Attachment 0004 NHHC Style and Usage Guide.pdf

Style and Usage Guide for Authors and Editors

Prepared by the Publishing and Website Management Branch

Naval History and Heritage Command

Revised September 2022

Introduction

This guide serves as the primary style reference for Naval History and Heritage Command publications. The Chicago Manual of Style (CMOS), 17th edition is second. This guide contains some exceptions to CMOS that reflect the styles presented by the Department of Defense and/or the Navy. This style guide takes precedence over SECNAV Manual M-5216.5 for NHHC publications.

Merriam-Webster (MW) dictionary is the guide to spelling, unless superseded by NHHC style (see APPENDIX 1).

The Almanac of Seapower, published by the Navy League of the United States, is a good source of technical information for contemporary weapon systems, ships, aircraft, and programs, as are the manufacturing companies themselves.

Naval Vessel Register or NHHC’s Dictionary of American Fighting Ships (DANFS) serve as references for ship names or hull designations.

This guide’s companion product, the “NHHC Author’s Guide,” offers guidelines on preparing and submitting a manuscript with accompanying imagery and documentation to the Publishing and Website Management Branch (PWM).

General guidance on acceptable usage follows, but PWM editors will work with the respective author to create a unique style sheet for his or her manuscript showing possible eccentricities of the subject matter and explaining editorial decisions.

Online References

• Chicago Manual of Style Online (full access available through Combined Arms Research Library on your government computer) https://www.chicagomanualofstyle.org/home.html

• Merriam Webster Online Dictionary https://www.merriam-webster.com

• Naval Vessel Register https://www.nvr.navy.mil/)

• Dictionary of American Fighting Ships (DANFS) (https://www.history.navy.mil/research/histories/ship-histories/danfs.html) serve as references for ship names or hull designations.

https://www.chicagomanualofstyle.org/home.html https://www.merriam-webster.com/ https://www.nvr.navy.mil/ https://www.history.navy.mil/research/histories/ship-histories/danfs.html

1. Abbreviations and Acronyms

2. Bias-free Language

3. Capitalization

4. Enumeration

5. Foreign Words

6. Military Equipment, Weapons, Ships and Aircraft

7. Numerals

8. Punctuation

9. Typography

10. Notes and Bibliography

11. Sample Citations

12. Resources

APPENDIX 1. Word List (Alphabetized)

APPENDIX 2. Ranks and Rates

1. Abbreviations and Acronyms

A. General Guidelines

• Spell out all terms out the first time with the abbreviation or acronym in parentheses following it. It may be permissible to use an acronym without spelling out on first use if it is included as an acronym in Merriam-Webster (MW).

Remember that even if an acronym is widely-used, it might still be of value to the reader to include it (e.g, Chief of Naval Operations [CNO]).

• Do not use acronyms if the term will be used only once or twice.

• Do not abbreviate:

Civilian titles preceding and following personal names:

President the Reverend Congressman the Honorable Senator Professor

Except Mr., Messrs., Mrs., Ms., Dr., Esq., Sr., and Jr.

Days of the week and months (short forms only acceptable in notes).

- The month of publication in a citation should be shortened to three-letter abbreviations (see CMOS 10.39).

Organizations and commercial firms, including Company, Corporation, and Brothers (short form is acceptable in references and tables).

Ranks and rates in text except junior grade (j.g.) as part of lieutenant (j.g.).

States within the United States

(postal abbreviations acceptable in references and tables).

• Abbreviations for military ranks, position titles and names of organizations are permissible in notes as clarity permits. Use the same abbreviation or acronym consistently after introducing on first use.

• Further related guidance:

CMOS 10.30: Generic terms as elements of geographic names are usually out in formal prose (e.g., Fort Sumter rather than Ft. Sumter).

CMOS 10.31/10.32: Names of countries are usually spelled out in text (except in tables, lists, and notes).

B. Degrees (academic)

• Lowercase when spelling terms out: master of arts, master’s degree, bachelor of science (see CMOS 8.29).

• Omit periods in abbreviations: PhD, BA, JD, MBA, MD (see CMOS 10.21).

• When following a personal name, capitalize degree and precede it with a comma:

John Doe, Master of Business Administration; Jane Doe, PhD.

C. Initials

• In a personal name with two initials, include a period and a space between each initial: M. K. Foster (see CMOS 10.12)

• If entire name is abbreviated, spaces and periods can be omitted (see CMOS 10.12) FDR [Franklin Delano Roosevelt] JFK [John Fitzgerald Kennedy).

D. Political Affiliation

• Follow the name of a partisan elected official with his or her state—using postal abbreviations—and party identification, hyphenated, in parentheses (e.g., D-MA).

E. Ranks and Titles

• Military ranks should be spelled out in formal writing, only abbreviate in notes.

except for junior grade (j.g.) as part of lieutenant (j.g.).

Does not follow CMOS 10.15, which allows abbreviated format.

• All military titles are capitalized when they immediately precede a personal name, unless unsed in apposition, but titles are lowercased when following a name or used in place of a name (see CMOS 8.19/8.20/8.21).

F. Service Designation

• Use USN or USNR only as a service designation after an individual’s name, e.g., Ensign James E. Hare, USNR, only if it is significant or if context is unclear after first mention.

Note: U.S. Naval Reserve was renamed the U.S. Navy Reserve in 2005. Use the correct term within the historical context of the writing.

Note: As with all acronyms, always spell out on first use in any manuscript.

• Do not use USN or USNR to refer to the U.S. Navy or Naval/Navy Reserve (e.g., she enlisted in the USN.).

2. Bias-free Language

Biased language undermines clear communication with a broad audience of individuals.

It is important to consider the use of certain words carefully to determine if a reference to an individual’s age, gender, race, or disability is relevant to the writing. If such a reference is necessary to the writing, the author can avoid biased language by using language that is inclusive. The guidelines are not all-encompassing. There are a wide variety of sources to explain how to avoid bias when writing.

A. Age

• Avoid the inclusion of age unless it is directly relevant to the writing.

• Use older adult(s), or older person/people rather than senior citizen(s), senior, or the elderly.

