Grammar and Mechanics in Web Writing

Consistent editorial style ensures that college communications are clear, professional, and easy to understand.

We generally follow Associated Press (AP) Style, with the following noted institutional guidelines and exceptions.

General Guidelines

• Write for everyone. Some people read every word while others skim. Help everyone read better by grouping related ideas together and using descriptive headings and subheadings.
• Focus your message. Lead with the most important content. Ask whether the language would make sense to someone who does not work at the college or district.
• Be specific. Avoid vague language and eliminate what's unnecessary.
• Be consistent. Stick to this guide!

Capitalization, Abbreviations, and Names

Abbreviations and Acronyms

Avoid acronyms when possible, as they often confuse readers.

If using an acronym, spell it out the first time you mention it and specify the short version in parentheses. Use the short version for all other references. If the abbreviation or acronym is well known, like USA, don't worry about spelling it out. Do not insert periods between letters in an acronym.

Don't use i.e., e.g., et. al., or etc. Use "for example," "that is," "including," or "and so on" as appropriate.

Abbreviation or acronym first use	Abbreviation or acronym second use
American River College (ARC)	ARC
Disabled Student Programs and Services (DSPS)	DSPS

Capitalization

Use title case structure for headings, subheadings, and titles (use the Title Capitalization Tool for help). For the rest of the text, capitalize the first word and use lower case for the following words, unless they are proper nouns.

Word(s)	Correct capitalization
federal (unless as part of a formal name)	Federal Express, federal judge
words that refer to online activities	internet, website, webinar, email
generic names of seasons	spring, summer, fall, winter
board, trustees	Public comments are welcome at the board meeting. Our Board of Trustees meets once a month.

Names

The first time you mention a person, use first and last name. In most cases, use the first name only on additional mentions. District or college employees or trustees can be referred to by their title, last name, or combination of the two, on other mentions.

Write names like this	Don't write names like this
Jane Doe graduated with an associate degree for transfer in math.	Jane starts at UC Berkeley in the fall.
Dean Susan Smith volunteered for a few hours at Folsom Lake College.	Dean Smith has been volunteering for many years.

Official Titles

Capitalize official titles and names of departments, but otherwise use more casual language that uses lower case. This includes "board" and "trustees."

Write titles like this	Don't write titles like this
Chancellor Brian King	chancellor Brian King
Visit the Human Resources Department.	Visit the human resources department.
The college president was on campus.	The college President was on campus.
Apply for financial aid.	Apply for Financial Aid.
The Los Rios Board of Trustees	The Los Rios Board of trustees
Attend a board meeting.	Attend a Board meeting.

Schools

The first time you mention a school, college, or university, refer to it by its full official name. On all other mentions, use its more common abbreviation.

First reference	Second reference
California State University, Sacramento	CSUS or Sac State
University of California, Davis	UC Davis

Academic Degrees

Lowercase academic degrees when referring to them generically. Capitalize them only when they are part of a formal program name.

Use an apostrophe in bachelor’s degree and master’s degree, but not in associate degree.

Write degrees like this	Don't write degrees like this
associate degree in biology	Associate Degree in Biology
bachelor’s degree in psychology	bachelors degree
master’s degree in education	Masters Degree
Associate Degree for Transfer in Mathematics	associate degree for transfer in mathematics

Degree abbreviations may be used after a person's name when appropriate.

• For example: Jane Doe, PhD

Numbers, Dates, and Time

Numbers

Spell out numbers zero to ten or when they start a sentence. Use numerals for numbers 11 and above. Numbers over three digits get commas. For numbers greater than six digits, use words like million or billion.

Write numbers like this	Don't write numbers like this
There were three students.	There were 3 students.
Each person donated 20 hours of leave.	Each person donated twenty hours of leave.
1,000	1000
150,000	150000
There are 18 million people.	There are 18,000,000 people.
They raised one million dollars.	They raised $1,000,000.

Dates

Do not use st, nd, rd, or th with dates. Always capitalize and spell out months and days of the week. Commas are not necessary if only a year and month are given, but commas should be used if the day, month, and year are given.

Use the letter "s" but not an apostrophe when expressing decades or centuries. Use an apostrophe before figures expressing a decade if numerals are left out.

Use "to" in date ranges rather than a hyphen or en dash (–). It's quicker to read than a hyphen or dash, and it's easier for screen readers.

Write Dates Like This	Don't Write Dates Like This
Summer break starts May 10.	Summer break starts May 10th.
November 2, 2016	Nov. 2, 2016
July 2016	July, 2016
1990s or '90s	1990's or 90s
Friday, January 16	Fri., Jan. 16
June 4 to 6, 2017	June 4–6, 2017

Decimals and Fractions

Spell out fractions and use decimal points only when a number can't be easily written out as a fraction, like 1.375.

