Document warnings and special notices are graphical conventions designed to call visual attention to an essential piece of content within a process or set of instructions. Manuals that contain procedures for installing hardware or software applications may require a specific order of operations. Safety hazards or system failures could result if the instructions are not properly executed.
Content written for internal audiences may use loosely defined special notices. However, for formal product documentation, such as electronics or medical devices, formal notifications must be apparent in your documentation to identify the hazard. Perform your due diligence when authoring technical documentation and consult with your legal team to develop common standards before your content hits the public domain.
Common Special Notice Conventions
Below are standard definitions and examples of special notices. They range from the least impactful to personal safety and equipment to life-threatening hazards and equipment damage.
Tip: Tips provide time-saving shortcuts or helpful hints to complete a task more quickly than conventional methods. For example, they are providing an alternative option for a graphic user interface task with a keyboard shortcut. Tips usually follow an instruction to reinforce a task. No repercussions shall occur for ignored contents of Tip messages.
Note: Notes provide additional or helpful information to the reader. The note is a brief comment that follows a set of instructions to reinforce a concept or idea. Like the Tip, a lapse in following this information does no harm.
Important: This special notice indicates material to which the reader is recommended to pay close attention. This convention may often follow a statement to provide an alternative solution to a problem or troubleshooting technique. For example, if X occurs, perform Y and continue. It may also be used at the beginning of a set of instructions to call the reader’s attention to a critical point before proceeding. The notice has more weight than the Note and Tip conventions. Failure to adhere to the contents may have minor setbacks, but ignoring these statements compromises no personal safety.
Caution: Use the caution statement to indicate a hazardous situation, which, if not avoided, could result in minor or moderate bodily injury. The caution notice can also show potential danger to equipment or a possible loss of data. A caution statement is not life-threatening; however, it suggests observing safety precautions to reduce the likelihood of personal injury, equipment damage, or loss of data.
Warning: The warning style indicates a life-threatening situation where a person could die or sustain a severe bodily injury. The warning statement is obvious to the reader and explains the risk of the described task. Precise instructions follow the warning convention. Typically, the warning is a yellow triangle or red circle with an exclamation point in the center. Certain rules apply to the Warning convention, especially if your content is subject to standards or regulations.
Danger: The danger style indicates a life-threatening situation where a person will die or sustain serious bodily injury. The danger statement is highly visible to the reader and explains the dangers with the task involved. Precise instructions follow the danger notice. Like the Warning convention, special governance may apply depending upon your industry.
Electrical Hazard: This notice indicates that contact with energized equipment may cause an electric shock, burn, or arc flash that may result in personal injury.
Below are a few examples of special notice styles for non-regulated internal training materials. Editable symbols are available on the Downloads page.
See the standards under the Reference Sites heading below for more information and research the proper labeling for your situation. You may also download these vector artwork styles from the Downloads page or the Download button below.
Reference Sites
Depending upon your industry, you may be required to follow more stringent rules; such is the case for ISO, ANSI, IEEE, or FDA regulated content. Consult your legal team should you have questions in regard to the proper labeling of your equipment or adequate warnings in your manuals.
The ANSI Z535 standard comprises the following six individual standards:
ANSI Z535.1 American National Standard for Safety Colors
ANSI Z535.2 American National Standard for Environmental and Facility Safety Signs
ANSI Z535.3 American National Standard for Criteria for Safety Symbols
ANSI Z535.4 American National Standard for Product Safety Signs and Labels
ANSI Z535.5 American National Standard for Safety Tags and Barricade Tapes (for Temporary Hazards)
ANSI Z535.6 American National Standard for Product Safety Information in Product Manuals, Instructions, and Other Collateral Materials
http://www.nema.org/Standards/z535/Documents/Communicator_article_p14-16.pdf