Writing guide

Good structure and formatting make your text accessible and easy to read.

Headings:

Chapter headings: We do not use numbered headings (e.g., '1. Introduction').
Subheadings (print/documents): Avoid numbered subheadings (1.1, 1.2.1). Create hierarchy using formatting:

• Main subheading: Bold
• Sub-subheading: Italic

Subheadings (web pages)

 Use meaningful headings (H2, H3, etc.) that:

• Summarise the content of the paragraph below.
• Clarify the page structure.
• Are scannable for quick readers.

Capitalisation in headings

Capitalise only the first word and proper nouns (sentence case). This is more modern and readable online.

• Example: Researchers publish study of Dutch eating habits
• Avoid: Researchers Publish Study of Dutch Eating Habits

Paragraphs:

Use a blank line between paragraphs to create a clean layout and improve readability.

Lists:

Punctuation: For short list items (a few words), you can omit punctuation (like semi-colons and a final full stop) for a cleaner look.
Plurals: Do not use an apostrophe to form plurals of abbreviations or years.

• Correct: CDs, videos, the 1980s
• Incorrect: CD's, video's, the 1980's

Captions (for images/tables):

Full stops: Be consistent within a single text or web page.

1. Use a full stop after every caption.
2. Use no full stops on any caption.
3. Recommended: Use a full stop after a complete sentence (with a verb), but no full stop after a short description (without a verb).

Quotation Marks:

• Use single quotation marks for direct quotes: ‘This is a quote.’
• Use double quotation marks for a quote within a quote: She said, ‘The lecturer told us, “It’s time to work.”’
• Punctuation goes inside the quotation marks if it is part of the quote.
  Example: He asked, ‘Are we ready to start?’
• Punctuation goes outside if it is not part of the quote.
  Example: Did he really say ‘we are not ready’?

Apostrophe:

• Use an apostrophe for possession (the student’s book, the students’ books) and contractions (it’s for ‘it is’, don’t for ‘do not’).
• Never use an apostrophe for the possessive ‘its’.
  • Correct: The university has its own style guide.
  • Incorrect: The university has it's own style guide.

Hyphens and Compound Words:

• Hyphens are used less in English than in Dutch (e.g., CT scan, not CT-scan).
• Compound adjectives (a single adjective made of multiple words) are hyphenated when they appear before a noun.
  • Example: a state-of-the-art facility; a well-known author.
• They are not hyphenated when they appear after the noun.
  • Example: The facility is state of the art. The author is well known.
• Adverbs ending in -ly are never hyphenated: a happily married couple.

Applying Merriweather and Vestula Correctly

Correct capitalisation is essential for a professional appearance.

Faculties, institutes, and departments:

• Capitalise the official, full name: the Faculty of Humanities, the Institute for History.
• Use lowercase for general references: the faculty, the institute.

Degree programmes, specialisations, and courses:

• Capitalise the full, official name of a programme: the Bachelor’s in International Studies, the Master’s in European Union Studies.
• Use lowercase for general references: a bachelor’s programme, she is following a master’s.
• Use lowercase for a field of study when not part of an official title: He is a student of law.

Boards, councils, and positions:

• Capitalise the full, official name: the Executive Board, the University Council.
• Use lowercase for general references: the board decided..., the council met....
• Job titles are lowercase unless they precede a name: The dean will give a speech. vs. Dean John Smith will give a speech.
  • Examples: professor, rector magnificus, diversity officer.

University:

• Capitalise when part of the official name: Leiden University, University of Oxford.
• Use lowercase for general references: The university has opened a new faculty.

Other:

• Projects, regulations: Capitalise the official name, but not the general term: the Sustainable Campus project, the Binding Study Advice Regulation.
• Proper nouns: Follow the official spelling, even if it seems unconventional: PraktijkStudies, Leiden University Fund.

Use abbreviations sparingly and correctly.