B. Gender

• Avoid using gender-specific terms (e.g., men) when referring to a group composed of both men and women.

Exception unless the term represents a current or historic rating (e.g., midshipmen) or is necessary for historical accuracy.

• Avoid specifying gender when it is not relevant to the writing Exception: If a gender-neutral or inclusive term would be historically inaccurate, then it may be appropriate to use a term that may be considered biased by today’s standards. Author may include commentary in a note to explain its historical context.

• Avoid using gender-specific job titles unless they are part of the designated Navy ratings system (see APPENDIX 2). Example: Fireman should not be changed to firefighter if the term is being used to denote a Navy rating. A Navy fireman is not a firefighter.

• Avoid using male or female as nouns; e.g., woman is the noun; female is the adjective.

• Use gender-neutral terms unless a gender-biased term is necessary for historical accuracy:

Chairman → chairperson / chair Male/Female → person or individual Man hours → labor or work hours Mankind → people Manpower → workforce

• Mr., Mrs., and Ms. are social, not professional, titles and are normally dropped from text and preliminary pages.

Exception: If this social title is appropriate for historical context or accuracy, then it may be included, e.g, Mrs. Eleanor Roosevelt, not Ms. Eleanor Roosevelt or Mrs.

Franklin D. Roosevelt.

• Use the corresponding title for women (Ms., Dr., or Prof.) whenever a title is appropriate.

• Use Ms. instead of Mrs. or Miss even if marital status is known unless necessary.

• Ships should not be referenced using female pronouns, instead use it/its.

C. Race

• Only designate race when it is appropriate for historical context or accuracy.

• As of June 2020, CMOS has changed its preference to capitalize Black when it refers to racial and ethnic identity. For consistency, the capitalization of “White and similar terms” is allowed.

D. Disability and Disease

• Focus on people rather than conditions unless relevant to the writing.

3. Capitalization

• Capitalize:

All aircraft names (Hornet, Tomcat, Intruder).

Descriptive term denoting a definite region, locality, or geographic feature.

Name of a major historic event, war, or naval operation.

Legislative administrative bodies and executive departments (e.g., U.S. Congress, Congress, the Department of Defense).

Specific names of medals or awards (Medal of Honor, Purple Heart).

A specific military unit (Naval Reserve, Fifth Fleet, BUT the fleet).

Name of organized body and its shortened name to indicate preeminence or distinction (the Supreme Court, the Court; Department of Defense, Defense Department).

Name of a political movement (Communist Party, Communists BUT communism when referring to concept).

Ranks and ratings when they immediately precede a proper name.

Ranks and positions when they appear immediately before a person’s name and when formal title is in apposition.

A theater of operations.

Title of offices.

• Do not capitalize:

Assault force, amphibious ready group, or Marine expeditionary unit unless you are making reference to a specific unit: 26th Marine Expeditionary Unit. (Marine is always capitalized if referring to U.S. Marine Corps personnel.)

Common noun when used as a substitute for a proper name (Suez Canal, the canal; Naval Support Activity Bahrain, the activity; the government).

Military title when it follows the name or when it stands alone.

Mission type, unless part of a formal operation name.

Modifiers, including, city, state, federal, naval and national.

Modifier denoting direction or position (eastern United States).

Person’s job (executive officer, staff officer, salvage officer, officer in charge).

Reference to members of the U.S. Navy or Marine Corps, as in sailor, marine, or service member.

Services of foreign countries unless full formal name is used (e.g., Royal Thai Air

Force).

Vague reference to a force or operation (an army arrived; the fleets were deployed) Words such as naval, sailors, motor torpedo boat, underwater demolition team unless giving the name of a specific unit.

B. Geographic Names

• Descriptive term denoting a definite region, locality, or geographic feature:

Western Germany East Coast Far East North Atlantic the North (North Vietnam) the South (South Vietnam) South Pacific

• Capitalize “coast” when referring to a specific region or state (e.g., East Coast, West Coast, Gulf Coast, Ivory Coast).

• Lowercase “coast” when using it generically and descriptively, rather than to name a topographical area (e.g., they traveled along the Pacific coast).

C. Historic Eras and Events

• See CMOS 8.113, for wars and revolutions, and CMOS 8.75, for major historical events.

• Formal or accepted titles of treaties and conferences are typically capitalized (e.g., Yalta Conference, but not Korean armistice).

D. Military Operations and Code Names

• Do not use all caps or use italics for operation or code names.

• Capitalize only the initial letters of military operations and code names (e.g., Operation Overlord, Operation Enduring Freedom).

• See CMOS 8.114.

E. Military Services

• (U.S.) Navy is always capitalized in Navy publications.

• Render non–U.S. Navy (e.g., Army, Marine Corps, Royal Navy, NATO, etc.) units, equipment, and operational terms according to the style of the services to which they belong.

F. Ranks and Ratings

• Capitalize ranks and ratings when they immediately precede a proper name, otherwise use lowercase (e.g., Lieutenant James Jones, BUT Jones was promoted to lieutenant).

• Use APPENDIX 2

G. Headline (Title) Capitalization (CMOS 8.19–8.36 covers capitalization of titles)

• Capitalize all parts of a hyphenated compound in a title (Medium-Sized Ship, Fixed-

Wing Aircraft).

• In titles, capitalize prepositions if they form a phrase (e.g., Coming Up).

H. Titles of Office

Titles are only capitalized when used preceding (or as part of) a name, unless they represent exception based on “promotional or ceremonial context” or “for reasons of courtesy or diplomacy (CMOS 8.20).

• Capitalize the first and last words and all nouns, pronouns, adjectives, and verbs

(e.g., the Chief of Naval Operation and Commander in Chief, U.S. Fleet).

• Do not capitalize prepositions, coordinating conjunctions, or articles (e.g., a, after, an, at, before, between, by, for, on, the, through).

4. Enumeration

• Enclose in parentheses numbers (1) or letters (a) used in enumerating items in text.

• When spelling out enumeration, use adjective forms (first, second, third).

