice
: State Capital of Mainz
P.O. Box 3820 | 55028 Mainz
City Hall | Stadthaus Department
Große Bleiche
Große Bleiche 46/Löwenhofstraße 1
55116 Mainz
Editor: First Name Last Name
Photo credit: Indicate
copyright Printing: Name of the printing company
Print run: xxx copies
As of: xx/202x

Download Templates:

Please also note:

• When creating reports/documentation, please be sure to follow the typography guidelines of the state capital of Mainz (linked below).
• Please observe the regulations on "fair administrative language" (link below).
• When publishing, always remember to include an imprint (information linked below).
• When using image material, you must clarify the terms of use and, when depicting people, obtain their consent. A picture credit with copyright information must be included in the report.

Important information and downloads

Our colleagues in the in-house print shop create stamp templates (not the stamps themselves):

• Stamps with the designation "State Capital Mainz," official name, etc. (see samplePDF-File24,29 kB)
• Incoming mail stamps (see samplePDF-File22,04 kB)

Please contact hausdruckereistadt.mainzde with your request.

Important: The in-house print shop does not order the stamps themselves. You will receive a suitable PDF file for your order from a stamp company, which you can submit when placing your order. We recommend ordering from a local supplier, e.g., Liba (opens in a new tab). The company usually delivers within a few days.

Note: The official seal of the Mainz city administration is still in effect.

Are you tasked with creating a leaflet? Please use the Word templates below (in Calibri since 2023) and convert them to PDF once you have finished. The font, font size, and logo position are preset and should not be changed.

Are you tasked with creating a policy or statute? Please use the Word templates below (in Calibri since 2023) and convert them to PDF once you are finished. The font, font size, and logo position are preset.

Normally, all types of signs should be created in the in-house print shop. However, sometimes things need to be done particularly quickly. In this case, please use the Word template below temporarily. The font, font size, and logo position are preset and should not be changed. Please note: The contact block must of course be adapted by you; the main office is given here as an example.

Would you like to create a text/list/table for publication, e.g., as an attachment to a press release or as a document to be sent to external partners? Please insert it into the blank Word document below using the Mainz Meta font and convert it to a PDF once you have finished. It is important that the state capital is recognizable as the author through its logo. The logo position should not be changed.