writing style guide digital resources - learn.scu.edu.au style... · most compound words that we...

WRITING STYLE GUIDE

Digital Resources

Written by: Alison Bundock

CRICOS Provider: 01241G scu.edu.au/teachinglearning

http://scu.edu.au/teachinglearning

© 2018 Southern Cross University

Southern Cross UniversityMilitary RoadEast Lismore NSW 2480

No part of this publication may be reproduced, stored in a retrieval system ortransmitted in any form or by means electronic, mechanical, photocopying,recording or otherwise without the prior written permission of the publisher.

Copyright material indicated in this work has been copied under Part VB of theCopyright Act 1968.

2018.1

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Contents

Introduction .................................................................................................................................................................................................. 4

Punctuation .................................................................................................................................................................................................. 5Commas................................................................................................................................................................................................. 5

Colons .................................................................................................................................................................................................... 6

Semicolons ............................................................................................................................................................................................ 6

Full stops................................................................................................................................................................................................ 6

Exclamation marks .............................................................................................................................................................................. 7

Apostrophes .......................................................................................................................................................................................... 7

Hyphens ................................................................................................................................................................................................. 7

Dash/En dash ....................................................................................................................................................................................... 8

Forward slash........................................................................................................................................................................................ 9

Ellipsis .................................................................................................................................................................................................... 9

Quotation marks ................................................................................................................................................................................ 10

Brackets................................................................................................................................................................................................ 11

Spelling ........................................................................................................................................................................................................ 12

Capitals......................................................................................................................................................................................................... 13Personal names................................................................................................................................................................................... 13

Titles ..................................................................................................................................................................................................... 13

Names of organisations .................................................................................................................................................................... 13

Geographical names.......................................................................................................................................................................... 13

Time indicators .................................................................................................................................................................................. 14

Scientific names ................................................................................................................................................................................. 14

Abbreviations and other shortened forms.................................................................................................................................. 15

Troublesome words................................................................................................................................................................................ 16

Italics ............................................................................................................................................................................................................. 20

Numbers ...................................................................................................................................................................................................... 21

Dates ............................................................................................................................................................................................................. 22

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Introduction

This style guide has been prepared by the Digital Resources Quality Assurance team. Its purpose is to set

consistent standards in spelling, punctuation and style for documents processed by Digital Resources.

The focus in this guide is on word and sentence punctuation because we are often asked to explain the ‘rules’

on correct usage. We have included editorial conventions on abbreviations, capital letters and treatment of

numbers. There is also a list of misspelt and confusing words that we commonly encounter in our QA

checks.

The guide can be used as a quick reference tool for anyone wanting to reduce ambiguity and improve

readability in their writing. The guide is reviewed and updated on a regular basis. It is not comprehensive

and is not intended to replace other style guides used by staff or students for specific purposes.

Editing and writing referencesThe DR Quality Assurance staff use the following resources:

Macquarie Dictionary 2013, 6th edn

Snooks & Co. 2002, Style Manual, 6th edn

IPED 2013, Australian Standards for Editing Practice, 2nd edn

SCU Editorial Style Guide

4

Punctuation

CommasA comma is a small break or pause in a sentence. It is used to group words, phrases and clauses within a

sentence. Used correctly, commas enhance meaning and message delivery.

Commas in listsUse commas to separate items in a simple list within a sentence:

I bought tomatoes, bananas, a cucumber and some apples.

Commas are also used to separate multiple adjectives in a sentence. The comma is generally only required

between adjectives of the same type.

The bear was very large, hairy, brown and fierce. (large, hairy and brown are descriptive adjectives so

commas are used to separate them)

James ate six plump oysters. (two different types of adjectives are used here: six is a numeral adjective;

plump is an evaluative adjective, so no commas are needed)

Then he ordered an expensive full-bodied vintage champagne. (no commas are used because expensive is

an evaluative adjective; full-bodied is a descriptive adjective; and vintage is definitive)

Commas in clausesA clause is a group of words that contains a subject and verb. Commas are used to separate clauses from

other words, phrases and clauses in the sentence.

