Style guides Archives

Communicating in Style

June 30, 2009 by Roy Johnson

how to present text and data for publication

This is a style guide for writers who have produced the basic text but who need help laying it out effectively on the page – or on screen. It will be of particular interest to technical writers and those dealing with business documentation. Communicating in Style covers the basics of document design such as headings and subheadings; how to present dates, times, and email addresses; and how best to control spacing, indentation and margins to create effective pages.

There are lots of small but important details: acronyms first, followed by the full version; no full stops after contractions; headings closer to body text which follows than that which precedes. He also suggests that abbreviations should be explained anew in each chapter of a book – especially if they deal with different topics. Yateendra Joshi is good on the punctuation and spacing of lists; the kerning of small caps; (symbols have no plurals); and how to use the numeric keypad to produce special symbols and characters.

On tables there’s lots of good advice on alignment in columns and rows to simplify and clarify the presentation of data. Like Edward Tufte he believes in reducing any unnecessary lines, rules, and ‘chart junk’.

He deals with questions such as ‘Is the symbol for hour ‘h’ or ‘hr’?’ and ‘Are thousands separated by commas or with a space?’ plus lots of details on abbreviations, acronyms, contractions, and symbols.

There’s a section on OHP and PowerPoint presentations and how to lay out the display for maximum effectiveness; how to submit manuscripts to journals; and how to integrate charts, diagrams, maps, and photographs into documents; citing and referencing sources of information, including web pages and electronic documents.

The feature of the book I liked best was the use of quotations from other well-known style guides to illustrate the main points of his arguments. These are placed on almost every left-hand page, along with a picture of the jacket cover and bibliographic details of the book itself.

I can confirm his claim that the book has been extensively field-tested with earlier drafts. Many versions have been made available to the Information Design email discussion group in the past couple of years.

He finishes off with advice on spelling, fonts, and formats for postal addresses and telephone numbers. This is in fact very detailed and sophisticated advice on the presentation of information on screen and page. It encourages us all to be more attentive.

It’s good to see that this book has now found its way to Amazon.co.uk – but you might find it difficult to locate elsewhere. Be persistent however: it’s well worth the effort.

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Yateendra Joshi, Communicating in Style, New Delhi: The Energy and Resources Institute, 2003, pp.250, ISBN: 8179930165

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Microsoft Manual of Style

February 1, 2012 by Roy Johnson

guidelines for clear technical writing

Microsoft Manual of Style was produced in-house at Microsoft as the style guide for its army of writers who produce the help files and documentation for its products. Except that it’s been re-written for the public, and it’s completely non-prescriptive. They don’t say “This is the way it should be done”. They say “Here’s how we do it at Microsoft. You may find this approach useful”. It starts with a chapter describing the principles on which its house style is built – and these could profitably be adopted by any other organisation or business. Or any individual for that matter.

They are not at all particular to Microsoft, but aimed at producing seamlessly efficient communication. The principles include consistency of language, an empathetic attitude towards readers, precision, plain language, simplicity of sentence construction, a nod towards avoiding gender bias, and maintaining grammatical parallelism (which is very useful if you are writing instructions).

These issues are all illustrated by good and bad examples that show clearly the distinction to be made between for instance two apparently identical instructions::

Use this procedure to make any changes to your password.

Follow these steps to change your password.

The second has seven words instead of ten, less fuzz, and more clarity.

There’s a separate section on writing efficiently for the web. You should use the power of headings, sub-headings, bulleted lists, and well-chosen hyperlinks to maximise readability. There’s a specially valuable tip here. In each paragraph, put the conclusion first (what’s called the ‘inverted pyramid’ style) so that readers know if they wish to read on. People scan web pages rather than read them.

It’s not all about instructions and programs. The guidance assumes you might be using videos, blogs, and community-provided content such as wikis. It also keeps in mind that you might be writing for an international audience – but it points out that the guidelines for accommodating this are the same as for writing clearly and persuasively for English-speaking readers anyway. The maximum length of sentences should be twenty-five words.

For those people who will be writing about technology there’s a whole chapter on user interfaces – screens, menus, dialogue boxes, and toolbars – and how to write instructions that are clear and unambiguous. This is bang up to date, because to interact with contemporary devices you now need to include gesture (pich, swipe, zoom) as well as input via speech instructions and keyboard shortcuts.

