Style Guide for BELIEVE International

By Hannah Charlesworth, Kimber Severance, and Laci Player

Updated: April 1, 2018

BELIEVE International (www.believeinternational.org) is a charity organization based in

both the United States and the Philippines. It was founded in 2006 to “help
disadvantaged youth in the Philippines become people of integrity and leaders in their
communities by providing them the resources necessary to attend school and by
teaching them positive lifelong values and leadership principles” (BELIEVE Mission).
BELIEVE International uses donations to help families afford to send their children to
school, creating opportunities for children and families to learn positive values, develop
leadership skills, and pursue excellence in their academic studies. The materials
created and used by BELIEVE International need to be accessible to international
speakers of English of all ages and levels of education.

In general, this style guide supports the principles delineated in The Chicago Manual of
Style (seventeenth edition) and John R. Kohl’s The Global English Style Guide: Writing
Clear, Translatable Documentation for a Global Market (2008, SAS Press: Cary, North
Carolina, ISBN 978-1-59994-657-3). This style guide for BELIEVE International
specifies certain departures from these principles, and it addresses situations that are
not covered by Chicago or Kohl and emphasizes principles which are frequently
misused by BELIEVE International. Finally, this style guide specifies BELIEVE
International’s preferences regarding the alternatives presented in The Chicago Manual
of Style. The purpose of this style guide is to increase the efficiency and the consistency
within publications by BELIEVE International and to assist the organization in reaching
its goals for its international audience, but it is not intended to be comprehensive.
Style Guide for BELIEVE International 2

Contents

1 Writing Style 4
1.1 Length of Sentences
1.2 Passive Voice
1.3 Inverted Sentences
1.4 The Use of Negatives
1.5 Gerunds
1.6 Idioms

2 Grammar and Usage 6

2.1 Inclusive Language
2.1.1 Use Unbiased Terms
2.1.2 Equal language
2.1.3 Gender Discrimination in Pronouns
2.2 Pronouns
2.2.1 Ambiguous Third-Person Pronouns
2.2.2 This, That, These, and Those as Pronouns
2.3 Phrasal verbs and Infinitives
2.4 Modifier Placement
2.5 Unnecessary modifiers

3 Punctuation 9
3.1 Serial Commas
3.2 Hyphenation
3.3 Quotations
3.4 Citations
3.5 Introductory Phrases

4 Spelling, Distinctive Treatment of Words, Compounds 10

4.1 General rule
4.2 Names and Terms
4.3 Titles of Books

5 Capitalization 11
5.1 Organization Name
5.2 Capitalization for Emphasis
5.3 Improper Use of Capitalization
6 Treatment of Numbers 12
6.1 Written Numbers vs. Numerals
Style Guide for BELIEVE International 3

6.2 Numbers Beginning a Sentence

6.3 Number Consistency
6.4 Words vs. Monetary Symbols and Numerals
6.5 Month and Day
6.6 Run-in Lists

7 Abbreviations 14
7.1 Periods with Abbreviations
7.2 Countries and States
7.3 Titles and Offices
7.4 Personal Names
Style Guide for BELIEVE International 4

1 Writing Style
1.1 Length of Sentences

Shorter sentences are less likely to be ambiguous and are easier to translate. Kohl
suggests a maximum sentence length of 20-25 words (Kohl 3.1). However, if the
separation of two or more short clauses into independent sentences sounds overly
choppy, then exceeding the word count is acceptable.

Some ways to shorten sentences:

● Use short, simple, and concise verbs and verb phrases (Kohl 3.5)
● Use a verb-centered writing style (Kohl 3.3)
● Change the voice from passive to active (see 1.3 below or Kohl 3.6)
● Limit noun phrases to two-to-three words, unless the meaning is clear (Kohl 3.7)
● Cut out unnecessary modifiers (see 2.4 below or Kohl 3.7.3)

1.2 Passive Voice

Avoid passive voice unless the agent of the action is unknown or in order to emphasize
the recipient of the action instead of the agent (Kohl 3.6).

Unfortunately, high overhead costs absorb much of the donor’s aid.

NOT
Unfortunately, much of the donor’s aid is absorbed in high overhead costs.

BUT
Articles abound that suggest poverty can be solved by allocating more money.

1.3 Inverted Sentences

Keep all sentence structures clear and concise. Inverted sentences cause unnecessary
confusion. To avoid this confusion the subject should be at the beginning of the
sentence (Kohl 3.10.5).