Write fractions like this	Don't write fractions like this
Two-thirds	2/3

Money

Use the currency before the amount. Include a decimal and number of cents if more than zero.

Write money like this	Don't write money like this
$20	$20.00 or 20 bucks

Percentages

Use the % symbol instead of spelling out "percent."

Telephone Numbers

Use parentheses around the area code and a hyphen between the remaining digits.

Write phone numbers like this	Don't write phone numbers like this
(916) 568-3021	916-568-3021 or 916.568.3021

Temperature

Use numerals and the word "degrees." For example, 74 degrees.

Time

Use numerals except for noon and midnight.

Use minutes, even for on-the-hour time. This will make it easier for smartphones to pick up on times and allow them to be easily added to a calendar. Separate the numerals and "am" or "pm" with a space.

Use "to" in time spans rather than a hyphen or en dash (–). It's quicker to read than a hyphen or dash, and it's easier for screen readers.

Write times like this	Don't write times like this
3:00 pm	3 p.m.
3:25 am	3:25am
7:00 to 10:00 pm	7 - 10 pm

Punctuation and Lists

Bulleted Lists and Numbered Lists

Capitalize the first word of every list item. Don't use semicolons or commas at the end of a list item. Include a period at the end of the list item if it is a complete sentence.

Only use a numbered list if you are indicating a numbered sequence. Most lists of links are bulleted.

Ampersands

Don't use an ampersand (&) unless it is part of a department name, company name, or brand name.

Colons

Only capitalize the first word after a colon if what follows is a complete sentence.

Commas

When writing a list, use the serial comma (also known as the Oxford comma). If you find you are using a lot of commas within a sentence, then consider using a bulleted list instead.

Write like this	Don't write like this
We provide individualized guidance, support, and feedback.	We provide individualized guidance, support and feedback.

Dashes

When offsetting a phrase with dashes you should use an en dash with one space on either side ( – ). Use a true en dash, not hyphens (- or --). This provides easier readability than using an em dash (—).

Hyphens are reserved for multipart words and phrasal adjectives.

• For example: Cost-effective, high-school grades

Ellipses

In general, do not use ellipses (...), unless it is to show you are omitting words in a quote.

Exclamation Points

Use exclamation points sparingly, and only one at a time. Never use exclamation points in notices or alerts.

Parentheses

Punctuation goes outside of parentheses when the parenthetical is a part of a larger sentence, and inside when the parenthetic stands alone.

• For example: Students notice a difference right away (and their grades improve).
• For example: Students notice a difference right away. (Though they do have to make some behavioral changes.)

Quotation Marks

Use quotation marks to refer to words and letters, titles of short works (like articles), and direct quotations. Punctuation goes inside of quotation marks.

• For example: Bob said, "I noticed a difference right away."

If using a question mark with quotations, then follow logic – if the question mark is part of the quotation, then it goes within. If you're asking a question that ends with a quote, then it goes outside of the quote.

• For example: Who was it that said, "You will learn more and faster"?

Semicolons

Use semicolons sparingly. They usually indicate a long sentence that could be broken into two complete thoughts. An en dash with a space on either side ( – ) can be used instead when listing items that use a comma.

Spaces

Sentences should be separated by a single space, not two spaces.

Inclusive Language and Writing About People

Age

Don't reference a person's age unless it's relevant to what you're writing. If it is relevant, include the specific age, offset by commas. Don't refer to people using age-related descriptors like "young," "old," or "elderly."

For example: The student, 16, just got her driver's license.

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. Don't use the words "suffer," "victim," or "handicapped." "Handicapped parking" is OK.

Write about disabilities like this	Don't write about disabilities like this
She has a disability.	She is disabled.

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 you need to mention it, use the same rules as writing about people with 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 mental or cognitive condition.

Don't describe a person as mentally ill. If you need to mention a person's mental or cognitive condition, use the same rules as writing about people with disabilities or medical conditions and emphasize the person first. Never refer to a person as crazy or insane.

Pronouns and Gender

Generally, refer to our district and colleges as "we" and "our" to emphasize that we are a part of the community. There may be circumstances where "the college" or "it" fits better. Use your best judgment.

Refer to the user as "you" when possible. "It" is considered insulting, and "one" is impersonal. If your subject's gender is unknown or irrelevant and "you" does not work in the context, use generic language (student, faculty, and so on) to avoid gender-specific pronouns.

When writing about a specific individual, use "he/him/his" and "she/her/hers" pronouns as appropriate. It is acceptable to use "they/them/their" as a singular pronoun when necessary.

Don't call groups of people "guys." Don't call women "girls."

Sexuality

Don't use "same-sex" marriage, unless the distinction is relevant to what you're writing. Otherwise, it's just "marriage." Avoid "gay marriage."

Vision

Use the adjective "blind" to describe a person who is unable to see. Use "low vision" to describe a person with limited vision.

