Style Guide for Stock Management LLC

By Mariah Kerr
Updated: May 29, 2015
Stock Management LLC (http://benheeb.com) is a family business started by Ben Heeb, a
registered investment adviser. Originally named Ben Heeb & Associates, Stock Management
LLC has grown into a large client-based business since its beginning in 1984. Stock Management
LLC offers many services to its clients, including management of individual and joint investment
accounts, college savings plans, and IRAs. The company demonstrates transparency, accuracy,
and quality performance as team members seek to not only maximize client investment benefits
but to also build solid relationships of trust with clients. Stock Management LLC serves a wide
variety of clientsindividuals and families, citizens of the United States, and citizens of other
nationswith its vision of providing clients with present and future security. Team members
offer financial advice, provide monthly or quarterly statements on current investment status to
clients, and answer client questions.
Since clients from other nations or linguistic origins are already being served by Stock
Management LLC, and since the companys clientele continues to expand, there is a definite
need for global English standards to be applied in the companys procedures. Because the
company is an investment firm, company documents, correspondence, and client statements are
filled with financial terminology that must be made understandable to current and future clients.
This in-house style guide for Stock Management LLC is written to help foster the values of the
company by enhancing clarity and cohesiveness for the companys website, on-screen
documents, and client handouts. This style guide generally follows the principles outlined in the
sixteenth edition of The Chicago Manual of Style. Though not comprehensive, this style guide is
intended to increase consistency in company publications and aid in the efficiency of Stock
Management LLC overall. To further the pattern of consistency and clarity for both native and
nonnative English speakers, an additional resource for this style guide is John R. Kohls The
Global English Style Guide: Writing Clear, Translatable Documentation for a Global Market
(2008, SAS Institute Inc.: Cary, North Carolina, ISBN 978-1-59994-657-3). This style guide will
aid in company efficiency as it establishes guidelines for global English usage, highlights points
upon which company usage may differ from The Chicago Manual of Style, addresses situations
not listed in Chicago, presents alternative choices, and suggests adherence to Chicago upon
some points from which website writers tend to deviate.

Contents
5 Grammar and Usage
5.1 Contractions
5.2 Passive Voice
5.3 Repeating Prepositions
5.4 Idioms
5.5 Wordy Phrases
5.6 Identical Grammar Structure
5.7 Usage for Particular Disciplines

6 Punctuation
6.1 Serial Commas
6.2 Restrictive and Nonrestrictive Clauses
6.3 Parentheses
6.4 Parentheses with Acronyms
6.5 Quotation Marks
6.6 Run-In Lists

7 Spelling, Distinctive Treatment of Words, and Compounds

7.1 Possessives of Proper Nouns, Letters, and Numbers
7.2 Hyphenation

8 Names and Terms

8.1 Company Name
8.2 Titles and Offices
8.3 Institutions and Companies
8.4 Investment Terminology

9 Numbers
9.1 Small Numbers
9.2 Percentages
9.3 Monetary Words versus Numerals
9.4 Large Monetary Amounts
9.5 Month and Day
9.6 Dates Expressed as Numerals
9.7 Dates for File Names
9.8 Zip Codes

10 Abbreviations
10.1 Ampersands
10.2 Mailing Addresses
10.3 Latin Abbreviations

5 Grammar and Usage

5.1 Contractions
Avoid using informal and unusual contractions. (See Kohl 9.14.)
Those ratios being set, we will select the stocks, bonds, ETFs, and no-load
mutual funds that will appropriately approach your goals, as previously
agreed.
NOT
Those ratios being set, we will select the stocks, bonds, ETFs, and no-load
mutual funds thatll appropriately approach your goals, as previously
agreed.
5.2 Passive Voice
Avoid using passive voice. Active voice is more concise, more naturally translatable, and makes
for better consistency. (See Kohl 3.6; see also Chicago 5.115.)
After receiving a termination request, Stock Management LLC will
calculate a final bill for the pro-rated portion of the quarter for which it
provided management.
NOT
After receiving a termination request, Stock Management LLC will
calculate a final bill for the pro-rated portion of the quarter for which
management was provided.
5.3 Repeating Prepositions
If the first noun phrase is part of a prepositional phrase, then consider repeating the preposition
(Kohl 4.6.6). This creates a sense of parallelism that will enable both native and nonnative
speakers to understand the sentence more easily.
The underlying fact is that we have a fiduciary responsibility to the client
to do our actions in a way that is favorable to the client and in a way
that demonstrates integrity to all involved.
NOT

The underlying fact is that we have a fiduciary responsibility to the client

to do our actions in a way that is favorable to the client and
demonstrates integrity to all involved.

