Prospective Authors

Style Guide for Annual Volume Manuscripts

Authors are requested to follow these guidelines when preparing submissions to the WHS annual volume. Please contact the editor – or 519 742-4990 – or a publication committee member to discuss your article and any questions you have. The publication committee consist of several WHS members who are experienced in editing, researching, working with authors (new and experienced) and the history of Waterloo Region. Authors with no or limited computer experience should contact the editor early in their research.


Electronic Version

Microsoft Word – if using another program, send in Rich Text Format (RTF)



Submissions should usually be fewer than 5,000 words. If more, discuss with the editor.



  • Double-spacing: Use line-spacing feature under FORMAT, then PARAGRAPH, select Double-space. Do not use ENTER key to double space.
  • Do not indent paragraphs.
  • Place just one space after punctuation at end of sentences.
  • Quotes over three lines long will be indented and do not require quotation marks. Leave them single-spaced and Align Left.
  • Quotes must be double checked for exact wording, source, date and spelling. Do not correct original errors or typos but do note them to the editor.
  • WHS date style: January 1, 2006
  • Italics in the text: is used only for titles of newspapers and books; not for quotes.



Author is responsible for clearing copyright on private photographs submitted. If they are from a local archive, WHS publication committee will arrange with that local archive for clearance. See release form for author to sign allowing WHS to use article.



Do not send any photos with the document until discussed with the editor. Do NOT embed photographs or tables within the text document. Photos may be submitted later as a jpg, tif or the original may be submitted to the editor for scanning. Ensure that proper credit information for photo source is given. Date, people, site, activity, special features etc, should be included. If originals are submitted, include the above details on a separate piece of paper. If sending as a jpg or tif, include the information as a separate document. A caption need not be written. The committee will create that.


Tables and Diagrams

Submit as separate documents and in separate files. Do not include in the text.



The Canadian Oxford dictionary is the reference that WHS uses apart from a few traditional WHS usages.



Endnotes are to be used employing the Microsoft Word Endnote feature. They are not to be placed at the bottom of the pages.


Authors should double check all source information ensuring proper author, title, publisher, place, pages. For example the local daily newspaper, the Record, has had close to ten variations over the years. Check carefully when researching. (See Style for References / End Notes in the next section.)


Working with Authors

The editor and committee members will work with authors to ensure that the article meets historical standards and that all information is correct. The author may be asked to re-visit certain facts and/or issues within the document. The author will be advised of major committee changes within the document.


Author Info

The author(s) will be asked to submit a short biography to be used in the preamble at the beginning of the article. See previous WHS volumes for examples.


An author’s e-address and telephone number are required but not published. Authors of major articles receive five complimentary copies of the annual volume. Shorter submissions will receive three complimentary copies. If the author is a WHS member, she/he will receive the member copy as usual.


Style for References / End Notes



Elizabeth Bloomfield, Waterloo Township through Two Centuries (Waterloo, ON: Waterloo Historical Society, 1995), p. 50.

Geoffrey Hayes, Waterloo County: An Illustrated History (Waterloo, ON: Waterloo Historical Society, 1997), p. 88.


Parts of Books

E.F. Donohue, editor, “The Story of Rubber,” Kitchener Centennial 1854 – 1954, (Kitchener, ON: Kitchener Centennial Committee, 1954), p. 20.



Sara Z. Burke, “Being Unlike Man: Challenges to Co-education at the University of Toronto, 1884–1909,” Ontario History, Vol. 93 (Spring 2001), p. 13.

Ron Fischer, “The Development of the Garden Suburb in Toronto,” Journal of Garden History (Special Canadian Issue), Vol. 3, 1983, pp. 193-209.

Bob Schulte, “The General of Bridgeport,” Waterloo Historical Society, Volume 96 (2008), p. 97–104.


Newspaper Articles

“Serum Saves Girl’s Life: Rushed on Hockey Train from Toronto,” Kitchener-Waterloo Record, February 16, 1938, p. B1.

“Places of Amusement,” Berlin Daily Telegraph, March 31, 1910.


Unpublished Theses

Thomas Z. Grad, “The Development of Public Libraries in Ontario 1851-1951,” (MA thesis, University of Waterloo, Waterloo, ON, 1999).


Published Theses

Elizabeth Bloomfield, The City-Building Process in Berlin/Kitchener and Waterloo 1870-1930, PhD thesis, University of Guelph, 1981.


Unpublished Primary Sources

Library and Archives of Canada (hereafter LAC) Barnley Journal, June 23, 1844.


On loose paper in St. Agatha Historical Accounts file, “St. Agatha 1871–1988,” file box, Motherhouse of SSND, Waterdown, Ontario.

Letter in private hands.


Subsequent references to sources already cited

Bloomfield, p. 256.


or if immediately following the first entry:

Ibid., p. 50.



Personal interview with John Galt, Cambridge, Ontario, February 4, 2010.

Subsequent citations: Galt interview.


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