(UNIT III)

NEWSPAPER STYLE SHEET

Style Sheet is a standardized booklet used as a guidance to follow the rules and principles of Journalism in any
news organization. It incorporates set rules to follow in different spears such as the language, grammar, usage of
capitalization, numerical, titles, names of months or days and so forth.

The advantage of a Style Sheet is firstly that it creates a standardization of rules to be followed by all news
organizations. Secondly it guarantees uniformity in the patterns and style followed by a news organization.
This further marks certain Credibility for the organization. It also becomes Convenient for organizations to run
smoothly if they follow a set of rules. Most importantly, Style Sheets forms particular identity of a news
organization.

Among others, the Style Sheet produced by the Associated Press called the Associated Press Style book (AP
Style Sheet) is the most popular and is followed by almost all the news paper organizations, although many of
the Electronic media also use it

Consistency – in style is essential for a well-edited newspaper. Each newspaper should have a style sheet
containing rules that must be carefully observed by all its staff members.

A. Basic Instructions to Reporters. Some basic reminders to reporters are:

1. Ensure accuracy of all stories. Verify your facts before including them in your report.
2. Verify the spelling of all names.
3. Verify all dates and numbers.
4. Gather all facts of a story. A good story is sometimes ruined by the omission of one important fact
which should have been secured. Do not hesitate to return to a source of information for additional facts.
5. In reporting about a meeting, devote the first paragraphs to the actions or decisions taken by the meeting
rather than the fact that the meeting was held or when it was held or the name of the organization
holding it. The rule applies to an advance story on a meeting.
6. Be definite and specific.
7. Use the active voice instead of the passive except when the person or thing acted upon is of more
importance than the agent of action.
8. Do not open a story with a listing of names.
9. Avoid beginning sentences with “It is,” “It was,” “There is,” “There was,” “There were.” “When,” “it”
and “there” are used merely as substitutes for the real subject. The first sentence of a news story ought to
contain the important elements.
 10. Do not editorialize. Write only the facts and/or quote the opinion of others.
11. Write short paragraphs; long paragraphs make a printed page look dull and uninteresting.
12. Write stories neatly. If corrections are made, they should be clear. If necessary, rewrite the story rather
than submit one with numerous corrections.
B. Use of Titles:
1. Use “Miss” with the name of an unmarried woman unless another title is more appropriate. In first
reference it is preferable to use the woman’s first name as well as the last.
For example, at first mention in a story write: Miss Maria Katigbak. Subsequently, she should be
referred to as Miss Katigbak.
Some newspapers use “Ms.” In reference to mature woman, whether married or single.
2. In first reference to mature men, use “Mr.” with the first name and last name, unless another title is more
appropriate. In further references to him, use the appropriate title and the last name.
3. Avoid using long and cumbersome titles before a name. Do not write: Chief of Police Romeo Morales.
Instead, write: Romeo Morales, chief of police.
4. Always capitalize a title when it precedes a name: Superintendent Caballero. Do not capitalize titles that
follow the name: P.T. Caballero, superintendent of schools.
5. In reference to a Catholic priest, use at first mention the form, “Rev. Fr. Reynaldo Arquiza.” On second
or succeeding references, use “Rev. Arquiza” or “Fr. Arquiza.”
6. Upon the first mention of a person in a story, unless that person’s position in the community is very well
known, it is best to follow the name with a short descriptive phrase or title that will identify him:
Example: Arthur Bariuad, president of the San Lorenzo Homeowners Association.
7. Use the title “Mrs.” before the name of a married woman, unless another title is more appropriate. For
example, a woman judge or a military officer may prefer a title related to her position. Some married
women may prefer “Ms.”
8. Avoid using a single initial; use both initials or the first name. Write: D.Y. Caparas or Democrito
Caparas. Do not write D. Caparas.
9. Titles are abbreviated when used before a person’s full name or before his first name’s initial and his
surname. Titles are spelled out when only the surname follow: Example: Prof. Romulo Buenviaje; Prof.
R.T. Buenviaje; but Professor Bueviaje.
10. The titles Dr., Mr. and Mrs. Are always abbreviated. But the following titles are not abbreviated:
