Contact
Language coordinator: sprakkoordinator@slu.se, 018-67 12 31
A consistent house style facilitates communication and ensures that we speak with 'one voice' when SLU is the sender. Just like we have a brand manual that specifies which colours and fonts to use, we have a style guide that describes what choices to make when it comes to style.
Stylistic choices are not always about what is right or wrong. There will often be several acceptable options. The challenge, then, is to agree on which variety to use, and to use it in a consistent manner.
This style guide must be followed for all texts where SLU is the sender. That includes our websites, our marketing material and all administrative documents - strategies, course syllabuses, job ads and everything inbetween.
For scientific and science writing, you will find more information on the SLU Library web.
If you do not have the time to read all the sections of the style guide, here are the answers to the most frequently asked questions on house style:
Acronyms are abbreviations which consist of the initial letters of other words, and which are pronounced as a word, not as indiviual letters. Only uppercase the initial letter.
Acronyms that are not names will often start out as all uppercase, but as they become more established this will change to lowercase:
Initialisms are abbreviations that consist of the initial letters of other words, and where these letters are pronounced separately. Use all uppercase for initialisms:
Acronyms and initialisms can be helpful to avoid having to repeat long names, but should always be written in full the first time they appear in a text. In a longer text, you may need to repeat the full name at the beginning of every chapter/section. Even a very well-known initialism like EU may need explaining, depending on the audience.
Only use the most common abbreviations - ones you can be certain your readers will understand. Use full stops:
Contractions are a type of abbreviation that consists of the first and last letter of a word. Do not use full stops in contractions:
Do not use full stops in the abbreviations of degrees:
Do not use abbreviations like mio or mill. You can use m for million and bn for billion, but write them in full the first time they appear. No space between the figure and the abbreviation.
Do not abbreviate thousand to k. Instead, write it in full using a comma as thousands separator.
Abbreviated units of measurement are written without full stops. Use a hard space before the unit.
Make sure you use uppercase and lowercase properly when using SI prefixes:
There are plenty of these. With a few exceptions, the Swedish acronyms and initialisms are used in English-language texts as well.
A number of acronyms and initialisms can be found in the SLU glossary (Excel). If you cannot find what you are looking for in the glossary, please notify the language coordinator.
Only use capitals where it is necessary. There is a tendency to overuse capitals to emphasise 'important' words. This clutters the text, reduces readability and should be avoided.
Below, you will find a fairly exhaustive list of when to use capitals in SLU texts. If in doubt, use lowercase.
1. We refer to SLU as 'the university' with a lowercase 'u'. If it is not clear from the context which university the text is referring to, rephrase the text.
2. In titles, use sentence capitalisation - only uppercase the first word and any proper nouns.
3. Capitalise the full names of faculties, departments and other units.
Note that the definite article (the) is not part of the name. In for example letterheads, no definite article should be used.
For faculties, capitalise the abbreviated name the same way as the full name:
The full names of administrative divisions and units are also capitalised:
4. Capitalise the full names of boards, councils and committees. If anything else than the full name is used, use all lowercase:
5. Use title case for the full names of programmes, courses and degrees
6. Do not use capitals when referring to general subject or research areas.
7. Capitalise Master's and Bachelor's.
8. Capitalise titles when attached to a name. In all other cases, use lowercase.
9. No capitals in the names of SLU websites.
10. Use lowercase for URLs in body text.
11. Capitalise adjectives denoting nationality, and the names of languages.
12. Capitalise weekdays, months and holidays.
13. Do not capitalise seasons.
Only use contractions (aren't, it's, won't, etc.) in informal writing such as emails. Depending on the target group, they can also be used in texts intended for the web.
Use the format day month year with no punctuation.
Do not use superscript (10th April).
If the weekday is included, add a comma.
Only abbreviate dates if it is absolutely necessary, e.g. in document headers. Use the format dd/mm/yyyy.
Do not refer to weeks by week number when writing in English, as this system is rarely used or known outside Sweden.
To avoid confusion, use the 24-hour format. Separate hours and minutes with a colon. No space between the digit and the abbreviation.
For duration of time, use one of the following formats:
Do not write
Strive to use inclusive language - everyone who belongs to the intended audience of a text should feel included.
We all need to be aware of the impact our language may have upon others. This is important in all kinds of communication, in particular for those of us who produce texts for a wide audience.
Never assume that the reader has certain characteristics when it comes to education, age or ethnic/cultural background.
Another aspect of inclusive language is to write in a a gender-neutral way, for example use the singular 'they', write 'all genders' instead of 'both genders', or try rewording the text using a plural instead.
For more suggestions on words to use or avoid, the following sources may be of help:
Case endings in Latin have to do with grammatical gender, not biological. The word professor is a masculine noun and takes the masculine adjective emeritus regardless of the gender of the person you are referring to. Only use emerita if you know the person you are referring to prefers that.
