Editorial Style Guide

Punctuation Rules

Comma

  1. Use commas to separate three or more items in a series with a conjunction; that is, use a "serial" comma before the conjunction.
    • BU offers extensive undergraduate, graduate, and professional degree programs.
    • The most students come from Massachusetts, New York, and New Jersey.
  2. Within a sentence, a modifying or identifying element that is preceded by a comma must be followed by a comma. This rule also applies to dates and place names.
    • Sue Mendoza, a junior, works at the library.
    • January 21, 2008, is the date of the event.
    • Seminars are offered in Boston, Massachusetts, as well as elsewhere.
  3. No comma is used between a month and year: The visitors are expected in May 2008. But use a comma after a day and/or date: Wednesday, May 21, 2008.
  4. In proper names, commas are not required around "Jr.," and "Sr.," unless you know the person named holds to the traditional commas. Commas never set off "II" or "III," etc., when used as part of a name.
  5. "That is," "i.e.," "namely," "for example," and "e.g.," are followed by a comma.
  6. Use a comma following text in parentheses if the context calls for one, but not before a parenthesis. (Note: If the text within parentheses is a complete sentence, the period goes inside the parenthesis.)
    • If you miss the tax-filing deadline (April 15, 2008), you must apply for an extension.
  7. Do not use commas to set off a restrictive phrase or word that is essential to the meaning of the noun it modifies.
    • The students who score well will be placed in advanced classes. (restrictive, no comma)
    • The classes that are required for the major fill up early.
    • Her brother John attended the open house (restrictive, if you know she has two brothers)
  8. Use commas to set off a nonrestrictive phrase (that is, the information adds information but is not essential to the meaning of the sentence).

    • The students, who enjoyed the field trip, are home now. (nonrestrictive, nonessential)
    • My dog, a yellow lab, howls at harmonica music. (nonrestrictive, nonessential)

That, Which, and Who

  1. "That" is used restrictively to narrow a category or identify a particular item being talked about, and it is not set off by commas.
    • The exams that are turned in late will receive failing grades.
    • The trees that are diseased will be cut down.
  2. "Which" is used nonrestrictively to add something about an item already identified and provide additional, nonessential detail. The "which" clause can be dropped without changing the meaning of the sentence, and it is usually set off by commas.
    • The book, which has 498 pages, is at the reserve desk.
    • The car, which is rusted, was sold to a dealer.

  3. "Who" should be used with people. The same rules for narrowing or adding information given above determine whether or not to use commas.
    • Restrictive: The two passengers who wore seatbelts survived the crash.
    • Nonrestrictive: The passengers, who were family members, survived the accident.
  4. Avoid using "that" when referring to a person or people. "Who" "whom," and "whose" are correct for humans: the student who received an award; a teammate whom she disliked; the author whose novel was a best-seller.

Semicolon and Colon

  1. The semicolon is a separator stronger than a comma but weaker than a period. It is used between two independent clauses to avoid overusing conjunctions and to separate independent clauses closely related in meaning.
    • Boston University has committed and talented faculty; they are excellent teachers and researchers.
  2. A colon introduces items or phrases amplifying what has preceded the colon. The colon is used to introduce lists or quotes, or to separate two clauses when the second is an illustration of the first.
    • The frittata recipe calls for three vegetables: potatoes, onions, and peppers.
    • The sign read: "Objects in the rearview mirror may appear closer than they are."
    • The scouts chose the safest route up the mountain: they climbed the southern slope.
  3. When a colon is used to join clauses within a sentence, the first word after the colon is lowercased unless it is a proper name or introduces a quote.

Spaces, Ellipses, and Ampersand

  1. In preparing text for publication, use only one space between sentences.
  2. In writing names with first and middle initials instead of the full name, include a space between the initials: J. K. Rowling, P. D. James, or J. S. Bach.
  3. Verify the specific treatment of company names such as TD Banknorth or Jones & Jenkins LLC, as the treatments of corporate identities vary widely.
  4. No space is used on either side of a dash: that is, the text—set off by dashes—is closed up.
  5. When words are omitted in quoted text, three spaced periods . . . (ellipses) are used to mark the omission of a word, phrase, line, paragraph, or more from the quoted passage. Include other punctuation before or after the ellipses, as required by the meaning of the text.
  6. Write out the word "and" unless an ampersand (&) is part of a company name, like Barnes & Noble, or when space is at a premium. Most importantly, be consistent within a piece.

Apostrophe

  1. Form the possessive of a name ending in "s" with an apostrophe and an "s": Burns’s poems, Harris’s work, Charles’s portrait.
  2. Form the possessive of plural nouns (except for plurals that do not end in "s") by adding an apostrophe only: the players’ jerseys, the students’ lounge, the children’s playground. See The Chicago Manual of Style for the detailed rules of forming the possessive.
  3. Use an apostrophe in "bachelor’s degree" and "master’s degree."
  4. Use an apostrophe in contractions such as "it’s" ("it is"), "you’re" ("you are"), and "they’re" ("they are").
  5. For plurals of abbreviations, use an apostrophe before the "s" if the abbreviation has periods, but not otherwise:  M.A.’s, Ph.D.’s; but CDs, GEDs, MBAs
  6. No apostrophe is necessary for plural numbers or letters: the depression of the 1930s, a temperature in the high 50s, two Bs and a C. (However, use an apostrophe to avoid confusion: A’s, not As.)

