Policy and Guidance

Guide to Style and Formatting of Communication Products

Major Style Guides Used. The information in this guide is derived in part, or directly, from the sources listed below:

• Handbook for Preparing Office of Research and Development Reports, EPA/600/K-95--/002, revised August, 1995.
• Policy and Implementation Guide for Communications Product Development and Approval, EPA Office of Public Affairs, revised February, 2007. See Appendix 3 for style guidance.

The Associated Press (AP) Stylebook is specified by EPA for most general style issues not directly included in the EPA Policy and Implementation Guide for Communications Product Development and Approval.

Plain Language. Along with other federal agencies, EPA must use plain language in its communications with the public.

Some suggestions from EPA about using plain language:

• Use “you” and other pronouns.
• Place the items of most interest to readers at the beginning of a document.
• Include only information readers actually need.
• Write sentences in the active voice.
• Sentences should average 15–25 words.
• Paragraphs should average seven lines, rarely longer than 40–70 words.

EPA works with, and recommends, the Plain Language Action and Information Network (PLAIN) as a source for plain language resources.

General tips. Check with the National Homeland Security Research Center to see whether there are specifications for margins, fonts, or layouts for the particular product you are writing.

“EPA” is a proper noun; it should be used by itself without “the.” For example, a sentence should begin “EPA will ...” instead of “The EPA will ...”

Do not justify text left and right; it is difficult to read.

Put one space after sentence-ending punctuation and one space after a colon.

In a series of three or more items, use a comma after each item: "The American flag is red, white, and blue."

In a series, use “first,” “second,” “third,” and so forth. Adding “ly” is unnecessary.

Spell out whole numbers below 10, but use figures for 10 and above. Common exceptions to this rule: a 5-year-old child, 3 percent, 6 cents. Another common exception is that a number at the beginning of a sentence should be spelled out: "Twelve program offices and all 10 regional offices…"

According to the AP Stylebook, “ Sept. 11” is the preferred term to use in describing the terror attacks in the United States on September 11, 2001. The entire date can be used for clarity. If the numerals are required, in quotations, for example, use a hyphen, not a slash: 9-11. If necessary, you can say “the events of Sept. 11” or “the attacks on Sept. 11.” 

National Homeland Security Research Center (NHSRC) Document Requirements

Guidelines. All products must be free of grammatical and typographical errors prior to submission to NHSRC.

Products developed under an EPA-funded contract or research agreement must meet NHSRC’s visual and content standards. Products subject to these standards include:

• draft or final reports
• articles
• papers
• databases
• presentations

These standards apply to both print and Web content. Contract deliverables such as project updates (monthly, quarterly, or annual reports) may follow any basic style guideline.

Once submitted, products will undergo peer and administrative reviews. Allow sufficient time for the project to go through the review process.

Databases and Web-based products must conform to specific technical specifications. These products must be developed in early consultation with EPA’s Office of Information Management.

Products should be ready to upload to an EPA server.

Research or Project Reports

Reports should be submitted as Microsoft^® Word documents and must contain the following elements:

Front Matter. Front matter pages should be numbered consecutively, using lowercase Roman numerals. The title page is counted as “i,” but do not put the number on the page. Front matter generally includes the title page, the disclaimers, an abstract, the table of contents, lists of figures and tables, the acronyms and abbreviations list, and an acknowledgment. A foreword and preface are optional.

Title Page. Center everything on the title page, using standard capitals and lowercase, e.g., Handbook, not HANDBOOK). Prepositions of four or more letters are capped in a title or heading (e.g., With, During, From).

NHSRC Disclaimer. Put a disclaimer statement on page “ii” of the front matter of a report. One of the following notices should be included:

• General (i):

  The U.S. Environmental Protection Agency through its Office of Research and Development (funded and managed) or (partially funded and collaborated in) the research described here under (contract number) or (assistance agreement number) to (name). It has been subjected to the Agency’s review and has been approved for publication. Note that approval does not signify that the contents necessarily reflect the views of the Agency.

• Cases in which particular companies, trade or service names, product names, or other commercial references are cited (ii):

  The U.S. Environmental Protection Agency (EPA) through its Office of Research and Development (funded and managed) or (partially funded and collaborated in) the research described herein under (contract number) or (assistance agreement number) to (name). It has been reviewed by the Agency but does not necessarily reflect the Agency’s views. No official endorsement should be inferred. EPA does not endorse the purchase or sale of any commercial products or services.