• Exceptions will be made for military units (e.g., 2nd Marines).

B. No subdivision

Use Arabic numerals followed by periods are preferred. Periods after numerals are aligned:

8. surveying ships

9. fleet tugs

10. salvage

C. Subdivided items Use a more complex system of roman numerals, uppercase letters, and Arabic numerals with periods, as well as lower-level letters and numerals with parentheses:

I. Aircraft II. Ships A. Carriers

1. Attack carriers

a) CVs

(1) Kitty Hawk (CV-63)

(2) Constellation (CV-64)

b) CVNs

2. Escort carriers B. Destroyers

5. Foreign Words

In general, foreign words should be italicized. Some foreign words have become part of the English language, however, and can be left unitalicized (e.g., kamikaze, perestroika, tsunami).

However, sic is always italicized. For foreign phrases, include a translation of the phrase in parentheses after the first mention.

A. Arabic Names Surnames of Arabic origin are frequently prefixed by such elements as Aby, Abd, Abu (father of), ibn (son of), al, or el. These are part of the surname and should not be dropped when the surname is used alone: Abd al-Aziz ibn Saud, BUT King Ibn Saud. The AP Stylebook offers a good discussion on how to treat Arabic names: “Use an English spelling that approximates the way the name sounds in Arabic. If an individual has a preferred English spelling, use that. If usage has established a particular spelling, use that.” The al- is treated like an article, which is never capitalized unless it is at the beginning of a sentence.

Alphabetize according to the word following al, thus al-Qaeda may be found under Q. Often an Arabic word ending in h has al- attached to it. Consult U.S. Board on Geographic Names, https://geonames.nga.mil/namesviewer/, as reference on uniform geographic name usage throughout the federal government.

B. British Spelling In works by European authors convert British spelling to American spelling for such words as defence, harbour, and theatre (of operation) in text.

Proper titles and names should remain in the original British spelling, such as Australian Defence Force or Operation Stabilise (code-named by the Australians).

C. Chinese Names The Chinese introduced the Hanyu Pinyin system for romanization of their language in the 1950s, replacing the older Wade-Giles system. For historical text on China before 1949, use the Pinyin system and on first mention include the Wade-Giles or Postal Atlas of China romanization in parentheses. The Wade-Giles system for personal names is permissible while the Postal Atlas of China for geographical names is preferred (e.g., Mao Zedong [Mao Tse-tung], Beijing [Peking]). For post-1949 history, use the Pinyin system of romanization. However, if historical text spans both periods, maintain the use of either the Wade-Giles or Postal Atlas name in parentheses. The Chicago Manual of Style, 17th edition has a lengthy discussion on the two systems (11.82–11.85) for further reference. In Chinese practice, the family name comes before the given name unless the individual name has been anglicized (see Chicago 8.15). Alphabetize Chinese names by their first letter—omit the comma and do not invert the names. For instance, index “Cheng Shifa” as Cheng Shifa under the letter C.

D. Japanese Names Render in the same order as Western names—precede a family name with a given name (e.g., Takeo Kurita, Isoroku Yamamoto). Render book titles for references exactly as they appear in the Japanese language.

E. Latin Terms Do not italicize Latin terms such as ibid., et al., etc., viz.

• Do italicize sic to show misstatement or misspelling in the original. Avoid using such abbreviations in main text.

6. Military Equipment, Weapons, Ships and Aircraft

A. Aircraft

• Use the proper designation for the historical time frame—the old Navy designation system before 1962, and the DOD designation system after 1962. Do not italicize designations BUT italicize nicknames for individual aircraft (e.g., the B-29 bomber Enola Gay). Include hyphens as appropriate.

• Give designation/name on first use (e.g., CH/HH-53 Sea Stallion). There is no requirement to include aircraft maker (e.g., Sikorsky) unless related to topic.

• Use aircraft variant (e.g., SH-60B) only if related to topic.

https://geonames.nga.mil/namesviewer/

• Make sure you give a secondary descriptor with all plane types on first use. This can be a name (e.g., F-14 Tomcat, F6C-3 Hawk) or a category (e.g., N-9 seaplane, HS-1 flying boat), but types cannot stand alone in such a way as “The VE-7s landed… ”

• An excellent reference is Chapter 1, Vol. II of United States Naval Aviation 1910– 1995.

B. Aircraft Carrier Designations

Use the proper ship designation for the time period in which you are writing. Some designation changes occurred during and just after World War II. An excellent reference for aircraft designations is Appendix 3 (Chapter 1, Vol. II) in United States Naval Aviation 1910–2010. Vietnam-era designations are apt to show a change after 1976 when CVAs became CVs (source: Chapter 26, Vol. II, USNA 1910-2010).

C. Airships

Follow the style for ships rather than aircraft. Italicize names and include hull numbers in parentheses if applicable (e.g., “. . . a rigid airship, later designated ZR-1 and named Shenandoah.”; “. . . the rigid airship R-38 (ZR-2).” See also Ship Names.

D. Ships

• Hull Numbers

Provide upon first use in parentheses following ship names—e.g., Enterprise (CVN-65). Always hyphenate hull numbers. Do not italicize unless the ship is unnamed and the hull number functions as its name, e.g., YMS-311. Include hull numbers (if known) for foreign ships.

• Ship Classes

Do not italicize (e.g., Bird class) unless the class is named after the lead ship—in that case, italicize only the name of the ship (e.g., Arleigh Burke class).

Hyphenate only if used as a modifier (it was an Arleigh Burke–class ship, BUT the Arleigh Burke class).

• Ship/aircraft designations

Rules:

- Combat ships: Always use the ship name with hull designation for first use.

Thereafter, it is permissible just use ship name unless clarity is required.

- Navy-leased ships: These are USNS ships. Use the prefix, ship name, and designation for the first reference; after that, just the ship name. Some of these ships will have a designation starting with the letter T (e.g., T-AK-242) while the older MSC ships may be AKAs, or AKs.

- SS and MV ships do not have a hull designation. Need to use the prefix and ship name on first mention.

- Use hyphens and ensure that designations are correct for the time periods.