In English, both professor emeritus and emeritus professor are acceptable. Use professor emeritus in SLU texts - this is the slightly more common variant.
The form alumnus can be used if the gender is not known; there is no need to write alumnus/alumna in such cases.
Use the plural alumni for mixed groups and alumnae for an all-female group of graduates.
In many contexts, 'graduate' works just as well.
Use the plural syllabuses, not syllabi. Words with Latinate endings that are integrated into English take an -s plural. As always, there are exceptions, e.g. bacteria and media.
The word data can take either a singular or a plural verb. Although it is a plural, it is often seen as a mass noun - like the word 'information' - which means it takes a singular verb.
Whichever form you use, make sure to use it consistently throughout your text.
Lists are a good way of structuring content and making a text more reader-friendly. However, it is important to maintain consistency in structure, grammar and punctuation in lists. Take care that each list item is a grammatically correct continuation of the introduction, and avoid mixing full sentences with phrases or single items in the same list.
Lists of short items should be introduced by a full sentence (like this one) and have the following features:
Where each item completes the introductory sentence, you should:
If the list items consist of one or more complete sentences, introduce the list with a complete sentence and continue as follows:
For more information on the use of uppercase/lowercase in names, see the section on capitalisation.
Our abbreviated name SLU can be used in most texts, but unless the target group is strictly an in-house one, you must write the name in full the first time it appears in a text.
When you publish in scientific journals, it is extremely important that you use the university's full, official name.
Always write this in full the first time it appears in a text and introduce the acronym EMA at the same time by putting it in brackets after the full name. If it only appears once in a text, there is no need to introduce the acronym.
Our four faculties, as well as several departments and most boards, councils and committees have an abbreviated name. The Swedish abbreviations are used in English as well.
Use uppercase only for the full names. For faculties, the abbreviated name counts as a full name.
These are handled as proper nouns.
The names of buildings and meeting rooms should also be uppercase. For names that consist of several words, uppercase only the first if the name is in Swedish.
When writing in English, use the English name/the form used in English for countries and major cities.
Follow the recommendations in this list of countries, territories and capitals compiled by the Publications Office, the publishing house of the European institutions.
In body text, write brand names with an initial capital only - Linkedin, Youtube etc.
In longer texts, spell out numbers one to nine and use numerals for 10 upwards (unless the number starts the sentence). Do not mix the two styles when they refer to the same category.
For groupings of thousands, use a comma as separator.
Use a full stop as decimal sign.
User per cent in longer texts. Use % in tables, figures and shorter texts. Be consistent. Always use figures, not words, for percentages.
If needed for clarity, the currency code SEK can be added before any amount in kronor, even if no other currencies are mentioned in the text. The code should be followed by a hard space. Do not use both SEK and kronor.
Plain language is about adapting your language to the intended reader, at all levels - from selecting the content to structuring it and choosing what words to use.
Read more about plain language on the staff web and take a look at the plain language check list.
The main purpose of a comma, or any other punctuation inside a sentence, is to increase readability and support a good rhythm when reading.
Introductory adverbs are normally followed by commas:
A comma is used to frame a non-essential clause, that is a clause that can be removed:
Do not use a comma before an essential clause, that is a clause that is needed for the sentence to be complete.
British English generally does not use a serial comma before the penultimate item in a list:
The colon can be used to introduce the items in a list.
It can also be used to introduce an explanation or conclusion:
A colon is only followed by a capital if the text after the colon is a quote or a complete sentence.
Modifiers placed before a noun are hyphenated.
Compounds that contain an adjective are hyphenated when placed before a noun.
Compounds made up of an adjective and a verb particle are always hyphenated.
Hyphenation is often used to avoid two consonants or two vowels together.
However, in frequently used words the hyphen is often left out.
An en dash is longer than a hyphen and is mainly used to:
Do not use hyphens (-), or the even longer em dash (—), instead of the en dash.
Use single quotation marks (inverted commas) for quotes and double ones for quotes within quotes and for introducing new concepts.
Place full stops and commas inside the closing quotation mark for a complete quoted sentence. Otherwise, the full stop is placed outside.
But:
These should be used with caution, as exclamations are rarely needed in the kinds of texts we produce. There may be a need for the odd one in texts for the web, in emails etc., but even there they should be used sparingly.
The first choice for emphasising a word or phrase should be bold.
Italics can be hard to read, in particular on a small screen. Avoid italics for text that will be published on the web.
In texts intended for print, you can use italics or quotation marks for the titles of other written works – articles, reports etc. Choose one convention and use it throughout.
At SLU, we use British English spelling. Remember to check the language setting before you run the spellchecker.
Wikipedia article on the main differences between American and British spelling.
Our voice and tone, how we express ourselves, influence how our readers perceive us.
Language coordinator: sprakkoordinator@slu.se, 018-67 12 31