AP Style Guide

In AP (Associated Press) style, a.m. and p.m. are written in lowercase letters with periods after each letter never as “AM/PM” or “am/pm.” Times are expressed using figures, with the exception of noon and midnight, which are spelled out rather than written as 12 p.m. or 12 a.m. (to avoid confusion). A key rule is to drop the “:00” for times on the hour so you write “9 a.m.” rather than “9:00 a.m.,” but keep the minutes when they apply, as in “9:30 a.m.” It’s also redundant to add phrases like “in the morning” alongside a.m., since the abbreviation already conveys it. For example, AP style would render a time as “The meeting starts at 10:30 a.m.” So the key rules to remember: use lowercase with periods, figures for the numbers, no “:00” on the hour, and spell out noon and midnight.

In AP Style am pm should be written in lowercase with periods and without additional words like “morning” or “evening.” To ensure clarity, avoid unnecessary zeroes and follow specific formatting guidelines for time references.

Ante meridiem (a.m.) is a Latin phrase which means before midday. On the other hand, post meridiem (p.m.) means after midday.

a.m. stands for = Ante meridiem

p.m. stands for = Post meridiem

What AP Style Suggests?

According to this particular style, you cannot capitalize the abbreviations a.m. and p.m. You should abbreviate ante meridiem and post meridiem with lowercase letters.

a.m. , p.m. = Correct
A.M. , P.M. = Wrong

For example,

• The presentation will be at 11 a.m.

Important Points to Remember:

1. You should not use unnecessary zeroes. Like,

11:00 p.m. (Wrong)
11 a.m. (Correct)

2. There is no need to write morning or evening with a.m. or p.m. For instance,

• Be ready at 10 a.m. Tuesday morning. (Wrong)

• Be ready at 10 a.m. Tuesday. OR Be ready for Tuesday at 10 a.m. (Correct)

Formatting Time Ranges in AP Style

In AP Style, when writing time ranges, clarity and consistency are key. AP Style specifies that writers should avoid using dashes or hyphens to connect the start and end times of an event or period. Instead, use the word “to” to separate these times. This approach minimizes ambiguity and maintains a professional appearance.

• Correct Format: Always write time ranges with “a.m.” and “p.m.” following each time if the range crosses the midday threshold. For example, instead of writing “10-2 p.m.,” AP Style encourages “10 a.m. to 2 p.m.” This approach provides readers with a clear timeframe.
• Same Period Format: If both times in the range fall within the same period, only include “a.m.” or “p.m.” with the end time. For example, write “8 to 11 a.m.,” not “8 a.m. to 11 a.m.” This maintains clarity without repetition.
• Examples of Proper Formatting:
  • “The workshop is scheduled for 9 a.m. to noon.”
  • “The event will run from 6 to 9 p.m.”
  • “The store is open from 8 a.m. to 6 p.m.”
• Why Avoid Dashes: Using dashes, such as in “10-2 p.m.,” can create confusion and may appear unprofessional in formal writing. AP Style encourages spelling out “to” for readability and consistency across written materials.

Check Out: How Do We Write Time In AP Style?

Common Mistakes with a.m. and p.m. in AP Style

There are several frequent errors people make when using a.m. and p.m. in AP Style.

Using Unnecessary Zeros: In AP Style, there’s no need to add “:00” when indicating the top of the hour. For example, “10:00 a.m.” should be written as “10 a.m.” This prevents redundancy and keeps time references simple.

• Incorrect: “The meeting is at 10:00 a.m.”
• Correct: “The meeting is at 10 a.m.”

Improper Capitalization of a.m. and p.m.: AP Style dictates that a.m. and p.m. should always be written in lowercase letters with periods after each letter. Writing these terms in uppercase, such as “AM” or “PM,” is incorrect according to AP Style.

• Incorrect: “The event starts at 8:30 PM.”
• Correct: “The event starts at 8:30 p.m.”

Redundant Time Expressions: Phrases like “in the morning” or “in the evening” are unnecessary when a.m. or p.m. is already specified, as these terms inherently communicate whether it’s before or after noon. For instance, instead of saying “10 a.m. in the morning,” simply say “10 a.m.”

