Policy and Guidance
Guide to Style and Formatting of Communication ProductsPlease refer to the EPA Communication Product Standards Stylebook for detailed information on communication products. The Associated Press (AP) Stylebook is specified by EPA for most general style issues not directly included in the EPA Communication Product Standards Stylebook. 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:
EPA works with, and recommends, the Plain Language Action and Information Network (PLAIN) as a source for plain language resources. Refer to EPA's Plain Language Web site for Agency-specific information on using plain language. 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.
National Homeland Security Research Center (NHSRC) Document RequirementsGuidelines. 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:
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 ReportsReports 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:
What needs a 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:
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:
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 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:
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.
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:
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.”
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. 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:
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. 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:
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:
In the document text, cite journal articles in parentheses:
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 RecommendationsMany 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.
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.
Commonly Misused Words. More information is available in the EPA Communications Stylebook.
Contact: Connie Menefee |