SUGGESTED STYLE GUIDELINES FOR VOTERS’ GUIDE 
EDITING AND PROOFREADING

Please note:  This is not intended to be a complete style guide; instead, it is intended to be a reference for Voters’ Guide editors and proofreaders on possible questions that might arise regarding typical content of our guides.  Examples of preferred usage are listed in italics.

PUNCTUATION

The Comma

1.  To separate items in a series, a comma is preferred before “and” when there is a series of three of more items.
Candidates must be at least 25 years old, United States citizens, and residents of New Mexico.

2.  A comma is not used after “such as,” although it may be used before these words.  
There are many issues involved in climate change, such as global warming, air pollution, and governmental policies.

3.  The comma is used to separate independent sentences connected by a coordinating conjunction such as and, but, or, nor, for, so, yet.  However, the comma is not used unless there are two complete sentences to be connected.
I’d like to hear the candidates speak, and I plan to attend the forum tonight.
I’d like to hear the candidates speak and plan to attend the forum tonight.

4.  The comma is used to separate introductory material (one or many words) from the rest of the sentence.  If the introductory material is short and there is no chance of confusion, the comma is optional.
While eating lunch, the committee discussed plans for the forum.
Last night I attended the forum.  OR    Last night, I attended the forum.

5.  The comma is used to separate an introductory dependent clause from the rest of the sentence.  However, when the dependent clause comes at the end of the sentence, there is generally no comma.
Because I believe in the goals of the League, I will help you organize the forum.
I will help you organize the forum because I believe in the goals of the League.

6.  A comma may be used with an adverbial clause that sets up a contrast; this type of adverbial clause is introduced by words such as whereas, while (in one of its meanings), whether or not, although, though, even though, no matter how.
She loves her job, even though the salary is not enough to meet the cost of living in our area.

7.  The comma is used to separate an afterthought from the main part of the sentence.
I like the candidate’s personality.  I can’t vote for him, though. 
I don’t plan to attend the forum, having already heard the candidate speak elsewhere.

8.  The comma may be used to separate descriptive adjectives.  There are two tests that can be applied to determine if a comma belongs between two adjectives:  (a) if you can logically put “and” between the two adjectives; and (b) if you can reverse the order of the adjectives and the result still sounds acceptable.
A democracy needs candidates who are thoughtful, caring, and well informed.
This interesting, relevant discussion is my idea of time well spent.
The traditional non-partisan candidates’ forum will be held next Thursday. 

9.  Commas are used to enclose extra, non-essential information that is provided in phrases or clauses that could be omitted without affecting the meaning and clarity of the sentence.  When the interrupting material supplies essential, identifying information or helps the reader distinguish one thing from another, no commas are used.  The words “which” and “that/who” are used similarly:  “which” is used when extra information is provided, and “that” is used when essential information is provided.
Rio Rancho, the state’s third largest city, continues to grow at a fast pace.
The issue that concerns me most is the economy.
Charles Brown, who is the incumbent, will go first in the forum.

10.  The comma is used to separate words in dates and addresses.
Carrie Chapman Catt was born Tuesday, January 9, 1859, in Ripon, Wisconsin.
They live at 4444 W. Sunshine Road, Skyview, NM 87555.
Dolores was born in Denver, Colorado, but now lives in Socorro, New Mexico.

The Colon

1.  The colon is used to introduce a list that follows a complete statement.
Speakers will select one of the following topics:  energy independence, global warming, water resources, or waste management.

2.  A colon must be preceded by a complete statement.  Therefore, it should never be used immediately after a form of “to be” (is, are, am, was, were, be, been, being) or immediately after the verb, “include.”
The four largest cities in New Mexico are the following:  Albuquerque, Las Cruces, Rio Rancho, and Santa Fe.
The four largest cities in New Mexico are Albuquerque, Las Cruces, Rio Rancho, and Santa Fe.
(Incorrect usage:  The four largest cities in New Mexico are:  Albuquerque, Las Cruces, Rio Rancho, and Santa Fe.)

The Semicolon

1.  Use of a semicolon suggests that the two sentences are closely related in meaning.
I understand the candidate’s point of view.  However, I don’t agree with it.
(Writer strongly disagrees with the candidate.)
I understand the candidate’s point of view; however, I don’t agree with it.
(Writer mildly disagrees.)