General use:

• Avoid Latin-based abbreviations like e.g., i.e., and etc. in running text. Write them out as for example, that is, and and so on or and other things.

Introducing abbreviations:

• The first time you mention an organisation, write the name in full, followed by the abbreviation in parentheses. You can use the abbreviation thereafter.
  • Example: The Royal Netherlands Academy of Arts and Sciences (KNAW) is based in Amsterdam. The KNAW...
• Avoid introducing abbreviations in headings or introductions.

Common abbreviations:

• Well-known abbreviations (LUMC, KNAW, PDF, FAQ) do not always need to be written out in full, especially in internal communications or on specific web pages.
• Unlike in Dutch, English abbreviations are often in uppercase: FTE (not fte), PC (not pc).

Personal and academic titles:

• In English, use only the highest title: Professor J. Smith (not Prof. Dr. J. Smith).
• Dutch titles like drs. and mr. are not used. Instead, state the equivalent degree after the name: Mary Smith, LLM (not mr. Mary Smith); John Doe, MSc (not drs. John Doe).
• Abbreviated titles are lowercase unless at the start of a sentence: prof., dr..

Use these rules for a consistent representation of numbers, dates, and amounts.

Words vs. numerals:

• Basic rule: Write out numbers from one to ten. Use numerals for 11 and above.
  • Example: The university has seven faculties and 15 research institutes.
• ECTS: Always use numerals for ECTS: 30 ECTS.
• Consistency: If you have a list or comparison of numbers in one sentence, use numerals for all for consistency.
  • Example: The scores ranged from 5 to 23 percent.
• Sentence start: Avoid starting a sentence with a numeral. Write the number out or rephrase the sentence.
  • Example: Sixty-three people participated. / A total of 63 people participated.
• Formatting: Use a comma for thousands (1,632) and a full stop for decimals (10.5).

Currencies:

• The plural of euro is euros: a grant of 500,000 euros.
• Do not add ,- after a round number: The book costs €30 (not €30,-).

Dates and Times:

• Date format: Monday 23 January 2023.
• Time format: Use the 24-hour clock with a full stop: The lecture starts at 16.00. Use hrs. to avoid confusion: 16.00-18.00 hrs.

Phone Numbers:

• National: 071 527 3346
• Mobile: 06 11 31 75 63
• International: +31 71 527 3346 or +31 (0)71 527 3346

Adapt your language to your audience and context.

Gender-inclusive language:

• The preference of the person you are addressing is always leading.
• In automated or group communication, use neutral salutations: Dear reader, Dear colleagues, Dear visitor.
• Use neutral job titles where possible (e.g., chairperson or chair instead of chairman/chairwoman).
• Only ask for a person's formal gender in forms if it is strictly necessary for administrative purposes.

Form of address:

• Unlike the Dutch jij/u distinction, English uses you for everyone. The distinction is made through formal or informal tone.
  • Informal: Use for internal communication (staff, students). Contractions (don't, it's) are acceptable.
  • Formal: Use for external relations, official documents, and the general public. Avoid contractions and overly colloquial language.

Clear language:

• Avoid jargon and bureaucratic language. Write in an active voice and be direct.
• Instead of: in relation to, in the framework of.
• Use: about, for, regarding.

Gender-Inclusive Writing

Spelling: British English

• The Executive Board has chosen British English for all university communications.
• Some common differences:
  • centre (not center)
  • behaviour (not behavior)
  • programme (not program)
  • analyse, organise (-ise, not -ize)
• Exception: Some institutions, like the Leiden University Medical Center (LUMC), use American English. Always check and follow the spelling on an institution’s own English-language website.

External tools:

• Oxford English Dictionary (OED): The leading authority on the English language for spelling and definitions.
• Taaladvies.net / Onze Taal: Useful for Dutch-to-English translation questions and nuances.
• Grammarly / LanguageTool: Helpful online tools for checking grammar and style (but use with critical thinking).