Grammar and usage

Use consistent, familiar conventions so readers can focus on the message.

These are sample editorial conventions for the fictional Northstar Services guide, not a universal language rule. When a case is not covered, choose the clearest wording and use it consistently within the same communication. Follow an approved organizational or local standard when one applies.

Quick reference

Short examples of the preferred form in this sample guide.

Topic Prefer Example
Contractions Use natural contractions when they sound clear and professional. “We’ll share the update Friday.”
Dates Spell out the month; avoid numeric-only dates. “October 9” rather than “10/9.”
Time Use a.m. or p.m. with a space; add a time zone for cross-zone audiences. “3 p.m. Pacific time.”
Numbers Use numerals for times, dates, percentages, and measurements; keep other choices consistent. “2 sessions” and “15 minutes.”
Capitalization Capitalize proper names and official titles; use sentence case for headings. “Service desk hours this week.”
Acronyms Spell out an unfamiliar term at first mention if it will recur. “Employee assistance program (EAP).”

Common usage questions

Direct answers to choices that often slow down a draft.

Should I write “that” or “which”?

Choose the wording that makes the sentence easiest to understand. For an essential clause, “that” is often clear: “Use the form that matches your request.”

Should headings use Title Case?

This sample guide uses sentence case: capitalize the first word and proper nouns. For example, “How to request equipment.”

When should I use an exclamation point?

Use one sparingly when it fits a genuinely celebratory message. Do not use repeated punctuation to create urgency or emphasis.

How should I write a date with a weekday?

Use the weekday and spell out the month: “Thursday, October 9.” Check that the weekday and date match before publishing.