5.4 Idioms
Eliminate idioms since non-native English speakers may be unfamiliar with their meaning. (See
Kohl 9.18.)
We generally have small accounts, mainly in mutual funds.
NOT
For the most part, we have small accounts, mainly in mutual funds.
5.5 Wordy Phrases
Replace wordy phrases with simpler, shorter phrases to increase clarity and reduce word count.
(See Kohl 9.17.)
Though all investments involve risk, including the potential loss of
principal, some securities (such as equities) involve more risk than other
securities (treasury bonds).
NOT
Despite the fact that all investments involve risk, including the potential
loss of principal, some securities (such as equities) involve a lot more risk
than other securities (treasury bonds).
5.6 Identical Grammar Structure
To reduce ambiguity, use the same grammatical structure in each noun phrase (Kohl 4.6.1).
Any associated persons involved in determining investment strategy or
giving investment advice to clients must meet the examination
requirements or other licensing requirements of the states in which they
provide services.
NOT
Any associated persons involved in determining investment strategy or
giving advice to clients must meet the examination or other licensing
requirements of the states in which they provide services.
4

5.7 Usage for Particular Disciplines

Consult the following list for spellings of terms specific to financial disciplines. (See Chicago
5.220 for more examples.)
Advisor, adviser: Use advisor when referring to a specific person (e.g. The
advisor and the client both sign the advisory contract). Use adviser when
referring to the job title (e.g. Ben Heeb is a registered investment adviser).
Principal, principle: Use principal when referring to those that oversee the
workplace (e.g. All firm personnel are monitored and supervised by the firms
principals, Ben Heeb and Susan Williams). Use principle when referring to
company values (e.g. Stock Management LLC and all
employees/representatives do not have any material conflicts of interest
which could be reasonably expected to impair the rendering of unbiased and
objective advice that does not promote ''fair, equitable or ethical
principles'').

6 Punctuation
6.1 Serial Commas
Items in a series are normally separated by commas and when a conjunction joins the last two
elements in a series of three or more, a commaknown as the serial or series comma or the
Oxford commashould appear before the conjunction (Chicago 6.18). This practice helps to
avoid ambiguity.
We provide investment advisory services to individuals, pension and profit
sharing plans, trusts, estates, charitable organizations, and corporations.
NOT
We provide investment advisory services to individuals, pension and profit
sharing plans, trusts, estates, charitable organizations and corporations.
6.2 Restrictive Clauses
Always use that with restrictive clauses. This improves consistency, clarity, and style. (See Kohl
4.4; see also Chicago 6.22.)
Investing in securities and bonds involves risk of loss that clients should
be prepared to bear.

We mitigate this by having mainly bonds that mature and have the intent
to hold to maturity.
NOT
Investing in securities and bonds involves risk of loss which clients should
be prepared to bear.
We mitigate this by having mainly bonds which mature and have the
intent to hold to maturity.
6.3 Parentheses
To increase clarity, eliminate any parentheses that may be unnecessary. (See Kohl 8.8.4.)
We never recommend load mutual funds, such as A shares, B shares, or C
shares, and we never collect sales charges or incentives.
NOT
We never recommend load mutual funds (A shares, B shares, and C
shares), and we never collect sales charges or incentives.
6.4 Parentheses with Acronyms
Parentheses may be used when including an acronym or when including the full term after an
acronym. (See Kohl 8.8.7.)
Ben Heeb & Associates (BH&A) began operating in the state of Virginia
and registered with the Securities and Exchange Commission (SEC) in May
of 1984.
NOT
Ben Heeb & Associates aka BH&A began operating in the state of Virginia
and registered with the SEC in May of 1984.
6.5 Quotation Marks
Make sure to use curly quotation marks and to correct any default marks that you find. (See
Chicago 6.112.)
Stock Management LLC and all employees/representatives do not have
any material conflicts of interest that could be reasonably expected to
impair the rendering of unbiased and objective advice that does not
promote fair, equitable, or ethical principles.
6