Instilling positive core values in the hearts of the people combats corruption, and thus
poverty.
NOT
Style Guide for BELIEVE International 5

The way to combat corruption (and thus poverty) is by instilling positive core values in
the hearts of the people.

1.4 The Use of Negatives

Negation is unnecessarily wordy and makes translation into other languages more
difficult. Preferably, use the non-negated form of a word when possible (Kohl 3.12).

The children were sad to leave the school.

NOT
The children were not happy to leave the school.

1.5 Gerunds

Gerunds being used as subjects can be confusing and ambiguous. Consider making
them the verb of the clause or sentence instead of the subject (Kohl 7.6).

They are then motivated to benefit their community.

NOT
They are then motivated to act in ways benefiting their community.

1.6 Idioms

Idioms are phrases in which the meaning is not derived from individual words, but from
the implied meaning of the phrase as a whole. Because there are thousands of idioms
in English, it is difficult for translators and non-native English speakers to learn them all.
Try to resolve this difficulty by replacing these phrases with strong verbs and nouns that
contain the same meaning of the phrases. However, some idioms (such as figure out)
are used often enough that many translators and non-native English speakers will be
familiar with them, and there will be no need to change them (Kohl 9.18).

To summarize . . .
NOT
In a nutshell . . .
Style Guide for BELIEVE International 6

Remember that . . .
NOT
Bear in mind . . .

2 Grammar and Usage

2.1 Inclusive Language

BELIEVE is an international organization. This key characteristic of this program means

that every decision about style, grammar, and usage should make inclusive language of
the highest priority. Inclusive language refers to language usage that is considerate
towards a wide variety of demographics—including gender, race, ethnicity, disability,
religion, sexual orientation, and transgender status.

2.1.1 Use Unbiased Terms

Avoid negative connotations and prejudices. When referring to a demographic,

use the politically correct terms listed in chapter 8 of Chicago (especially 8.38
and 8.96-7). To accommodate an audience outside of the United States, use the
term black instead of African American when referring to people of color.
However, if members of a given demographic prefer to be called something other
than what is listed in Chicago, always go with their preference.

2.1.2 Equal language

When comparing one demographic to another, keep the language equal.

Young men and women are all encouraged to participate in the BELIEVE
program.
NOT
Young men and girls are all encouraged to participate in the BELIEVE
program.

2.1.3 Gender Discrimination in Pronouns

Pronouns can create problems when it comes to gender discrimination. Using the
pronoun they is oftentimes ambiguous or grammatically incorrect (see 2.2.1
below), but the term one sounds stuffy, especially in an informal context. Using
the entire phrase he or she is oftentimes awkward and wordy, though using it
Style Guide for BELIEVE International 7

sparingly may be acceptable. Several options for avoiding gendered language is

to remove the pronouns, make the subject plural in order to use they, or
potentially alternate using the pronouns he or she in each section of writing.

Students will be granted scholarships.

NOT
Each student will be granted his scholarship.

2.2 Pronouns

2.2.1 Ambiguous Third-Person Pronouns

Be wary of the third-person pronouns it, its, they, them, and their. These
pronouns sometimes have more than one possible referent and often cause
confusion or ambiguity (Kohl 5.1.4 and Kohl 5.1.5).

Because she had such a strong desire to gain an education, she walked to
school every day even though it took almost two hours.

In the above example, it could be referring to her walk to school or her

education. Fix this issue by clarifying what it is referring to:

Because she had such a strong desire to gain an education, she walked to
school every day even though the journey took almost two hours.

2.2.2 This, That, These, and Those as Pronouns

Don’t use this, that, these, or those as pronouns. These pronouns are often
ambiguous and can confuse international audiences or cause problems in
translation. Fix this ambiguity by using these pronouns as adjectives, as
demonstrated in the following sentences (Kohl 5.2).

These photos were taken on the journey to her home. Although this journey is
not typical, each student has his/her own unique challenges.
NOT
These photos were taken on the journey to her home. Although this is not
typical, each student has his/her own unique challenges.
Style Guide for BELIEVE International 8

2.3 Phrasal verbs and Infinitives

When possible, keep phrasal verbs and infinitives together. This will ease the process of
translation and help non-native English speakers (Kohl 3.4).

Poorer countries tend to be measurably more corrupt than richer countries.

NOT
Poorer countries tend to measurably be more corrupt than richer countries.