For example, your research could consider the impact of climate change on penguin populations.

Large, overbearing and blustering, Mel's new boss asserted his authority at every possible opportunity.

Honestly, I couldn’t stand the heat.

Tom’s house, which took us ages to find, was down a narrow backstreet.

You could stay with us or, if you prefer, there are several good hotels nearby.

If you think you can do it better, why don’t you give it a go?

In the end, even though I wasn’t entirely convinced by her arguments, I capitulated.

Commas in non-defining clausesTake particular care with using commas to set apart non-defining clauses. A non-defining clause is

incidental or additional information. If a non-defining clause is removed, the sentence still makes sense.

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My eldest son, who is 20, is enrolled in a business degree at uni. (‘who is 20’ is incidental/additional

information, so use commas at the start and end of the clause)

All the musicians, who are now members of the union, will be given six weeks back pay. (‘who are now

members of the union’ is additional information, so use commas)

Commas are not used for defining clauses:

All the musicians who are now members of the union will be given six weeks back pay. (only musicians

who have joined the union will receive back pay is essential information, so no commas needed)

ColonsA colon is used in a sentence to introduce explanatory information or a list of items.

Sorry, I didn’t hear your call: I was inside a noisy, crowded bus.

I didn’t trust her: that phoney laugh, the whispers when I turned away …

Three ships left the dock this morning: Sirius, Enterprise and Southern Star.

A colon is not needed when a list follows on naturally within a sentence:

The essay must include an introduction, a strong body of argument, a conclusion, and a comprehensive

reference list.

A colon can also be used to introduce a block quotation:

Davidson (2012, p. 32) asserts there are notable autobiographical elements in Tomlinson’s plays:

Characters in Tomlinson’s plays can be seen as representations of his family members. Rosa

Kazan in The End of Summer was modelled on Tomlinson’s sister Blanche. Vivien in Circus

Tropes is thought to represent his mother Winny. Characters such as Bill Davis and Eugene

Miller share many traits …

SemicolonsSemicolons are used to join two independent clauses that are closely linked in meaning:

He failed to meet the deadline; it’s unlikely his contract will be renewed.

A semicolon is also used to separate items within a sentence list that already contains commas:

The delegates are from Tokyo, Kyoto and Hiroshima in Japan; Rome, Florence and Sienna in Italy; and

Vienna, Austria.

Full stopsUsed at the end of sentences. Do not insert a double space after a full stop.

WRITING STYLE GUIDE Digital Resources

Punctuation | 6

Exclamation marksUsed to denote surprise or similar expression of heightened emotion:

Well done! No way, that can’t be right!

Do not use exclamation marks too frequently. Too many, especially in a short piece of writing, can be

irritating to read and lose their impact.

ApostrophesThe apostrophe is used to indicate letters are missing from a word:

don’t haven’t mustn’t you’re

The apostrophe is also used to show possession. In singular words, the apostrophe comes before the ‘s’:

Sam’s dog teacher’s pen tomorrow’s schedule

In plural words, the apostrophe comes after the ‘s’:

the Smiths’ house our students’ welfare the teachers’ pens

In nonpossessive phrases, the apostrophe is left out:

drivers licence farmers markets members lounge

The possessive apostrophe can also be omitted from plural expressions of time:

nine months time two weeks pay the 1940s

However, singular references to time should use an apostrophe:

a day’s wage an hour’s march

HyphensA hyphen (-) is used to join words with a combined meaning (compound words); to prevent misreading in

words formed with a prefix; or to indicate a word connection (hanging hyphens).

Hyphens in compound wordsMost compound words that we commonly use are not hyphenated:

keyboard matchstick input downside sidewalk

Some formations of compound words can be ambiguous so a hyphen is used to clarify meaning:

If the adjective comes after the noun, a hyphen isn’t needed:

well-considered plan foreign-owned investments small-leaved geranium evidence-

based practice

(these are compound adjectives)


Punctuation | 7

The plan was well considered.

