Two ways to write a style guide

Two organisations have sent me a writer’s style guide. One is a global corporation; the other is in the UK public sector – and I can’t thank them enough.

A professional writer must craft the right words in the right tone of voice without spelling or grammatical errors. Therefore, a style guide is invaluable. It helps you write consistent, professional copy. It enables companies to create a good impression and reinforce their brand.

How do you write a style guide?

One of the corporates has sent me a perfect-bound colour style guide packed with practical advice. It includes information on the correct tone of voice and how to describe what it does to various audiences. Its 60 pages also include guidance on its business, writing styles and sector-specific words and jargon.

The guide is beautifully written and packaged and tailored to its business. However, the public sector organisation has shown that you don’t need vast amounts of money to achieve the same aim.

Its corporate communications director has written a Word document outlining the importance of style, with an alphabetical guide and commonly used terms within his sector. He anchors the style to his organisation. However, he then refers the writer to two excellent books – The Economist Style Guide and Guardian Style – for all the nitty-gritty on grammar.

Each approach has its advantages. The corporate guide leaves the writer in no doubt about its look and feel. It’s longer lasting and puts everything in one handy document but it is expensive to update and distribute. It can update the Word document easily and send it by email, but it relies on the writer to buy the books – a worthwhile investment.

From a writer’s viewpoint, whichever option an organisation chooses, either way is better than no guide.