What needs a disclaimer?

• Reports – Required (Use i or ii, as appropriate.)
  • General
  • Cases in which particular companies, trade or service names, product names, or other commercial references are cited (e.g., technical evaluation reports, workshop reports)
• Articles – Required (Use i or ii, as appropriate.)
  • General
  • Cases in which particular companies, trade or service names, product names, or other commercial references are cited. There is no need to reference the contact number.
• Abstracts – Optional (Use appropriate disclaimer.)
• Extended Abstracts – Required (Use i or ii, as appropriate.)
• Presentations – Because an oral presentation (including those with slides, overheads, etc.) is “live,” a disclaimer generally is not needed. The written version, if printed, published, or distributed in any manner, should include an appropriate disclaimer.
• Posters/displays – Optional (Use appropriate disclaimer.)

Copyright. When permission to use copyrighted material has been obtained and the material is used in an EPA document, the copyrighted material should be identified by the following statement or its equivalent:

• Notice
  
  Reprinted from (title of publication, year of first publication) by (name of author) with permission of (name of copyright owner).
  
  Documents that contain copyrighted material should include on the Notice page (page ii of the front matter) one of the following statements:
  
  
  • This document contains copyrighted material on pages (list pages).
    
    
  • This document is copyrighted in its entirety by the author.
    
    
  • This document is copyrighted in its entirety by the author. In addition, it contains copyrighted material from sources other than the author on pages (list pages).
    
    
• Copyright announcement

If assistance agreement recipients or contractors copyright their work, they should use the copyright announcement so that the project officer knows that permission is required if someone outside the government wants to use the document. The announcement should contain the symbol © or the word “copyright,” the year of first publication of the work, and the name of the owner of the copyright in the work.

Example: © 1995 John Doe

Abstract. Provide an abstract that is less than 300 words. The abstract should state the hypothesis and mention methods, results, and conclusions that have been detailed in the text.

In extramural reports, include the following information, in a prominent location, as part of the abstract:

“This report was submitted in fulfillment of (grant or contract number) by (contractor or grantee) under the (partial) sponsorship of the United States Environmental Protection Agency. This report covers a period from (date) to (date), and work was completed as of (date).”

Foreword (Optional). The foreword contains the NHSRC director’s statements about the product. The foreword might describe how the work fulfills the mission of the Center and the Agency, define a critical data gap, or detail a specific customer need. Anticipated outcomes from the product can also be mentioned.

Preface (Optional). A preface is the author’s statement about the work. It can include the reasons for undertaking the work, the research method (if it might bear on the reader’s understanding of the text), or limitations within which the subject was studied.

Contents. Number the front matter consecutively with lowercase Roman numerals. Count the title page as page “i,” but do not put the number on the page.

Number pages in the body of the report and back matter consecutively with Arabic numerals. Start the first page of the body of the report on a right-hand page and number it “1”; thereafter, begin each new chapter or section on the next available page to eliminate the need for blank pages.

Begin the table of contents on a right-hand (front of a page), odd-numbered page. Include preliminary pages (front matter), main headings of the document, and appendices, indicating the page numbers on which they appear. Use Arabic numerals.

You may use dotted leaders to aid readability of the contents. If you use subheads, indent and subordinate them. Avoid extra spacing between major sections when it would cause contents to have a short overrun onto the following page.

Example:

                            TABLE OF CONTENTS

EPA Disclaimer..............................................................ii
Foreword......................................................................iii
Abstract........................................................................iv

Lists of Figures or Tables. Include a list of figures (as well as maps, charts, plates, and illustrations) and a list of tables, if helpful or essential. In the table of contents, give the table or figure number, the caption as it appears in the report, and the page number.

Avoid extra spacing when it would cause a list to have a short overrun onto the following page. If lists of figures and tables are short, combine on one page or combine with the contents page.

Acronyms and Abbreviations. Abbreviations are for the reader’s convenience. List and define acronyms, symbols, and abbreviations.

Abbreviations or symbols should be given in parentheses following the first use of the term in the text. Thereafter, use only the abbreviation or symbol.

If you are using many abbreviations, you might want to spell out some of the names in order to make it easier on your reader.

Consider using two columns if a list exceeds one page.

Use abbreviations from standard dictionaries, the U.S. Government Printing Office Style Manual, or EPA’s glossary or abbreviations list.