2.  The semicolon is used to separate items in a complex series.
The sale of Bond Issue 1 will fund the senior citizen projects throughout the state as follows:  Bernalillo County, 12 projects totaling $1,000,000; Dona Ana County, 11 projects totaling $700,000; and Santa Fe County, 10 projects totaling $600,000.

Quotation Marks

1.  Quotation marks come after commas and periods, and before semicolons and colons.
The media sometimes use shorthand for Democrats and Republicans, writing “blue states” and “red states” instead of the party names.
The candidate said she favored reinstating the so-called “death tax”; however, it will be unlikely to come up during the next session of Congress.

2.  Quotation marks are used to enclose direct quotations.
Kathy said, “All the candidates are coming.”
“The candidates are coming,” Kathy said.
“The candidates,” said Kathy, “are coming.”
“The candidates are coming,” Kathy said.  “Let’s meet them at the entrance.”

3.  Quotation marks may be used to stress unusual usage of words and phrases or to indicate a sarcastic use of a word.
The term “log-rolling” refers to the combining of two independent provisions in the same piece of legislation.
We heard a “singer” who sounded like a bilious cat.

4.  Single quotation marks are used to enclose a quotation within a quotation.
“One slogan I never tire of hearing,” the speaker said, “is Franklin D. Roosevelt’s, ‘The only thing we have to fear is fear itself.’”

Apostrophe

1.  The apostrophe is used to indicate possession.  For singular nouns and indefinite pronouns, add the apostrophe plus “s,” unless adding the “s” would look or sound awkward.  For plural nouns ending in “s,” add only the apostrophe.  For irregular plurals (men, women, children, people, sheep, etc.), add the apostrophe plus “s.”  For individual ownership, add the apostrophe plus “s” to each name.  For joint ownership, add the apostrophe plus “s” to the last name only.  Note that most personal pronouns (his, hers, its, theirs) do NOT use an apostrophe.  
Everyone’s friend	Josie’s garden		Doris’s husband (Doris’ husband is also correct)
Candidates’ position statements		Women’s activities
Maria’s and Lorraine’s husbands		Mary and Eileen’s gallery
The department is due for its annual review.
The juniors have received their report cards; the seniors are still waiting for theirs.

 2.  The apostrophe is used to indicate omissions in contracted words or numerals.  Avoid contractions in formal writing.
Don’t		class of ’98		it’s (for it is)
They’re	o’clock			who’s (for who is)

3.  The apostrophe can be used as an option to form the plural of letters, abbreviations, and symbols.  If this option is chosen, use it consistently.
Ph.D.’s	1990’s		PCB’s		5’s

The Dash

1.  The dash is used to set off an interruption.
Jim’s slight acquaintance with the president – they had met briefly at a large meeting – made him hesitate to call her.

2.  The dash is used to indicate a sudden break in thought.
The audience included volunteers, staff, elected officials, and students – all kinds of people.

3.  The dash is used to set off additional words included for clarity or emphasis.
Lightning is an electrical discharge – an enormous spark.

Note:  the dash should be used sparingly.

Parentheses
 
1.  Parentheses can be used to set off illustrative supplementary material and to enclose figures and numbers for clarification within a sentence.
Some states (New Mexico, for instance) have strict drunk driving laws and penalties.
Each entry will be judged on the basis of the following: (a) its artistic value; (b) its craftsmanship; and (c) its uniqueness.

Hyphen 

1.  The hyphen is used to indicate compound numbers from twenty-one to ninety-nine (if they are written out).
sixty-two	  BUT	  one hundred twenty

2.  The hyphen is used to join two or more words serving as a single adjective before a noun.
Eighty-two-year-old senator	   know-it-all-expression        half-time job         bluish-green eyes
L-shaped room	high-energy beam	long- or short-term solution  

3.  Note that adjectives coming after a noun are not hyphenated.
Her eyes were bluish green.
New Mexico’s senator is eighty-two years old.
Her job was half time.

4.  Note that adverbs modifying verbs before nouns are not hyphenated.
well written report		federally funded project

5.  The hyphen is used to join certain prefixes and suffixes to words.
Ex-wife		self-conscious		all-inclusive
Senator-elect		anti-war		mid-May

6.  The hyphen is used to divide a word at the end of a line.  (Do not divide a one-syllable word.)
One of the most serious issues related to transportation is the increasing cost of gaso-
line.

