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Copywriting Guidelines

Standards for voice, naming, and editorial style across all library interfaces and content.

Voice

The library voice is intelligent and accessible, never condescending. Confident, never boastful. This applies to all UI text—labels, headings, empty states, error messages, and CTAs. Use the familiar tone for web interfaces—speak directly to the user.

For UI

  • Button labels and CTAs: use direct, active language—"Find a database," not "Database Search Portal"
  • Avoid niche library jargon in user-facing labels (ILL, OPAC, finding aid) unless the audience is clearly specialist
  • Empty states and error messages should be helpful and human, not bureaucratic

Naming

  • First mention: "The University of Chicago Library" or "the Library"
  • Subsequent mentions: "the Library" (capital L)
  • Do not use acronyms for library units unless they are the unit's official name

Titles and Roles

  • Capitalize academic and administrative titles only when immediately preceding a name: "Dean Torsten" but "the dean's office"
  • Do not use "&" in unit names—write "and"

Student Terminology

  • Use first-, second-, third-, and fourth-year students—not freshman, sophomore, junior, senior
  • Use "graduate/graduates" as the singular gender-inclusive alternative for alumna/alumnus

General Mechanics

  • Spell out single-digit numbers; use numerals for 10 and above
  • Always use a numeral with percent: "1 percent," not "one percent"
  • Avoid acronyms and initialisms unless they are the official name of a service or tool
  • Use the serial comma
  • No spaces around em-dashes
  • "Autumn Quarter" not "Fall Quarter"—seasons lowercase when used generically