More technical advice follows – on writing procedures (how to navigate through folders) how to describe cloud computing accurately, how to show code in support documentation, and fine details such as how to use filename extensions and when to use capitalization and bold.

There’s quite a lot on how to display numbers and when to use words (seven databases but a 24-hour day) how to show dates (February 12, 2012 – which is very non-standard) plus how to write captions and compile bibliographies.

On grammar and punctuation they understandably go for simplicity, clarity, and brevity. All the basic common sense rules are illustrated – but are then followed by some not-so-obvious but fascinating illustrations of indexing and list-ordering, including the order in which numerical entries will be listed. For instance 12-hour clock comes before 2-D charts.

There’s a huge list of acronyms with advice on when and when not to spell them out, and then the last half of the book is an alphabetical list of technical terms and commonly used words and phrases with illustrated explanations of good styling. They range from am/pm, through less and fewer, to ZIP codes and how to spell the plural of zero.

There are two indexes – one at the front and another at the back of the book – so it’s easy to find any detail you need to check. The latest fourth edition does its best to keep up to date with the ever expanding language of technology – app, cloud, and sync as well as terabyte (TB), petabyte (PB), and on up to yottabyte (YB). And it’s interesting to note that E-mail and Web site have now become email and website as these terms have now become part of everyday language.

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&copy Roy Johnson 2012

Microsoft Corporation, Microsoft Manual of Style, Microsoft Press: Redmond (WA), fourth edition, 2012, pp.438, ISBN: 0735648719

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MLA Style Guide

February 24, 2014 by Roy Johnson

What is the MLA Style Guide?

MLA stands for the Modern Language Association (of America). Its style manual has the full title MLA Style Manual and Guide to Scholarly Publishing. This presents a full set of protocols for the writing and presentation of documents and research in the humanities (literature, languages, media studies, and cultural studies). The guide and its standards are in general use throughout north America and Europe.

The guide does not cover the protocols used in disciplines such as history, sociology, philosophy, or sciences. These use either the Chicago Manual of Style or the Harvard System of referencing.

In the notes which follow, the terms citation (US usage) and referencing (UK usage) are used interchangeably.

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What does the MLA Style Guide do?

The MLA Style Guide offers a complete set of standards showing you how to present academic writing and research. These standards are not questions of correct or incorrect writing: they are merely a coherent system which ensure consistency and rigour in the presentation of academic writing. The standards show you how to –

embed quotations
cite secondary sources
give bibliographic references
present names and titles
avoid plagiarism
cite electronic sources

How does the MLA Style Guide work?

The MLA citation style uses a simple two-part system for citing sources. When you refer to or quote from a secondary source within your work, you provide a citation which points to an alphabetical list of Works Cited that appears at the end of the essay or term paper. The citation is an abbreviation given in brackets (Smith 128) and the full details of this source are listed at the end of your work. This example refers to page 128 in work written by someone called Smith.

This system of referencing identifies and credits the sources you have used in the essay. It allows someone reading the essay to identify and if necessary consult these secondary sources.

References within your text

In MLA style, you place references to secondary sources in the essay to briefly identify them and enable readers to find them in the list of Works Cited. These references should be kept as brief and as clear as possible.

Give only the minimum information needed to identify a source. The author’s last name and a page reference are usually sufficient. Example – (Barber 45).

Place the reference as close as possible to its source, preferably where a pause would naturally occur, which is often at the end of a sentence.

Information in the brackets should not repeat information given in the text. If you include an author’s name in a sentence, you don’t need to repeat it in your reference.

The reference should precede the punctuation mark that concludes the sentence, clause, or phrase that contains the cited material.

Electronic and online sources are cited just like print resources in references. If an online source lacks page numbers, omit numbers from the bracketed references.

Examples

Author’s name in text	Browning has expressed this concern (122-25).
Author’s name in reference	This concern has been expressed (Browning 122-25).
Multiple authors	This hypothesis has proved very persuasive (Bradley, Morgan, and Smith 46).
Two works cited	(Beetham 68; Covington 34)
Volumes and pages	Robinson 3: 14-19
Corporate authors	(United Nations, Economic Report 51-56)
Online sources	Fetting, pars. 5-8)

List of Works Cited

References cited in the text of an essay or a research paper must appear at the end of your work in a list of Works Cited. This is also known as a bibliography. This list provides the information necessary to identify and retrieve each source that has been used in your work.

