Writing in AP styleWriting in AP styleBy Sarah BennettBy Sarah Bennett

“There are 8 million stories in the naked city.”

AP helps you tell them.

What is AP Style?What is AP Style? Journalists and public Journalists and public

relations professionals relations professionals use Associated Press use Associated Press StyleStyle

A new edition of the A new edition of the stylebook was stylebook was published in 2009.published in 2009.

The AP Stylebook is a The AP Stylebook is a guide for guide for capitalization, capitalization, abbreviation, spelling, abbreviation, spelling, numerals and usagenumerals and usage..

Major differences between Major differences between academic writing and AP academic writing and AP

StyleStyle No reference list or in-No reference list or in-

text citations.text citations. Small paragraphs: Small paragraphs: 1-2 1-2

sentences per sentences per paragraph.paragraph.

Clear and concise Clear and concise writing. writing. Avoid Avoid wordiness, long wordiness, long sentences, difficult sentences, difficult vocabulary and jargon.vocabulary and jargon.

AP Style allows AP Style allows contractions.contractions.

Finding information in the AP Finding information in the AP StylebookStylebook

Information is listed alphabetically. Information is listed alphabetically. Example: “Titles” is under T and Example: “Titles” is under T and

“composition titles” is under C.“composition titles” is under C. Many entries will point the reader Many entries will point the reader

to other entries within the stylebook to other entries within the stylebook for more information.for more information.

The actual stylebook makes up most The actual stylebook makes up most of the AP Stylebookof the AP Stylebook; however, there ; however, there are also a chapters on punctuation, are also a chapters on punctuation, media law, and sports and business media law, and sports and business writing.writing.

ParaphrasingParaphrasing When paraphrasing information, When paraphrasing information,

attribute it to a source at the attribute it to a source at the beginning or end of a sentence.beginning or end of a sentence. Example: Several factors could Example: Several factors could

determine how quickly a fire engulfs determine how quickly a fire engulfs a resident’s room, Frederick said.a resident’s room, Frederick said.

Important ruleImportant rule: : It is always It is always said. said. Don’t use Don’t use pointed outpointed out, , claimedclaimed or or any other verb that could be any other verb that could be perceived as biased.perceived as biased.

A person’s name or a pronoun A person’s name or a pronoun always precedes always precedes saidsaid..

Paraphrasing, cont.Paraphrasing, cont. Always attribute Always attribute

information that information that came from a came from a source and is not source and is not general knowledge.general knowledge.

As with academic As with academic writing, when in writing, when in doubt, doubt, citecite..

Direct quotesDirect quotes If the quote is one If the quote is one

sentence, attribution for sentence, attribution for direct quotes goes at the direct quotes goes at the end of the quote.end of the quote. Example: “Shouting is not Example: “Shouting is not

going to help,” McCaskill going to help,” McCaskill said.said.

If the quote is more than If the quote is more than one sentence, the one sentence, the attribution goes after the attribution goes after the first sentence and before first sentence and before the rest of the quote.the rest of the quote. Example: “My job is to Example: “My job is to

represent the people of represent the people of Missouri,” she said. “Period.”Missouri,” she said. “Period.”

See entry “quotations in See entry “quotations in the news” in the AP the news” in the AP StylebookStylebook

Commas in a seriesCommas in a series AP Style deletes the comma in a AP Style deletes the comma in a

series that comes before the series that comes before the conjunction.conjunction. Example: It contained a bed, desk, Example: It contained a bed, desk,

posters and other items one would posters and other items one would find in a typical dorm room.find in a typical dorm room.

See the “comma” entry in See the “comma” entry in the punctuation guideline the punctuation guideline chapter of the AP Stylebook.chapter of the AP Stylebook.

CapitalizationCapitalization Capitalize common nouns when they Capitalize common nouns when they

are part of a full name.are part of a full name. Example: The Democratic Party holds the Example: The Democratic Party holds the

majority in the Senate. majority in the Senate. Some words derive from a proper noun Some words derive from a proper noun

and depend on that word for their and depend on that word for their meaning. These should be capitalized.meaning. These should be capitalized. Examples: Christian, English, MarxismExamples: Christian, English, Marxism

Other words no longer depend on Other words no longer depend on proper nouns for their meaning and do proper nouns for their meaning and do not need to be capitalized.not need to be capitalized. Example: french friesExample: french fries

See the “capitalization” entry in See the “capitalization” entry in the AP Stylebook.the AP Stylebook.

Trademarked wordsTrademarked words Words that are Words that are

trademarked are trademarked are always capitalized.always capitalized. Examples: Ferris Examples: Ferris

wheel, Frisbee, Kitty wheel, Frisbee, Kitty Litter, Dumpster, Litter, Dumpster, TaserTaser

Trademarked words Trademarked words should be avoided if should be avoided if possible. Instead, use possible. Instead, use generic terms like generic terms like cat cat box fillerbox filler or or trash trash receptaclereceptacle..

