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Introduction
These notes are designed to help in the preparation and presentation of typescripts
and to establish general stylistic conventions. They also provide advice on permissions,
indexes, production schedules and other aspects of the process by which an author's
typescript is transformed into a book. While the notes contain recommendations
for particular systems of reference, etc., an author's first priorities should
be clarity and consistency. Individual typescripts will often have features not
dealt with in the present document, and in such cases authors are urged to consult
their Press editor at the earliest possible stage.
Title
Please choose a title that is factual and informative. An erudite or allusive
phrase may sometimes be admissible as a subtitle, but it is essential that the
main title should be straightforwardly descriptive so that it represents the content
of your book clearly to booksellers, librarians and users of computerised catalogues.
Word limit
It is vital that you observe the word limit agreed with your Press editor at
the time of signing your contract. The length of the book and its eventual retail
price are closely linked. The limit covers everything in the typescript, including
notes, quoted material, bibliography and index. Over-length typescripts are
liable to be returned the author for trimming.
Spelling, punctuation and capitalisation
Use either British or American spelling and punctuation, but make it consistent
throughout. The style of multi-author volumes will be made consistent, either
following the majority usage in the book, or following the style adopted by
the volume editor.
British style
- Either -ise or -ize endings may be used, but one form should be used
throughout.
- Single inverted commas should be used throughout, except for extracts
broken off from the text (which will have no inverted commas) and quotations
within quotations (which will have double inverted commas); punctuation should
follow closing inverted commas except for grammatically complete sentences beginning
with a capital, e.g. He maintained that 'The book under discussion breaks new
ground.'
- Contractions should have no full points: (e.g. Mr, St, Dr, edn), though
abbreviated words, which do not end with their final letter, and their plural
forms will: 'vol., vols., Mass., ed., eds.
- Dates should be made consistent in the form: 21 November 1969.
American style
- -ize and -yze endings should be used.
- Double quotation marks should be used throughout, except for extracts
broken off from the text (which will have no quotation marks) and quotations
within quotations (which will have single quotation marks); punctuation should
precede closing quotation marks (except for dashes, colons and semicolons, unless
these are part of the quoted matter).
- Contractions should have a period (Mr., St.), as should abbreviated
words in both singular and plural forms (vol., vols., ed., eds.).
- Dates should be made consistent in the form: November 21, 1969, or
21 November 1969.
Numbers and dates
- Numerals should be written out up to ten, except in a discussion that
includes a mixture of numbers above and below this, in which case all should be
in figures (356 walkers overtook 72 others, as 6 fell back, exhausted). Numbers
with units should always be in figures with a space between the figure and the
unit: 55 mm, 32 s, 4 kg.
- Centuries will be written out (e.g. twenty-first century). Give '1990s'
etc. in figures, without an apostrophe.
- Numbers over 9999 should normally have spaces between each group of
three digits to the left or right of the decimal point: 30 000, 1 320 029, 3.141
59. In some non-technical/popular scientific books a comma may be used instead:
3,422, 30,000, 1,320,029.
- In books using British style, numbers should be elided consistently
to the shortest pronounceable form (281-3 but 215-16).
In books using British style, dates should be made consistent in the
form: 21 November 1969. In books employing American style, dates may either
take the form: November 21, 1969; or 21 November 1969; but one form should be
used consistently through the typescript.
Notes and reference systems
The author-date system is our preferred method of referencing for STM titles,
although in certain instances the short-title system is more appropriate (see
below). The numbered system will be accepted, but must be checked very carefully
as additional numbers could mean large-scale renumbering (3a as an afterthought
is not acceptable). The LaTeX style of [Sm75] (for example) should not be used.
Set up LaTeX to number the references [1], [2] etc.
Text citations
The author-date ('Harvard') system
- These should give the author's surname, the date of publication and, if required,
a page number, e.g. (Smith, 1998: 20) or (Smith, 1998, p. 20).
- For sources of figures and tables, give the author name and date (and permission
if required) in the caption; give the full details in the reference list.
- Several citations together should be listed in either date order (Smith,
1996; Jones, 1998; Williams, in press) or alphabetical order (Jones, 1998; Smith,
1996; Williams, in press) but not a mixture.
- Personal communications and unpublished data should be cited in full in the
text, and should not be included in the reference list (e.g. R. A. Smith, personal
communication, 1993).
- Citations to works with two authors should give both names - use either 'and'
(Smith and Jones, 2000) or '&' (Smith & Jones, 2000) but not a mixture.
- Citations to works with three authors can either: (1) give all three names
the first time, and thereafter use et al.; (2) give all three names for every
citation; or (3) use et al. throughout.
- Citations to works with four or more authors should use et al. throughout.
The numbered ('Vancouver') system
- Numbers referring to numbered reference lists should be inserted into
the text as non-superscript numbers in square brackets. Where possible without
losing clarity, position the number at the end of a sentence or before an obvious
break in punctuation.
- Each chapter should have its own reference list, and references should
be numbered in a fresh sequence within each chapter, in the order in which they
are cited. If the same work is cited in more than one chapter it should be included
in the reference list for each chapter in which it appears.