• Incorrect: “We’ll meet at 9 a.m. in the morning.”
• Correct: “We’ll meet at 9 a.m.”

Incorrectly Writing Noon and Midnight: AP Style advises against using “12 p.m.” or “12 a.m.” as these can be confusing. Instead, use “noon” and “midnight” for clarity.

• Incorrect: “The deadline is 12 p.m.”
• Correct: “The deadline is noon.”

What Did You Learn?

Writing times in AP Style requires careful attention to detail and consistency. By using lowercase “a.m.” and “p.m.,” omitting unnecessary zeros, and avoiding redundancies like “in the morning,” writers can produce clear, professional content that adheres to AP Style standards.

In AP Style, numbers are generally written out as words from one to nine, and figures are used for numbers 10 and above. There are also specific rules for using numerals in contexts like addresses, dates, percentages, and measurements to maintain clarity and consistency in writing.

Writing Numbers In AP Style: General rule

Mostly people search how to, correctly, write numbers within sentences. AP Style guide helps you to have an idea about the usage of numerals in publications.

This is a general rule that you should write numbers starting from one to nine by spelling them out. Otherwise, it is necessary to use figures after nine i.e. 10, 11, 12, and so on.

For example,

1. They need three more days for their presentation.

2. It is the third time that you are asking me about the extension.

3. There are almost 25 people inside the hall.

Rule for Addresses:

It is the rule that you should always use figures in your addresses. For example,

• 1200 California Ave. (Correct)

• Twelve hundred California Ave. (Wrong)

However, If you are referencing a number with street names, then you should capitalize and write full spellings from ‘First’ to ‘Ninth’. Otherwise, you have to use two-letter figures (i.e. 29th, 22nd, etc.)

For example,

• Go to Second St.

• Go to 12th St.

Rule for Ages:

If you are referring your age at any place, then you should use figures instead of spelling it out. For example,

• My brother is 20 years old.

• I always needed a six-year-old wild cat.

• She is in her 30s.

Rule for Dates:

While writing out dates, you should not use ordinal numbers. Always go with figures. For example, June 10.

Note: Avoid using figures like June 10th in writing dates.

Furthermore, you cannot use an apostrophe in references like 1900s or 1600s etc. However, an apostrophe is only needed in the references like ‘90s or ‘80s.

For example,

• The decade of the Gregorian calendar began in the 1900s.

• The ‘80s were the famous time because it was about peace and love.

Percentages:

Percentages need figures by dropping out its symbol (%). You should spell out the whole word ‘percent’. For example,

• She is donating more than 50 percent of her wealth.

Rule for Dimensions:

You should use figures while writing out dimensions. For example,

• My height is about 5 feet 5 inches.

• The 10-by-10 curtain.

• This room is 30 yards in length.

• You should be at least 150 pounds in weight.

Rule for Highway Destinations

Use figures while writing about highways. For example,

• You should choose route 66 to reach early.

• There was a very bad traffic on interstate 5.

Check Out: How Do We Write Addresses In AP Style?

Rule for Millions/Billions/Trillions or Money:

Use only figures. For example,

• There were almost 1 million people outside the court.

• Will you donate $10 billion?

• It costs only 4 cents.

• I will pay $20 for that purse.

Rule for Speed:

Only figures needed. For example,

• Santa Ana winds could gust up to 60 mph in some Southern California areas. (LA Daily News)

Rule for Time:

You should use figures for time. However, you should spell out noon and midnight. For example,

• 10 p.m.

• 5:15 a.m.

• 6 0’clock

Rule for Temperature

Only use figures. For example,

• It was minus 8 yesterday morning.

• You can’t go out, it’s 50 degrees outside.

Note: Don’t use figure for 0. You should spell it out (as zero).

Rule for Expressions or Quotations

You should spell out the numbers within quotations or expressions. For example,

• One day, you will come to know about my importance.

• A thousand splendid suns.

• You can ask questions one by one.

Spell out at the beginning of a sentence:

You should spell out the number at the beginning of a sentence. For example,

• Five hundred pages have been ruined.

Note: In case of years, you should use figures. For example, 1991 is my birth year.

