Ch 13, Abbreviating and Capitalization

Many government agencies are known only by their abbreviations .

Abbreviations of latin terms: usually underlined or italicized. But MO, e.g., and etc. should not be italicized because of their frequent use. et.c should be avoided.

Heading and subheadings help the reader to spot the important facts quickly.

Capitalizing, indenting, and underling are all means of emphasis. Capitalize and underline the main heading. Indent for the subheading, underline and capitalize only main words. No need for a colon after the headings.

Do not overcapitalize

Captialize: days of the week, proper nouns, names of location, specific institutions, specific courses, principle words in titles, and the pronoun I.

Many agencies have a prohibition in the use of abbreviations, but most people use them.

Do not use homemade abbreviations.

Abbreviations are is a shortened form of a written word or phrase and an acronym is is an abbreviation that is pronounced as a word.

Even though they are usually prohibited, agencies produce forms that do not have room for anything more than abbreviations.

Use only standard abbreviations.

Numbers and codes may be used with the supposition that they are understood by only a restricted number of individuals.

Skip a space between headings and subheadings. It adds to the ease of reading.

Professionalize you work with capitalization, indentation, and the use of headings.

For addressing letters and packages: abbreviate states, capitals and abbreviate suffixes, capitalize everything in the address, omit all punctuation in the address except the hyphen between numbers (zip code), endorsements should be placed above delivery address, to expedite delivery use the zip+4code

Remember: if unsure about an abbreviation write it out and check your agency for guidelines and be consistent.

Be consistent with the symbols you use in each report you write.

Some abbreviations are so well known that there is no use to spell it out.

The key is to consult and up to date source, abide by local usage, and be consistent.

Spell it out first, personal and military titles, las name only, title and titles that follow a name, terms that describe a business when they are part of the firm's legal name

Abbreviation and Capitalization vary widely from agency to agency, state to state. Use the locally accepted form.

The cardinal rule is to be consistent in usage and explain the meaning of abbreviations whenever possible.

The times and rules are always changing. What is accepted in one place may not be in the next. Current practice is to simplify.

Words of more than four letters of often abbreviated. Capitol letters emphasize the abbreviation and periods after are fast disappearing.

If you receive communication from another agency it could be confusing because of the different abbreviations.

Writers need to explain the use of the abbreviation.