Ellipses

Note:  LWVNM Voters’ Guide policy is to limit the number of words allowed in a candidate’s response to each League question.  If a candidate exceeds the word limit listed for a question, the remaining words in the response will not be printed.  Ellipses, … , will appear at the end of the response to indicate that the word limit was exceeded.  If the limit is reached before the end of a sentence, three ellipses are used; if the last word of the sentence is reached, four ellipses are used.
I will work to expand college scholarships, reduce energy costs, and the reduce the deficit by …
Fundamental changes to America’s health care system must be made to control costs. …

NUMBERS

1.  Use words for numbers ten and below; use numerals for numbers above ten.  Use words for round numbers such as hundred, two hundred, and million.  However, with statistics or lists of numbers, use all numerals unless all the numbers are ten or below.
Two projects		15 committee members	hundreds of people
thousands of details		millions of dollars

2.  Be consistent when presenting a series of numbers.  When small numbers appear in a group of items with large numbers, write them all in numerals for consistency.  When dealing with more than one series of quantities in the same sentence, it is acceptable to use numerals for one set of numbers within the series as shown in the second example listed below.
The 50 senior citizen projects funded by bonds included the renovation of 42 senior centers and the construction of 8 new centers.
The sale of Bond Issue A will fund senior citizen projects in three counties as follows:  Cibola, five projects totaling $581,600; Colfax, seven projects totaling $274,240; and Curry, four projects totaling $45,716.
The highest percentage of voters was in precinct 1 with 56%, followed by precinct 13 with 45%.  Precinct 6 had only 9%.

3.  The following examples demonstrate the use of numbers and hyphens when age is stated:
44 years old	 11 months old		a 24-year-old woman		in his fifties	in her mid-thirties

4.  Spell out numbers when they appear as the first word of the sentence.
Seventy-six people attended the forum.

CAPITALIZATION

1.  Capital letters are to be used in the following cases:

•	Names of organizations such as political and religious groups, associations, companies, unions, clubs, and other proper nouns
•	Names of races, religions, nationalities, and languages
•	Names of historical events and periods

2.  The following capitalization guidelines are suggested for LWV usage of words related to government:

Capitalize titles such as  “senator” and “representative” only when used with proper names.
Senator Joe Martin	the senator	the representative	the congresswoman
Representative Maria Montes		Justice Dolores Franklin

When the specific name is used, it should be capitalized.  When “the” precedes a name, the “t” should be in lower case, even if it is part of an official title.
United States Congress	U.S. Congress		 United States Senate
United States House of Representatives	 United States Constitution
New Mexico Constitution	 Senate Bill 47		New Mexico Supreme Court
the Las Cruces City Council		the Bureau of Elections	the New Mexico Supreme Court 

When used in a general sense, do not capitalize government, state legislature, state statutes, bonds, amendments, school districts, special districts, water district, senate, senate bills, offices of the county clerks, district court justices, attorney general, and congressional delegation. 

ABBREVIATIONS

1.  When followed by a proper name, these abbreviations can be used:  Mr., Ms., Mrs., Dr.

2.  Capitalization of abbreviations:

The names of organizations, countries, persons, and things that are usually referred to by initials may be capitalized.
GNP		NATO		FBI		ABC		DNA		TV	UNICEF

Certain words in dates or figures may be capitalized.
 40 mpg	11:15 a.m. (or 11 am.)		MST (Mountain Standard Time)
14 BC		No. 88 (or no. 88)

3.  Titles and degrees with proper names may be capitalized.
James Melendez, CPA       	A.M. Perkins, Jr.     	Mary Brown, Ph.D.

INTERNET STYLE

Preferences:	website		Internet	e-mail		online	 	web address

After typing a web address, press the ENTER key.  The underlining creates a hotlink when people read an electronic version of the text.

If a web address is written at the end of a sentence, the usual period at the end of the sentence can be used.

Prepared by a LWVNM Voters’ Guide subcommittee:  Jennice Fishburn, LWVNM Voters’ Guide Chair, Meredith Machen, LWVSF, and Becky Shankland, LWVLA.
September 15, 2008

Suggested references for style guidelines:  The Chicago Manual of Style, Merriam-Webster’s Collegiate Dictionary, The Elements of Style by William Strunk, Jr. & E.B. White