Guidelines on Mechanics of Style (APA)

Introduction

In academic writing, mechanics such as punctuation, spelling, capitalization, italics, abbreviations, numbers, and lists play a vital role in ensuring clarity, consistency, and professionalism. This chapter will provide a comprehensive overview of these mechanics, based on the guidelines from the Publication Manual of the American Psychological Association (7th edition).

Punctuation

Punctuation marks help structure sentences and clarify meaning. Here are the key APA guidelines on punctuation:

1. Periods

• Use a single space after a period at the end of a sentence.

• Use periods to separate elements of a reference citation (e.g., Smith, 2020).

• Do not use periods after abbreviations for state names (e.g., NY), acronyms (e.g., NASA), or metric measurements (e.g., cm).

2. Commas

• Use the Oxford (serial) comma before the final item in a list of three or more items (e.g., apples, oranges, and bananas).

• Use commas to separate independent clauses joined by a coordinating conjunction (e.g., The test was difficult, but the students were prepared).

• Use commas around nonessential elements in a sentence (e.g., The study, which was conducted in 2019, yielded important results).

3. Semicolons

• Use semicolons to separate independent clauses not joined by a conjunction (e.g., The experiment was successful; the results were conclusive).

• Use semicolons to separate items in a list when those items contain commas (e.g., Participants were from Houston, Texas; Denver, Colorado; and Miami, Florida).

4. Colons

• Use a colon to introduce a list, explanation, or example that follows a complete sentence (e.g., The study focuses on three key areas: cognitive development, emotional regulation, and social interaction).

5. Quotation Marks

• Use quotation marks to enclose direct quotes under 40 words.

• Periods and commas are placed inside quotation marks, while semicolons and colons are placed outside.

6. Parentheses

• Use parentheses to enclose supplemental information or citations (e.g., (Smith, 2020)).

• When a complete sentence is within parentheses, place the period inside the parentheses.

7. Hyphens and Dashes

• Use hyphens for compound adjectives (e.g., decision-making process) and some prefixes (e.g., self-esteem).

• Use em dashes (—) to indicate a break in thought or to emphasize a point.

• Use en dashes (–) between ranges of numbers (e.g., 1990–2000) or to connect elements of a compound adjective when one element is open (e.g., post–World War II).

Spelling

Spelling should follow standard American English conventions. Key guidelines include:

• Use the Merriam-Webster’s Collegiate Dictionary (11th ed.) as a reference.

• Be consistent with spelling variations (e.g., use either “behavior” or “behaviour” consistently, but note that APA recommends American English).

• Do not hyphenate prefixes such as “pre,” “post,” or “non” unless necessary for clarity (e.g., non-nuclear).

Capitalization

APA uses sentence case for most titles, but specific rules apply for capitalization:

1. Proper Nouns

• Capitalize proper nouns (e.g., names of people, institutions, countries).

2. Titles

• In titles of books, articles, and chapters, capitalize the first word, the first word after a colon or dash, and all major words (e.g., The Effects of Stress on Memory).

3. Headings

• Use title case for headings in the body of your paper.

4. Specific Terms

• Capitalize references to sections of the paper (e.g., “Method” or “Discussion”) and labels such as “Table” or “Figure.”

Italics

Italics are used in APA style to draw attention to specific elements. Key uses include:

1. Titles

• Italicize titles of books, reports, webpages, and periodicals.

2. Key Terms

• Italicize key terms or phrases when introducing them for the first time (e.g., the concept of self-regulation).

3. Letters, Words, and Phrases

• Italicize letters, words, or phrases that are the subject of discussion (e.g., The word anxiety appeared frequently in participants’ responses).

4. Statistical Symbols

• Italicize statistical symbols (e.g., p, t, F) except when used as Greek letters (e.g., β).

Abbreviations

APA guidelines allow abbreviations for clarity and brevity but provide specific rules:

1. First Use

• Spell out the full term on first use, followed by the abbreviation in parentheses (e.g., American Psychological Association (APA)). Use the abbreviation consistently thereafter.

2. Common Abbreviations

• Abbreviate units of measurement (e.g., cm, kg) only when they accompany numeric values.

• Do not use abbreviations like “etc.” or “i.e.” in the main text; spell them out (“and so forth,” “that is”).

3. Latin Abbreviations

• Use Latin abbreviations like “e.g.” and “i.e.” in parentheses only; otherwise, spell them out (e.g., “for example”).

Numbers

APA provides clear guidelines on when to use numerals and when to spell out numbers:

1. Numerals

• Use numerals for numbers 10 and above (e.g., 15 participants, 22 students).

• Use numerals for exact statistical figures (e.g., 4%, $10.99).

• Use numerals to represent ages, times, dates, scores, and percentages (e.g., 5 years old, 3:30 p.m., 25%).

2. Spelling Out Numbers

• Spell out numbers below 10 (e.g., three participants, five books).

• Spell out numbers at the beginning of a sentence (e.g., Twenty-five participants completed the survey).

Lists

APA permits both numbered and bulleted lists but emphasizes maintaining parallel structure:

1. Numbered Lists

• Use numbered lists when presenting items in a specific order or sequence (e.g., steps in a procedure).

• Ensure each item in the list is a complete sentence or consistent in structure.

2. Bulleted Lists

• Use bullets for unordered items or when order does not matter.

• Capitalize the first letter of each list item, and use a period at the end if the item is a complete sentence.

3. Inline Lists

• When including lists within a sentence, use parentheses to separate items (e.g., The study focused on three areas: (a) motivation, (b) memory, and (c) learning).

Conclusion

Mastering the mechanics of style is essential for writing in APA format. Proper use of punctuation, spelling, capitalization, italics, abbreviations, numbers, and lists enhances clarity and consistency, ensuring your writing meets professional academic standards. By adhering to these guidelines from the APA 7th edition, writers can communicate their ideas more effectively.