president, secretary, treasurer, director, governor, attorney-general, ambassador, consul-general,
minister, mayor, vice mayor, councilor.
11. Congressman (spelled out, not “Cong.”) is used with a person’s surname, as in Congressman Dorado.
When the full name is given, use the abbreviated title: Rep. Hermis Dorado.
C. Spelling
 1. Avoid all abbreviations except a few standard ones that are understood by the average reader of your
paper, and post this list where copyreaders and reporters will always find it available. Abide by the list
and accept no other abbreviations.
2. Always spell out the names of days of the week. (Ex. Wednesday, not Wed.)
3. In giving an exact date, spell out the names of months that have less than five letters; abbreviate the
names of months spelled with five letters or more. (Ex: June 15; Nov. 9) When the name of the month
stands alone without a day, spell it out. (Ex: The war broke out in January, not in Jan.)
4. Spell out “fort,” “port,” and “mount”: Fort Santiago, Port Area, Mount Apo, Mount Pinatubo.
5. Spell out the names of provinces and cities: Cebu, Cebu City, Ormoc City.
6. Spell out all Christian names such as Juan, Carlos, Roman instead of using abbreviations.
7. Spell out “street,” “avenue,” when used with the name of the street: Ninth Street, Rizal Avenue, Port
Area, Manila.
8. Avoid British spellings; use honor, not honour; organize not organise.
9. Some papers prefer employe to employees: cigaret, to cigarette, traveled to travelled. The rule is: the
simpler, the better.
10. Hyphens should be dropped in nominative forms particularly in verb-preposition combinations such as:
cleanup, getaway, kickoff, etc. However, there are exceptions like cast-off, cave-in, head-on, stand-in.
11. If in doubt, consult the dictionary.
D. Quotations
1. Quote (i.e., use quotation marks for) the names of books, short stories, plays, songs, television programs,
poems, motion pictures and operas; also capitalize the first word and other words in the title. Examples:
“All the President’s Men”, “The Old Man and the Sea”, and “Straight From the Shoulder.”
2. Do not quote the names of newspapers or yearbooks; the titles of pictures, statues, or other works of art;
the names of ships; the names of horses, dogs or other animals.
3. Repeat the quotation marks at the beginning of each paragraph in a story where a quotation from one
person or book runs from one paragraph into the next; do not put quotation marks at the end of the
paragraph until the end of the whole quotation is reached.
4. In general, put the comma and the period inside the quotation marks, whether the comma or the period
belongs to the whole sentence or to the part quoted.
The comma and the period used to be placed either inside the quotation marks or outside in accordance
with the meaning of the sentence. Modern usage has decreed that, regardless of the meaning, these two
marks go inside; and the standard works of English composition, such as Woolley and Scott’s New
Handbook of Composition, teach this usage.
Example: “I am going home,” he said. “My Fair Lady.”
 5. Place the question mark or the exclamation point inside the quotations if the mark of punctuation
belongs to the material included within the quotation marks; if it belongs to the entire sentence rather
than to the part quoted, then place the mark outside the quotations.
Example: Have you seen “The Deer Hunter”? He asked, “Have you been in town?”
6. When a semicolon or a colon comes at the end of the quoted matter, the mark of punctuation always
goes outside the quotation marks.
E. Use of Numbers
1. Never begin a sentence with a figure. If the number is the most important element in the sentence, then
begin the sentence with the number, but spell it out.
Example: Ninety-three persons were drowned. In the flood, 93 persons were drowned.
2. Spell out numbers less than ten except:
a. In giving the hour of the day: Write 8 o’clock; or 8 p.m., 7:30 a.m. Do not write: eight o’clock
(except at the beginning of a sentence). Never use ciphers when giving an exact hour: Do not write:
8:00 o’clock. Instead, write: 8 o’clock or 8 pm.
b. In the statement of a definite sum of money: Wrtie: P5. Do not write: five pesos (except at the
beginning of a sentence).
Do not use ciphers to show an even amount of pesos with no centavos; omite the cipehers: P6.
To express a sum of money less than P1, except when the word, “centavos”: 10 centavos.
c. In the statement of ages: always use figures, except when the age comes at the beginning of a
sentence. Ex. He was 7 years old.
d. In stating the days of the month: Write: Jan. 5. Never use “the,” “rd” “nd” and similar expressions
after a date. Do not write Jan. 5th.
e. In expressing dimensions and measurements in which two or more units of measurement are