Arrange the entries in alphabetical order of the authors’ last names (surnames), or by the title for any sources without authors.

Capitalize the first word and all other principal words of the titles and subtitles of cited works listed. Do not capitalize articles, prepositions, coordinating conjunctions, or the “to” in infinitives. (The Angel at the Grave)

The titles of books and journals should be shown in italics. Choose a font in which the italic style contrasts clearly with the regular style.

Shorten the publisher’s name. For example, omit articles, business abbreviations (Co., Inc.), and descriptive words (Press, Publisher).

When multiple publishers are listed, include all of them, placing a semicolon between each.

When more than one city is listed for the same publisher, use only the first city.

Use the conjunction ‘and’, not an ampersand [&], when listing multiple authors of a single work.

Do not use the abbreviations p. or pp. to designate page numbers.

Indentation: Align the first line of the entry flush with the left margin, and indent all subsequent lines (5 to 7 spaces) to form a ‘hanging indent’.

Bibliographic description

References to an entire book should include the following elements:

author(s) or editor(s)
complete title
edition, if indicated
place of publication
shortened name of publisher
date of publication
medium of publication

The basic format

Lastname, Firstname. Title of Book. Place of Publication: Publisher, Year of Publication. Medium of Publication.

One author

Nabokov, Vladimir. Strong Opinions. New York: McGraw-Hill, 1973. Print.

Another work, same author

—. Speak, Memory: An Autobiography Revisited. New York: Knopf, 1999. Print.

Two authors

Cresswell, Susan, and Charles Hoffman. Theaters of Experiment. London: Thames and Hudson, 2004. Print.

Three authors

Loewen, Thomas, Bentham Ginsberg, and Stuart Jacks. Analyzing Democratic Government. 3rd ed. New York: Norton, 1994. Print.

More than three authors

Sander, Jefferton et al. Beyond the Utility Principle. London: Heinemann, 1993. Print.

Editor (anthology or collection of essays)

Hillman, Charles, and Margery Hamilton, eds. Defining Milton’s Poetics. Cambridge: Cambridge University Press, 2004. Print.

No author or editor

The Writers’ and Artists’ Yearbook. 2014 ed. London: A and C Black. 2014. Print

Articles in books

Jones, Josephine Teresa. “Within These Walls.” Feminism and its Relation to Architecture. Ed. Maureen Harrington. New York: Lexington Books, 2010. 109-24. Print.

Reprinted article

Huntford, Thomas. “The Misreading of Ken Kesey.” Review of Contemporary Fiction 4.3 (1985): 30-43. Rpt. in Contemporary Literary Criticism. Ed. Carleen Rilmont. Vol. 61. Detroit: Gale, 1990. 308-10. Print.

Articles or entries from reference books

If the article or entry is signed, put the author’s name first; if it is unsigned, give the title first. For well-known reference works, it is not necessary to include full publication information. Include only the title of the reference source, edition, and date of publication.

Dictionary entry

“Hostages.” Def. 1a. Shorter Oxford Dictionary. 1993. Print.

Encyclopedia entry

Merrington, Barbara. “Cooking with Gas.” The Oxford Encyclopedia of Food and Drink in America. Ed. Andrew F. Smith. Vol. 2. 2004. Print.

Articles in journals, magazines, and newspapers

References to periodical articles must include the following elements:

author(s)
article title
publication title
volume number
publication date
inclusive page numbers
medium of publication

Issue numbers should be stated as decimals to a given volume number. For instance, the number 25.4 refers to Volume 25, issue 4. When citing newspapers, it is important to specify the edition used (early ed. or late ed.) because different editions of a newspaper might contain different material.

Journal article, one author

Mentone-Cassidy, David. “Beyond Boundaries: Reaching Multi-Cultural Development.” Journal of Tourism Research 37.4 (2010): 141-63. Print.

Journal article, two authors

Langton, Jennifer, and Warren Furst. “Exploring Challenges and Opportunities Associated with Sharing Medical Resources.” International Journal of Hospital Management 29.2 (2010): 261-7. Print.

Magazine article

Keinster, Donald A. “Corporate Greed: The New Economics.” Vanity Fair 23 Nov. 2012: 84-91. Print.