Ship Names

- Do not set ship names in ALL CAPS.

- Do not precede the name of an American ship with “USS” after first use unless clarity is necessary.

- Precede ship name with “the” if you include a modifier such as the ship type

(e.g., the frigate President sailed). Otherwise, omit the (e.g., later President sailed).

- Italicize only the ship name (e.g., Abbott [DD-629]); if the ship is unnamed and its designation serves as its name, italicize the designation (e.g., LST- 529).

- Take care to follow Navy usage of ship names, noting whether first names, middle initials, or articles are included, e.g., The Sullivans (DDG-68), Roosevelt (DDG-80), BUT Franklin D. Roosevelt (CV-42).

- Abbreviate a ship name only after giving the full name on first mention (e.g., John F. Kennedy (CV-67) on first use; subsequently JFK or Kennedy).

- Hyphenate the type and hull number (e.g., Freedom (LCS-1), U-110).

- Give the type and hull number of a ship the first time it is mentioned;

thereafter, use only the ship’s name. For possessives, add an apostrophe, but do not italicize the s (e.g., Lexington’s).

Ship Prefixes

- USS is the only prefix used for commissioned U.S. Navy ships.

- SS (steamship) and MV (motor vessel) ships do not have a hull designation, therefore use the prefix and ship name on first mention.

Example: Greystone (MV HOS).

- Exception: SS, USNS, HMS, INS prefixes need to be retained, as these denote ships that are not commissioned U.S. Navy vessels.

Military Sealift Command Ships/Navy-leased ships

- Distinguish the noncommissioned ships of the Military Sealift Command either by using the prefix USNS (e.g., USNS Mercy (T-AH-19)), or by noting the ship’s status within the text (e.g., . . . on board the Military Sealift Command’s hospital ship Mercy).

- When discussing MSC ships along with commissioned U.S. Navy ships, the prefix USS is not needed if distinctions are clear.

Example: the relief effort involved Carl Vinson (CVN-70), Normandy (CG-60), and USNS Comfort (T-AH-20).

Landing Craft/Ships

- Use the following style: landing craft, mechanized (LCM); tank landing ship

(LST); landing craft, vehicle, personnel (LCVP); and landing craft, air cushion

(LCAC).

7. Numerals

• In general, spell out numbers nine and under (e.g., six knots).

Exception: do not spell out numbers with abbreviations (e.g., 5 cm)

• When spelling out several single-digit figures would produce an exceedingly wordy paragraph, use Arabic numerals.

• In a number series where there are one-, two-, and three-digit numbers, treat all numbers alike—as Arabic numerals.

• Use Arabic numerals for:

latitude and longitude exact sums of money degree of list decimal degree of temperature tonnage distance, including fractions percentage

B. Dates

• Exception to Chicago Style: Use military style for all dates (e.g., 6 August 1989, for specific dates).

• Use Chicago style for referential or inclusive dates, e.g., on the sixth/on the 6th; in

January 1945; and 1945–1946 (BUT include all four digits for inclusive numbers);

“when a day is mentioned without the month or year, the number is usually spelled out in ordinal form” (CMOS 9.31).

• For date references in citations, remain consistent with the military style used throughout the text.

• In tables, charts and citations, you may abbreviate months without using periods, e.g., 5 Jan 1950.

C. Measurements of time

• Centuries Particular centuries are spelled out and lowercased (CMOS 9.32).

- e.g., 1800s BUT the nineteenth century A compound adjective including century requires a hyphen.

- e.g., eighteenth- and nineteenth-century technologies

• Decades Decades are written as “1960s,” not “1960’s.”

Spell out shortened references (e.g., “the sixties,” not “the 60s.”)

D. Fractions

• Spell out and hyphenate simple fractions (e.g., one-fourth of the sailors).

• Do not auto format fractions or ordinals (e.g., 1/2, not ½).

• MS Word: Hit CTRL+Z to cancel auto format.

E. Latitude and Longitude

• Always use numerals, degree signs, and straight quotes rather than “smart” quotes.

Latitude is always given first. Stating latitude or longitude is not needed; the compass direction is sufficient:

72°54'23"N, 165°53"W the 90th meridian of east longitude the 81st parallel of north latitude 21°N

F. Measurements

• Always spell out measurements, e.g., she had a maximum speed of 19.1 knots during trials.

• If an abbreviation is used, do not pluralize the abbreviated form of a unit

Example: in, not ins.

G. Numeric Military Designations

• Use Arabic numerals to designate the numbers of task forces and their subordinate units (e.g., Task Force 58, Task Group 58.1, or TF-58).

• Spell out fleet numbers (e.g., Seventh Fleet).

• Most naval unit designations are written with Arabic numerals (e.g., Mine Division

73, Harbor Clearance Unit 5).

H. Numbers and Abbreviations

• When numbers are combined with abbreviations, use Arabic numerals

(e.g., 5 cm).

I. Percentages

• Always express percentages in numerals except if used as the first word in a sentence (e.g., 5 percent).

• In text, spell out “percent” rather than using the symbol (%).

The symbol is acceptable for use in tables and figures.

• Do not hyphenate percentages used as an adjective (e.g., a 10 percent increase).

J. Ordinals

• Do not auto-format ordinals; the letters in ordinal numbers should not appear as superscripts in text (e.g., 2nd, not 2nd). MS Word: Hit CTRL+Z to cancel auto format.

To turn off Word’s automatic formatting of ordinals go to: File >Options >Proofing >

AutoCorrect Options > AutoFormat As You Type > deselect “Ordinals (1st) with Superscript.”

• Spell out ordinals first through ninth when NOT used in a military context (units, designations), otherwise use Arabic numerals (10th, 26th, etc.) based on CMOS 9.3.

• Use -nd and -rd rather than -d and -d to designate second and third: 122nd, 43rd, unless it is a military unit designator. Note the Marine Corps rendering of ordinals in units and ranks—2d and 3d, rather than 2nd and 3rd (e.g., 2d Lieutenant, 3d Marine Division).