See the See the “trademark” entry “trademark” entry in the AP Stylebook.in the AP Stylebook.

TitlesTitles Titles are capitalized only when Titles are capitalized only when

used before a name.used before a name. Examples: President Barack Obama Examples: President Barack Obama

addressed the nation last night.addressed the nation last night. The president resigned from office.The president resigned from office.

Put long titles after names for easier Put long titles after names for easier readability. A title with more than readability. A title with more than two words is generally considered two words is generally considered long.long. Example: Steve Robinette, acting Example: Steve Robinette, acting

assistant provost of the extended assistant provost of the extended campus, said it would be easier for campus, said it would be easier for Pang to work more with her father.Pang to work more with her father.

Titles, cont.Titles, cont. An exception: An exception: When attributing When attributing

information to a source with a long information to a source with a long title, it is acceptable to put title, it is acceptable to put saidsaid before before the name to avoid confusing.the name to avoid confusing. Example: “I don’t think the numbers were Example: “I don’t think the numbers were

drastically different,” said Jane Robison, drastically different,” said Jane Robison, director of the International Center.director of the International Center.

Titles, cont.Titles, cont. Titles that are descriptive of Titles that are descriptive of

occupations should not be capitalized.occupations should not be capitalized. Example: assistant coach Mike JonesExample: assistant coach Mike Jones

Do not use courtesy titles like “Mr.” Do not use courtesy titles like “Mr.” or “Mrs.”or “Mrs.”

Only include political party affiliations Only include political party affiliations when relevant to story. Approaches to when relevant to story. Approaches to identifying party affiliation:identifying party affiliation: Democratic Sen. Claire McCaskill of Democratic Sen. Claire McCaskill of

Missouri saidMissouri said Sen. Claire McCaskill, D-Mo., saidSen. Claire McCaskill, D-Mo., said

See the “titles” entry in the AP See the “titles” entry in the AP Stylebook.Stylebook.

Composition titlesComposition titles Principle words in titles are capitalized, Principle words in titles are capitalized,

including prepositions or conjunctions including prepositions or conjunctions of four or more letters.of four or more letters. Examples: “Gone With the Wind” Examples: “Gone With the Wind”

“Courage Under Fire”“Courage Under Fire” Articles are capitalized when they are Articles are capitalized when they are

the first or last word in a title.the first or last word in a title. Example: “The Last Unicorn”Example: “The Last Unicorn”

AP Style requires quotation marks AP Style requires quotation marks around titles, not italics or underlining. around titles, not italics or underlining.

The Bible, reference books and software The Bible, reference books and software programs do not need quotations.programs do not need quotations.

See the “composition titles” entry in See the “composition titles” entry in the AP Stylebook.the AP Stylebook.

AbbreviationsAbbreviations United States is abbreviated United States is abbreviated

as as U.S.U.S. Abbreviate these titles Abbreviate these titles

before a full namebefore a full name: Dr., Gov., : Dr., Gov., Lt. Gov., Rep., the Rev. and Lt. Gov., Rep., the Rev. and Sen. Sen. Spell out all of these Spell out all of these titles (except Dr.) before a titles (except Dr.) before a name in a quotation. name in a quotation. No No courtesy titles.courtesy titles.

Do not use Do not use Dr.Dr. as a title for a as a title for a professorprofessor. Use . Use doctorate doctorate degreedegree and only establish and only establish academic credentials when academic credentials when it’s relevant to the story.it’s relevant to the story.

Abbreviations, cont.Abbreviations, cont. Most abbreviations are spelled out on Most abbreviations are spelled out on

first reference and abbreviated on first reference and abbreviated on second reference.second reference. Example: Agency for International Example: Agency for International

Development (AID)Development (AID) Some abbreviations are acceptable in all Some abbreviations are acceptable in all

references such as FBI, CIA and AFL-CIOreferences such as FBI, CIA and AFL-CIO After a name, abbreviate junior or After a name, abbreviate junior or

senior as senior as Jr. or Sr. Jr. or Sr. After the name of a business, abbreviate After the name of a business, abbreviate

company, corporation, incorporated and company, corporation, incorporated and limited.limited.

See the “abbreviations and See the “abbreviations and acronyms” entry in the AP acronyms” entry in the AP Stylebook.Stylebook.

DatesDates When a month is used When a month is used

with a specific date, with a specific date, abbreviate: abbreviate: Jan., Feb., Jan., Feb., Aug., Sept., Oct., Nov. Aug., Sept., Oct., Nov. and Dec. Spell out and Dec. Spell out March, April, May, March, April, May, June and July.June and July.

Spell out months Spell out months when used alone or when used alone or with a year only.with a year only.

State abbreviationsState abbreviations Spell out all names of states when Spell out all names of states when

they stand alone.they stand alone. Eight states are never abbreviated: Eight states are never abbreviated:

Alaska, Hawaii, Idaho, Iowa, Maine, Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas and Utah.Ohio, Texas and Utah.