Compound adjectives with numbers are hyphenated:

three-year-old son 5-litre container six-storey building

Adverbial phrases are hyphenated:

up-to-date records door-to-door salesperson surface-to-air missile

Compounds created with adverbs ending with -ly are not hyphenated:

freshly baked cookies beautifully executed manoeuvre badly designed furniture overly

protective parents

Hyphens in prefixesA prefix is part of a word placed before another word to modify its meaning, e.g. anti-, dis-, -un, -ex. Prefixes

that end in a vowel placed before a word starting with a vowel can be difficult to read so a hyphen is added to

the formation:

re-establish (not reestablish) semi-industrious (not semiidustrious)

Also some prefix formations are ambiguous, so a hyphen prevents misreading:

re-cover/recover re-press/repress re-sign/resign

It is not always necessary to hyphenate certain words in common usage:

cooperate antidepressants coordinate

Hanging hyphensAlso called floating hyphens, hanging hyphens are used to connect two words to a base (shared) word:

part- or full-time positions pre- and post-operative care

The rules on hyphenation can be confusing; use a dictionary if in doubt.

Dash/En dashNot to be confused with a hyphen (-), the dash (–) is used to signify an abrupt change; to introduce

amplification or explanation; to indicate a parenthetical statement; and to link words and spans of figures.

Abrupt changeThere was that one time – but we won’t talk about that.

I’ve decided that it’s best if we – no, sorry, I’ve changed my mind.

Amplification or explanationYou may notice changes in her behaviour – for example, anxious thoughts, wakefulness, an inability to

concentrate.


Punctuation | 8

Parenthetical expressionPlease use a consistent referencing system – Harvard, for example – for both in-text citations and

reference lists.

Linking wordsThe dash shows an association between two words that retain separate identities:

Asia–Pacific region father–daughter relationship Rabbitohs–Roosters match

Spans of figuresThe dash replaces to:

40–50 years pages 230–46 700 BC – 30 AD

Note, the en dash (–) is wider than a hyphen and narrower than an em dash (—). The en dash sometimes

carries a space on either side (see examples above). The em dash (which is the preferred variation in some

publications) is usually unspaced.

Forward slashThe forward slash is used to show alternatives and as a substitute for ‘per’, ‘an’ or ‘a’:

and/or he/she yes/no 100 km/h

EllipsisAn ellipsis (three full stops) is usually used to indicate missing words from a quotation:

Entrepreneurs have developed a phone app for roadside assistance and … customers will pay only when

they use it.

If an entire paragraph is omitted from a block quotation, the ellipsis is placed on a line of its own:

Seven eminent scientists review Australia’s carbon emissions policy as the Paris Agreement reaches a

historic turning point.

…

The panel of experts has warned that the Agreement will fail unless carbon dioxide emissions are

reduced by twenty-five per cent over the next five to ten years.

Ellipsis points can also be used to signify indecision or incompleteness:

‘No … no … please, not now.’

‘Well, if that’s what you think …’


Punctuation | 9

Quotation marksAlso called speech marks or inverted commas, quotation marks are used to show direct speech; quoted work

of other writers; and to indicate irony, or unusual or unfamiliar words. Some publications, including this

style guide, use single quote marks for initial quotations, then double quote marks for quotes within quotes.

The US convention is to use double quote marks for initial quotations, then single quote marks for quotes

within quotes.

Quote marks in direct speechIn the US, commas and full stops are placed inside the quote marks:

“Not so,” he declared. “That’s not how it happened.”

In the UK, commas and full stops go inside the quote marks only for a complete stand-alone sentence;

otherwise they go outside.

‘Well, tell me your version. Keep it brief though.’

‘Such is life’, said Ned, as he stood before the gallows.

Quotes within quotes‘I have some excellent news!’ he exclaimed. ‘Her text says: “All’s well. Will be on the 5 pm flight.” Isn’t that

great?’

Quoted worksRead the article ‘Understanding language’.