Common Mistakes in Writing Numbers and How to Avoid Them

When writing numbers in AP Style, it’s easy to make common mistakes. Here are a few frequent errors and tips on how to avoid them:

Mixing words and numerals:

• Mistake: “She has 5 dogs and three cats.”
• Correct: “She has five dogs and three cats.”

Tip: Use words for numbers one through nine, and numerals for 10 and above.

Using ordinal numbers incorrectly:

• Mistake: “She is in her 1st year of college.”
• Correct: “She is in her first year of college.”

Tip: Avoid using ordinal numbers (1st, 2nd, 3rd) unless it’s a specific address, such as “5th Ave.”

Not following the correct date format:

• Mistake: “The event is on May 5th.”
• Correct: “The event is on May 5.”

Tip: Never use ordinal numbers (e.g., 5th, 10th) when writing dates.

Incorrectly formatting large numbers:

• Mistake: “The population is 3,000,000 people.”
• Correct: “The population is 3 million people.”

Tip: For large numbers, spell out millions, billions, etc., without commas.

Unnecessary zeroes in time:

• Mistake: “The meeting starts at 10:00 a.m.”
• Correct: “The meeting starts at 10 a.m.”

Tip: Do not use unnecessary zeroes when writing time.

What Did You Learn?

Writing numbers correctly in AP Style involves understanding when to use words versus numerals, following specific rules for dates, time, and other measurements, and avoiding common pitfalls like using ordinal numbers or unnecessary zeroes. By adhering to these guidelines, you can ensure clarity and consistency in your writing

AP Style distinguishes among the terms alumnus, alumni, alumna, and alumnae, each describing a specific group of graduates. Using these terms correctly is essential for clarity, as they vary based on gender and number.

What AP Style Suggests?

People often get confused between the words alumnus, alumni, alumna and alumnae. AP Style guide suggests writers to use each of these words correctly as these words are different from each other.

1. Alumnus:

Alumnus is used to refer a graduate and it should be a male graduate. It is a singular noun. So, it means that this particular word is for a singular male graduate.

Alumnus means a male graduate

For instance,

• My father is a Harvard alumnus.

2. Alumni:

The word ‘alumni’ is the plural of alumnus but it can also be used to refer a male and a female graduate group. At one side, alumnus means a male group of graduates. On the other side, it can also mean a group in which there are male as well as female graduates.

Important point

> Alumni cannot be used to refer only a group of female graduates.

3. Alumna:

Alumna is only used to refer a graduate who is, especially, a female. For example,

• My mother is a Harvard alumna.

4. Alumnae:

The word ‘alumnae’ is only used for a female group who should be graduates of any institute.

Understanding the Singular and Plural Forms of Alumni Terms

AP Style specifies distinct terms to address graduates based on gender and quantity, with “alumnus” and “alumna” as the singular forms and “alumni” and “alumnae” as the plural forms. Here’s how they break down:

• Alumnus: This term is singular and applies to a male graduate. For example, “John is an alumnus of Stanford University.”
• Alumna: This term is singular and applies to a female graduate. For example, “Jessica is an alumna of the University of Texas.”
• Alumni: This is the plural form of alumnus, often used for a group of male graduates or a mixed group of male and female graduates. For example, “The university welcomed alumni from the class of 2000,” which could mean an all-male or mixed group.
• Alumnae: This is the plural form of alumna and specifically refers to a group of female graduates. For example, “The alumnae of Smith College organized a reunion.”

When to Use Alumni for Mixed-Gender Groups

The term “alumni” is versatile because it serves as the plural for both male graduates and groups containing both male and female graduates. This is helpful in writing situations where a group includes people of different genders or when gender-specific terms are unnecessary.

• Example: “The university’s alumni network spans across several continents,” refers to a group that likely includes both men and women.
• Another Example: “The alumni of 2015 have donated significantly to the new campus project,” which could include both men and women.

Using “alumni” for mixed-gender groups is both inclusive and consistent with AP Style, which avoids terms that distinguish unnecessarily based on gender unless the context requires it.

Gender-Specific Terms for Graduates: Alumnus vs. Alumna

In cases where it’s necessary or relevant to specify the gender of an individual graduate, AP Style uses “alumnus” for a man and “alumna” for a woman. This can be especially useful in biographies, awards, or formal settings where knowing the gender of the person may add context.