2.4 Modifier Placement

Modifiers that could be modifying two or more parts of a sentence create ambiguity.
Make it clear what is being modified by moving the modifier closer to its subject. Always
place only and not immediately before whatever they are modifying (Kohl 4.1). If
possible, place prepositional phrases either immediately following whatever they modify
or at the beginning of the sentence (Kohl 4.2.2). In all cases, make sure that the
meaning is clear. If the element that the modifier is modifying is not in question, then
there is no need to move the modifier.

Her mother died only a few months after this picture was taken.
NOT
Her mother only died a few months after this picture was taken.

2.5 Unnecessary modifiers

For the sake of clarity and simplicity, avoid the use of unnecessary modifiers such as
very, really, specific, etc. (Kohl 3.7.3). Also avoid modifiers that are repetitive because
they are too similar in meaning to the nouns they modify. For example, do not use
unpaid volunteers as unpaid is already implied by the word volunteer. Simply say
volunteers instead.

Promising students with strong potential are selected from among the poor.
NOT
Promising students with strong potential are selected from among the unfortunately
poor.
Style Guide for BELIEVE International 9

3 Punctuation
3.1 Serial Commas

A comma should be used preceding the conjunction between the last two items in a
series—otherwise known as a serial comma (Chicago 6.19).

The volunteers in America provide the overall direction, training, and fundraising.
NOT
The volunteers in America provide the overall direction, training and fundraising.

3.2 Hyphenation

Where applicable, use hyphenation for compound words (Chicago 7.81). Check The
Merriam-Webster Collegiate Dictionary to know when words should be combined
instead of hyphenated. Examples of words that will be hyphenated in BELIEVE
International are:

● Tax-exempt
● Non-profit
● Two-pronged
● Non-native
● Self-determined
● Self-reliant
● Multi-campus
● Light-weight

3.3 Quotations

Maintain the capitalization and punctuation present in quoted material, unless it

obscures the meaning (Chicago 4.86). Quotations that are incorporated into the running
text should fit logically according to syntax and capitalization.

The students say that BELIEVE International has “brought a big HELP in our daily
lives.”
NOT
Style Guide for BELIEVE International 10

The students say that BELIEVE International has “Brought a big HELP in our daily
lives.”

3.4 Citations

The preferred format for citations are footnotes. Follow the basic guidelines set in
Chicago sections 14.19 and 14.20 when it comes to citations. For more particular
explanations on special situations, see the other sections in chapter 14 of Chicago.

3.5 Introductory Phrases

Introductory words and phrases are set apart from the rest of the sentence with a
comma (Chicago 6.33).

Unfortunately, high overhead costs absorb much of this aid.

NOT
Unfortunately high overhead costs absorb much of this aid.

4 Spelling, Distinctive Treatment of Words, Compounds

4.1 General rule

To maintain consistency, use the first spelling listed in the Merriam-Webster Collegiate
Dictionary (Chicago 2.111). If an author uses an alternate spelling that is as widely used
as the first spelling listed (indicated by the dictionary in each entry with the word or),
then use that spelling.

4.2 Names and Terms

The name of the BELIEVE International Foundation should always be capitalized. It

may be referred to as BELIEVE International alone, and the acronym BELIEVE can be
used as an adjective to describe certain elements of the organization, such as in the
examples that follow (Chicago 8.68, 8.69).

● BELIEVE scholar
Style Guide for BELIEVE International 11

● BELIEVE scholarship
● BELIEVE stakeholder
● BELIEVE workshops

4.3 Titles of Books

Book titles should be italicized instead of contained within quotation marks (Chicago
8.168). Note that the numbers and capitalization style of a title should be maintained
regardless of the style and principles used in the surrounding text.

The 7 Habits of Highly Effective Teens

NOT
“The 7 Habits of Highly Effective Teens”

5 Capitalization
5.1 Organization Name

BELIEVE is the official name of the organization. It is also an acronym that stands for
“building effective leadership, integrity, excellence, and values through education.”
When referring to the organization’s name, the acronym BELIEVE should be in all caps
(Chicago 8.68, 8.69).

BELIEVE
NOT
Believe
B.E.L.I.E.V.E.

5.2 Capitalization for Emphasis

Capitalization is used to emphasize the BELIEVE Values, listed below, which are
expressed in the Student Pledge (Chicago 7.52). “Values” is capitalized when used by
itself if referring specifically to the BELIEVE Values.

● TRUSTWORTHY
● EXCELLENCE
● ACCOUNTABLE
Style Guide for BELIEVE International 12

● RESPECT
● UNSELFISHLY SERVE
● FAMILY
● LEAD OTHERS

5.3 Improper Use of Capitalization

Do not capitalize improper nouns or nouns that do not require emphasis.