mentioned:
Example: He drove the distance in 5 hours, 20 minutes, 15 seconds. The closet is 9 feet by 15
feet.
f. In expressing a series of numbers, some of which are more than 10 and others, less, it is preferable to
use figures for all of the numbers
Example: From his pocket he drew forth 4 guavas, 3 rubber bands, 28
soiled marbles, and 5 pieces of paper clips.
g. In the use of percentages and degrees:
Example: The interest charged was 8 percent. The thermometer registered 5 degrees above
zero.
h. In statistical or technical matter.
3. Spell our approximate numbers:”Approximately one hundred persons were present at the banquet.” But
use figures for some of money, even when these sums are approximate: “Approximately P100 was
collected.”
4. Spell out numbers of centuries: Twentieth Century.
5. Use figures for sessions of congress and of the legislature: 47th Congress
6. Use figures for numbers of military bodies: 121st infantry Division.
7. Use figures for all numbers of 10 or more the usage of which is not governed by one of the preceding
rules.
Examples: 19th Street Fifth Street.
Capitalization
Capitalize:
1. The names of days of the week
2. The names of months
3. The names of centuries: Tenth Century, Nineteenth Century.
4. All proper names of persons, animals, objects, or places: Juan Carlos, Rizal Park
5. All titles when they precede the name: Superintendent Juan Caballero, Captain Romeo
Morales.
6. The names of streets, avenues, and boulevards: Acacia Street, Rizal Avenue, Roxas
Boulevard
7. The first word of a sentence, the first word of a complete line of poetry, and generally the
first word after a colon if the material that follows the colon is an independent clause.
8. The principal words I the titles of books, plays, lectures, stories, etc, and the first word in
such titles. Capitalize im such titles prepositions of more than four letters: “The Man Without
a Country”; “The Man with the Hoe.”
9. The exact name of any club, association, fraternity, sorority, organization, school bureau,
library or branch library, school, Church, company, society, league, union, scholastic
organization, corporation, mine, mill, and bank. Examples: National Press Club, Alpha Phi
Omega, Ermita Baptist Church, League of Filipino Students, etc. –Make sure that the exact
title of each organization is used on first reference to that organization in the story.
10. References to specific courses: History 1, Commercial Law. Etc. Do not capitalize a general
reference to a broad subject, as in: He specializes in the study of history, mathematics and
chemistry. (Exception: when academic subject comes from a proper noun. Example: He
enjoyed his studies in Spanish.)
 11. References to one of the four classes of students, when the word “class” is used: Do not
capitalize when the word “class” is not used. Example: “The Sophomore Class will hold a
picnic.” “The sophomores will hold a picnic.”
12. References to school buildings or other buildings is used: Claro M. Recto Building, PUP.
13. References to administrative offices: Principal’s Office ; Attendance Office;
Superintendent’s Office. In general, do not capitalize references to other rooms within the
school building: high school auditorium, cafeteria, manual training room, assembly hall,
locker room, etc.
14. References to particular departments: Manual Training Department; Commercial
Department; Spanish Department.
15. Names of holidays and special weeks: Independence day, Thanksgiving Day, Good Friday,
Education Week, Book Week, etc.
16. Names of races or nationalities: Indian, Chinese, Caucasian, etc.
17. Names of basketball teams and other athletic clubs: Shell, San Miguel, Presto.
18. References to the Bible or books of the Bible or the Deity.
19. References to sessions of Congress or the Legislature, to military bodies, and political
divisions; Example: 25th Congress, Liberal Party, Christian Democrats.
Use of punctuation
1. Use a comma as described below
a) To set off a proper name used in direct address: Example: “You will get good grades,
Miguel, when you earn them.”
b) To set off a title when it follows a name. Example” Mr. Bert Lavares, a chief police, will
retire on August 1.
c) To set off appositives – identifying or descriptive words or phrases following a noun:
Example: The Journalism Class vacationed in the city of Baguio, the land of eternal spring.
Accompanying their classes was their professor Julius Fortuna.
d) To separate units in geographical location or date, when expressed as follows: Example: The
Polytechnic University of the Philippines is located at Sta. Mesa, Manila. He arrived
home after his trip from Cebu City on Wednesday, June 13, 1990.
e) Generally, to set off a dependent clause that comes at the beginning of a sentence: Example:
When the clock strikes twelve, the noon-hour bells will ring..