K. Temperature

• Always use numerals and degree sign:

minus 102°C 102° below

Celsius 0°C in the 70s

32°F below zero (spell out)

L. Time

• Use Arabic numerals for 11 and above. (e.g., 30 minutes, 23 years, 14 hours).

• Use Zulu/GMT to designate time. Specify if local time is used.

• Be sure to use Zulu/GMT or local time rather than time/date used by enemy forces.

• For most products, use 24-hour (military) time, but you may choose to use 12-hour

(non-military) time for web content or outreach publications.

M. Weight Always use numerals in technical and tabular material; otherwise follow CMOS for numerals (e.g., 6,682-ton vessel, 3 tons in technical writing BUT three tons in non-technical writing).

8. Punctuation

A. Apostrophes

• Abbreviations and acronyms with no period do not take an apostrophe.

Abbreviations with periods and letters of the alphabet that are used as nouns are formed by adding the apostrophe plus s: DDs, LSTs, BUT p’s and q’s.

Use “smart” apostrophes ( ’ ) in Microsoft Word rather than foot marks ( ' ).

B. Brackets

• If quoted matter has its own brackets, include note in source citation that indicates “brackets in the original” (see CMOS 6.99).

• Insertions may be made in quoted material to correct an error or provide a missing word but keep these corrections to minimum (see CMOS 13.60).

• Within parentheses, use brackets for internal parentheses.

C. Colon

• Do not use a colon before a series that serves as the object of a verb (CMOS 6.67) Example: The Paul Jones Group included Paul Jones (DD-10), Perry (DD-11), and

Preble (DD-12).

• Use colon to separate parts of a compound title Example: Ensuring the Lifeline to Victory: Antisubmarine Warfare, Convoys, and

Allied Cooperation in European Waters During World War I

D. Commas

• Do use a comma:

Before and after USN, USNR, etc., within a sentence.

Following a period of time or geographic location within a sentence, and separating a city from a state.

Before a conjunction in a series (one, two, and three).

To separate four or more digits, except dates, page numbers, and nautical time

(1,000, BUT 2100Z).

To separate two independent clauses joined by “and,” “but,” or “not,” if a change in subject occurs (The offensive never materialized, and there was no increase in guerrilla fighting)

To set off a nonrestrictive word or phrase (one whose omission does not alter the meaning of the main part of the sentence).

To set off individual elements of a person’s title (e.g., Commander, Naval Forces, Vietnam [COMNAVFORV]) when preceding their name.

• Do not use a comma:

Between the name of an organization and its location (e.g., Naval Station Norfolk).

• No commas after see and see also in explanatory notes

(consistent with CMOS 16.20 recommendation for indexes).

• Do not omit the comma after question marks and exclamation marks in titles in a citation.

E. Dashes The two types of dashes are the em dash (—) and the en dash (–); an en dash is longer than a hyphen and half the length of an em dash. Use keyboard shortcuts Alt 0150 (en dash) and Alt 0151 (em dash) or select as a symbol.

Hyphens and dashes all have their specific appearance (shown below) and uses.

hyphen -en dash – em dash — 2-em dash —— 3-em dash ———

• En Dash (–)

Shortcut: CTRL + - (numpad) Use:

To join inclusive numbers such as dates, times, and page numbers (e.g., 7–8

December 1986–1987, 11:00 a.m.–12:00 p.m., pages 23–52).

To form a hyphenated compound in which one element is itself hyphenated or contains more than one word (e.g., post–Cold War, quasi–self-serving).

Em dash (—) Shortcut: CTRL + ALT + - (numpad) Use:

To precede an appositive placed at the end of a clause and separated from the word or expression it explains (e.g., The state of culture at that institute can be described by only one word—chaos.)

To precede a final, summarizing clause when the subject of the main clause is made up of several elements (e.g., A thousand tragedies and comedies, a score of experiments, breathtaking happenings everywhere—all these need the skill of a good student and a good writer.)

To denote in pairs an abrupt change in sentence structure (e.g., They arrived that afternoon—the storm delayed their flight—and checked in at the desk).

Note: avoid using more than one pair of em dashes within a sentence.

F. Diacritical Marks

• Diacritics are marks placed above, below, or next to a letter to assist the reader in its pronunciation. In English, all words with these accents are borrowed from foreign languages. Some of these marks have been dropped in their inclusion in the English language (e.g. naive).

• Merriam-Webster can often provide the answer on when to preserve these markings. Most proper nouns will have to be handled on a case-by-case basis based on the author’s preference and the editor’s concerns.

G. Ellipses An ellipsis is a series of three dots used to mark the omission of a word, phrase, line or more from a quote. Consider using an ellipsis if the material is irrelevant to the significance of the quote. Be cautious about using an ellipsis when paraphrasing would be easier for the reader to follow.

• See CMOS 13.53 for more guidance on the use of the four-dot ellipsis.

• There should be no space between final ellipsis and a closing quotation mark (see

CMOS 13.55).

H. Hyphens

• Compounds

Word combinations follow a natural progression over time as they acquire a distinctive meaning. Whether nouns, verbs, or modifiers, or any mix of these syntactic elements, the combinations typically go from two words (bed bug), to a hyphenated word (bed-bug), to one word (bedbug) as they become embedded in English.

Constructing a new word might be appropriate if the word is in a field of expertise or if some forms of the word are already being hyphenated or spelled solid in the dictionary; just be sure to list your decisions on a style sheet.

• Do hyphenate:

- First element used as a measure unless the second element is possessive

(e.g., .22-caliber gun, 5-inch gun, a 20-second firing; BUT the firing lasted 20 seconds, one week’s pay).

- Hull numbers (Nimitz [CVN-68], LST-806).

- Squadron and aircraft designations (VFA-146, B-36 bomber).

- A unit modifier before a noun or if the compound contains a past or present participle (ground-based sensor, self-starting mechanism).

- Both unit modifiers with common basic element (e.g., land- and carrier-based aircraft).

• Do not hyphenate:

- Commonly used terms that are made into adjectives (real estate venture, guided missile cruiser, laissez faire policy, Latin American country).