All other states are abbreviated All other states are abbreviated when used with the name of a city, when used with the name of a city, town, etc., whether in datelines or town, etc., whether in datelines or in text.in text.

Some cities, such as Some cities, such as New York City, New York City, St. Louis or Chicago, St. Louis or Chicago, do notdo not need a need a state after them.state after them.

PrefixesPrefixes Use a Use a hyphen if the hyphen if the

prefix ends in a prefix ends in a vowelvowel andand the word the word that follows begins that follows begins with the same vowel.with the same vowel. Examples: re-entry, Examples: re-entry,

anti-inflammatoryanti-inflammatory Cooperate and Cooperate and

coordinate are coordinate are exceptions to thisexceptions to this

Use a hyphen if the Use a hyphen if the word that follows is word that follows is capitalized.capitalized. Example: The Example: The

soundtrack was soundtrack was written by ex-Beatle written by ex-Beatle Paul McCartney.Paul McCartney.

Compound ModifiersCompound Modifiers When a compound modifier When a compound modifier

precedes a noun, use hyphens precedes a noun, use hyphens to link all the words in the to link all the words in the compound, except very or all compound, except very or all adverbs ending in –ly.adverbs ending in –ly. Examples: full-time job, second-Examples: full-time job, second-

rate playrate play See the “hyphen” entry in See the “hyphen” entry in

the guide to punctuation the guide to punctuation chapter of the AP Stylebook.chapter of the AP Stylebook.

NumbersNumbers Spell out one through Spell out one through

nine. Use figures for nine. Use figures for 10 and up.10 and up.

If a sentence begins If a sentence begins with a numeral, with a numeral, either spell it out or either spell it out or rewrite the sentence. rewrite the sentence. Figures for years are Figures for years are the exception.the exception.

AlwaysAlways use numerals use numerals for ratios and ages.for ratios and ages.

Numbers, cont.Numbers, cont. For dimensions, use figures and For dimensions, use figures and

spell out inches, feet, etc.spell out inches, feet, etc. Example: She is 5 feet 4 inches tall.Example: She is 5 feet 4 inches tall.

For percentages, write out For percentages, write out percentpercent. . Do not use the % sign.Do not use the % sign.

Use numerals for decimal points.Use numerals for decimal points. Example: Unemployment increased Example: Unemployment increased

1.7 percent this year.1.7 percent this year. See the “numerals” entry in See the “numerals” entry in

the AP Stylebook.the AP Stylebook.

MoneyMoney Use a $ sign and numerals for an Use a $ sign and numerals for an

exact figure.exact figure. For amounts less than a dollar, use For amounts less than a dollar, use

numerals.numerals. Example: It cost 99 cents.Example: It cost 99 cents.

Use a $ sign and numerals to two Use a $ sign and numerals to two decimal points for amounts of $1 decimal points for amounts of $1 million and up.million and up. Example: The plan costs $74.91 Example: The plan costs $74.91

million.million. Spell out special cases.Spell out special cases.

Example: She loaned me a dollar.Example: She loaned me a dollar.

ApostrophesApostrophes For singular common For singular common

nouns ending in nouns ending in ss, , add add ‘s‘s unless the next word unless the next word begins with begins with ss.. The waitress’s order The waitress’s order

book, the waitress’ sugarbook, the waitress’ sugar For singular proper For singular proper

names ending in names ending in ss, use , use only an apostrophe.only an apostrophe. Jesus’ disciples, Phyllis’ Jesus’ disciples, Phyllis’

refrigeratorrefrigerator See the “possessives” See the “possessives”

entry in the AP entry in the AP Stylebook as well as Stylebook as well as the “apostrophe” the “apostrophe” entry in the entry in the punctuation punctuation guideline.guideline.

Spelling guidelinesSpelling guidelines Adviser, not advisorAdviser, not advisor

See also: protesterSee also: protester OK, not okayOK, not okay E-mail, not emailE-mail, not email Doughnut, not donutDoughnut, not donut Toward, not towardsToward, not towards

See also: backward, See also: backward, forward, afterward, forward, afterward, etc.etc.

Health care, not Health care, not healthcarehealthcare See also: all right, See also: all right,

not alrightnot alright

Word choiceWord choice The stylebook is particular about The stylebook is particular about

words with similar but different words with similar but different meanings.meanings. Examples: adopt, approve, enact and passExamples: adopt, approve, enact and pass

Adopt or approve: amendments, ordinances, Adopt or approve: amendments, ordinances, resolutions and rules are adopted or approved.resolutions and rules are adopted or approved.

Pass: bills are passed.Pass: bills are passed. Enact: laws are enacted.Enact: laws are enacted.

Allude and referAllude and refer Allude: to allude to something is to speak of it Allude: to allude to something is to speak of it

without specifically mentioning it.without specifically mentioning it. Refer: to refer is to mention it directly.Refer: to refer is to mention it directly.