Quotation Marks

  1. Commas and periods go inside quotation marks; colons and semicolons go outside.
  2. Question marks and exclamation points go either inside or outside quotation marks, depending on the sense:
    • She asked, "Who are you?"
    • Why did he reply, "I’m a junior"?

Dashes

There are two types of dashes:  the "em" (— long) and the "en" (– shorter than the "em,"  but longer than a hyphen).

  1. The "em dash" (—) is used to set off parenthetical matter: Many classes are small—10 to 20 students—with close contact with faculty. An em dash can replace a colon: Darkness—A Century Remembered. The "em dash" can also be used to introduce a summary: Frequent field trips, audiovisual instruction, a mentor program—these are features of the course. The "em dash" is written with no space on either side. Ask your tech support to show you how to set an "em dash" shortcut on your computer.
  2. The shorter "en dash" (–) is used primarily to indicate a range between numbers or dates, substituting for the word "to": The assignment can be found on pages 34–36; or The film festival takes place on the weekend of  July 11–13, 2008.

Hyphen

  1. The hyphen is used when a word must be broken at the end of a line and in the formation of compound words like "self-reliant" and "up-to-date." Check Webster’s to look up specific words.
  2. Paired words like "sign in," "check in," "pick up," or "take out" are not hyphenated when used as verbs, but hyphenate the phrase when used as a modifier.
    • Please check in at the desk.
    • Meet me at the check-in desk.
    • They picked up take-out food at the deli.
  3. Most common prefixes now form a solid word with the root. Words beginning with the prefix "anti," "multi," "non,"  "pre," "post," "trans," "sub," and "under," etc., do not require a hyphen.
  4. The hyphen’s function is to prevent confusion. Use a hyphen to separate two similar vowels, as in "re-enter" or "pre-eminent"; to avoid confusion with another word, "re-creation" vs "recreation"; or to avoid misreading, "co-worker" not "coworker."
  5. Omit the hyphen between an adverb ending in "ly" and an adjective: a rarely seen owl; a highly complex system.
  6. Compounds using "well," "better," "best," "little," "lesser," and so on are hyphenated when they precede the noun: a little-known fact, a well-qualified applicant. Omit the hyphen when such compounds follow the noun they modify:  The two applicants are well qualified. This fact is little known.
  7. A compound modifier is hyphenated when it precedes the noun: the leather-bound book, the long-term plan. It is not hyphenated when it follows the noun or stands alone: The book is leather bound. The plan addresses the long term.
  8. Hyphenate percentages when used as modifiers: 10-percent discount; 12-percent reduction.
  9. Hyphenate fractions in the adjective form (a two-thirds majority, a one-quarter share), but do not hyphenate the noun form: She ate one quarter of the apple in a half hour.
  10. Compounds such as "off-campus" and "part-time" should be hyphenated when they precede the word they modify. Do not hyphenate when the words follow the noun.
    • Off-campus housing is expensive; but living off campus is appealing to many.
    • A part-time student has opportunities to earn money while working part time.
  11. When part of a compound is used, a space follows the hyphen: a three- or four-part series.
  12. Use a hyphen before sharp or flat in the name of a musical key: Serenade in F-sharp (note lowercase).

Titles of Books, Plays, Poems, Films, and Music

  1. The titles of books, epic poems, journals, plays, newspapers, magazines, films, television series, and works of art and sculpture are italicized.
  2. The titles of poems, articles, chapters, and other shorter works are written in roman and enclosed in quotation marks.
  3. Titles of operas, oratorios, tone poems, and other long musical compositions are italicized. Titles of songs are set in roman and enclosed in quotation marks.
  4. In the case of instrumental works of music that are known by their generic names—symphony, quartet, nocturne, and so on—names are not italicized. A descriptive title is usually italicized if referring to a full work.
    • Bach’s Mass in B Minor
    • Beethoven’s Symphony No. 3 is also known as the Eroica Symphony.
  5. Capitalize the letter of the key when the word "Major" or "Minor" follows (A Minor). The "m" in "Major" and "Minor" is capitalized. When a minor key is indicated, but the word "minor" is not used, the letter is lowercase: "C" means major; "c" means minor.
  6. Consult The Chicago Manual of Style, the Boston Public Library music reference desk at 617-536-5400, ext. 285, or other references for further details on the treatment of works of music. 

Abbreviations

  1. Spell out "street" and "avenue" in general text. In postal addresses, the state should be written in its two-letter Zip code form: Boston, MA; Baltimore, MD.
  2. Spell out the names of all states when they stand alone in text. When space is limited, use the standard state abbreviations.
  3. In addresses, "NW," "NE," "SE," and "SW" are abbreviated when following a street name.