Writing guide

Use abbreviations sparingly.

General use:

Avoid Latin abbreviations such as e.g., i.e. and etc. in the main body of text. Replace them with 'for example', 'that is' and 'and so on'.

Introducing abbreviations:

The first time you mention a term that can be abbreviated, write it out in full followed by the abbreviation in parantheses. Use the abbreviation from then on.

• The Dutch Research Council (NWO) is based in Amsterdam.

Avoid introducing abbreviations in headings or introductions.

Common abbreviations:

Common abbreviations (LUMC, NATO, PDF, FAQ) do not always need to be written out in full, especially in internal communications or on specific web pages.

Use only the highest title:

• Professor J. Smith (not Prof. Dr. J. Smith).

Do not use Dutch titles like drs. or mr. Instead, state the equivalent degree after the name: 

• Mary Smith, LLM (not mr. Mary Smith); John Doe, MSc (not drs. John Doe).

Use an apostrophe to indicate possession:

• the student’s book (one student)
• the students’ books (more than one student)

Never use an apostrophe with ‘it’ to indicate possession. ‘It’s’ can only ever mean ‘it is’ or ‘it has’:

• Correct: The university has its own style guide
• Incorrect: The university has it's own style guide

Use an apostrophe to indicate omission (contractions):

• It's been raining (It has)
• I don't know (I do not)

Do not use an apostrophe to indicate a plural.

• Dutch = video's / English = videos
• Dutch = 1990's / English = 1990s

Abbreviations

Unlike in Dutch, English abbreviations are often in uppercase: 

• FTE (not fte), PC (not pc).

Boards, councils and job titles:

Capitalise the official name: 

• the Executive Board, the University Council.

Use lowercase for general references: 

• the board decided..., the council met...

Use lower case for job titles unless they precede a name: 

• The dean will give a speech. vs. Dean John Smith will give a speech.

Capitalisation in headings

Capitalise only the first word and proper nouns.

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

Degree programmes, specialisations and courses:

Capitalise the official name of a programme: 

• the Bachelor’s in International Studies.

Use lowercase for general references: 

• they are following a bachelor’s programme.

Use lowercase for a field of study when not part of an official title: 

• she is studying physics.

Faculties, institutes, and departments:

Capitalise the official name: 

• the Faculty of Humanities.

Use lowercase for general references: 

• the faculty.

University:

Capitalise when part of the official name: 

• Leiden University.

Use lowercase for general references: 

• the university has opened a new faculty.

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.)

Formatting

Use a comma for thousands (1,632) and a full stop for decimals (10.5).

Words or numerals?

Basic rule: Write out numbers from one to ten. Use numerals for 11 and above.

The university has seven faculties and 15 research institutes.

Consistency: If you are using two or more numbers in a sentence, use numerals for consistency.

• The scores ranged from 5 to 23.

Measurements, percentages and ages: Always use numerals: 

• 8 km, 6 minutes, 5%, a 3-year-old.

Sentence start: Avoid starting a sentence with a numeral. Write the number out or rephrase the sentence.

• Sixty-three people participated. / A total of 63 people participated.

Use single quotation marks for direct quotes: 

• ‘The results look promising’, said the researcher.

Use double quotation marks for a quote within a quote (nested quotes): 

• 'When I reviewed the results, I said, "It can't be possible!"' said the researcher.

Punctuation goes inside the quotation marks if it is part of the quote.

• He asked, ‘Are we ready to start?’

Punctuation goes outside if it is not part of the quote.

•  Did she really say ‘we're not ready yet’?

Use British English for 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.

Adapt your language to your audience and the context.

Plain language

Write in the active voice. Avoid jargon and bureaucratic language. 

Gender-inclusive language

Use inclusive salutations: 

• Dear team, Dear colleagues, Dear visitor.

Use neutral job titles where possible

• chairperson or chair instead of chairman/chairwoman.

Only ask for people's gender in forms if this is strictly necessary.