The Case for a Writing Style Guide

“Do we hyphenate that?”

“Why are we using three different words for the same thing?”

“What’s the right term here?”

“What is our style when we write names and titles?” 

If those questions sound familiar, your organization isn’t alone. They’re a sign that it might be time to create (or revisit) a writing style guide.

A writing style guide brings clarity and consistency to how your organization communicates. It defines tone, standardizes language, and eliminates the small (but frequent) decisions that slow teams down and dilute your message.

Where to Begin

Start with the basics.

Document the black-and-white decisions about grammar, punctuation, and style. Are you following AP or MLA style or something else? Do you use the Oxford comma or not? These foundational choices set the baseline for everything else.

Define your tone.

This step takes a bit more thought. How should your audience feel when they read your content? How would you want them to describe you? Define both of these using a handful of words.

Are you formal or conversational? Academic or approachable? Aligning on tone ensures your writing sounds like it’s coming from one voice instead of multiple writers.

Standardize your terminology.

This is where a style guide becomes especially valuable. Capture the decisions your team keeps revisiting, such as:

• Preferred spellings (ex: “health care” vs. “healthcare”)

• Acronym usage (and whether you use them at all)

• Word choices where multiple options exist (e.g., choosing “children” instead of “kids,” or “data” instead of “stats”)

• Any recurring debates your team has already had. Once you’ve decided on a route, document it.

Be clear about what you don’t say.

Just as important as what you include is what you avoid. If certain terms feel outdated or carry unintended connotations, list them and explain why. You can’t expect consistency if expectations aren’t clear.

As an example, several organizations we have worked with have eliminated the word “daycare” from their lexicons, as the term doesn’t convey the skill and expertise of the early childhood care and education field. They prefer the term "child care” (or “childcare” for some, depending on their writing style guide!).

Now What?

So you have a guide. Now what? Make sure your team knows it exists, understands how to use it, and can easily access it when questions come up.

And don’t treat it as static. A strong writing style guide is a living document, and one that evolves as your organization grows and new questions emerge.

Consistency in writing isn’t just about preference. It builds trust, strengthens your brand, and makes your communication more effective.

When your team isn’t stuck debating word choices or digging through old materials to see what decisions have already been made, they can focus on what really matters: telling your story.