Newspaper article, no author

“American Independence Day: The View from England.” The Guardian 31 May 2012, 16. Print.

Film, video, or audio recordings

Film

Manhattan. Dir. Woody Allen. 1979. Videocassette. MGM/UA Home Video, 1991.

Sound recording

Bob Dylan. Highway 61 Revisited. Columbia / Sony, 2004. CD.

Specific song

Bob Dylan. “Desolation Row.” Highway 61 Revisited. Columbia / Sony, 2004. CD.

CD-ROM

Citations should include the medium of the electronic publication (CD-ROM), the name of the vendor that made the material available on CD-ROM, and publications dates for the version used, if relevant.

“Matrimony.” Encyclopaedia Britannica. CD-ROM. London: Encyclopaedia Britannica Inc. Multimedia, 2014.

Citing online sources

References to online sources, like those for printed sources, should provide the information that both identifies a source and allows it to be located and retrieved again.

All references should include the medium of publication (Web) and the date the content was viewed.

If the source is difficult to locate, you should list the complete Web address (URL) within angle brackets after the date. In many cases, it is also necessary to identify the Web site or the database that has made the material available on line.

There are currently no fixed standards governing the organization and presentation of online publications. Consequently, the information that is available can vary widely from one resource to another. In general, references to online works require more information than references to print sources.

For instance, the online encyclopaedia Wikipedia is being edited and updated all the time – so in some instances it might be necessary to record not only the date of an entry being visited, but even the time of day.

See sections 5.6.1-4 in the MLA Handbook for more complete information on creating references to online sources.

Web page

This example includes the optional URL. All other examples below use the shorter citation format.

Cornell University Library. ‘Introduction to Research’. Cornell University Library. Cornell University, 2009. Web. 19 June 2009 <http://www.library.cornell.edu/resrch/intro>.

Personal web site

If a work is untitled, you may use a genre label such as Home page, Introduction, etc.

Remington, Gregory. Home page. Web. 16 Nov. 2008.

Entry in an online encyclopedia

‘Epstein, Jacob’. Encyclopaedia Britannica Online. Encyclopedia Britannica, 1999. Web. 27 Apr. 2009.

Article from a less familiar online reference book

Norton, John S. ‘European History and Islam’. Encyclopedia the Muslim World. Ed. Richard C. Martin. New York: Macmillan Reference-Thomson/Gale, 2004. Web. 4 July 2009.

Article in an online periodical

If pagination is unavailable or is not continuous, use n. pag. in place of the page numbers.

Chatterton, Heather. ‘The Epidemic in Saratoga’. Salon 19 Feb. 1999: n. pag. Web. 12 July 1999.

Article in a full-text journal accessed from a database

Valentino, Jose Antonio. ‘The Other Side of Facebook’. New Yorker 86.28 (2010): 54-63. Academic Search Premier. Web. 25 Jan. 2011.

Online book with print information

Henderson, Robert. South of Boston. 2nd ed. New York: Henry Holt, 1915. Google Books. Web. 30 June 2009.

The examples of MLA style and format listed on this page include many of the most common types of sources used in academic research. For additional examples and more detailed information about MLA citation style, refer to the following resources:

MLA Style Manual and Guide to Scholarly Publishing. 3rd ed. New York: Modern Language Association of America, 2008. Print. [Amazon US]

MLA Style Manual and Guide to Scholarly Publishing. 3rd ed. New York: Modern Language Association of America, 2008. Print. [Amazon UK]

MLA Handbook for Writers of Research Papers. 7th ed. New York: Modern Language Association of America, 2009. Print. [Amazon US]

MLA Handbook for Writers of Research Papers. 7th ed. New York: Modern Language Association of America, 2009. Print. [Amazon UK]

The Chicago Manual of Style: The Essential Guide for Writers, Editors and Publishers. 16th ed. Chicago: University of Chicago, 2010. Print. [Amazon US]

The Chicago Manual of Style: The Essential Guide for Writers, Editors and Publishers. 16th ed. Chicago: University of Chicago, 2010. Print. [Amazon UK]

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New Hart’s Rules

July 29, 2009 by Roy Johnson

style and text-presentation rules for writers and editors

New Hart’s Rules started its life as the house style rule book for editorial principles at Oxford University Press. It was written by Horace Henry Hart who was Printer to the Press, and first published in 1893 as quite a slim volume. But it has become so popular ever since that it grew in size and eventually reached a thirty-ninth edition. Now it has been enlarged even further and completely re-cast in a new format, adapted from The Oxford Guide to Style, but retaining much of the content and the spirit of the old Hart’s Rules.