- Ordinal, comparative, or superlative compound modifiers except to prevent ambiguity (e.g., second largest ship vs low-flying airplanes).

- Periods of time or measurement preceded by the words from and between

(from 1922 to 1946, between two and four children).

- Standard prefixes such as anti, counter, mid, multi, non, out, over, post, pre, pro, re, sub, and under except if meaning is unclear or ambiguous, or if the prefix is followed by a numeral, a capitalized word, or a repetitive letter that would cause confusion (e.g., sub-Sahara, mid-1992, anti-insurgency).

I. Parentheses

• Be aware of the use of parentheses in relation to other punctuation

(See CMOS 6.98).

J. Periods

• A period between sentences is followed by a single space, not a double space

(CMOS 6.12).

• When an independent sentence is completely enclosed within parentheses, the period belongs inside the parentheses, unless it is included within another sentence

(CMOS 6.13).

K. Quotation Marks

• Use directional (or “smart”) rather than straight (") quotation marks.

L. Spacing

• Do not use two spaces after the final punctuation mark in a sentence.

M. Semicolon

• Use semicolons to separate two independent, but related, clauses; clarify items in a long sentence; or separate items in an itemized list; Semicolons should be used carefully as they allow for long, wordy sentences.

N. Virgule (/)

• Use “and” or “or” in formal writing instead of virgule.

• May be used to indicate the last part of one year and the first part of the subsequent year in citations (CMOS 6.107).

9. Typography A. All Caps

• Do not use all caps for operation names as per CMOS 8.114.

• Use all caps or small caps in quoting text originally written in all caps.

B. Italics

• Names of specific ships and other vessels are both capitalized and italicized (see CMOS 8.116)

• Italicize all foreign words on first mention (unless the word has been adopted into the English vocabulary—use Merriam-Webster for reference).

• Do not overuse italics for emphasis (CMOS 7.50).

If using italics for emphasis in a quote, mention “italics added” in citation.

• Italicize locaters in captions (terms such as left, right, above, below) (CMOS 3.24).

C. Small Caps

• May use small caps in place of all caps in quotations originally written in all caps.

• Do not use small caps for operation names.

10. Notes and Bibliography

A. Abbreviations in Citations

• Use shortened citations instead of ibid. (CMOS 14.34).

• Use AP-style abbreviations (see Appendix 2) in notes.

• Shorten the month of publication in a citation to three-letter abbreviation (Jan, Jul, Dec). Do not shorten month names in titles or in commentary.

• Use all four digits of the year in citations (Dec 2021, not Dec 21).

• Do not use periods in state abbreviations (e.g., DC, not D.C.).

• Do not use roman numerals for volume numbers in source citations even if they appear in the original work. Use Arabic numerals.

B. Common Abbreviations

• Spell out most abbreviations on first use.

• See CMOS 10.42 for list of scholarly abbreviations.

• Abbreviate parts of publications or documents in footnotes:

c. (circa)

ed. (editor/multiple editors) not eds. (see CMOS 14.104) p.; pp. (page, pages) RG Record Group vol. (volume)

• Always spell out names of source locations on first use. Be consistent within the manuscript.

NARA (National Archives and Records Administration) LOC (Library of Congress)

C. Commentary

• Try to limit explanatory notes to less than three sentences.

• Think carefully about whether it can be incorporated into the text.

D. Page Numbers

• Do not use p. or pp.

• Inclusive page ranges should be abbreviated (see CMOS 9.61).

• Always use en dash (–) to denote inclusive (up to and including) page range.

• Inclusive roman numerals denoting page range are given in full.

E. Placement of Note Number

• Note number may be placed at the end of a sentence, or at the end of a clause (see

CMOS 14.26: Placement of note number).

F. Short Form

• Use short form instead of ibid.

• Basic structure: Last Name of the Author, Main Title of the Work Cited (shortened if more than four words), and page numbers (see CMOS 14.30: Basic structure of the short form).

To avoid repetition, the title of a work just cited may be omitted in short form only when it refers to the last item cited.

• For further guidance on shortening titles and authors’ name, see CMOS 14.32 and

14.33.

11. Sample Citations

Book:

Note:

1 Edward S. Miller, War Plan Orange: The U.S. Strategy to Defeat Japan, 1897–1945 (Annapolis: Naval Institute Press, 1991), 262–64.

Short Form:

2 Miller, War Plan Orange, 262–64.

Bibliography:

Miller, Edward S. War Plan Orange: The U.S. Strategy to Defeat Japan, 1897–1945.

Annapolis: Naval Institute Press, 1991.

Electronic / Digitized Book:

Book:

Origin of Navy Terminology (Washington, DC: GPO, 1976), https://www.history.navy.mil/research/library/online-reading-room/title-list-alphabetically/o/origin-navy-terminology.html.

Journal:

• Remember: use Arabic numerals to denote volume number even if journal itself uses Roman numerals (CMOS 14.171).

• Also: seasons (e.g., Winter) are capitalized in source citations.

• Months may be abbreviated, but seasons are spelled out.

Note:

3 Ritch K. Eich and William E. Wiethoff, “Toward a Model of Hierarchical Change: Admiral Elmo R. Zumwalt and Naval Innovation,” Communication Quarterly 27, no. 1 (Winter 1979): 31.

Short Form:

4 Eich and Wiethoff, “Zumwalt and Naval Innovation,” 31.

Bibliography:

Eich, Ritch K. and William E. Wiethoff. “Toward a Model of Hierarchical Change: Admiral Elmo R. Zumwalt and Naval Innovation.” Communication Quarterly 27, no. 1 (Winter 1979): 31.

https://www.history.navy.mil/research/library/online-reading-room/title-list-alphabetically/o/origin-navy-terminology.html https://www.history.navy.mil/research/library/online-reading-room/title-list-alphabetically/o/origin-navy-terminology.html

Magazine:

Note:

5 Donnarae Sowell, “So You Want to Be a Navy Wife?,” Navy Wifeline, Fall 1973, 3.

Short Form:

6 Sowell, “Want to Be a Navy Wife?,”3.

Bibliography:

Sowell, Donnarae.“So You Want to Be a Navy Wife?” Navy Wifeline, Fall 1973.

