Writing Style Guide The Wisconsin Department of Children and Families Writing Style Guide is for DCF employees and contractors who prepare department information for publication. This includes print and digital materials, presentations, multimedia, and websites. This resource is designed to give the department's public information products a consistent, uniform look and style. Should have any questions, please contact the department's Communications Office at DCFMBCommunicationsOffice@Wisconsin.gov. The following general guidelines should be followed: The preferred type of font is Roboto, 12 point. Sometimes smaller font may be necessary but should generally not be below 10 point. Use one space after a period at the end of a sentence. Use margins that provide a pleasing frame for the body of the document. This is typically 1 inch margins on each side. Follow Associated Press (AP) Style Writing Basics Voice Voice refers to the “who” or “what” that is doing the verb’s action in a sentence. In English, there are two grammatical voices – active and passive. Active voice, which means the subject is doing the action, is preferred in most writing situations as it is more concise and easier for readers to understand. Example: The receptionist counted the guests in line. Passive voice, which means the subject is receiving the action, should be used sparingly. Example: The guests in line were counted by the receptionist. To learn more about active and passive voice, watch this short YouTube video. Verb Tense The single most important word in a sentence is the verb. A verb is a word that expresses action, state, or condition. It provides the muscle in your sentence. In English, there are six main verb tenses: Present Past Future Present Perfect Past Perfect Future Perfect To learn more about verb tenses, visit the University of Purdue’s Online Writing Lab. Tone “Tone in writing refers to the writer’s attitude toward the reader and the subject of the message. The overall tone of a written message affects the reader just as one's tone of voice affects the listener in everyday exchanges" (Ober, 1995). To assist in determining tone of a document, the author should consider why they are writing the document, what they wish to convey, and who the audience is. To learn more about tone in business writing, visit the University of Purdue’s Online Writing Lab. Readability DCF writers are advised to write information for readers to understand at an eight-grade reading level. Below are a variety of resources available to staff that will help them determine the Flesh-Kincaid Grade Level. Hemingway Application Through this program, users can determine the readability and receive recommendations on alternative grammar to meet the eight-grade level. Users should delete the sample copy on the page and copy their content into the space. Microsoft Word Users will need to update their options to ensure they can view the Flesh-Kincaid grade level. Click the File tab, and then click Options. Click Proofing. Under When correcting spelling and grammar in Word, make sure the Check grammar with spelling check box is selected. Select the Show readability statistics. After the feature is enabled, open the file you wish to check, and check the spelling. When Word finished spell checking the spelling and grammar, it will display information about the reading level of the document. Gender-Inclusive Language Use of gender-inclusive language shows respect to non-binary individuals and increases overall gender equality. When writers are preparing documents, it is important to avoid gendered nouns and use gender pronouns appropriately. When having to use gender pronouns, the writer can: Use more than one pronoun Alternate genders and pronouns Try making the nouns and pronouns plural Use “they” as a singular noun To learn more about gender-inclusive language, please visit University of North Carolina’s Writing Center. Acronyms Define them during first use! Write out the words that make up an acronym during its first instance, with the acronym included in parenthesis behind. The Wisconsin Department of Children and Families (DCF) received a federal grant. Once the acronym is clearly established, use it for any following references within a document. An alternative for additional references is to use a generic noun rather than the acronym. For example, after spelling out National Association of Social Workers (NASW), "the organization," or "the association," can be used instead of NASW. Capitalization DCF uses a down style in our writing. If the word isn't at the beginning of a sentence or isn't a proper name, we generally don’t capitalize it. When in doubt, we recommend using lower case. County Capitalize only when part of a proper name. Lowercase in plural references. Ashland County. In Dane and Milwaukee counties. Department Capitalize when it is part of a proper name. Lowercase condensations and non-specific references The Wisconsin Department of Children and Families. The department began discussions. Directions and Regions Lowercase north, south, northeast, etc., when they indicate compass direction or are used with states and cities. He drove west. The rates in southern Wisconsin. Capitalize when part of a proper name or used in denoting widely known sections. He visited West Virginia. The train geos through the Lower East Side of New York. Email No hyphen; capitalize only at the beginning of a sentence. Governmental Bodies Capitalize the full proper names of government agencies. The U.S. Department of State. Lowercase further condensations, plurals, and nonspecific references. The department. All states except Nebraska have a state senate. The town does not have a fire department. House of Representatives Capitalize when referring to a specific governmental body and when shortened references delete the words of Representatives. U.S. House of Representatives. The Wisconsin House of Representatives. The Wisconsin House. Lowercase plural uses. The Wisconsin and Michigan houses. Intranet/Internet Lowercase, unless at the beginning of a sentence. Legislature/Assembly Capitalize when preceded by the name of the state and in specific references. The Wisconsin Legislature. Both houses of the Legislature adjourned today. Lowercase when used generally and in plural references. No legislature was approved. The Wisconsin and Illinois legislature are