AP Style Comprehensive Notes (Key Rules and Examples)

AP Style Notes (Comprehensive Study Guide)

• AP style is presented as the gold standard for how we write in journalism and communications, including in social media applications. It helps ensure objectivity and consistency and is updated over time (e.g., the percent symbol update occurred just two years ago). AP style aims to reduce bias in reporting. In this course, different classes may require varying levels of subjectivity; the current class emphasizes objective reporting unless a specific assignment asks for or allows subjective interpretation.

• Objectivity vs. subjectivity

  • Objectivity: writing with no bias; presenting facts as reported. No personal opinions should appear unless quoted or officially supported.
  • Subjectivity: expressing personal or group opinions as part of the piece, typically in quotes or as analysis. In some assignments (e.g., consumer news Q&A), you may present both
    objective reporting and a subjective angle (why it matters to you).
  • Practical point: AP style generally discourages subjective voice in news reporting outside of quotes or officially sourced commentary.

• AP style usage across contexts

  • AP style is widely used across journalism, advertising, and communications; it also informs social media content.
  • Many common abbreviations and spellings in AP are designed for clarity for general readers.

Style Book Versions and Access

• Versions of the AP Stylebook you might encounter

  • Spiral-bound physical copy (highly recommended for ease of use when held open).
  • A version available online (access provided by the course). Some institutions obtain different formats depending on licensing and print availability.
  • Note: The online version is comprehensive; the physical copy may be limited for certain sections.

• Why AP style matters in class

  • It helps standardize how we present information, especially for clarity and bias avoidance.
  • Differences between AP and other style guides (APA, MLA, Chicago) include specifics on abbreviations, dates, numerals, and naming conventions.

Key Concepts: Objectivity, Style, and Bias

• AP style emphasizes objective writing, especially in news reporting.
• Objectivity does not forbid reporting on opinions, but those opinions must be clearly attributed or reported as fact with sourcing.
• For this class (three-thirteen and three-fourteen context provided), the balance between objective reporting and subjective commentary varies by assignment:
  • Three-thirteen (Media Writing I): entirely objective unless quoted or officially supported.
  • Three-fourteen: may incorporate more subjectivity, but not in first person in most cases; grading and assignment specifics may drive this.
  • Consumer news: Q&A requires presenting the story objectively and may also include a subjective reflection on why it matters to the reader.

Abbreviations, Acronyms, and Names

• Abbreviations and first references

  • In AP style, avoid using abbreviations on first reference for most terms.
  • If a long name is introduced, spell it out on first reference and consider the widely known acronym only after that (subsequent references may use the acronym).
  • Example: Texas A&M University on first reference; Texas A&M on second and subsequent references. Do not use TAMU on first reference.
  • For government or organizations with common acronyms (e.g., FBI, NASA, IRS, NFL, MLB, FIFA), these may be understood by readers and acceptable on first reference in many contexts.
  • A less-known organization (e.g., TSCRA) should not be abbreviated on first reference if the audience is not expected to know it.

• FFA and related naming

  • FFA previously stood for Future Farmers of America; AP style notes that this is no longer the brand name. The current preferred first reference is National FFA Organization, with subsequent references to FFA.
  • This reflects how brand and organizational naming evolve; follow the AP guidelines to avoid outdated abbreviations.

• Titles and formal vs earned titles

  • Earned titles (e.g., elected government positions like senator, governor, representative) are abbreviated before full names outside of direct quotes (example formatting may vary by sentence structure).
  • Formal titles are treated differently; in academic contexts, the use of “Doctor” may be limited in some AP contexts (e.g., not used for a non-medical or non-clinical doctor in some references unless clearly earned or widely recognized).
  • Courtesy titles (e.g., Mr., Mrs., Ms.) are generally avoided in AP headlines and many AP-style news pieces; however, there are nuanced rules depending on context.
  • When a person’s formal title is mentioned, it is often capitalized if it is part of the formal title (e.g., Department of Agricultural Leadership, Education and Communications).

• Names with titles and capitalization

  • If you refer to a formal department or program by its full proper name, capitalize: Department of Agricultural Leadership, Education and Communications.
  • If you refer to a field or degree title generically (e.g., agricultural communications and journalism) in non-formal usage, lowercase unless part of a formal degree title.
  • For academic degrees, the full degree title (e.g., Bachelor of Science in Agricultural Communications and Journalism) is capitalized.

Abbreviations and City/State Usage

• City and state conventions

  • AP has rules about when a state behind a city is required. Some standalone cities do not need a state attached (e.g., New York, Dallas) because the city is widely recognized.
  • Do not attach state abbreviations to such cities; use the standalone city name unless context requires a state.
  • Certain states or city references may require the state in other contexts; consult AP for specific city/state rules.

• Common abbreviations and style choices

  • The book includes a section on acceptable abbreviations and when to use them in first vs subsequent references.
  • The style guide favors clarity for readers who may not know all acronyms.

Dates, Times, and Numerals in AP Style

• Dates

  • AP format for dates typically uses Month day, year (e.g., July 1, 2025).
  • Do not use “st,” “nd,” “rd,” or “th” after the date (no suffixes on dates).
  • In numeric form, dates can appear as $07/01/2025$ in certain contexts (some outlets or headlines); however, the standard in running text remains Month day, year.
  • When referring to a month and year without a specific date, spell out the month (e.g., August 2023).
  • If a date is within a sentence and a specific date is needed, use the Month day, year format.

• Times

  • Use numerals for times and append a.m. or p.m. with periods and spaces (e.g., 3:00 p.m.; 08:30 a.m.).
  • Do not put spaces between the time and the periods of the suffix beyond the space shown (e.g., 3:00 p.m.).
  • For a specific time, use a colon (e.g., 08:31 a.m.).
  • Noon and midnight are preferred over 12 p.m. and 12 a.m. when referring to general times.