Manuscripts:

Full identification of most items from manuscript collections usually requires giving the title and date of the item, series title (if applicable), name of the collection, and name of the depository.

Page numbers may be included, and if needed, the abbreviations p. and pp. may be used in notes to avoid ambiguity (CMOS 14.225).

Note:

7 “Annex M to Commander, Allied Naval Forces, Southwest Pacific Area, Operation Plan 13-44, 26 September 1944,” Records of the Office of the Chief of Naval Operations, Record Group 38 (RG 38), National Archives at College Park (NACP).

8 Jesse B. Oldendorf, “As Seen from the Bridge: Glimpses Along the Sea Road to Tokyo, as Seen by an Admiral Enroute,”1945, transcribed by Hawthorne Daniel, Nimitz Library Special Collections & Archives, U.S. Naval Academy, p. 187–88.

Short Form:

9 “Operation Plan 13-44, 26 September 1944,” RG 38, NACP.

10 Oldendorf, “As Seen from the Bridge,” 1945, 187–88.

Bibliography:

National Archives at College Park, College Park MD

Record Group 38. Records of the Office of the Chief of Naval Operations.

Special Collections, Nimitz Library, United States Naval Academy, Annapolis, MD

Jesse Oldendorf Memoirs, 1944–1945.

Digitized Resource:

If citing item retrieved from the online catalog, cite the URL and/or digital identifier.

“Navy Day Booklet,10/27/1923,” General Correspondence, ca. 1915–1925, Records of Naval Districts and Shore Establishments, 1784–2000, Record Group 181, National Archives at Boston, Waltham, MA, https://catalog.archives.gov/id/6882448.

or

“Navy Day Booklet,10/27/1923,” General Correspondence, ca. 1915–1925, Records of Naval Districts and Shore Establishments, 1784–2000, Record Group 181, National Archives at Boston, Waltham, MA, [online version available through Archival Research Catalog (ARC identifier 6882448) at www.archives.org; November 29, 2021].

Multivolume work:

Citing a particular volume in a note (CMOS 14.118):

Note:

11 Samuel Eliot Morison, Leyte: June 1944–January 1945, vol. 12, History of United States Naval Operations in World War II (Boston: Little, Brown and Company, 1958), 177–83.

Citing a particular volume in a bibliography (CMOS 14.119):

Morison, Samuel Eliot. Leyte: June 1944–January 1945. Vol. 12 of History of United States Naval Operations in World War II. Boston: Little, Brown and Company, 1958.

Cite entire multivolume work in a bibliography (CMOS 14.117):

Morison, Samuel Eliot. Leyte: History of United States Naval Operations in World War II.

Boston: 15 vols. Little, Brown and Company, 1947–1962.

*For volumes published over several years, give year of first and last volumes published separated by en dash.

Multivolume Work Within a Series (CMOS 14.125)

12 Richmond Kelly Turner to CNO, Study of the effect of an embargo of trade between the United States and Japan, 19 July 1941, in U.S. Department of State, Foreign Relations of the United States Diplomatic Papers, 1941, vol. 4, The Far East, ed. John G.

Reid, Louis E. Gates, and Ralph R. Goodwin (Washington, DC: GPO, 1956), 839–40.

13 U.S. Department of State, Foreign Relations of the United States Diplomatic Papers, 1941 (FRUS), vol. 4, The Far East, ed. John G. Reid, Louis E. Gates, and Ralph R. Goodwin (Washington, DC: GPO, 1956), Document 661.

Short Form:

14 Richmond Kelly Turner to CNO, 19 July 1941, in FRUS, vol. 4, The Far East, 839–40.

15 FRUS, vol. 4, The Far East, Document 661.

Bibliography:

U.S. Department of State. Foreign Relations of the United States Diplomatic Papers, 1941. Vol. 4, The Far East, edited by John G. Reid, Louis E. Gates, and Ralph R. Goodwin.

Washington, DC: Government Publishing Office, 1956.

Newspaper Article:

• Remember: The initial The is omitted from newspaper titles (CMOS 14.193).

• Add city and state if needed for clarity (CMOS 14.193).

• Exception to Chicago: Use military style dates throughout notes and bibliographic citations to be consistent with NHHC style.

Note:

16 Richard Harwood, “Some Eruptions Occur at Nightfall,” Washington Post, 10 May 1970.

17 Standard Union (Brooklyn, NY), 12 August 1897.

Bibliography:

No corresponding bibliographic citation is required for a newspaper article cited in text.

Although not required to do so, authors do sometimes compile a list of newspapers by title in a separate category within the bibliography (referenced in CMOS 14.198).

Photograph:

18 George W. Harris and Martha Ewing, [Navy], 1931, glass negative, 4 x 5 in, Library of Congress, Washington, https://www.loc.gov/item/2016879360/.

Series:

18 Stetson Conn and Byron Fairchild, The Framework of Hemisphere Defense, United States Army in World War II (Washington, DC: Office of the Chief of Military History, Dept. of Army, 1960.

Bibliography:

Conn, Stetson and Byron Fairchild. The Framework of Hemisphere Defense. The U.S.

Army in World War II. Washington, DC: Office of the Chief of Military History, U.S. Army, 1960.

Unpublished Government Document:

19 “CNO Retention Study Group Report,” 1 May 1972, box 856, folder 4, CNO Retention Study Group, CNO Immediate Office Files, 1970–79, Archives Branch (AR), NHHC, Washington Navy Yard, DC.

Short Form:

20 “CNO Retention Study Group Report,” NHHC.

Bibliography:

Archives Branch, Naval History and Heritage Command, Washington, DC

Immediate Office Files of the Chief of Naval Operations (AR/66)

Webpages:

The basic entry for a webpage consists of the author name(s), webpage title, website title, institution/publisher, publication date, and DOI or URL.

Do not use the generic webpage citation style for all digitized resources (manuscript, book, etc.). See separate categories above for further guidance.

If no author is available, begin the citation with the webpage title.

