Appendix XII. AP Style Guide
The preceding Correspondence Style Guide indicates rules and preferred usage for business correspondence. However, many University departments produce brochures, newsletters, news releases and other materials for public distribution and/or publication. Writers of these materials should adhere to certain journalistic rules as outlined by The Associated Press. This format is commonly referred to as AP style.
The following list highlights entries that for publication purposes should be treated differently according to AP style guidelines. For additional information, consult the most current edition of The Associated Press Stylebook.
academic rank
In contrast to correspondence style, AP style recommends writers capitalize and spell out academic
ranks such as dean or professor when they precede a name; lowercase in other uses.
Examples:
Distinguished Professor of History and American Studies John Smith
John Smith, distinguished professor of history and American studies
academic departments
Use lowercase except for words that are proper nouns or adjectives (as in part of an official or formal
name).
Examples:
the Department of History, the history department
the Department of English, the English department
University of Connecticut Department of Medicine
academic titles
Capitalize and spell out formal titles such as president, chancellor, chairman, etc. when they precede a
name, but lowercase in other uses. Lowercase modifiers such as department.
Examples:
Assistant Professor of Geology Joanne Smith
Joanne Smith, assistant professor of geology
department Chair John Williams
John Williams, department chair
acting
Lowercase acting when used as part of a title in all uses.
Example:
acting Dean John Smith
addresses
Use abbreviations for numbered street addresses and compass points when used with a number
address. Spell out in other uses.
Examples:
Deliver to 1301 College Ave.
Parking is difficult on College Avenue.
The store is located at 310 N.W. Main St.
He is traveling northwest on Main Street
adviser
AP style calls for adviser, not advisor.
commas
In contrast to correspondence style, two uses of the comma require different treatments according to AP Style
1. AP style requires omitting the comma in a series before and or or.
Example:
The students brought to class their notebooks, textbooks and pens.
2. AP style calls for omitting the comma before and after Jr. and Sr.
Example:
John Smith Jr. is the son of John Smith Sr.
courtesy titles (Dr., Mr., Mrs., Ms., etc.)
AP style recommends the following four points. See also academic departments.
1. Do not use a title on the first reference for anyone.
Example:
Joan Brown is former chair of the Department of English, Linguistics and Speech Department.
2. Use Dr. on second reference for faculty who hold doctorates.
Example:
John H. Doe is president of the University of ABC. Dr. Doe has led the University for 15 years.
3. Do not use Mr. on second reference for male faculty who do not hold doctorates.
Example:
Jack Jones teaches archaeology. “We are looking forward to a great year,” says Jones.
4. Use Ms. on second reference for women who do not hold doctorates (use Miss or Mrs. if requested by the individual).
Example:
Lori Smith, associate professor of music, received a grant. “I'm thrilled,” says Ms. Smith.
dates
Abbreviate months with specific dates, except for March, April, May, June and July within text. Place
commas after the date and after the year.
Example:
He was employed on Sept. 1, 1991, through the end of April 1999.
department
Capitalize only as part of a formal title on first reference. See academic departments.
doctor
On second reference, use Dr. as a formal title for faculty and others who hold doctorates. See courtesy titles.
flier, flyer
Flier is the preferred term for an aviator or a handbill.
fund raising, fundraising, fund-raiser
Fund raising is difficult. They planned a fund-raising campaign. A fund-raiser was hired. The
organization is planning a fund-raiser.
junior, senior
AP style calls for omitting the comma before and after Jr. and Sr.
Example:
John Smith Jr. is the son of John Smith Sr.
Writing tip: If necessary in copy to distinguish between father and son in second reference, use the “elder” Smith or the “younger” Smith.
majors
Do not capitalize majors, programs, specializations or concentrations of study when they are not part of an official department name or title. Exception: English and foreign languages.
Examples:
She received a bachelor’s degree in history. She majored in economics.
He is a French major. He is pursuing a major in English.
months
The following abbreviations may be used for months when used with specific dates: Jan., Feb., Aug.,
Sept., Oct., Nov., Dec. It is preferred that March, April, May, June and July not be abbreviated, even
when they are used with dates. See dates.
OK, OK’d, OK’ing, OKs
AP style prefers the above usage. Do not use okay in any form.
ribbon cutting, ribbon-cutting
In contrast to correspondence style, AP style recommends these words be lowercased.
series comma
See entry for comma.
state names
Spell out the names of the 50 states when they stand alone in textual material. Any state name may be condensed, however, to fit typographical requirements for tabular material. Use the state abbreviations below in datelines and in text when used with the city.
| Ala. | Kan. | Nev. | S.C. |
| Ariz. | Ky. | N.H. | S.D. |
| Ark. | La. | N.J. | Tenn. |
| Calif. | Md. | N.M. | Vt. |
| Colo. | Mass. | N.Y. | Va. |
| Conn. | Mich. | N.C. | Wash. |
| Del. | Minn. | N.D. | W.Va. |
| Fla. | Miss. | Okla. | Wis. |
| Ga. | Mo. | Ore. | Wyo. |
| Ill. | Mont. | Pa. | |
| Ind. | Neb. | R.I. |
Eight states are never abbreviated: Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas, Utah.
Writing tips:
* Use New York state to distinguish the state from New York City.
* Use state of Washington or Washington state to distinguish the state from the District of Columbia. (Be aware that Washington State is the name of a University.)
titles
In contrast to correspondence style, formal titles should be printed lowercase when following a name.
Appropriate words should still be uppercase when preceding the name.
Examples:
John Jones, executive vice president and chief financial officer
Senior Vice President for University Development Tom Smith
Web
AP style requires the use of a capital letter when referring to the World Wide Web: Web site,
the Web, Web page.
Washington, D.C./District of Columbia
AP recommends abbreviating D.C. when used with Washington. In other cases spell out as District of Columbia. On second reference, use “the district.” When used with Washington, AP recommends a comma between Washington and D.C. and after D.C. within text.
Examples:
The student wanted an internship in the District of Columbia.
The group toured Washington, D.C., and Fredericksburg, Va., on their way to Florida.