The guide deals with the typographic details of assembling writing ready for its appearance in printed form. This includes punctuation, capitalization, italicization, abbreviations, and the presentation of numbers. The latest edition also has completely new chapters covering law and legal references, tables, illustrations, indexing, plus copyright and other publishing responsibilities. Each chapter has been given far more illustrative examples.

For instance, my edition of the old 39th edition has less than 200 pages: this new version has more than 400. The beauty of this book – in common with other style guides which have become classics – is that it quickly establishes the general rule, then all further examples are the difficult, awkward, and obscure cases. For those people endlessly puzzled by spelling-checkers, there is an explanation of the rules governing -ise and -ize. OUP have always favoured -ize, so surprisingly it’s criticize yet compromise, and agonize yet televise.

The principles underlying the need for consistent conventions remain as important as ever. The presentation of money, time, dates, and even the points of the compass are included, as well as temperature, Latin plant and animal names, capitalization of titles, word breaks (hyphenation) and such wonderfully arcane details as the need for a possessive ‘s’ in Roman following an italicized title – as in the Dreadnought‘s crew.

There’s an explanation of proof correction (with examples) and a guide to punctuation, symbols, and the presentation of scientific equations and formulae. Then in the centre of the book there is a section dealing with the alternate spellings of ‘difficult’ words (colander, haemorrhoids, skiing) then a very useful explanation of the rules on the tricky issue of doubling consonants at word endings (billeted, compelled, travelling) and plurals formed in non-English words (bacilli, errata, matrices).

Hart then takes on the topic of language change in listing those words which have progressed from compounds to single words (a process which is usually faster in the US than the UK) – antifreeze, lifetime, tonight – though it is hard for a book of this type to keep up with contemporary developments in this respect. Do we write word processor, word-processor, or wordprocessor, for instance? However, Hart has no hesitation in recommending birth-rate, copy-book, and test-tube.

Guidance on how to deal with foreign languages include sections on French, German, Italian, and Russian – plus Welsh, Dutch and Afrikaans which have been added in the latest edition.

The latter part of the book includes a complete checklist of topics to be covered in preparing a book for publication: text, footnotes, illustrations, bibliographies, tables, and even how to deal with plays and poetry. And finally, since it’s quite hard to locate items in such a tightly-compacted work of reference, there’s an excellent index.

This is a source for anyone interested in the preparation of text for print. If you have a research paper, an article, or a book which you hope will see light of day as a publication, then do yourself a favour and buy this marvelous guide to the small details which make all the difference between an amateurish and a properly edited piece of writing.

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New Hart’s Rules, Oxford: Oxford University Press, 2005, pp.417, ISBN: 0198610416

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New Oxford Style Manual

August 4, 2009 by Roy Johnson

compendium of writing skills PLUS specialist dictionary

This New Oxford Style Manual is the result of putting together in one volume the Oxford Guide to Style [formerly Hart’s Rules] and the Oxford Dictionary for Writers and Editors. It starts from ‘parts of the book’ then moves on to punctuation, names, capitals, and numbers. The editor covers all other aspects of text presentation – such as how you should deal with music, mathematics, quotations, lists, tables, and even illustrations. There is even a special section on foreign languages which begins with the thorny issue of UK and American English – but it also covers Latin, European, Asiatic, Classical, and even Sanskrit.

Works such as this reveal the small but important conventions which academics, journalists, and professional writers need to know – but which are hard to remember. How do you punctuate a reference given in a footnote for instance? How are abbreviations shown in foreign languages? Where do spaces go when showing degrees of temperature? It deals with special subjects, plus linguistics and phonetics, translations, audio and visual broadcasts, and electronic data. In addition, it also incorporates the most recent changes in citing digital media, and details on the submission of materials for publication.

The second part of the book is a specialist dictionary for writers, journalists, and text-editors. It offers rulings on words and spellings which are commonly problematic. For instance, do we write Muslim or Moslem, customise or customize? It covers the names of well-known people and places, foreign words and commonly-used phrases such as petit-bourgeois and persona non grata.