Her first essay, ‘Dark matters’, was an outstanding success; her second attempt – a short poem entitled

‘Lotus-eaters’ – was less well received.

Quote marks for irony, emphasis or unfamiliar termsThe ‘policy’ has been examined in some detail; it failed to deliver expected outcomes.

The department has expressed their ‘grave concern’ over the missing documents.

What do you understand by the term ‘hydrophobic’?

Quote marks in short quotesShort quotes (less than 30 words) can be included within the paragraph but take care to use to the correct

syntax (arrangement of words in a sentence) to introduce the quote:

As Rene Scott (2015) noted, ‘Ned Kelly is purported to have said “Such is life” as he stood before the

gallows’.

Long quotesQuotes that run over three or more lines are placed in a separate indented paragraph called a block quotation

or extract. The quote marks are omitted and the text is typically differentiated from the text using a different

colour or font size.


Punctuation | 10

BracketsBrackets are used to enclose words in a sentence.

ParenthesesAlso called round brackets, parentheses are used in a sentence to add comments, asides and definitions. In

some cases, commas and en dashes (or em dashes) can be used to give a similar effect.

The esteemed scientist Mathew Dundas (who, incidentally, was the founding member of this school)

contributed greatly to our body of knowledge …

The camphor laurel (Cinnamomum camphora) is often considered a scourge …

The match was cancelled by the BCCI (Board of Cricket Control in India). Officials from BCCI declared

that …

Brackets are also used for in-text citations:

Renauld, Baker and Harvey (2015, p. 42) describe …

Square bracketsSquare brackets are used to show editorial insertions. They are designed to clarify, to add information or

emphasis:

Johnathon’s parents owned a house at Shelly Beach [Ballina, NSW] then moved …

The quarterly report from the National Disability Scheme (NDIS) shows the scheme is facing significant

challenges and is unlikely to achieve even half of the estimated enrolments for the current financial year.

[emphasis added]

Note, the word sic inside square brackets [sic] is used to show that something was incorrectly written and is

intentionally being left as it was in the original:

Tamzin, a first-time entrant in the competition, sent a message to her agent: ‘I’m just so wrapped [sic] to

win this amazing award!’


Punctuation | 11

Spelling

This style guide uses Australian spelling, as listed in the Macquarie Dictionary:

-ise, as in specialise, organise (not -ize, as in specialize, organize)

-our, as in colour, valour (not -or, as in color, valor)

-l, as in fulfil, enrol (not -ll, as in fulfill, enroll)

-ll, as in travelled or modelling (not -led or -ling, as in traveled, modeling)

Names of organisations retain their own spelling:

World Health Organization Jewish Defense League

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Capitals

Personal namesUse upper case for personal names:

‘Hey Mum, where’s my soccer ball?’

Use lower case for generic or unspecified names:

His mum sighed, before replying, ‘I don’t know Max. Did you leave it at your dad’s house?’

TitlesUse upper case for official titles:

the Vice Chancellor the President of the United States of America

Use lower case for non-specific titles and plural references:

Former senators have declared their support …

For centuries, British kings and queens have ruled …

Use upper case when titles are used in direct speech:

‘Is this correct, Professor?’

Names of organisationsUse upper case for a title or specified institution:

Kayla, a Southern Cross University student, won two tickets to the Byron Writers Festival.

Use lower case for generic or unspecified institutions or titles:

Several lucky high school students also won tickets to attend the festival.

Geographical namesUse upper case for official geographical names:

the Northern Rivers the Great Barrier Reef

Use lower case for descriptive geographical entities:

southeast Australia northern Italy

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Time indicatorsSeasons are usually lower case:

summer winter

Scientific namesCommon plant and animal names are lower case:

eucalypts camels red-backed wrens

Chemical and disease names are lower case:

oxygen mercury chicken pox

Astronomical names are usually upper case:

Jupiter Mercury the Southern Cross

However, the words earth, sun and moon are capitalised only when they are referred to in a planetary

context:

The sun shone brightly…

Earth is the third planet from the Sun.