considering the amendment. Senate Capitalize all specific references, regardless of whether the name of the sate or nations is used. Wisconsin Senate. The state Senate, the Senate. Lowercase plural uses and references to non-governmental bodies. The Wisconsin and Illinois senates. The student senate at UW-Madison. Titles (persons) Lowercase and spell out titles when they are not used with an individual’s name or when they are set off from a name by commas. The governor issued a statement. The governor, Tony Evers, was elected in 2019. Capitalize formal titles when they are used immediately before one or more names. Lieutenant Governor Mandela Barnes. Governors Tony Evers and Tim Walz. Web, Webpage, Website Do not capitalize: no spaces (home page is two words). Numbers In general, spell out one through nine and numbers that start a sentence. Use figures for 10 and above and whenever preceding a unit of measure or referring to ages of people, animals, events or things. Figures should also be used in all tabular matter and in statistical and sequential forms. Ages Use hyphens for ages expressed as adjectives before a noun or as substitutes for a noun. A 5-year-old boy, but the boy is 5 years old. The boy, 5, has a sister, 10. The race is for 3-year-olds. Dates The month should be spelled out or abbreviated and a comma should be used to set off the year when the phrase refers to a month, date and year. She was born on Feb. 8, 2007, in Milwaukee, Wis. When a phrase lists only a month and a year, do not separate the year with commas. March 2020 was a tough month. The project began in March of 2020. Web Addresses Digital: the URL should be hyperlinked to the appropriate descriptive text. Example: For more information about YoungStar, visit DCF’s webpage on child care. Print: the URL should be included as part of the sentenced and not underlined. Example: For more information about YoungStar, visit DCF’s webpage on child care at https://dcf.wisconsin.gov/youngstar/program. Emphasizing Content When emphasizing certain words or phrase within a document, writers should use italic or bold font. Avoid underlining as it can be confused with a hyperlink, especially on web content. Statutory References In general, use the same citation for the same legal authority throughout a document; always being a sentence with a full work, not an abbreviation; and when alternate forms are available, choose the one that will be easiest for your audience to understand. Examples of the most frequently used citations are below. Wisconsin Statutes Basic citation form, used in a list or in a citation following a sentence: Wis. Stat. § 48.08(1), or Wis. Stat. s. 48.08(1) Wisconsin Stat. §§ 48.08 – 48.12, or Wis. Stat. ss. 48-08 – 48.12 Wis. Stat. ch. 48 At the start of a sentence: Wisconsin Stat. § 48.08(1), or Wisconsin Stat. s. 48.08(1) (see above for plural): Wisconsin Stat. ch. 48 Section 48.08(1) of the Wisconsin Statutes Sections 48.08(1) and 48.09(2) of the Wisconsin Statutes Chapter 48 of the Wisconsin Statutes When included in a sentence (see above for plural): Pursuant to Wis. Stat. § 48.65, or Pursuant to Wis. Stat. s. 48.65 Pursuant to section 48.65 of the Wisconsin Statutes Pursuant to Wis. Stat. ch. 48 Pursuant to chapter 48 of the Wisconsin Statutes Federal Statutes – United States Code Basic citation form, used in a list or in a citation following a sentence: 25 U.S.C. § 1911, or 25 U.S.C. s. 1911 25 U.S.C. §§ 1911 – 1923, or 25 U.S.C. ss. 1911 – 1923 25 U.S.C. ch. 21 At the start of a sentence (see above for plural): Title 25 of the United States Code, § 1911, or Title 25 of the United States Code, s. 1911 Title 25 of the United States Code, ch. 21 Section 1911 of Title 25 of the United States Code Chapter 21 of Title 25 of the United States Code When included in a sentence (see above for plural): Pursuant to 25 U.S.C. § 1911, or Pursuant to 25 U.S.C. s. 1911 Pursuant to 25 U.S.C. ch. 21 Pursuant to § 1911 of Title 25 of the United States Code, or Pursuant to s. 1911 of Title 25 of the United States Code Pursuant to ch. 21 of Title 25 of the United States Code Regulatory References In general, use the same citation for the same legal authority throughout a document; always being a sentence with a full work, not and abbreviation; and when alternate forms are available, choose the one that will be easiest for your audience to understand. Examples of the most frequently used citations are below. If you need help citing something, please contact your division’s Office of Legal Counsel attorney for assistance. Wisconsin Administrative Code Basic citation form, used in a list or in a citation following a sentence: Wis. Admin. Code § DCF 251.03(4g), or Wis. Admin. Code s. DCF 251.03(4g) Wis. Admin. Code §§ DCF 251.09 – DCF 251.10, or Wis. Admin. Code ss. DCF 251.09 – DCF 251.10 Wis. Admin. Code ch. DCF 251 At the start of a sentence (see above for plural): Wisconsin Admin. Code § DCF 251.03 or Wisconsin Admin. Code s. DCF 251.03 Section DCF 251.03(4g) of the Wisconsin Administrative Code Chapter DCF 251.03(4g) of the Wisconsin Administrative Code When included in a sentence (see above for plural): Pursuant to Wis. Admin. Code § DCF 251.03(4g), or Pursuant to Wis. Admin. Code s. DCF 251.03(4g) Pursuant to Wis. Admin. Code ch. DCF 251 Pursuant to section DCF 251.03(4g) of the Wisconsin Administrative Code Pursuant to chapter DCF 251 of the Wisconsin Administrative Code Code of Federal Regulations Basic citation form, used in a list or in a citation following a sentence: 45 C.F.R. § 1355.20(a), or 45 C.F.R. s. 1355.20(a). 45 C.F.R. §§ 1355.20 – 1355.59, or 45 C.F.R. ss. 1355.20 – 1355.59 45 C.F.R., title 45 At the start of a sentence (see above for plural): Title 45 of the Code of Federal Regulations, § 1355, or Title 45 of the Code of Federal Regulations, s. 1355 Section 1355 of Title 45 of the Code of Federal Regulations Title 45 of the Code of Federal Regulations When included in a sentence (see above for plural): Pursuant to 45 C.F.R. § 1355, or Pursuant to 45 C.F.R. s. 1355. Pursuant to § 1355 of Title 45 of the Code of Federal Regulations, or Pursuant to s. 1355 of Title 45 of the Code of Federal Regulations Pursuant to the Code of Federal Regulations, title 45 Pursuant to Title 45 of the Code of Federal Regulations Reference: Ober, Scott. Contemporary Business Communication. 2nd Edition. Boston: Houghton Mifflin, 1995.