The short-title system
- The short-title system is rarely used in STM books, but may be used in a book
with a strong historical or philosophical slant, or one where a lot of older
primary sources are cited.
- References are given in either footnotes or endnotes, numbered in
a fresh, unbroken sequence for each chapter.
- At first mention within each chapter, the citation should be given
in full (e.g. 'A. Jones, Penicillin: A History (Cambridge: Cambridge University
Press, 2000), pp. 23-32'). Thereafter a shorter version of the title should
be given, comprising author surname and abbreviated title ('Jones, Penicillin,
p. 20').
- Ibid. can be used in the notes, but we do not use op. cit., loc. cit. etc.
References and bibliography
- A References section must contain only work that is cited in the text.
- A Bibliography at the end of the book can contain additional material,
not cited directly in the text. Unless you are using the short-title system
you should keep your References and Bibliography sections separate.
- All published works cited in the text (including sources for figures
and tables) must be included in one alphabetical list of references at the end
of the book, or at the end of chapters for multi-author volumes.
- All references in the reference list must be cited in the text.
- The reference list should be headed 'References'.
- Ensure that every reference is complete, giving authors' names and initials,
date, and:
for books: book title, publisher's name and place of publication;
for journals: article title, journal title, volume number, first and last page
numbers;
for chapters in books: book title, book editors (with initials), publisher's
name and place of publication, first and last page numbers.
The author-date system
- Works by the same first author may be:
- in strict alphabetical order by author, irrespective of the number
of authors, e.g.:
Smith
Smith, Jones and Wilson
Smith and Wilson
- arranged alphabetically for two authors and chronologically for more
than two, e.g.:
Smith
Smith and Jones
Smith and Williams
Smith, Williams and Jones (1996)
Smith, Jones and Williams (1998)
- arranged alphabetically for two authors then alphabetically for more
than two, e.g.:
Smith
Smith and Jones
Smith and Williams
Smith, Jones and Williams
Smith, Williams and Jones
- Use one of these systems throughout, not a mixture.
- Works by the same author(s) in the same year should be distinguished
by using lower-case a, b etc., e.g.:
Smith (1998a)
Smith (1998b)
- Forthcoming works can go into the reference list only if they have
been accepted for publication. They should be listed as 'in press' and updated
when you see the proofs. Works that have not yet been accepted (e.g. submitted,
in review) should not be in the reference list - they should be cited in the
text as unpublished data or personal communications.
Example reference list using the author-date system
- Bogin, B. (in press). The evolution of learning. In The International Encyclopedia of Education, ed. T. Husen and T. N. Postlethwaite, 2nd edn. Oxford: Pergamon
Press.
- Golden, M. H. N. (1994). Is complete catch-up growth possible for stunted children?
European Journal of Clinical Nutrition, 48 (Suppl. 1), S58-S71.
- Hills, A. (2004). Go You Big Red Fire Engine!, 2nd edn. Edinburgh: Fringe Publications.
- Kinsman, S. (1996). Childhood-acquired hydrocephalus. In Developmental Disabilities
in Infancy and Childhood, vol. 2, 2nd edn. Baltimore, MD: Paul Brooks, pp. 189-97.
- Ratcliffe, D. A. (1993). The Peregrine Falcon, 2nd edn. London: Poyser.
- Simmons, N. M. (1980). Behaviour. In The Desert Bighorn, ed. G. Monson and
L. Summer. Tucson, AZ: University of Arizona Press, pp. 124-44.
- Werren, J. H., Nur, U. and Wu, C.-I. (1988). Selfish genetic elements. Trends in Ecology and Evolution, 3, 297-302.
- Williamson, D. K. (1997). Primate Socioecology: the development of a conceptual model for the early hominids. Unpublished Ph.D. thesis, University College London.
Example reference list using the numbered system
[1] D. A. Ratcliffe. The Peregrine Falcon, 2nd edn (London: Poyser, 1993).
[2] N. M. Simmons. Behaviour. In The Desert Bighorn, ed. G. Monson and L. Summer
(Tucson, AZ: University of Arizona Press, 1980), pp. 124-44.
[3] S. Kinsman. Childhood-acquired hydrocephalus. In Developmental Disabilities
in Infancy and Childhood, vol. 2, 2nd edn (Baltimore, MD: Paul Brooks, 1996),
pp. 189-97.
[4] J. H. Werren, U. Nur and C.-I. Wu. Selfish genetic elements. Trends in Ecology and Evolution, 3 (1988), 297-302.
[5] B. Bogin. The evolution of learning. In The International Encyclopedia of Education, ed. T. Husen and T. N. Postlethwaite, 2nd edn. Oxford: Pergamon
Press (in press).
[6] D. K. Williamson. Primate Socioecology: the development of a conceptual model for the early hominids. Unpublished Ph.D. thesis, University College London
(1997).
Points to note for all referencing systems
- Journal titles may be either in full or abbreviated, but they should
all be treated the same way.
- Book and journal titles must have maximum capitalisation (all significant
words start with an upper-case letter) and must be italicised.
- Article and chapter titles should have minimum capitalisation (first
letter only upper case) and must be roman.
