Quick Reference Writing Guide
Written collateral for UNM communication outlets including, but not limited to: websites, press releases and newsletters, need to be edited in AP Style.
There are a few exceptions noted in this guide.
The following is a policy section in UNM policy 1010 stating how to refer to the University:
When addressing audiences that might not be familiar with what the abbreviated letters stand for, use the University's full name. In titles, addresses, and written copy, "The" is capitalized. Ex: The University of New Mexico.
Ex: Great students attend The University of New Mexico.
After the name has been used in full within a given body of text, it can be subsequently called the University, lowercase “t” in the, capital “U” in University, or UNM.
Make titles lowercase when used after the name.
Ex: Garnett Stokes, president of UNM
NOT: Garnett Stokes, President of UNM
Make title uppercase if used before a name.
Ex: President Garnett Stokes.
Titles used without a name should be lowercase.
Ex: The president welcomed students to campus.
Abbreviations and Acronyms
Abbreviate titles when used before a full name: Dr., Gov., Lt. Gov., Rep., the Rev., Sen. and certain military designations.
In our AP Style world, the only Drs. are the medical kind. If mention of degrees is necessary to establish someone's credentials, the preferred form is to avoid an abbreviation and use instead a phrase such as:
Ex: John Jones, who has a doctorate in psychology.
Use such abbreviations as B.A., M.A., LL.D. and Ph.D. only when the need to identify many individuals by degree on the first reference would make the preferred form cumbersome. Use these abbreviations only after a full name, never after just a last name. When used after a name, an academic abbreviation is set off by commas: John Snow, Ph.D., spoke.
Use an apostrophe in bachelor's degree, a master's, etc., but there is no possessive in Bachelor of Arts or Master of Science.
Also: an associate degree (no possessive).
Dates and Numerals
Capitalize the names of months in all uses. When a month is used with a specific date, abbreviate only Jan., Feb., Aug., Sept., Oct., Nov. and Dec. Spell out when using alone, or with a year alone.
Do not use the year (2018) in writing, if you are in that same year. Just the month and day. Just March 17 not March 17, 2018.
Spell out whole numbers up to (and including) nine.
Ex: zero, one, 10, 96, 104
Spell out casual expressions: A picture is worth a thousand words, but a really good one is worth a thousand dollars.
Spell out ordinal numbers up to (and including) ninth when indicating sequence in time or location (Ex: first kiss, 11th hour) but not when indicating sequence in naming conventions (usually geographic, military, or political, Ex: 9th U.S. Circuit Court of Appeals).
Use figures for:
- Academic course numbers: English 101
- Ages: A 6-year-old boy
- Centuries: 21st century
- Decimals, percentages and fractions: 4 percentage points, 3.7 percent interest, 3 ½ laps
- Dimensions: He is 5 feet 6 inches tall
- Distances: She walked 5 miles.
- Speeds: 7 mph
- Monetary Units: 5 cents
Use No. (abbreviation for number) and rank.
Ex: The UNM School of Law is ranked No. 12 in affordable law schools.
NOT: The UNM School of Law is ranked 12th in affordable law schools.
Write out the word “percent” instead of using the “%” sign.
Use “more than” when referring to numbers, not “over.”
Ex: He had to walk more than 10 miles to find the nearest gas station.
NOT: He had to walk over 10 miles to find the nearest gas station.
use a dash to separate. Ex: 505-277-1889.
*Note marketing collateral uses periods to separate numbers.
Ex: On business cards 505.277.1889
Use figures for the time of day except for noon and midnight.
Ex: 1 p.m. (do not use :00 for top of the hour) 10:30 a.m.
Lower case p.m./a.m. Don’t forget the periods.
Also: 8 hours, 30 minutes, 20 seconds
Only capitalize if it is a proper noun: English department, but not history department.
Only the first word and proper nouns are capitalized in headlines. Use numerals for all numbers and single quotes for quotation marks. Exception, US, UK, and UN (no periods) in all headlines.
Ex: 3 die in crash
Ex: Lincoln offers an ‘out,’ but Davis declines
UNM has a main campus and a north campus and a south campus. Alone, main campus is still lowercase, not a proper noun.
Magazines and newspapers are not italicized, just capitalized.
Films, TV shows, works of art, etc., use quotation marks around them.
Ex: She read The New York Times before she turned on the television to watch “Survivor.”
Note the University adheres to the Chicago Manual of Style for citing books and other similar freestanding works.
When quoted in text or listed in a bibliography, titles of books, journals, plays, and other freestanding works are italicized. Titles of articles, chapters, and other shorter works are set in roman and enclosed in quotation marks.
Ex: We read A Separate Peace in class. (title of a book)
Ex: That Time magazine article, “Your Brain on Drugs,” was fascinating.
Spell out the names of the 50 U.S. states when they stand alone in textual material.
Never abbreviated in datelines or text: Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas and Utah.
Required abbreviations when used with a city name time text:
Ala., Ariz., Ark., Calif., Colo., Conn., Del., Fla., Ga., Ill., Ind., Kan., Ky., La., Md., Mass., Mich., Minn., Miss., Mo., Mont., Neb., Nev., N.H., N.J., N.M., N.Y., N.C., N.D., Okla., Ore., Pa., R.I., S.C., S.D., Tenn., Vt., Va., Wash., W.Va., Wis., Wyo.
Put one comma between the city and the state name, and another comma after the state name, unless ending a sentence or indicating a dateline.
Ex: He was traveling from Nashville, Tenn., to Austin, Texas, en route to his home in Albuquerque, N.M.
Those pesky Oxford Commas: A comma before the word “and.”
Sometimes it is just needed.
“We don't ban Oxford commas! We say: If omitting a comma could lead to confusion or misinterpretation, then use the comma.” —Mr. AP
“But: If a comma doesn't help make clear what is being said, don't use it. ‘The flag is red, white and blue’ is clear.” —Mrs. AP
Ex: I’d like to thank my parents, Mother Teresa, and the Pope. = Oxford comma needed for clarity.
- Do not double-space after a period to start another sentence. Single space only.
- Avoid positive adverbs. Ex: Please join us…
- Write in an active voice. Avoid first-person: I, our, us.
- Toward does not end in an “s.” Neither does forward, backward, upward, or Costco.
- When directly addressing someone, the person’s name or title should be set off with commas: We could not have done it without you, Lisa.
- Avoid parentheses to set-off information. Use commas.
- Spell out fiscal year: fiscal year 2018, not FY 2018.