NOT
Stock Management LLC and all employees/representatives do not have
any material conflicts of interest that could be reasonably expected to
impair the rendering of unbiased and objective advice that does not
promote ''fair, equitable, or ethical principles.''
6.6 Run-In Lists
Use short, simple lists within sentences to improve clarity. Separate the items with commas or
semicolons if items are complex. When using numbers or letters in a list, place within
parentheses. (See Chicago 6.123.)
Stock Management LLC has never been awarded or otherwise been found
liable in a civil, self-regulatory organization, or administrative proceeding
involving any of the following: (a) an investment or an investment-related
business or activity; (b) fraud, false statement(s), or omissions; (c) theft,
embezzlement, or other wrongful taking of property; (d) bribery, forgery,
counterfeiting, or extortion; or (e) dishonest, unfair, or unethical practices.
NOT
Stock Management LLC has never been awarded or otherwise been found
liable in a civil, self-regulatory organization, or administrative proceeding
involving any of the following: a. an investment or an investment-related
business or activity; b. fraud, false statement(s), or omissions; c. theft,
embezzlement, or other wrongful taking of property; d. bribery, forgery,
counterfeiting, or extortion; or e. dishonest, unfair, or unethical practices.

7 Spelling, Distinctive Treatment of Words, and

Compounds
7.1 Possessives of Proper Nouns, Letters, and Numbers
Create a possessive by adding an apostrophe and s to the end of the noun, letters, or numbers.
(See Chicago 7.16.)
No financial condition currently exist that would be likely to impair Stock
Management LLCs ability to meet contractual commitments to clients.
NOT
7

No financial condition currently exist that would be likely to impair Stock

Management LLCs ability to meet contractual commitments to clients.
7.2 Hyphenation
Ensure that hyphenation is standard. When possible, use the one word term. (See Kohl 9.8.1 and
9.8.3.)
The company offers help setting up a variety of IRA accounts, including
deductible and nondeductible accounts.
NOT
The company offers help setting up a variety of IRA accounts, including
deductible and non-deductible accounts.
BUT
Stock Management LLC deals with many types of securities, such as
stocks, taxable bonds, and tax-free bonds.
NOT
Stock Management LLC deals with many types of securities, such as
stocks, taxable bonds, and tax free bonds.

8 Names and Terms

8.1 Company Name
The company name is Stock Management LLC. No commas are used before the LLC. At
times, it might be important to refer to the company by its original name, Ben Heeb &
Associates. When this is done, be sure to include the DBA. (Company standard. See also
Chicago 8.67.)
The authorization granted here is a continuing one and shall remain in full
force and effect until Stock Management LLC receives a reliable notice of
alteration, revocation, or termination thereof.
Stock Management LLC has been in business since 1984 DBA Ben Heeb &
Associates.
NOT

The authorization granted here is a continuing one and shall remain in full
force and effect until Stock Management, LLC receives a reliable notice of
alteration, revocation, or termination thereof.
Stock Management LLC has been in business since 1984 when it was
named Ben Heeb & Associates.
8.2 Titles and Offices
Capitalize the title when it immediately precedes the individuals name. Lowercase when it
follows a name. (See Chicago 8.18.)
Please contact the firms chief compliance officer, Ben Heeb.
Vice President Susan Williams previously worked as an independent
contractor.
NOT
Please contact the firms Chief Compliance Officer, Ben Heeb.
Vice president Susan Williams previously worked as an independent
contractor.
8.3 Institutions and Companies
Capitalize the full names of institutions and companies, as well as names of departments. When
using terms such as company or institution generically, lowercase. (See Chicago 8.67.)
Stock Management LLC is a registered investment adviser firm
specializing in the management of individual and retirement portfolios.
This company is a registered investment adviser firm specializing in the
management of individual and retirement portfolios.
NOT
Stock management LLC is a registered investment adviser firm
specializing in the management of individual and retirement portfolios.
The Company is a registered investment adviser firm specializing in the
management of individual and retirement portfolios.
8.4 Investment Terminology
Capitalize acronyms and names of specific account types. This enables readers to distinguish
important terms and titles from general terms. (See Kohl 163.)
9

