A guide to AP style of writing
The Associated Press (AP) Stylebook is the primary guide for English style and usage in journalism and news writing, particularly for magazines and newspapers. It establishes fundamental rules for grammar and punctuation, as well as specific guidelines for handling numbers, spelling, capitalization, abbreviations, acronyms, and more.
For over 50 years, journalists have depended on AP Style for guidance on grammar, writing conventions, and best practices. In a university setting, where consistency and professionalism in written communication are equally important, mastering the 500-page guide, which is updated annually, can seem overwhelming for staff and faculty unfamiliar with it.
Fortunately, the key principles of AP Style can be condensed into five main areas: numbers, dates, citations, capitalization, and headlines. By following these guidelines, our University can ensure consistency across materials, making their content easier to produce and more engaging for readers.
What is AP style?
The Associated Press (AP) Stylebook is the primary guide for English style and usage in journalism and news writing, particularly for magazines and newspapers. It establishes fundamental rules for grammar and punctuation, as well as specific guidelines for handling numbers, spelling, capitalization, abbreviations, acronyms, and more.
These detailed rules are outlined in the “Associated Press Stylebook and Briefing on Media Law.” Originally created as a handbook for reporters, the AP Stylebook has evolved into a leading reference for most public-facing communications, including websites, white papers, and press releases. The guide regularly updates to incorporate new entries or revisions reflecting changes in the English language and common media usage. Recent editions, for example, have included new terms related to digital wallets, smart devices, and the novel coronavirus. For clarity on appropriate word choices or modern terminology, the AP Stylebook is frequently updated to keep pace with language trends.
What are the benefits of using AP style?
AP style was originally developed with print media in mind. When the guide was first published in the 1950s, space in print was limited, and correcting errors was costly for news organizations.
While the rise of online media and blogs has made space constraints less of an issue today, many of the original advantages of AP style continue to benefit modern communicators, including those in academic institutions. One key advantage is the uniformity in writing style across various platforms, which ensures that content is easy to read, concise, and accessible to a wide audience. This consistency also helps establish a recognizable tone that supports institutional branding efforts.
Additionally, AP style’s “inverted pyramid” structure, where the most important information is presented at the beginning and less critical details follow, is still useful. Originally designed for newspapers with space constraints, this approach allowed editors to trim the bottom of a story if necessary. In today’s context, especially for university communications, this structure ensures that readers encounter the most essential information first, even if they do not read the entire message. By prioritizing key points, communicators can effectively engage readers, even in a digital age where attention spans are often brief.
AP style guidelines for numbers
In AP style, numbers one through nine are spelled out, while numerals are used for 10 and above, with some exceptions.
Writers should always use numerals for:
- Age
- Date
- Speed
- Times
- Highways
- State roads
- Addresses
- Percentages
- Dimensions
- Temperatures
- Dollars and cents
- Millions and billions
Exceptions include spelling out numbers at the beginning of a sentence, such as "Forty students attended," but years always remain in numerals, like "1947 was a great year."
For plurals of numbers, just add an "s" without an apostrophe, as in "rolled all 7s" or "loved music from the 90s."
AP style guidelines for dates
- When referencing only a month and year, the month should be written out fully without a comma, such as "February 2020."
- If including a month, day, and year, a comma should follow the day, like "March 10, 1990," or "Oct. 14, 1995."
- In AP style, months should only be abbreviated when used with a specific day. The abbreviations are as follows:
- Jan.
- Feb.
- Aug.
- Sept.
- Oct.
- Nov.
- Dec.
- Do not abbreviate March, April, May, June, or July, regardless of the context. When a month stands alone or is used with just a year, it is always spelled out in full (e.g., "October 2024").
- Days of the week should always be capitalized but never abbreviated. If referring to a specific day more than a week away, also include the month and year.
- For time, no colon is needed for even hours. "Eight o'clock" is written as "8," not "8:00." Use "a.m." or "p.m." for clarity, but prefer "midnight" or "noon" over "12 a.m." or "12 p.m."
AP style guidelines for citations
Writers often know MLA or APA citation styles, but AP style is more flexible with formatting. It standardizes how to reference people, dates, and topics.
When mentioning people, use their full name first, then their last name later. Omit titles like Miss, Ms., Mrs., or Mr. unless in a quote or to distinguish individuals with the same last name.
Pro Tip: Use degree abbreviations after names, like "Dr. Maria Santos, Ph.D." Attribute quotes with "said," or a stronger verb. Keep punctuation inside quotation marks, such as, “Is this correct?” you asked.
For citing articles, include:
Author's name
Title
Date
Source
After the first mention, just use the last name. For books, include the author, title, and year initially, then only the last name.
For websites, cite studies or statistics. For example: “According to Statista.com, remote work grew by 80 percent over four years.” Always include links to the original source when possible.
AP style guidelines for headlines
Headlines are crucial for engaging readers. A strong headline accurately reflects the story and encourages further reading without misleading.
Key Points:
- Tone: Match the headline's tone to the story's. Serious news requires straightforward headlines, while lighter stories can be clever or witty.
- Attribution: Always attribute sources carefully, just like in the story.
- Keywords: Use relevant keywords for better search engine and social media visibility. Include trending terms that are recognizable.
- Updates: Revise online headlines as needed to stay current with the news.
- Capitalization: Capitalize only the first word and proper nouns. The first word after a colon is also capitalized.
- Abbreviations: Use widely recognized abbreviations (e.g., US, UK, FBI) but avoid state abbreviations unless necessary. Do not use postal codes.
- Numerals: Use numerals for numbers, including ordinals (e.g., 2nd, 9th).
- Quotation Marks: Use single quotes for quotes in headlines, never double quotes.
- Labels: Label opinion pieces with "Analysis:" or "Review:" at the beginning.
- Character Limit: Keep headlines to 60 characters. Make every character count
- Global Audience: Consider a global audience; use locators only when necessary for clarity.
- Additional Tips:
- Avoid using "Co." or "cos." for companies.
- Use "Fed" for Federal Reserve.
- Do not abbreviate "government."
- Use "M" for millions and "B" for billions (e.g., $45 million becomes $45M).
- Avoid periods in necessary abbreviations (e.g., AP, EU).
- Use "Q4" for quarters, not "4Q."