Capitals | 14

Abbreviations and other shortenedforms

Abbreviations consist of the first letters of a word but not the last letter:

Mon Vic Rev Jones

Increasingly the trend is not to put a full stop after the last letter, although ‘no.’ (short for number) is a

notable exception (to avoid confusion with ‘no’).

A contraction consists of the first and last letters of a word:

Mr Qld Rd Dr Morton

Again, no full stop is needed after the last letter.

Acronyms are strings of initial letters pronounced as a word:

OPEC TAFE AWOL

Initialisms, like acronyms, are strings of initial letters but they are not pronounced as a word:

OMG BTW NSW

Plural forms of shorted words and phrases do not need an apostrophe:

FAQs MPs PhDs

If the shortened form is unlikely to be familiar to readers and is used several times in a document, write the

words in full the first time, followed by the shortened form in brackets, and then in shortened form for

subsequent mentions:

The University Student Advisory Board (USAB) voiced their concerns … Last year USAB indicated that

ninety students …

15

Troublesome words

Even experienced writers can be caught out using the wrong word. Homophones (words that are

pronounced like another word but spelled differently and with a different meaning e.g. cue/queue; bare/bear)

are often a source of confusion but there are other familiar, everyday words that are used incorrectly. The

following is a list of troublesome words that frequently trip up writers.

Advice or adviseAdvice (noun) is a suggestion or guidance to someone else:

My advice is that you walk away now before it’s too late.

Advise (verb) to offer an opinion:

I advise you to think about what would happen if you didn’t pay your tax.

Affect or effectAffect (verb) means to act on or influence:

She thought her parents’ breakup would not affect her.

Effect (verb) means to make happen or accomplish:

The plan was effected within hours of the minister’s announcement.

Effect (noun) means as a result or consequence:

In truth, the effect was devastating.

Compliment or complementCompliment is to praise or admire:

Thanks for the compliment!

Complement is to complete or enhance something:

Those shoes really complement your outfit.

Now that we have the full complement on board, we will depart in five minutes.

Fewer or lessUse fewer for plural nouns and for objects that can be counted:

Fewer students enrolled in the life drawing class this year.

Use less for singular nouns and when you are referring to something that can’t be counted:

16

We had less time to complete the questionnaire.

I or meI is the subject pronoun:

I am studying Greek.

Peter and I are studying Greek.

Me is the object pronoun:

My Greek teacher asked me to do extra homework.

Peter took our Greek teacher, his assistant Pam and me to the lecture.

When there are two subjects or objects in the sentence it can be confusing – take out the other person(s) in

the sentence and it becomes clearer:

Peter took … me to the lecture

Imply or inferImply is to hint or to express an idea or feeling without saying it directly. The speaker will imply:

She implied that she would consider the role if they increased the salary.

Infer is to deduce. The listener will infer:

He inferred that she was only interested in the role if he increased the salary.

Ingenious or ingenuousIngenious means clever or inventive:

Sam’s ingenious repair to the bicycle meant he could cycle home.

Ingenuous means innocent:

The ingenuous nature of young children is what attracted her to train as a kindergarten teacher.

It’s or itsIt’s is a contraction of ‘it is’ and ‘it has’:

It’s your turn; hurry up!

It’s stopped raining so go outside and play.

Its is the possessive form of the pronoun ‘it’:

My moulting hen has lost most of its feathers.

Note, unlike the possessive words that have an ‘apostrophe s’ (Julie’s house, the dog’s bone), the possessive

form of its never carries an apostrophe:

It’s almost 10 pm and the committee still hasn’t declared its position.


Troublesome words | 17

Past or passedPast relates to time (usually to time before the present) or movement from one side of a reference point to

the other:

The past week has been traumatic for me.

In the past, I was a home owner.

Jake walked past the teacher in the hallway.

Passed is the past tense of the verb pass:

Jake passed the teacher in the hallway.

Briony passed her exam.