Roth, Simple, SEP, UGMA, IRA, Traditional, Rollover

NOT
roth, simple, sep accounts, ugma accounts, traditional ira, rollover ira

9 Numbers
9.1 Small Numbers
Spell out numbers zero through nine. (See Chicago 9.3.)
At the top of each balance sheet, three performance figures are
calculated.
NOT
At the top of each balance sheet, 3 performance figures are calculated.
9.2 Percentages
Express percentages as numerals unless at the beginning of a sentence. Use the % symbol for
financial commentary. (See Chicago 9.17.)
If the stock goes up 60%, it is sold.
NOT
If the stock goes up 60 percent, it is sold.
9.3 Monetary Words versus Numerals.
Express money values numerically with decimal points for numbers less than one hundred. For
numbers greater than one hundred, express numerically without decimal points. For dollar
amounts less than one dollar, use the dollar symbol rather than the cents symbol. (This style
point differs slightly from Chicago 9.21 in order to maintain clarity and simplicity in the
financial register.)
For this example, the fee would be $500.
10

The calculation would be: $93.75 plus $175 plus $125 plus $156.25.
NOT
For this example, the fee would be five hundred dollars.
The calculation would be: $93.75 plus $175.00 plus $125.00 plus $156.25.

9.4 Large Monetary Amounts

For sums of money that are greater than one hundred dollars, express with numerals or, for
numbers greater than or equal to one million, express by numerals and spelled-out numbers. (See
Chicago 9.25.)
As of March 19, 2015, we manage about $68.5 million in client assets on a
discretionary basis.
Fees are based on the billable assets ($225,000), not the $500,000 total
assets.
NOT
As of March 19, 2015, we manage about $68,500,000 in client assets on a
discretionary basis.
Fees are based on the billable assets ($225 thousand), not the $500
thousand total assets.
9.5 Month and Day
When recording dates on written documents, spell out the month, use numerals for the day, and
numerals for the year. (See Chicago 9.32.)
DATED: March 19, 2015
NOT
DATED: Mar. 19, 2015
9.6 Dates Expressed as Numerals
On client balance sheets, to maintain clarity and to save space, record dates in day/month/year
form as illustrated below. (Compare Chicago 9.32.)
11

26 Mar 15
30 Apr 15
NOT
3/26/15 or 26 March 2015 or Mar. 26, 2015
4/30/15 or 30 April 2015 or Apr. 30, 2015

9.7 Dates for File Names

When saving a file or document, always save with the date first (year-month-day) followed by an
identifiable title. This increases document accessibility and simplifies the document-saving
process. (Company standard.)
2015-04-26 Client Balance Sheet
NOT
Client Balance Sheet April 26, 2015
9.8 Zip Codes
In order to maintain accuracy in company records and mailings, always include the extra four
digits when using zip codes in an address. (Company standard.)
PO BOX 73008, PUYALLUP, WA 98373-0008.
NOT
PO BOX 73008, PUYALLUP, WA 98373.

10 Abbreviations
10.1 Ampersands
Do not use ampersands unless referring to a company name. Nonnative English speakers might
be unfamiliar with ampersands. (See Kohl 8.1.)
Stock Management LLC often works with Charles Schwab & Co., Inc.
Ben Heeb & Associates offers up-to-date investment advice to its clients.
12

BUT NOT
Stock Management LLC often works with Charles Schwab & other
companies.
Ben Heeb & his associates offer up-to-date investment advice to their
clients.

10.2 Mailing Addresses

Use standard US Postal Service abbreviations for all addresses. (See Chicago 10.34 and 10.36.)
13004 72nd AVE E
PUYALLUP WA 983735388
NOT
13004 72nd Avenue East
Puyallup WA 983735388
10.3 Latin Abbreviations
In order to maintain consistency and clarity, eliminate unnecessary Latin abbreviations since
non-native speakers might not be familiar with them. (See Kohl 9.11.)
Each brokerage has its own standards, trade pricing policies, breakpoints
and thresholds, annual fees, and so on.
NOT
Each brokerage has its own standards, trade pricing policies, breakpoints
and thresholds, annual fees, etc.

13