• Using Alumnus for Men:
  Example: “Dr. Smith, an alumnus of Harvard Medical School, has been appointed to the board.” Here, “alumnus” indicates that Dr. Smith is male.
• Using Alumna for Women:
  Example: “Jane Doe, an alumna of Yale Law School, was named one of the top attorneys in the country.” The use of “alumna” confirms Jane’s gender.

When gender isn’t pertinent, “alumni” can often be used, but “alumnus” and “alumna” add clarity when individual graduates are being recognized or introduced.

Common Mistakes to Avoid with Alumni Terms in AP Style

Writers sometimes struggle with these terms, especially when referring to groups or when gender-specific terms are unclear. Here are a few common pitfalls:

• Using “alumni” for all groups, including all-female groups: “Alumni” should not be used for a group composed solely of female graduates. The correct term for such a group is “alumnae.”
  Incorrect: “The alumni of Wellesley College attended the event.”
  Correct: “The alumnae of Wellesley College attended the event.”
• Misusing “alumnus” and “alumna” interchangeably: Remember that “alumnus” refers to a single male graduate and “alumna” to a single female graduate.
  Incorrect: “Jane Doe is an alumnus of Brown University.”
  Correct: “Jane Doe is an alumna of Brown University.”
• Incorrectly pluralizing “alumna” as “alumnas”: The correct plural form of “alumna” is “alumnae,” not “alumnas.”
  Incorrect: “The alumnas of Smith College reunited for a special event.”
  Correct: “The alumnae of Smith College reunited for a special event.”

What Did You Learn?

By using alumnus for a single male graduate, alumna for a single female graduate, alumni for mixed or all-male groups, and alumnae for all-female groups, you can communicate effectively and respectfully.

In AP (Associated Press) style, the rule for state names depends on how they are used. When a state stands alone in text, it is always spelled out in full for example, “She moved to California.” When a state appears alongside a city, AP uses its own traditional abbreviations (which differ from postal codes) for example, “Springfield, Ill.” or “Austin, Texas.” Note that AP does not use the two-letter postal codes (like IL or TX) in regular text; those are reserved for mailing addresses. Eight states are never abbreviated even with a city, because their names are short or distinct: Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas, and Utah. In datelines, the city is capitalized and followed by the AP state abbreviation. So the key rules to remember: spell out states when they stand alone, use AP (not postal) abbreviations with a city, and never abbreviate the eight short-named states.

In AP Style States names should be spelled out when they stand alone but abbreviated when paired with a city name. Certain states, however, are never abbreviated, and there are specific rules for formatting in datelines.

According to AP Style, you should not abbreviate the names of 50 states when standing alone within sentences. In this case, you should always spell out the whole word.

For example,

• He is applying for a job in Virginia.

• The University of Georgia is the oldest university in Georgia.

AP Style States in Datelines:

Mostly in datelines, the city is followed by the state in which that state is located whereas the city is written in capital letters. For example,

1. BOGOTA, Colombia, June 29

Abbreviations

A state name should be abbreviated when it is mentioned with the city. A comma should be placed between the city and the state, and another comma after the state name as well.

For example,

You should visit Miami, Fla., which is very close to my heart.

> Following are the abbreviations for each state.

• Alabama: Ala.
• Arizona: Ariz.
• Arkansas: Ark.
• California: Calif.
• Colorado: Colo.
• Connecticut: Conn.
• Delaware: Del.
• Florida: Fla.
• Georgia: Ga.
• Illinois: Ill.
• Indiana: Ind.
• Kansas: Kan.
• Kentucky: Ky.
• Louisiana: La.
• Maryland: Md.
• Massachusetts: Mass.
• Michigan: Mich.
• Minnesota: Minn.
• Mississippi: Miss
• Missouri: Mo.
• Montana: Mont.
• Nebraska: Neb.
• Nevada: Nev.
• New Hampshire: N.H.
• New Jersey: N.J.
• Mexico: N.M.
• New York: N.Y.
• North Carolina: N.C.
• North Dakota: N.D.
• Oklahoma: Okla.
• Oregon: Ore.
• Pennsylvania: Pa.
• Rhode Island: R.I.
• South Carolina: S.C.
• South Dakota: S.D.
• Tennessee: Tenn.
• Vermont: Vt.
• Virginia: Va.
• Washington: Wash.
• West Virginia: W.Va.
• Wisconsin: Wis.
• Wyoming: Wyo.