The editor Robert Ritter also covers abbreviations, capitalization and punctuation. Only today, I’ve looked up amendment [one ‘m’] superseded [yes – it is spelt with an ‘s’] and manageable [it keeps the ‘e’]. It can also be used as a quick guide to many niceties of writing (the difference between hyphens and dashes) and as a potted encyclopedia for historical names (and their dates).

It should certainly be amongst the reference tools of anybody who takes a serious interest in writing. The single volume is even 25% cheaper than buying the two books separately. Fantastic value. Make sure you get the new revised edition which has materials gleaned from OUP’s latest researches into the Oxford English Corpus – a gigantic database containing hundreds of millions of words in current and historic use.

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Robert M. Ritter (ed), The Oxford Style Manual, Oxford: Oxford University Press, new second edition 2012, pp.861, ISBN: 0198605641

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Online style guides

September 16, 2009 by Roy Johnson

The Writer’s Workshop
Writing skills, grammar, teaching notes, bibliographic style, tips, and plenty more.
http://www.cws.illinois.edu/workshop/

Guide to Grammar and Writing
Very good grammar guide, plus other resources.
http://www.englishgrammar.org/

Purdue On-line Writing Lab
Purdue’s famous OWL, useful for general writing concerns
http://owl.english.purdue.edu/

How to Cite Electronic Sources
Practical examples from Library of Congress.
http://lcweb2.loc.gov/ammem/ndlpedu/start/cite/index.html

The Elements of Style
William Strunk, Jr.’s original 1918 classic. The ‘bare bones’ approach to common problems.
http://www.bartleby.com/141/

On-Line Study Resources
Style, grammar, essay-writing, citations and footnotes, plagiarism and presentation from the University of New South Wales.
http://www.lc.unsw.edu.au/olib.html

WIRED Style
Wired Magazine’s online version of their print publication Principles of English Usage in the Digital Age. A guide to writing and editing which looks at the problems thrown up by the new language of the digital age.
http://hotwired.lycos.com/hardwired/wiredstyle/

alt.usage.english – Style FAQ
Mark Israel’s Frequently Asked Questions covers common English usage questions, word etymology, online and offline references, and more.
http://www.english-usage.com/faq.html

WebGrammar
Judy Vorfeld’s excellent site covers some of the most common writing mistakes, including spelling, grammar and homonym errors.
http://www.webgrammar.com

IEEE Computer Society Style Guide
Handy if you wish to submit papers going to their journals, or do any work using their style.
Download the style guide here (PDF)

Here are some other UK journalism styleguides available online:

Financial Times Lexicon

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The Classic Guide to Better Writing

June 19, 2009 by Roy Johnson

guide to writing skills basics – plus grammar and spelling

This is a book with three titles. The Classic Guide to Better Writing was originally The Way to Write, and it has also been issued by Warner books as The New Guide to Better Writing. What does this mean? Well, my guess is that it indicates a compilation of sound advice which has been successfully marketed in various guises. As the blurb claims, “The book that has taught millions the art of writing well”. You also get the benefit of many revisions and new editions in its lifetime.

Flesch and Lass are emphatic planners. They start off with what they claim as the three essential chapters – the need to plan, how to generate ideas, and how to put these ideas into some order. There’s a reassuring tone, and they cover many different kinds of writing. They even discuss the common mistakes and distractions which prevent people from writing well. I think this is what has made this book a best-seller: they keep the needs of their readers in mind.

The first part of the book discusses the construction of paragraphs; linking ideas and statements; audience and tone; clauses, phrases, and sentence construction; brevity, clarity, and avoiding ambiguity. Their advice is academically based, but chapters on making your writing more direct, interesting, and even amusing will appeal to general readers and those with a penchant for creative writing. However, they issue a warning that “This book won’t make you into another Shakespeare…But it will, we hope, teach you to write simply, clearly, correctly”

Part two tackles basic grammatical problems – double negatives; agreement of verb and subject; incomplete sentences; commonly confused words (affect/effect, imply/infer, lie/lay) spelling; quotations; awkward plurals (Mrs, court-martial, zero) and capitalization.