Technical abbreviations can be found in the appropriate reference documents for the subject area involved.

EPA Guidelines for Selected Abbreviations. Spell out “United States” when it appears as a noun. As a modifier, “U.S.” is acceptable but not in the Agency’s name on covers or title pages.

Compass points are abbreviated as follows:

• Southwest, SW
• Southeast, SE
• Northwest, NW
• Northeast, NE

For state names, abbreviations are appropriate only in long lists, addresses, and when used in conjunction with the name of a city, town, village, or military base in that state.
Nonpostal abbreviations:

Ala., Ariz., Ark., Calif., Colo., Conn., Del., Fla., Ga., Ill., Ind., Kan., Ky., La., Mass., Md., Mich., Minn., Miss., Mo., Mont., N.C., N.D., Neb., Nev., N.H., N.J., N.M., N.Y., Okla., Ore., Pa., R.I., S.C., S.D., Tenn., Vt., Va., Wash., W.Va., Wis., Wyo.

There are eight states that are never abbreviated in text: Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas, and Utah.

Use the two-letter United States Postal Service abbreviations only with full addresses that include ZIP code:

AK, AL, AZ, AR, CA, CO, CT, DE, FL, GA, HI, IA, ID, IL, IN, KS, KY, LA, MD, MA, ME, MI, MN, MS, MO, MT, NE, NV, NH, NJ, NM, NY, NC, ND, OK, OH, OR, PA, RI, SC, SD, TN, TX, UT, VT, VA, WA, WI, WV, WY.

EPA Guidelines for Acronyms. Avoid acronyms if possible. For example, EPA is acceptable, and so are other common acronyms like PCB and CFC. Always define the acronym in the text. Avoid frequent use of uncommon acronyms, even after you have defined them in the text.

Acknowledgments. The United States Government Printing Office regulations state:

“The printing of Government employees’ bylines in Government publications shall be confined to the authors of articles appearing therein, and to the photographers who have originated the pictures contained therein.”

• The term “byline” refers to any name listed for credits as opposed to employee names integral to the text itself.
• The term “author” applies to an individual who has conceived of, created, or is responsible for a text or section thereof. The term “author” cannot be extended to cover supervisors, managers, advisors, staff committee or workgroup members, and other such contributors, who may, however, be listed as a group or staff (but not by name) under “acknowledgments.”
• It is appropriate to acknowledge other noncontractor organizations or individuals representing them (although acknowledging an organization alone typically suffices).
• Contract numbers can be listed, but not contractor or contractor staff names.

Body of the Report

Text. Start each chapter with a dropped heading. The heading should start about one-third of the way down the page. Often, the first chapter is an introduction, but if your report is short, it might not require an introductory chapter.

Graphics. Graphics submitted to EPA must be at least 300 dots per inch and compatible with Adobe Illustrator^® (.eps) or Adobe Photoshop^® (.tiff).

Reference all graphics and place them in the document as close as possible to their mention in the text (but not before they are mentioned). When a report contains only a few pages of text and many graphics, place the graphics in numerical sequence after the text. Spell out the words “Figure” and “Table” in the text and captions. Put captions in boldface type.

Respect intellectual property rights:

• Be aware of copyright laws.
• Nongovernment photos, illustrations, and Web images need authorization to be reproduced.
• Credit the photographer, artist, or source of the photograph or illustration.
• Use trademark and copyright symbols as appropriate.

Copyrighted materials, or those from other publications, cannot be used without written permission and may require payment of a fee. Normally, copyright owners will grant the Agency publication rights or charge only a nominal fee since the use is by a government agency.

Photographs. Photographs of federal employees must show them “actually engaged in an act or service related to their official duties.” Furthermore, no illustration shall “serve to aggrandize” any individual. EPA discusses guidelines for photographs in Appendix 6 of the Policy and Implementation Guide for Communications Product Development and Approval.

Unless a publication is specifically designed to highlight employees (such as award ceremony programs), “mug-shots” of division directors, branch chiefs, and other employees, supervisory or staff, are not permitted in EPA publications. Limited use of photographs of political appointees, especially with biographies, is acceptable.