An Important Point:

The following eight states can never be abbreviated.

• Alaska
• Hawaii
• Idaho
• Iowa
• Maine
• Ohio
• Texas
• Utah

I hope from the above discussion, you are now clear with AP Style states.

Check Out: How Do We Write United States In AP Style?

AP Style States That Are Never Abbreviated

In AP Style, eight states are exceptions to the rule and should never be abbreviated. These states are typically shorter and easily recognizable, which makes their full names manageable in text. The list includes:

1. Alaska
2. Hawaii
3. Idaho
4. Iowa
5. Maine
6. Ohio
7. Texas
8. Utah

These states are not abbreviated because their names are short and don’t cause confusion when spelled out. For example:

• Correct: “She lives in Iowa and works for a local company.”
• Correct: “The Maine coast is known for its lighthouses.”

Abbreviating any of these states would be incorrect, even when paired with a city. For instance:

• Incorrect: “He’s from Tex. and moved to New York.”
• Incorrect: “She traveled to Ut. for the conference.”

Common Mistakes to Avoid When Writing State Names

Writing state names in AP Style can be tricky, especially with the rules surrounding abbreviations and exceptions. Here are some common mistakes to watch for:Using Postal Abbreviations Instead of AP Style

Postal abbreviations (e.g., “CA” for California, “NY” for New York) are sometimes confused with AP abbreviations. AP Style uses two-letter abbreviations but not those used by the U.S. Postal Service. For example:

• Incorrect (Postal): “She lives in CA.”
• Correct (AP): “She lives in Calif.“Remember, postal abbreviations are only used for addresses, not in regular text.

Abbreviating States That Should Not Be Abbreviated

As mentioned earlier, Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas, and Utah should never be abbreviated. A common mistake is to abbreviate these states in an effort to save space or make the writing appear more streamlined.

• Incorrect: “She’s traveling to Tex. for a meeting.”
• Correct: “She’s traveling to Texas for a meeting.”

Forgetting the Comma Between the City and State

When a city is paired with a state, always place a comma between them. This mistake often arises in casual writing or when someone tries to simplify the format.

• Incorrect: “I’m going to Miami Fla.”
• Correct: “I’m going to Miami, Fla.”Additionally, always place a comma after the state name. For example:
• Correct: “The event is taking place in Orlando, Fla., this weekend.”

Using the Abbreviation with a State That Should Be Fully Written Out

Another mistake is abbreviating states that AP Style requires to be fully written out. For instance, Georgia is never abbreviated when used alone, but some writers mistakenly abbreviate it as Ga. without following AP rules.

• Incorrect: “They moved to Ga. last year.”
• Correct: “They moved to Georgia last year.”

Abbreviating with Non-Standard Forms

Some abbreviations, such as using three-letter forms, are not appropriate for AP Style. Always use the approved two-letter abbreviations (e.g., Mass. for Massachusetts, not Mass or Massach.).

• Incorrect: “He’s from Massach.“
• Correct: “He’s from Mass.“

What Did You Learn?

Key points include never abbreviating certain states like Texas and Hawaii, avoiding postal abbreviations in regular text, and ensuring correct punctuation when pairing cities with states.

In AP (Associated Press) style, the rule for writing months depends on whether a specific date is included. When a month is used with a specific date, you abbreviate the longer months: Jan., Feb., Aug., Sept., Oct., Nov., and Dec. for example, “The event is on Jan. 5.” However, the five short months March, April, May, June, and July are always spelled out in full, even with a date, as in “The meeting is on April 12.” When a month appears alone or with only a year (no specific date), it is always spelled out completely, regardless of length for example, “She joined in January” or “Sales rose in December 2024.” Note that AP style does not use a comma between a month and year alone (December 2024), but does use one in a full date (Dec. 25, 2024). So the key rule to remember: abbreviate the long months only when a specific date follows, and always spell out March through July.