The parents also agree to live and teach these principles to their children.
NOT
The Parents also agree to live and teach these principles to their children.

This slogan on the back of a BELIEVE scholar’s t-shirt expresses the goal for each of
the students we select to receive a BELIEVE scholarship.
NOT
This slogan on the back of a BELIEVE scholar’s T-shirt expresses the goal for each of
the students we select to receive a BELIEVE scholarship.

6 Treatment of Numbers
6.1 Written Numbers vs. Numerals

Spell out numbers between zero and nine. Otherwise, use numerals (Chicago 9.2).

Selected students receive scholarships for four years of high school.

NOT
Selected students receive scholarships for 4 years of high school.

6.2 Numbers Beginning a Sentence

If a number begins a sentence, always spell it out. When a year or an abnormally large
and complicated number begins a sentence, rearrange the sentence so the number has
different placement and a numeral may be used instead (Chicago 9.5).

Fifty years later, an article was written on the anniversary of his speech.
NOT
Style Guide for BELIEVE International 13

50 years later, an article was written on the anniversary of his speech.

In 2010, the government spent 1.2 million dollars on the project.

NOT
1.2 million dollars were spent on the project by the government in 2010.

6.3 Number Consistency

When there are several numbers in a sentence or a paragraph, consistency is more

important than the general rule. If you use numerals for one number in a specific
category, use numerals for all of the other numbers in that same category (Chicago
9.7).

BELIEVE supported 152 high school students and 2 college students in 2011.
NOT
BELIEVE supported 152 high school students and two college students in 2011.

6.4 Words vs. Monetary Symbols and Numerals

Spell out isolated references to amounts of money for whole numbers up to one
hundred (Chicago 9.20).

A donation of as little as eighteen dollars per month will support a child’s education for
an entire year.
NOT
A donation of as little as $18 per month will support a child’s education for an entire year.

Monetary amounts larger than one hundred use numerals and monetary symbols
(Chicago 9.42).

In 2011, the total expense incurred in the USA was only $486.

Monetary amounts reaching up to a million or more should combine words and

monetary symbols. Use the decimal system to simplify the numeral (Chicago 9.24).

The 2016 fiscal year budget requested by the United States Agency for International
Development (USAID) alone amounted to $1.7 billion.
Style Guide for BELIEVE International 14

6.5 Month and Day

To conform to a global audience, follow the day-month-year form for all dates. Never
use numeral styles for writing dates (Chicago 9.35).

1 August 2016
NOT
August 1, 2016
1/8/2016
1.8.2016

6.6 Run-in Lists

Any run-in lists within the text use numerals and are set off with a right parenthesis
directly after the number (Chicago 6.129).

This paper 1) briefly discusses poverty and efforts aimed at curing it, 2) it explains why
poverty has yet to be solved and 3) it provides evidence.
NOT
This paper 1 briefly discusses poverty and efforts aimed at curing it, two) it explains why
poverty has yet to be solved and (3) it provides evidence.

7 Abbreviations
7.1 Periods with Abbreviations

Use periods for those abbreviations that end in a lowercase letter, and also after initials
standing for personal names. However, no periods should be used for abbreviations
that have more than one capital letters, even if it also includes lowercase letters
(Chicago 10.4).

etc.
vol.
PhD
NOT
etc
Style Guide for BELIEVE International 15

vol
PhD.

7.2 Countries and States

When using the abbreviated form, the letters of a country and of states should appear
without periods separating the letters (Chicago 10.31, 10.27).

USA
UT
NOT
U.S.A
U.T.

7.3 Titles and Offices

Abbreviations for titles and offices may be used in informal contexts, such as in a
newsletter, and they can only be used immediately preceding a full name, but not a
surname alone (Chicago 10.13). The first letter should always be capitalized, followed
by lowercase letters, a period, and a space (Chicago 8.19 and 10.5).

Pres. Donald Trump

NOT
Pres. Trump
Pres.
pres. Donald Trump

7.4 Personal Names

Do not abbreviate personal names. Initials within a name should always be capitalized,
followed by a period and a space.

Clayton M. Christenson
NOT
Clay. M. Christenson
Style Guide for BELIEVE International 16

M. B. Arsinue
NOT
M.B. Arsinue

However, if an entire name is abbreviated, all initials should be treated as an acronym

(see 7.1 above). Therefore, all letters should be capitalized; spaces and periods are
also omitted (Chicago 10.12).

JFK
NOT
J. F. K.