When people are easily recognizable in a staged photograph (one not part of a public event), obtain a release for permission to use their likenesses. In the case of minors, a parent or legal guardian must approve. Suggested release language:

“I hereby give the U.S. Environmental Protection Agency (EPA) permission to use (check applicable categories) ____ photographs, ____videotapes or motion pictures, _____sound recordings taken or recorded at the date and location described below, for nonprofit governmental purposes, including, but not limited to, environmental education and awareness.

“I understand that this permission includes, but is not limited to, publication of this material by EPA or other governmental or nonprofit agencies in printed materials, television or radio broadcasts, or Internet Web sites. I also understand that government publications cannot be copyrighted and can be republished, adapted, and used by anyone without permission, even for some commercial adaptations.

“I further understand that I will not be compensated for such use. (The location and date of the event is needed along with signatures, addresses, and telephone numbers.)

“If possible, contract with experienced graphic artists, design professionals, and Web developers to ensure a professional, cost-effective product. A good designer can make a product that's aesthetically persuasive to the intended audience and still save printing and production costs.”

Figures. Use figures only if they relate directly to the subject matter and are necessary to explain the text. Treat figures consistently throughout the document.

Make labels within the figure clearly legible. To ensure easy readability, maintain high contrast.

Avoid using footnotes in a figure. Incorporate explanatory material in the caption or document text.

Tables. Use tables to present data or text material in a clear, straightforward manner.

Organize tables as simply as possible for easy reading. Make the format of tables consistent throughout the publication. Number tables consecutively, using the chapter number or appendix letter as a prefix and starting tables in each chapter or appendix with “1.”

References. Check with NHSRC if you have questions about forms of citation or references.

Present references in an accurate, uniform manner at the end of each chapter, or together in a bibliography as the last chapter of your document.

One-word journal names should not be abbreviated (for example, Nature or Science.)

An excellent online source for correct journal titles and their standard abbreviations is Genamics™ JournalSeek.

The preferred form of a journal reference for citations appearing in most NHSRC publications is:

LastName, A. B., LastName, C. D., and E. F. LastName. Date Year. Title of Journal Article. Jrnl. Abbrev. Volume No. (Issue Number): Page Range.

In the document text, cite journal articles in parentheses:

• (Last Name and Last Name, Date Year)
• (Last Name, et al., Date Year)
• (Last Name, F. N. and N. N. Last Name, unpublished data)
• (Last Name, F. N. and N. N. Last Name, in press)

Include personal communications in parentheses within the text, for example, “(Cavanagh, Jeanne. Letter to author, 1990.)” In citing personal communications, obtain permission from the person to be quoted.

Equations. Define mathematical symbols at their first use. When mathematical formulas and equations are numerous, furnish a separate listing of symbols used. This list should appear in the front matter.

Microsoft^® Word has tools for setting up equations. Treat short, simple, and unnumbered equations as part of the text.

If an equation requires special symbols, positioning, or brackets, display the equation on a line by itself, centered on the width of the page, with spacing above and below.

Number equations consecutively, using the chapter number or appendix letter as a prefix and starting equations in each chapter or appendix with "1."

Mathematical and chemical equations are included in the U.S. Government Printing Office Style Manual and in other style manuals, such as those issued by the American Chemical Society or the American Society of Civil Engineers.  

Footnotes. Keep footnotes to a minimum; incorporate all brief and relevant explanatory comments in the copy. Indicate footnotes in the text by superscript numerals, and number consecutively beginning with “1” in each chapter.

Back Matter. Back matter can include appendices, a glossary, a reference list, and a bibliography. Back matter is listed in the table of contents.

Appendices. Appendices contain supplementary information, original data, or quoted matter too long for the body of the report.

Start all appendices on the next available page after the end of the body text.

Treat each appendix title as a dropped chapter head. Start the appendix title about one-third of the way down the page. List all appendices in the table of contents. Label them Appendix A, Appendix B, and so forth.

Glossary. The need for a glossary depends on the intended audience for the report. A glossary might include technical terms or specialized terminology. 

Bibliography. Bibliographic entries provide supplementary sources for information on the subject of the document. Present this literature, which has not been cited in the text, in a manner consistent with the references.

Style and Usage Recommendations

Many professional associations issue style guidelines. Journals have extensive usage and style requirements. Check online or with the journal publisher to see whether these materials are available for your particular need.

Passive/Active Voice. Avoid writing in passive voice. Use pronouns. Your writing will be more compelling, and it is easier to write in active voice with them.