They do take the traditional [and perhaps outdated] view that you need to know the grammatical terminology for effects which most people use instinctively (‘relative pronouns’, ‘object of a preposition’) but fortunately every topic is illustrated with good examples, and anyone with the discipline to work through their exercises would give themselves a thorough grounding in the fundamentals.

Like many other classic guides, you get the advantage of a low price, because the publishers can afford to be generous, having made their money with earlier printings of a best-seller. This is a good-value manual on the principles of clear writing. Make sure you get the latest, 50th anniversary edition.

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Rudolph Flesch and A.H.Lass, A Classic Guide to Better Writing, New York: Harper, 1966, pp.288, ISBN 0062730487

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The Economist Style Guide

June 16, 2009 by Roy Johnson

best-selling guide to English usage and style rules

The Economist prides itself on good quality writing. The Economist Style Guide is the print version of their in-house guide on grammar and English usage which they issue to all their journalists. It’s designed to promote precision and clarity in writing – and the advice it offers is expressed in a witty and succinct manner. It gives general advice on writing skills, points out common errors and cliches, offers guidance on consistent use of punctuation, abbreviations and capital letters, and contains an exhaustive range of reference material.

It also includes a special section on American and British English, a fifty-four page fact checker, and a glossary. I particularly like the section called ‘Common Solecisms’ which warns against popular misunderstandings and points to words often used incorrectly.

Anticipate does not mean expect. Jack and Jill expected to marry; if they anticipated marriage, only Jill might find herself expectant.

The emphasis of the illustrative examples is on current affairs, politics, economics, and business – but the lessons in clear expression and the examples of tangled syntax and garbled journalese will be instructive to all writers who wish to sharpen their style.

It takes quite a tilt at the language of political correctness – and I think some of the following advice might be challenged. But it is so refreshingly un-stuffy, one reads on with a smile in the mind.

Avoid, where possible, euphemisms and circumlocutions promoted by interest-groups. In most contexts the hearing-impaired are simply deaf. It is no disrespect to the disabled sometimes to describe them as crippled. Female teenagers are girls, not women. The underprivileged may be disadvantaged, but are more likely just poor.

The guidance is arranged in logical, separate sections – political terms, metaphors, apostrophes, spelling, Americanisms – so you can easily find what you need. The bulk of the advice deals with common problems of English such as the difference between ‘compare with‘ and ‘compare to‘, but I was glad to see that rather like Keith Waterhouse (Waterhouse on Newspaper Style they do not leave the excesses of their own profession unexamined.

Avoid expressions used only by journalists, such as giving people the thumbs up, the thumbs down or the green light. Stay clear of gravy trains and salami tactics.

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The Economist Style Guide, London: Economist Books, 10th edition 2010, pp.272, ISBN: 1846681758

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The Elements of Style

July 19, 2009 by Roy Johnson

best-selling short guide to good writing style

This style guide is a well-loved American classic. It was originally written during the first world war by William Strunk who was then a professor at Cornell, and it has since been updated to its third edition by E.B.White, one of his former pupils. You might wonder why it’s still in print and just as popular as ever. The answer is obvious to anyone who has ever opened a book on grammar in search of solutions to common writing problems.

Strunk’s clever strategy was to edit down the complexities of English grammar into just those few basic elements which would help people to improve their writing skills. His central rule is to keep everything as simple as possible – or “Omit needless words”. For instance, he kicks off immediately with the apostrophe, the comma, and other points of punctuation which create the most common problems.

Only when he has cleared these out of the way does he get down to what he calls the ‘Elementary Principles of Composition’. One of these first principles is something which I write on three of every four student essays: “Make the paragraph the unit of composition” and “Begin each paragraph with a sentence that supports the topic”. This is the foundation on which he builds his main suggestions for clear writing, which are focused on always creating the direct, the specific, and the concrete statement, rather than striving for special effects.

His approach sometimes seems a little old-fashioned when it includes grammatical terms such as ‘nonrestrictive clauses’ which we don’t really need to know. But every point of advice is well illustrated by examples of good and bad practice, so the reader is left in no doubt in recognising the problem and how to correct it.

He skips lightly over quotation and references, saving most of his energy for an extended chapter on words which are commonly confused or misused – such as Among/Between and That/Which.

The final chapter added by E.B.White is a list of twenty-one guidelines for clear and good writing from which anyone could profit. The suggestions range from keeping the audience in mind, avoiding pretension and too many qualifiers, to hints on the choice of effective vocabulary.