In AP Style, the names of months are capitalized, with specific rules for when to abbreviate them. Only six months, Jan., Feb., Aug., Sept., Oct., and Dec., can be abbreviated when paired with a specific date, while the rest must be spelled out.

The first and foremost point to remember is that you should capitalize the names of months.

For example,

June 15

August 2017

Jan. 5

Abbreviate: You can abbreviate the following months.

• Jan., Feb., Aug., Sept., Oct., Nov., and Dec.

These months can be abbreviated when a specific date (figure) is mentioned. Otherwise, you should spell out the whole word.

For example,

• It’s Feb. 3
• Today is Friday, Feb. 3, 2017
• My favorite month is November.

Don’t Abbreviate: You cannot abbreviate the following months.

• March, April, May, June, and July. For example, June 10, May 15, etc.

Check Out: What Is The Abbreviation For Months?

Important Point to Remember:

If you are referring a month with a year (i.e. no specific date) then, none of the month should be abbreviated. Plus, you don’t have to set off commas with the year.

For example,

• It’s February 2017.
• Waiting for October 2018.

When to Abbreviate Month Names in AP Style

In AP Style, abbreviating month names is acceptable, but it’s important to know when and how to use them. Months can be abbreviated only when they are followed by a specific date (a number). The months that can be abbreviated are:

• January becomes Jan.
• February becomes Feb.
• August becomes Aug.
• September becomes Sept.
• October becomes Oct.
• December becomes Dec.

These months should be abbreviated only in cases where they are paired with a numerical date. For example:

• Correct: “The meeting will be held on Jan. 5.”
• Correct: “He graduated in Sept. 2019.”

Do not abbreviate the months when there is no specific date attached. For example:

• Incorrect: “In Jan., we saw a significant increase in sales.”
• Correct: “In January, we saw a significant increase in sales.”

Months That Should Never Be Abbreviated

There are five months in AP Style that should never be abbreviated, regardless of the context. These months should always be written out in full:

• March
• April
• May
• June
• July

These months are relatively short and are considered to be easily recognizable, so there is no need for abbreviation. For example:

• Correct: “The event will take place in March.”
• Correct: “We are planning a vacation in July.”

Avoid abbreviating these months under any circumstances:

• Incorrect: “The conference will be held in Mar.“
• Correct: “The conference will be held in March.”

Formatting Months with Years in AP Style

When a month is paired with a year but not a specific date, do not abbreviate the month name. The year should always follow the month, and no commas are used between them.

For example:

• Correct: “We will start the project in February 2023.”
• Correct: “She moved to the city in October 2019.”

However, if the month is paired with a specific date, the month should be abbreviated, and the date should come immediately after. For example:

• Correct: “The conference will be held on Feb. 10, 2023.”
• Correct: “The report is due by Oct. 15, 2022.”

Common Mistakes to Avoid with Month Names

Abbreviating Months That Should Not Be Abbreviated

A common mistake is attempting to abbreviate months like March, April, June, and July, which should always be written out in full. For example:

Incorrect: “The festival will take place in Jun.“

Correct: “The festival will take place in June.”

Using Commas with Years When the Month Isn’t Abbreviated

Another mistake is placing a comma between the month and year when there’s no specific date. This is incorrect in AP Style. You should not use commas when only the month and year are mentioned.

Incorrect: “We are launching the campaign in February, 2023.”

Correct: “We are launching the campaign in February 2023.”

Inconsistent Use of Abbreviations

When writing about months, it’s important to be consistent. If you decide to abbreviate the month (e.g., Jan.), do so for every instance where it is used with a date. Don’t mix abbreviations and full names within the same document unless the context requires it.

Incorrect: “We met in March and the event will be held in Sept.“

Correct: “We met in March and the event will be held in Sept.“

Abbreviating Months in Headlines or Subheadings Without a Date

Avoid abbreviating months in headlines unless a specific date is mentioned. If you’re referring to just the month in the headline, always spell it out. For example:

Incorrect: “New Features Released in Sept. Update”

Correct: “New Features Released in September Update”

What Did You Learn?

We learned that months like January, February, August, September, October, and December can be abbreviated when paired with a specific date, while others, like March, April, June, and July, must always be written out. Additionally, months paired with years should not be abbreviated