• Numerals: general rules and exceptions

  • For numbers from $10$ and up, use numerals (e.g., $22$ people; there were $22$ attendees).
  • For numbers from $1$ to $9$, spell out unless they are used as part of a measurement, age, time, date, or a numerical designation.
  • Exceptions where numerals must be used: ages, addresses, monetary values, dates and times, sizes, measurements, percents, speeds, temperatures.
  • If a number begins a sentence, spell it out and consider hyphenation or rephrasing to avoid starting with a numeral (e.g., “Twenty-two people…”).
  • When a descriptor modifies a noun, hyphenate the compound (e.g., a $20$-year-old woman vs. the woman was $20$ years old).

Hyphens, Dashes, and Punctuation

• Hyphenation (two main types in AP)

  • En dash (–): used to connect related items or ranges and can link numbers (e.g., pages 12–14) or provide context in a sentence.
  • Em dash (—): used to set off a break or add emphasis or an appositive; provides additional context or a side note.
  • AP style requires spaces around em dashes (i.e., space—space) in standard usage.
  • In contrast, APA style may differ in spacing conventions around em dashes.

• Appositive and dash usage

  • Em dash can replace commas to set off a related thought, but ensure readability and avoid overuse.
  • The appositive concept is used to insert context or clarification; em dash can act similarly when used sparingly.

• Quotation punctuation

  • Commas and periods go inside quotation marks in AP style.
  • When attributing speech, choose the phrasing that sounds natural: e.g., "I went to the ballpark," he said vs. I went to the ballpark, he said. The former typically reads better.
  • The period or comma is inside the closing quotation mark unless the quotation is followed by a non-speech tag.
  • If you include a clarifying title after the quote (e.g., Jane Doe, editor), you should adjust punctuation accordingly; otherwise, keep it simple and clear.

• Apostrophes and possession

  • Possessives for names ending in s typically take an apostrophe after the s (e.g., Jones's or Jones’ depending on style; AP generally favors adding ’s for singular names ending in s in most modern usage).
  • For organization names ending in s, add ’s to show possession (e.g., the organization’s policies).

Numbers, Measurements, and Formal Names

• Numbers and measurement formatting

  • Use numerals for most quantities, ages, times, and dates as noted above.
  • Spell out numbers in contexts where it reads more naturally (e.g., one hundred attendees) when not dealing with precise figures; use numerals for precise data.
  • For formal degree titles, capitalize the full degree name (e.g., Bachelor of Science in Agricultural Communications and Journalism).

• Names and capitalization rules

  • First reference: spell out the full entity name (e.g., National FFA Organization) and use the acronym thereafter (FFA) when appropriate.
  • When writing about departments or programs, capitalize proper names (e.g., Department of Agricultural Leadership, Education and Communications).
  • Avoid overuse of courtesy titles in news-writing; use formal titles only when necessary and appropriate to the context.

Practical Examples and Guidelines from the Class Notes

• Adviser vs advisor

  • AP style uses the spelling adviser (not advisor).

• Percent sign

  • AP style uses the % symbol rather than spelling out “percent.”

• Abbreviations on first reference

  • Do not abbreviate most terms on first reference; spell out and then abbreviate on subsequent references only if widely recognized.

• Commonly known abbreviations

  • FBI, NASA, IRS, NFL, MLB, FIFA are widely recognized and acceptable; others should be spelled out on first reference.
  • TSCRA (Texas and Southwestern Cattle Raisers Association) should generally be spelled out on first reference unless widely known.

• Cities and states in AP style

  • Some cities (e.g., New York, Dallas) do not require state identifiers in many contexts.
  • When a city-state combination is not widely known, include the state abbreviation.

• FFA naming and updates

  • Use National FFA Organization on first reference; then FFA on subsequent references.

• Time formats and noon/midnight

  • Use noon or midnight rather than 12 p.m./12 a.m. when clarity is needed.

• Date/time formats in running text

  • Prefer Month day, year for running text; numeric formats ($07/01/2025$) may appear in headlines or data tables depending on outlet style.

• AP style and dynamic updates

  • The AP stylebook is updated periodically (e.g., changes to spelling, abbreviations, or usage); stay current with the latest edition or the online version provided by your course.

• Quick recall cheats

  • Always numerals for ages; hyphenate modifiers that describe a noun (e.g., 20-year-old).
  • Use abbreviations only after the full name has been introduced, and avoid non-common acronyms on first reference.
  • Use space around em dashes; place punctuation inside quotation marks for quoted dialogue.
  • Capitalize formal degree titles and department names; avoid casual forms for formal titles when appropriate.

Quick Practice Examples (to test comprehension)

• Correct the first reference: Texas A and M University; subsequent reference: Texas A&M. Do not use TAMU.
• Correct the first reference for an organization: National FFA Organization; subsequent reference: FFA.
• Write the date in AP running text: July 1, 2025.
• Write the date in numeric form (if required): $07/01/2025$.
• Write the time in AP style: 8:30 a.m. or 3:15 p.m. (with periods and spaces).
• Express ages: a $22$-year-old student; do not write “twenty-two-year-old” when using numerals for the age.
• Use an en dash for a range: pages 12–14; use an em dash to insert a break or side note — with spaces around the em dash in AP style.
• Punctuate a quote: "I went to the ballpark," she said.
• Address possessives: the Joneses’ house (if following AP guidance on possessive forms for plural surnames ending in s); otherwise, follow the house style guide for possessives.