For example, “mistakes were made.” It is unclear by whom mistakes were made. Active sentences are strong, clear, simple, and credible.

Passive: “A cleanup plan will be issued this summer.”
Active: “We will issue a proposed cleanup plan this summer.”

Passive: “My first trip to Cincinnati will always be remembered by me.”
Active: “I will always remember my first trip to Cincinnati.”

Positive Voice. Make definite statements. Instead of saying “The manager was not often on time,” you might write, “He usually arrived late.” Alternatively, “They did not get together regularly,” would be stronger written as, “They seldom got together.”

Avoid Unnecessary Words. Some expressions are so common, we write them without thinking. Be concise and clear!

Guidelines for Capitalization and Spelling. Refer to style guides for additional capitalization rules.

Internet – a decentralized, worldwide network of computers that can communicate with one another; can use “the Net” in later references.

World Wide Web – a set of standards that enables multi-media and graphical publication on the Internet. E-mail and Web sites both exist on the Internet. You can refer to “the Web.”

e-mail – e-mail rather than email. Also, use, “e-book,” “e-business,” and “e-commerce.”

online – one word; not hyphenated.

Web site, Web page – but “webcam,” “webcast,” and “webmaster.” (Note which words should be capitalized.)

agency – capitalized when it refers to EPA.

ground water – “ground water” is preferred over “groundwater” as both an adjective and a noun. Do not use the hyphenated “ground-water.”

stormwater – one word; not hyphenated.

section, article – not capitalized, even when referring to one part of a law or regulation.

state, federal, regional, local, tribal – not capitalized unless they begin a sentence or form part of an official title.

Region, regional – capitalize when referring to a specific EPA regional office: EPA Region 5 is….”

Title – capitalized when referring to a part of a law or regulation; not capitalized otherwise.

by-product – hyphenated.

Do not capitalize words that are not proper nouns; therefore, don’t capitalize “waste management,” “disposal,” “pollution prevention,” “nongovernmental organization,” “legislation,” “project,” “offices,” “endnote,” or “sector.”

Do not capitalize chemical and biological terms such as “lead,” “mercury,” “ricin,” “staphylococcal,” “dioxin,” “botulinum,” “cobalt,” or “anthrax.”

Do capitalize “EPA Region” and “State” when used in phrases like this: “The State of Ohio publishes that.”

Commonly Misused Words. See Appendix 3 of the EPA communications guide for other examples.

affect/effect –  “Affect” is normally a verb. “Effect” is normally a noun. For example, “Acid rain affects trees.” “Acid rain's damaging effects include weakening trees.”

The only use of “effect” as a verb is to mean “to cause” or “to bring about,” as in “EPA will effect change through a new program.” It is usually better to say accomplish, perform, produce, generate, make, etc.

cleanup – The noun and adjective forms are “cleanup”; the verb form is “clean up.” Do not use “clean-up.” For example,  “The cleanup will take six weeks.” “Workers will clean up the site in six weeks.” “The cleanup work will take six weeks.”

dispose – To “dispose” means to arrange, incline, or set in readiness. In contrast, “to dispose of” means to get rid of something. For example, "The on-scene coordinator is disposed to clean up the site now.” “The on-scene coordinator will dispose of the hazardous material at an approved landfill.” Improper use: “EPA will dispose the hazardous material.”

environment – Use “environment” to mean what surrounds us on the Earth's surface: air, water, trees, land, etc. In contrast, “earth's environment” means planets, stars, asteroids, magnetic fields, etc.

impact – “Impact” as a verb is over-used. Use “affect” or “affected” instead. For example, “The contamination will affect a large area” instead of “The contamination will impact a large area.” “The affected area ...” instead of “The impacted area ...”

may – “May” means permission exists, despite the lenience of some descriptive dictionaries. It may not be used as a synonym for “can,” “might,” “could,” or “would.”

waste – The term “waste” is implicitly plural. Do not add an “s” unless you mean different types. For instance: hospital waste is made up of various dangerous items,” but “solid and liquid wastes must be treated differently.”

which, that – Be careful of using “which” in place of “that.” “Which” tells something about the subject that is not absolutely necessary. “The project, which is six weeks overdue, is still with the contractor.” In contrast, “that” provides necessary definition or restriction: “Let's review the project that is six weeks overdue.” “Which” is always preceded by a comma, “that” while never is.

Contact

Connie Menefee