f) To set apart elements in a series, including use of a comma before and in separating the last
two elements in series. Example: In the fruit basket were two oranges, three apples, and a
dozen bananas.
 g) When two adjectives modify the same noun, they should be set apart by a comma if they
coordinate in thought. Example: Pedro proved to be a hardworking, conscientious student.
h) To set apart a nonrestrictive clause: Example: 1. She confined her critical problem to Dean
Carpio, who is known to be a helpful counselor. 2. The old Municipal Auditorium, which is
to be demolished next week, was constructed during World War II.
i) To indicate separation between any sentence elements that might be misinterpreted if read
together without punctuation. Example: 1. Mr. Silverio moved to QUezon City in 1945. Ever
since, he has beem running his own business. 2. Outside, the house appeared sturdy and
strong. Inside, the walls were crumbling.
2. Use a semicolon as described below:
a) Between clauses of a compound sentence that are joined by however, nevertheless,
moreover, accordingly, in fact and therefore. Examples: 1. Millions of pesos have been spent
in fertilizing the vast farmlands in the valley; however, fertilizing, apparently, has done
nothing to increase the yield of corn per acre. 2. In the last two tears, television movies have
steadily decreased the portrayal of violence; moreover, paperback novels on the best seller
lists have also demonstrated that public taste is turning away from violence.
b) Ordinarily, to separate two clauses of a compound sentence joined by and when the clauses
are internally punctuated by commas. Example: Members of the audience , children as well
as adults, will be given a free illustrated booklet; and this booklet will contain a list of toys
representing characters in the play.
c) To separate elements in a series when one or more of those elements are internally
punctuated by commas. Example: Students serving on the committee are Lourdes Aquino,
sophomore; Sajid Galang, junior; and Alice Sabile, freshman.
3. Use a period a described below:
a) After complete declarative or imperative sentence. Example: The first revolutionary
newspaper to be printed in the Philippines was the La Solidaridad.
b) After elements in most abbreviations, Example Ph.D. degree, M.D., Mr., Mrs.
But do not use the period after initials that stand doe well-known organizations, companies,
sports teams, government services. Examples: AEAN, WHO, LP, NP, PBA, GSIS, SSS
4. Use a colon as described below:
a) After a word, phrase, or sentence introducing a list or a long quotation or a summary of
statements. Example: Included in the will was a list of the assets of the corporation, as
follows: (following is a list of various properties.)
5. Use a question mark as described below:
 a) To mark the end of a direct inquiry but not at the end of an indirect question. Example: He
asked ,”Where did the man go?” He asked where the man went.
b) To follow a word or phrase intended as an inquiry. Example: The teacher was sure that
something could be done to stimulate the interest of her students in their class. But what?
Additional Rules:
1. Use “percent: not the symbol “%” in the body text. The symbol should be used only in tabulations. Use
the symbol “&” only in proper names like Elizalde & Co., or A&W Beerhouse
2. When it is necessary to mention a person’s profession, say lawyer Bert Castro or engineer Rogelio
Garcia; not Atty. Bert Casrto or Engr. Rogelio Garcia
3. Some foreign names stand singly; don’t invent a first name. Example: Suharto of Indonesia. Most
Indonesians don’t have first names.
4. In Chinese, the first name is the surname. Example: Chairman Mao Tze-Tung. In mentioning his name
in the seceding sentences, write chairman Mao, not chairman Tung.
5. In forming the plural of military titles, the rule is to add “s” to the second word. Example: Brigadier
Generals; lieutenant colonel, etc. exception: sergeants major, not sergeant majors.
6. In forming the plural for civilian titles, add the “s” to the first word like consuls-general, postmasters
general; or secretaries general.

BENEFITS OF STYLE SHEET

Style sheets help publications maintain consistency, so common elements such as story text, [headlines] and
[bylines] always appear the same. Style sheets also help save time allowing a designer to click once rather than
having to apply each element one at a time and risk using an incorrect value.

Finally, style sheets are also useful if a publication decides to make changes to a design - say, make the story
text slightly smaller. A user with proper administrative access can make the change to the master style sheet and
then "send" the revised style sheets to all users, so the change is automatically reflected.