Practice or practisePractice (in Australian/UK usage) is a noun:

Patient care is vital to the success of our practice.

Practise (in Australian/UK usage) is a verb:

We practise what we preach when we practise our piano scales every day.

Lucy’s piano teacher told her to practise her scales every day.

The US convention is to use practice as both a verb and a noun.

Principle or principalPrinciple is a fundamental law, doctrine or tenet:

On principle, I refuse to agree to your demands.

Understanding the principles of grammar is fundamental to your career in writing.

Principal is the highest in rank or value:

Mr Masters, the school principal, will chair the staff meeting.

The principal ingredients are flour and eggs.

Than or thenThan is used to compare:

My mark was higher than hers.

Then is used in relation to time:

I went to the supermarket, then to the bakery and finally to the post office.



That or whichThat defines:

Carly always wears high-heeled shoes that make her look taller because she thinks she is too short.

Which informs:

Carly always wears high-heeled shoes, which make her look taller, because she thinks she is too short.

(removing the clause ‘which make her look taller’ doesn’t change the meaning of the sentence; note the commas

before and after the clause – see also non-defining clauses)

Stationery or stationaryStationery is office materials:

Can you please order red pens and whiteout from the stationery supplier.

Stationary is to remain still or unchanged:

Sarah’s car collided with a stationary truck.

The cold front has remained stationary over the far south.

Your or you’reYour is a possessive adjective:

Your dog’s breath is revolting.

You’re is a contraction of ‘you are’:

You’re all invited to my birthday party.

Who or whomWho is used to refer to the subject of a sentence:

Who is interested in joining me for a swim?

Whom is used to refer to the object of a verb or preposition:

You can ask Lisa and Pheobe, both of whom will be at the party tonight.



Italics

Italics are used to highlight or emphasise text:

He was the only juror in the twelve-member panel to reject the defendant’s claims.

As a general rule, use italics sparingly, as blocks of italics are difficult to read, especially on screen. For this

reason, quotes that run over several lines are not set in italics. (see ‘long quotes’)

Italics are also used in the following conventions:

Do not use italics for titles of articles, chapters or essays; instead use quotation marks.

Titles of works including books, journals, newspapers, plays and long poems, films, videos, television and

radio programs:

Sydney Morning Herald Pride and Prejudice MasterChef episode

Specific names of ships, aircraft and other vehicles:

HMAS Adelaide Orient Express

Scientific names of plants and animals:

Eucalyptus haemastoma (broad-leaved scribbly gum)

Works of art

van Goh’s Starry Night

Legislation and legal cases

The Government Information (Public Access Act) 2009 (NSW) Noh v Davies (2012)

Foreign words that have not been absorbed into the English language:

‘Silenzioso!’, Guiseppe whispered. He pointed to the path ahead where a large male boar was

snuffling through the leaves. ‘Cinghiale!’

‘You look gorgeous. You’ll be the belle of the ball!’ (belle, a French word, has been absorbed into

English so is not italicised)

20

Numbers

There are different conventions for writing numbers. A common convention is to use words for numbers up

to nine, and numerals thereafter:

There were 10 requests: four from the bowling club, three from the surf club, and three from

anonymous individuals.

Always use words for numbers at the beginning of a sentence:

Fifty-six submissions were examined; 24 were rejected.

Use numerals for numbers accompanied by a symbol:

86 km 32°C 2% $54.31

If a symbol is written in full, the accompanying numeral can be written as a number:

44 degrees 96 per cent

In narrative or descriptive text, words may be more appropriate for both numbers and measurements:

My goal is to run fifteen kilometres.

‘Hey, you owe me thirty-two dollars!’

21

Dates

In written text, use numerals for the day and year, and the name of the month written in full:

21 June 2012

No punctuation is necessary, even when the name of the day is included:

Wednesday 9 August 2017

There is no apostrophe in decades written as numerals:

1960s

The names of centuries are written in full words or a mixture of words and numerals:

eighteenth-century porcelain

15th century (note the lower case ‘c’ for century)

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