I saw this book recommended in a web site design manual published only a few weeks ago, and it’s certainly true that anyone who needs a brief and clear introduction to the principles of effective writing should get a copy. In fact Strunk’s insistence on the pursuit of brevity is particularly appropriate for the digital era. It’s also amazingly good value.

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William Strunk Jr and E.B. White, The Elements of Style (4th edition) London: Longman, 1999, pp.105, ISBN 020530902X

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The Little Brown Handbook

June 19, 2009 by Roy Johnson

encyclopaedia of writing skills + exercises and examples

Don’t be misled by the title. This book is neither little nor brown. It’s a reference guide to all aspects of academic writing that its authors say will “answer almost any question you have about writing…find out how to get ideas, punctuate quotations, search the Internet, cite sources, or write a resumé”. That’s a bold claim, but in almost one thousand densely packed pages, I think they live up to it. The Little, Brown Handbook has become a classic style guide over its many editions.

Fowler and Aaron start with the standard academic essay and its requirements, then cover grammar, punctuation, spelling, sentence construction, vocabulary, and research. However, these simple headings belie the richness of the material they provide. The latest edition takes full account of computers and the Internet for writing and research, advice for users of English as a second language, plus the latest (1998) MLA guidelines.

It actually starts with a chapter on critical thinking and reading, then puts its emphasis on writing as a process of development, drafting, and revising. These sections act as a thorough course in essay-writing techniques, from formulating ideas to revising, editing, and proofreading the final drafts.

It’s full of handy hints. They suggest for instance the use of two-column reading journal – left column for summaries, and an empty right column which will “beckon you to respond” with critical notes. Every point is illustrated with examples, and there are exercises at the end of each chapter [though you have to work out the answers for yourself].

This is a book that could be used for reference [“Where does the comma go?”] as a teaching aid [“Work through exercises 4 and 5”] or as a source of self-instruction [Outliners and how to use them in generating structure]. For students, there are some very useful examples of revised drafts, tips on essay introductions and conclusions, the generation and substantiation of arguments, and recognising fallacies of argument. For tutors, they make suggestions for coursework.

The section on sentence construction is also an introduction to the basics of English Language and grammar. Like many other guides of its kind, it assumes that readers need to know about ‘prepositional phrases’, ‘subordinating conjunctions’, and ‘restrictive apositives’. Every single case and difficulty is listed, to the point of exhaustive completeness. The problem is that it might not be easy for students to locate the case they require from index entries which read ‘Commas – with conjunctive adverbs and transitional expressions’.

After sections on grammatical correctness, it goes on to questions of taste, style, and conventions in language-use. This embraces choosing the appropriate word, being concise, eliminating dross, and extending one’s vocabulary. The vexed issue of spelling is explained with all its common exceptions, and the latter part of the book discusses meta-issues such as planning a research project, using the Internet to good effect, evaluating sources, the traditional skills of taking notes, and the latest MLA conventions on text citation. At the end, there are sections on writing under exam conditions, business writing (with plenty of examples) and appendices on page layout, document design, oral presentations, and writing with a computer. These latter sections will be of interest to more advanced users.

For students, there are some very useful examples of sample research papers and an examination essay – not only the complete text, but a running commentary on the right-hand page explaining points of detail and commenting on structure, format, citation, and the handling of secondary sources. They even include revised drafts and notes made in the composition of the papers. This is an excellent resource, and just about the closest you could get to live tuition in the subtleties of academic writing.

This may be a book that will appeal more to course tutors, instructors, and librarians than to the students it is written for, but for anyone concerned with the development of writing skills Fowler and Aaron cover all (and I mean all) the details. It might be an expensive investment, but if you’re teaching writing skills it’s the most comprehensive resource I’ve ever come across, and if you’re just starting your academic career, it will see you through to post-graduate studies and beyond.

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H. Ramsey Fowler and Jane E. Aaron, Little, Brown Handbook, (7th edn) New York: Longman, 11th edition 2009, pp.992, ISBN: 0205734960

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compendium of writing skills PLUS specialist dictionary

guide to writing skills basics – plus grammar and spelling

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best-selling short guide to good writing style

encyclopaedia of writing skills + exercises and examples

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