Digital Writing and Links

Emails

Emails should be written out in all lowercase and hyperlinked. Do not use a person's name in place of their email.

Write emails like this	Don't write emails like this
doej@losrios.edu	Email: John Doe

File Extensions

When referring generally to a file extension type, use all uppercase without a period. Add a lowercase "s" to make plural. When referring to a specific file, the filename should be lowercase.

General file type	Specific file name
GIF	slowclap.gif
PDF	benefits.pdf
JPG	arc-twitter-profile.jpg

Links, URLs, and Websites

Links should provide information about the associated action or destination. Avoid "click here" or "learn more." Don't use the word "link" in links.

Capitalize the names of websites. Don't italicize. Avoid spelling out URLs. If it makes more sense to spell out a URL, then leave off the "http://www."

Write links like this	Don't write links like this
View additional classes.	Click here to view additional classes.
The State Chancellor's Office offers additional resources.	The State Chancellor's Office offers resources at http://www.cccco.edu/.
To apply for financial aid, visit fafsa.ed.gov.	To apply for financial aid, visit https://fafsa. ed.gov.

Writing About Other Companies

Respect companies' own names for themselves and their products. Use what they use on their official website. Use the trademark symbol where necessary. Refer to a company or product as "it" (not "they").

Frequently Asked Questions (FAQs)

Write content that begins with users' needs, so that FAQs aren't necessary. Consider how you can revise your content to answer the important questions first.

Titles of Works

Movies, TV, and Radio

Italicize the titles of movies, television shows, and radio shows. Enclose a single episode in quotation marks. Capitalize but don't italicize the formal names of broadcast channels and networks.

• For example: The History Channel offers a variety of history-based documentaries.
• For example: Fresh Air is an American radio talk show broadcast on National Public Radio stations.

Musical Works

Italicize the titles of operas, musicals, and albums. Use quotation marks for individual songs.

• For example: Handel's Messiah includes the well-known "Hallelujah" chorus.
• For example: "Oh, What a Beautiful Morning" opens the musical Oklahoma!

Publications

Italicize the titles of full-length, freestanding publications, including books, blogs, journals, magazines, plays, periodicals, and newspapers. Preserve original spelling, hyphenation, capitalization, and punctuation.

Titles of articles, chapters, poems, and shorter works within a larger work are enclosed with quotation marks. If quotation marks are used in the original titles, then substitute single quotation marks.

• For example: She gets most of her news from The Sacramento Bee.
• For example: In Little Women, Beth March dies in the chapter entitled, "The Valley of the Shadow."

Works of Art

Italicize the names of paintings, photographs, sculptures, statues, regular cartoons and comic strips, and museum and gallery art exhibitions and catalogs.

• For example: Dilbert is an American comic strip known for its satirical office humor about a white-collar, micromanaged office.
• For example: Italian artist Leonardo da Vinci painted the Mona Lisa.
• For example: The Town, Trains, and Terrains exhibition at Crocker Art Museum features works showcasing details of life in California through printmaking techniques such as etching, engraving, and lithography.

Preferred Word List

Some words and terms have preferred spellings or formats in college communications.

• add-on (noun, adjective), add on (verb)
• back end (noun), back-end (adjective)
• checkbox
• coworker
• double-click
• drop-down (noun, adjective), drop down (verb)
• email (never hyphenate or capitalize)
• Cc, Bcc
• front end (noun), front-end (adjective)
• hashtag
• homepage
• integrate
• internet (not capitalized)
• login (noun, adjective), log in (verb)
• OK
• online (never hyphenate or capitalize)
• opt-in (noun, adjective), opt in (verb)
• pop-up (noun, adjective), pop up (verb)
• setup (noun), set up (verb)
• signup (noun, adjective), sign up (verb)
• sync
• tweet, retweet
• username
• URL
• webpage
• website
• WiFi

Avoid Buzzwords and Slang

Avoid jargon, slang, and buzzwords that may be unclear or overly informal, such as:

•  funnel, incentivize, leverage, disruption, thought leader

Avoid slang or novelty terms such as:

• ninja, rockstar, wizard, unicorn

Avoid informal expressions such as:

• crushing it, killing it

External Additional Writing Resources

The following resources provide additional guidance for clear, accessible writing. These tools may be helpful when creating web content, marketing materials, or other communications.

• AP Stylebook: A widely used writing and editing reference for grammar, punctuation, and usage.
• APA Bias-Free Language Guidelines: Provides recommendations for inclusive language related to age, disability, gender, race, and other identities.
• Capitalize My Title: A tool that converts text into proper title capitalization.
• Conscious Style Guide: A resource that offers guidance on inclusive and respectful language.
• Grammarly: A writing assistant that helps review spelling, grammar, punctuation, and clarity.
• Hemingway App: A tool that evaluates readability and highlights opportunities to simplify writing.
• Plain Language: Guidance from the U.S. government on writing clear and accessible public-facing content.