- Author names should be separated by either 'and' or '&' throughout.
- Except in the author-date system, the date of publication should follow
the publisher name.
Citing websites
It is the author's responsibility to ensure that any external websites mentioned
in the book are correct and active. Websites should be cited in roman without
angle brackets: http://www.cambridge.org.
Headings and subheadings
- Use minimum capitalisation in all headings (only the first letter should
be upper-case)
- Keep the number of levels of subheading to a minimum - preferably no
more than three. Distinguish the levels of heading either by typeface or by
coding clearly in the margin, e.g.:
- Results
- Effects of the first trial
- In the first year
- A and B grades of heading may be numbered decimally (2.1, 2.1.1 etc.),
but only number lower-grade headings if cross-referencing makes it necessary.
In preference, cross-refer to specific page numbers (e.g. 'See p. 00'. The correct
page number can be added when the book is in proof)
Try to avoid long headings.
Numbering systems
- Number figures, tables, mathematical equations, theorems and chemical
equations in separate sequences. Number them decimally by chapter (e.g. Fig. 2.1;
Table 2.1; Eq. (2.1)).
- Figures (line drawings and photographs) should be numbered in a single
sequence. If there is to be a separate plate section in your book then the figures
in it will be numbered in a separate sequence.
- Mathematical equation numbers should be typed on the right-hand side
of the page in parentheses.
- Chemical equations should be distinguished by the use of bold numbers
in parentheses or by the use of square brackets.
Units
- SI units should be used throughout (see Quantities, Unit and Symbols,
published by the Royal Society of London in 1981), with the exception of the non-SI
units in current medical usage.
- Unit abbreviations have neither plurals nor full stops; there must
always be a space between a number and a unit (5 mm, not 5mm).
- Note the following: cm3 (not cc), mm (not m), nm (not Å), s
(not sec), K (not ºK).
- When spelt out in full, units start with a lower-case letter, even
when called after someone (e.g. joules).
- Compound units should be typed as e.g. either mg/cm3 or mg cm-3 but
not a mixture (but note that, for example, mg/cm3/min should be mg/cm3 per min).
Notation
- Please choose your system of notation carefully (it should be as simple
as practicable) and check that it is used consistently throughout. Try to avoid
complicated notation involving tildes, arrows or bars above symbols, or underlining.
- All symbols should be defined when they are introduced and subscript
labels should be explained (it may not be obvious that vb is the volume of the
box).
- To help the typesetter, please clarify in the margin any ambiguous
symbols whenever they occur (e.g. letter x, Greek chi, multiplication sign;
letter o, zero or small circle; letter l or number 1; letter v or Greek nu).
If the symbols on your typescript are unambiguous you do not need to mark them
up.
- It is very helpful to the copy-editor if you supply a list of your symbolic
notation. It is worth considering whether this might form a useful part of the
book.
Quotations and permission to reproduce them
- Quotations should be kept to a minimum and lengthy quotations should be
avoided.
- As a general rule, quotations of more than about sixty words should
be set off from the main text (indented with extra space above and below). Those
of fewer than sixty words should run on in the text inside inverted commas.
- Line references should be either numbers alone ('78-82'), or 'lines
78-82'. Do not use 'll.', which can be confused with II or 11.
- Quotations of prose passages from a foreign language should be given
in English only, using either an established translation or a new one of your
own.
- When quotation in a foreign language is essential (e.g. of poetry),
it should be followed directly (not in the notes) with an English translation,
placed in square brackets.
- All quotations should be typed in double-spacing (just like the text,
the notes, and the bibliography).
- Finally, it should be noted that quotations from material still in
copyright will require permission from the copyright-holder if they are to be
reproduced in print. This applies, for example, to anything published in the
last fifty years, including translations. Texts of ancient authors that have
been newly edited in the last fifty years and appear now in significantly revised
editions may also be in copyright. However, if the quoted material is subjected
to a direct critical analysis (where the actual lines quoted are engaged with
critically, rather than being reproduced merely in order to illustrate a point),
it will be covered by the fair-dealing clause of the Copyright Act and permission
need not be applied for. It is usually our policy to contain all quotations
from in-copyright material within the provisions of the fair-dealing clause,
to avoid copyright problems and costly permissions.
Layout and pagination
- You will need to submit both a typescript and the electronic files of
your text.
- Your typescript should be printed on one side of the paper only (double-sided
copy is not acceptable), with generous margins.
- You should double-space everything, including notes and bibliography.
- Please ensure that the typescript is paginated throughout, in one sequence
(rather than by chapter) and that your final printout exactly matches the disk
that you submit with it.
- The typescript you submit must be the final version. You will
not be able to make any substantial changes or additions once the book is in
production.
Sensitive Language
Try to be sensitive in your use of terms that may cause offence, e.g. use 'Native
American' rather than 'Indian'; White and Black are preferable to Caucasian and
Negroid; use 'Humanity', 'people', 'humans' rather than 'Man' to describe the
human race; use 'him/her' or 'them' rather than 'him' (but we prefer that you
rewrite to avoid excessive use of him/her).
Electronic files
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