If no publication date is available, include access date (CMOS 14.12).

21 Hall, Sam and Sonny Masso, “Tiger Cruises,” Naval Historical Foundation, 23 August 2019, https://www.navyhistory.org/2019/08/tiger-cruises/.

Bibliography:

Hall, Sam and Sonny Masso. “Tiger Cruises.” Naval Historical Foundation, 23 August 2019. https://www.navyhistory.org/2019/08/tiger-cruises/.

Social Media:

Chicago Manual of Style does include guidelines for citing social media content (CMOS 14.209). Be sure to include the author of the post (if available), the title, the type of post, the date (to differentiate from other posts), and a URL. Be sure to include any other explanatory notes to ensure that both the reader can find this source.

12. Additional Resources

Chicago Manual of Style is the guide for style for writing and formatting scholarly research papers, including citing sources, currently in its 17th edition.

Department of Defense Dictionary of Military and Associated Terms. Washington, DC: Joint Chiefs of Staff. Updated regularly. Available as a PDF.

U.S. Navy Style Guide, last updated on 22 March 2017, is a useful resource for terms not listed in the NHHC alphabetized word list. However, this style guide is based on the Associated Press (AP) Stylebook as a guide for journalism and news writing rather than scholarly publications.

National Archives and Records Administration (NARA) A list of the record groups and their numbers is given in the Guide to the National Archives of the United States, augmented by the leaflet Citing Records in the National Archives of the United States (available as a PDF from the National Archives) which includes advice on citing its electronic records and digitized resources.

https://www.jcs.mil/Portals/36/Documents/Doctrine/pubs/dictionary.pdf https://www.archives.gov/files/publications/general-info-leaflets/17-citing-records.pdf

APPENDIX 1. Word List (Alphabetized) Note: This list is not intended to be comprehensive. Please use references listed on second page of this document for further clarification.

A aboard May be used to indicate a person boarding a ship (e.g., the captain came aboard at 0700). In keeping with Navy.mil style, however, using aboard to mean on board a ship is acceptable.

• A Sailor is stationed “on,” “at,” “is serving with” or “is assigned to” a ship. A Sailor does not serve “in” a ship.

• A ship is “based at” or “homeported at” a specific place.

• A plane is “stationed at” or is “aboard” a ship; is “deployed with” or is “operating from” a ship.

• Squadrons are “stationed at” air stations.

• Air wings are “deployed with” ships.

acoustic-magnetic (adj)

Acting Secretary of the Navy active-duty (adj) / active duty (n) administration Obama administration, Food and Drug Administration

Admiralty (British)

Advanced Amphibious Assault Vehicle (program), BUT amphibious assault vehicle adviser NOT advisor

Aegis weapon system Do not italicize Aegis or set in all caps.

affect, effect Affect (verb) means to influence, e.g., one’s ears affect one’s balance, or to put on airs, e.g., she affected a fake accent. Affect (noun) is used in psychology to mean expressed emotion, e.g., he observed her affect. Effect (verb) means to bring about, e.g., he effected his escape. Effect (noun) means result or appearance, e.g., an airy effect.

aft Refers to a direction toward the ship’s stern.

air base air force (general) BUT U.S. Air Force, the Air Force (U.S.); note: U.S. Army Air Forces (USAAF) during World War II, as an Army branch aircraft Do not refer to military aircraft as airplanes or planes.

aircrew Use when referring to naval pilots, flight officers, and aircrewmen together. See naval aviator.

aircrewman, aircrewmen (n) Refers to enlisted aircraft crewmembers.

airpower (n, adj) air wing all hands (n) / all-hands (adj) - hyphenate as an adjective or a compound modifier

Allies (World Wars I and II); otherwise, lowercase.

American (adj) - U.S. is preferable BUT American people.

American Revolution - Do not use Revolutionary War.

and a half Do not use hyphens.

anti- In most cases, eliminate the hyphen with this prefix: antisubmarine, antiaircraft, antiship, antitank. You may use a hyphen if anti- precedes the letter i or another vowel.

antisubmarine warfare

Arabian Gulf Use instead of “Persian Gulf.” Other operational areas in the region are Northern Arabian Gulf, Southern Arabian Gulf, North Arabian Sea, South Arabian Sea. Also, capitalize Arabian Gulf references when discussing important historical events (the Gulf War, the Gulf area).

area of responsibility area of operations armed forces Lowercase U.S. armed forces or the armed services.

Assistant Secretary of the Navy attaché automatic-weapons fire a while (noun phrase) Follows a preposition. (e.g., We stood for a while on the dock BUT a while back, a while ago, wait a while) awhile (adv) Follows a verb. (We stood awhile on the dock.)

B ballistic missile cruiser/submarine battle group

Black - Black is capitalized when it refers to racial and ethnic identity. White and similar terms may also be capitalized in referenced racial and ethnic identity. Individual preferences will vary and depend on context.

benefited blitzkrieg Italics are not necessary.

blockships blue water (n) / blue-water (adj) bowsweep (adj, n) brown water (n) / brown-water (adj) buildup (n) / build up (v)

Bureau of Ships Created in June 1941 from the Bureau of Engineering and Bureau of Construction and Repair.

C cabinet call sign (n) cataloged cease-fire (n) central Europe Capitalize “Central” if it refers to World War I theater.

check sweep (n, v)

Chief of Naval Operations chief of the Bureau of Ships chokepoint civil war BUT American Civil War close-in (adj) / close in (v)

Close-In Weapon System (program), BUT lowercase if used generically coalition Capitalize when referring to a multinational group involved in an operation, otherwise lower case

Coasts Capitalize “coast” when referring to a specific region or state (e.g., East Coast, West Coast, Gulf Coast, Ivory Coast). Lowercase “coast” when using it generically and descriptively, rather than to name a topographical area (e.g., They traveled along the Pacific coast).

Coast and Geodetic Survey coastguardsmen (n) also known as cuttermen code breakers (n) code-named (adj) code name (n)

Cold War combat direction center combat information center combatant commanders On 24 October 2002, Secretary of Defense Donald Rumsfeld announced…