Abbreviations and acronyms
Spell out an acronym the first time it is used. Then use the short version for all other references. If the abbreviation isn’t clearly related to the full version, specify it in parentheses.
Example:
- First use: BLUEcloud Analytics (BC Analytics)
- Second use: BC Analytics
Active voice
Use active voice. Avoid passive voice.
In active voice, the subject of the sentence does the action. In passive voice, the subject of the sentence has the action done to it.
- Yes: Merle logged into the account.
- No: The account was logged into by Merle.
Capitalization
Title case capitalizes the first letter of every word except articles, prepositions, and conjunctions. Sentence case capitalizes the first letter of the first word.
Titles are in title case.
Headings and subheadings are in sentence case (H2, H3, H4, etc.) -- In general, just always use sentence case unless it's a title. When writing out an email address, use all lowercase.
Don’t capitalize random words in the middle of a sentence. Do not capitalize: website, internet, online, email.
The exception is if you are writing interface instructions and exactly transcribing a button or link.
Example:
• Go to Events > Add Event
Use title case for job titles. Example: The Executive Director will lead the presentation.
Capitalize the first letter of an item in a list. Example:
- Beans
- Potatoes
- Cornbread
Commas
We use the Oxford comma - use a comma after the first two, before the “and”.
Example:
You can check out DVDs, books, and audiobooks.
Contractions
Feel free to use contractions.
Dates and times
Days of the week
Abbreviate days as on three letters:
Sun., Mon., Tue., Wed., Thu., Fri., Sat.
Months
Abbreviate months as:
Jan., Feb., Mar., Apr., May, June, July, Aug., Sept., Oct., Nov., Dec.
Time of day
When writing time, use “a.m.” and “p.m.”, lowercase.
All-numeral dates
Use the forward slashes between months, days, and years if writing the date out numerically. Always include the year.
Example: 10/29/2018
Times
Always include the full time, and use periods in a.m. and p.m.
- 9:00 p.m.
- 9:30 - 10:00 a.m.
- 11:30 a.m. - 12:00 p.m.
File names
Always save file names with a hyphen between each word. This improves search indexing.
Don’t include spaces in file names. Use all lowercase.
Example: library-calendar-widget.png
For links to files, always include the file extension at the end of the link label, in parentheses. Put file extensions in all caps. If the file is over 1MB, include the file size rounded to the closest whole number.
Example:
Download the My Accounts brochure (PDF - 20MB)
Numbers
Spell out numbers that begin a sentence. Otherwise, use a numeral. All numbers more than three digits get commas, unless it is a barcode.
Barcodes should be written with no dashes, commas, or spaces, as it would be used in the application software.
Examples:
- Two libraries join SWAN, 1 leaves
- 999,999,999
- 21140001280758 (barcode
Phone numbers
Write phone numbers as (xxx) xxx-xxxx when displaying contact information for SWAN staff.
Otherwise, use the formatting required in the interface or software. For example, if Workflows uses the format XXX-XXX-XXXX, in documentation about entering phone numbers into Workflows use 312-555-5555.
Symbols
Use the % symbol for percentage.
Use the & symbol in titles, but use “and” in body text and headings.
Titles for books, etc.
Book titles, movie titles, and other specific titles available for checkout should be italicized. If italics aren’t available, use quotation marks. Follow heading capitalization rules for documents, blogs, and materials.
Writing about people
Also see the Diversity Style Guide and Disability Language Style Guide
Age
Don’t reference a person’s age unless it’s relevant to what you’re writing. If it is relevant, include the person’s specific age, offset by commas: The CEO, 16, just got her driver’s license. Don’t refer to people using age-related descriptors like “young,” “old,” or “elderly.”
Disability
Don’t refer to a person’s disability unless it’s relevant to what you’re writing. If you need to mention it, use language that emphasizes the person first: ”she has a disability” rather than “she is disabled.” When writing about a person with disabilities, don’t use the words “suffer,” “victim,” or “handicapped.” “Handicapped parking” is OK.
Gender and sexuality
Don’t call groups of people “guys.” Don’t call women “girls.” Avoid gendered terms in favor of neutral alternatives, like “server” instead of “waitress” and “businessperson” instead of “businessman.”
It’s OK to use “they” as a singular pronoun.
Use the following words as modifiers, but never as nouns:
- lesbian
- gay
- bisexual
- transgender
- trans
- LGBT
Don’t use these words in reference to LGBT people or communities:
- homosexual
- queer
- lifestyle
- preference
Don’t use “same-sex” marriage, unless the distinction is relevant to what you’re writing. (Avoid “gay marriage.”) Otherwise, it’s just “marriage.”
When writing about a person, use their preferred pronouns. If you’re uncertain, just use their name.
Hearing
Use “deaf” as an adjective to describe a person with significant hearing loss. You can also use “partially deaf” or “hard of hearing.”
Medical conditions
Don’t refer to a person’s medical condition unless it’s relevant to what you’re writing.
If a reference to a person’s medical condition is warranted, use the same rules as writing about people with physical disabilities and emphasize the person first. Don’t call a person with a medical condition a “victim.”
Mental and cognitive conditions
Don’t refer to a person’s mental or cognitive condition unless it’s relevant to what you’re writing. Never assume that someone has a medical, mental, or cognitive condition.
Don’t describe a person as “mentally ill.” If a reference to a person’s mental or cognitive condition is warranted, use the same rules as writing about people with physical disabilities or medical conditions and emphasize the person first.
Vision
Use the adjective “blind” to describe a person who is unable to see. Use “low vision” to describe a person with limited vision.