UofL Editorial Style Guide
How to ensure consistent grammar, spelling and writing across all university communications.
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Overview
Is it “theater” or “theatre”? The 1990’s or 1990s? “She said” or “She says”?
Every day – or is it everyday? – the number of writing style questions that we encounter when preparing university documents grows. That’s why we’ve developed a common editorial style guide.
Editorial style is the way we present ourselves to the public through written words, whether in a brochure, magazine, advertisement or website. Having a common style assists us in projecting a cohesive, coordinated image to the public. It also can offer a quick answer to what otherwise might prove a time-consuming dilemma.
The university's official guide for nonacademic communications, including all recruitment and marketing materials, is the Associated Press Stylebook. Widely used by newspapers and magazines, AP style is familiar to readers, easy to read and makes sense. Although some AP rules stray from those taught in English composition classes (e.g., the final comma in a simple serial listing is eliminated), this is done intentionally with brevity and clear communication in mind. A physical copy or digital subscription of the AP Stylebook can be purchased at apstylebook.com
Merriam-Webster is our source for spelling.
Despite the scope of editorial knowledge contained in these references, these sources do not address some issues that are unique to UofL or that are encountered frequently by the communications and marketing staff. This style guide (items are arranged alphabetically) is intended to provide an answer fast.
For questions or to suggest future revisions, contact the Office of Communications & Marketing at 502-852-6171.
Suggestions?
If you have suggestions for the editorial UofL Style Guide, please send them to us.
Basic Guidelines:
- The UofL Style Guide is the primary reference. Use the AP Stylebook if further clarification is required.
- No rule overrides good judgment. There are unique cases when cultural shifts in language or artistic license may prevail.
Our Style Guide
Explore the full University of Louisville Editorial Style Guide to ensure consistent, polished communication across all university content.
Quick Style Hits
Common errors to avoid.
capitalization
Avoid unnecessary mid-sentence capitalization of words such as university, the board, the commonwealth, the center, etc. Capitalization is only appropriate when used as part of a formal/proper name.
dialogue tags
Smith said NOT said Smith when using a last name only.
In most cases, a simple “said” is the preferred dialogue tag.
en dash
We do not use the em dash. We use an en dash – with spaces on either side.
headlines, subheadings
Headlines and subheadings for news stories, magazine content and other forms of print-style communication use sentence case, capitalizing only the first word and any proper nouns: UofL receives major distinction from the U.S. News & World Report
health care
Always two words unless part of an organization or proper name.
hyphens
Does the hyphenated word or phrase you're using require that hyphen? Oftentimes, it doesn't.
Oxford commas
Academic writing and APA style require you use them. UofL editorial writing and AP style require that you do not use them.
President Gerry Bradley
Always “President Gerry Bradley,” not “UofL President Gerry Bradley.”
state names
Always spell out the names of the 50 U.S. states in body copy and headlines, with a comma after the city and state name.
time
8 p.m.; from 8:30 a.m. to 5 p.m. No 00s or o’clocks are needed. Do not use a hyphen for time ranges.
titles
Do not use Dr., MD or PhD as titles.
UofL
No spaces. NOT U of L. Do not use “the UofL” as a substitute for “the University of Louisville”