(see a more comprehensive Style Guide, Appendix II)
Publications will be edited for conciseness of message, consistency, grammatical style and ease of reading. The AP Stylebook is used as the guide in the use of punctuation, grammar, etc., and is the foundation to a consistent writing style in all publications. A copy of this manual is available as a resource in the MarComm Office. Below are a few style elements that must be observed in writing copy for Emory & Henry publications. Some of these may vary from rules in the AP manual. Questions concerning style should be addressed to the EDIC.
- States are abbreviated in AP style. Use postal abbreviations only when writing a complete address that includes street number, city, state and zip code. For example: In AP style, Virginia is abbreviated Va., not VA, which is the postal abbreviation.
- Months are abbreviated when used with a specific day of the month. For example: Aug. 24. Months with five letters or fewer are always spelled out. For example: March 9, 2020. When using a month with a year and without a specific date, the month is always spelled out and no comma is placed between the month and the year. For example: January 2020.
- Use commas to separate elements in a series, but do not put a comma before the conjunction in a simple series: The flag is red, white and blue. He would nominate Tom, Dick or Harry. Put a comma before the concluding conjunction in a series, however, if an integral element of the series requires a conjunction: I had orange juice, toast, and ham and eggs for breakfast. Use a comma also before the concluding conjunction in a complex series of phrases: The main points to consider are whether the athletes are skillful enough to compete, whether they have the stamina to endure the training, and whether they have the proper mental attitude.
- When a sentence ends in a quote, all punctuation ends inside the quotation marks. For example: Helen said, “Emory & Henry is the greatest college in the country!”
- In writing Emory & Henry, the ampersand is always used. Do not substitute “and” for the ampersand.
- Times are written as follows: 5 p.m., 3:30 a.m. Never use “o’clock” unless in a direct quote. Never use the double zero in expressing a time; write for example: 5 p.m. Always lowercase a.m. and p.m.
- Titles of newspapers, magazines, plays and books are italicized. Titles of articles, poetry, movies, and chapters within books are put in quotation marks.
- Individuals’ titles are lowercase unless when appearing before the name. Correct usage: Executive Director Jane Doe; Jane Doe, executive director.
- As recommended by the international Association of Fundraising Professionals (AFP), fundraising is always spelled as one word. • Although it is correct to say, “Smith was graduated from an institution,” AP style suggests that you write, “Smith graduated from…”
- The term “freshman” should be replaced with the phrase “first-year student.” Sophomores, juniors and seniors are to be referred to by these designations or as upperclass students (not upperclassmen).
- Numbers one through nine are always spelled out, except when used in dates or to define age: April 5; She is 3 years old.
- Numbers 10 and above are always written numerically