abbreviation rules lessons for copyeditors by jeff south vcu school of mass communications

Abbreviation rulesAbbreviation rules

Lessons for copyeditors

By Jeff South

VCU School of Mass Communications

2

General rulesGeneral rules Save space Make reading easier

3

Months without datesMonths without dates

Always capitalize and write out:

The election is in November.

School starts in August.

He hopes to graduate in December.

It will start in January 2000.

The battle ended in October 1866.

If there’s just a month and a year, no comma!

4

DatesDates

Abbreviate months of > 5 letters:Jan. 5, 1997Feb. 28, 1864Aug. 10, 2000Sept. 9, 1999Oct. 14, 1784Nov. 1, 1965Dec. 22, 1696

Don’t use ordinal numbers like:

Feb. 2nd

Aug. 23rd

Dec. 12th

5

DatesDates

Write out months of 5 or fewer letters:March 30, 2000April 5, 1974May 26, 1998June 12, 1863July 31, 1997

Don’t use ordinal numbers like:

March 10th

May 1st

June 23rd

(But July Fourth is OK!)

6

Now you try!Now you try!

June 3rd

June 3 They will visit in Oct. They will visit in October. December 7, 1941 Dec. 7, 1941 He graduated in May, 1997. He graduated in May 1997.

7


Nov. 12th

Nov. 12 January 1999 Correct. Which months are never

abbreviated? March, April, May, June, July

8

Copy-editCopy-edit

The tax was scheduled to expire on January 15, 1999, but in August 1998, legislators passed a bill to extend the levy until July 1st, 2005.

The tax was scheduled to expire on Jan. 15, 1999, but in August 1998, legislators passed a bill to extend the levy until July 1, 2005.

9

Days of the weekDays of the week

Simple rule: Always write them out!

MondayTuesdayWednesday...

10

PlacesPlaces

Write out states when they stand alone:She is from New Jersey.He was born in Alaska.Killer bees invaded Texas.

11

PlacesPlaces

Abbreviate the state if:It’s preceded by a town or cityThe state has 6 or more lettersDon’t abbreviate: Alaska, Hawaii,

Idaho, Iowa, Maine, Ohio, Texas, UtahCheck AP Style for state

abbreviations

AP doesn’t use the postal code abbreviations!

12

PlacesPlaces

He is from San Mateo, Calif.The game will be in Morgan, W.Va.They met in Austin, Texas.She lives in Hilo, Hawaii.

13

Omit the state if...Omit the state if...

You write for a publication covering that state:A tornado flattened Hopewell today.The new city manager is from Norfolk.

It’s a widely known city(See “Datelines” in the AP Stylebook.)The 1998 Olympics were in Atlanta.A hurricane hit Miami last year.

14

Always include the state Always include the state if...if... The town straddles the state line:

The meeting was held in Bristol, Va. There could be some confusion:

After growing up in Springfield, Ill.,he worked in Springfield, Va.

15


They flew to San Francisco, Calif. They flew to San Francisco. She taught in Knoxville, Tennessee. She taught in Knoxville, Tenn. Anchorage, Alaska, is a beautiful

place. Correct.

16


A winter storm hit Ogden, UT. A winter storm hit Ogden, Utah. He is from Fairfax. Correct. The mine collapsed near

Allentown, Pa. Correct.

17

Streets and addressesStreets and addresses

If it’s an exact address, abbreviateeverything you can (the direction & “street,” “boulevard” and “avenue”):901 W. Main St.2005 Grove Ave.70 Monument Blvd.

If there’s no street address, spell out:He lives on Floyd Street.The building is on Monument Boulevard.

18

Streets and addressesStreets and addresses

Always write out “road,” “drive,” “circle” and “court.”1067 Staples Mill Road10215 Windbluff Drive

19


945 West Franklin Street 945 W. Franklin St. … on First Street in Richmond. Correct. It’s at 10532 West Broad St. It’s at 10532 W. Broad St.

20


The city has condemned homes at 98 Cedar Rd., 7853 E. Hill St. and 309 Commerce Avenue.

The city has condemned homes at 98 Cedar Road, 7853 E. Hill St. and 309 Commerce Ave.

What’s your address?

21

Names and titlesNames and titles

On first reference, use a person’s full name

On subsequent references, use the last name only (for adults; for kids, use the first name)

Generally, no courtesy titles (Mr., Mrs., Ms.) unless there’s confusion

Use courtesy titles in a direct quote

22


Mr. Tom Ferguson will speak. Tom Ferguson will speak. “Mrs. Allen will accompany me,” the

candidate said. Correct. The Smiths both ate the shrimp, but

only Mr. Smith got sick. “He was up all night,” Mrs. Smith said.

Correct.

23


If used directly before a name,abbreviate:Gov. Mark WarnerDr. Terry OggelLt. Gov. Tim KaineRep. Robert ScottSen. John Warner

Formal titles accompany only the full name.Example: Sen. Barbara Boxer, not Sen. Boxer.

24


Don’t abbreviate:Superintendent Albert WilliamsCommonwealth’s Attorney David

HicksProfessor Paula OttoAttorney General Mark EarleyPresident Eugene TraniChairman Yasser Arafat

Formal titles accompany only the full name. Example: Delegate Viola Baskerville, not Delegate

Baskerville.

25

Which titles to abbreviate?Which titles to abbreviate?

Professor No. District Attorney No. Governor Yes: Gov. President No.

26

Which titles to abbreviate?Which titles to abbreviate?

Lieutenant Governor Yes: Lt. Gov. Senator Yes: Sen. Congressman No, and try not to use it anyway. U.S. Representative Yes: U.S. Rep.

27


the Rev.Always includes “the”the Rev. Billy Graham

28


For state and federal legislators, put political party ID after nameUse “R” or “D,” then a hyphen ...Then the state abbreviation

(for members of Congress) or the city (for state legislators)

29


Examples of state and federal legislators, on first reference: U.S. Sen. Edward Kennedy, D-Mass., …U.S. Rep. Newt Gingrich, R-Ga., …State Sen. John Watkins, R-

Chesterfield, ...Delegate Emily Couric, D-

Charlottesville, ...You can also write:

Democratic Sen. Edward Kennedy of Massachusetts ...

30


U.S. Sen. Joseph Lieberman, Dem.-Conn., is the vice presidential nominee.

U.S. Sen. Joseph Lieberman, D-Conn., is the vice presidential nominee.

Former U.S. Rep. Richard Cheney, R-Wyoming, is Bush’s running mate.

Former U.S. Rep. Richard Cheney, R-Wyo., is Bush’s running mate.

31

Military titlesMilitary titles

See AP Stylebook Many titles are abbreviated Use titles only with full name

32

Military titlesMilitary titles

AbbreviateGen.Col.Maj.Lt.Sgt.Adm.Cmdr.Pvt.Pfc.

Spell outWarrant OfficerPetty OfficerSeamanEnsignAirman

Partly spell outStaff Sgt.Lance Cpl.Rear Adm.

33


the Reverend Jerry Falwell the Rev. Jerry Falwell Adm. Elizabeth Cross Correct. Prof. Ted Smith Professor Ted Smith former Senator Robert Dole, R-Kansas, ... former Sen. Robert Dole, R-Kan., ...

34

Periods in abbreviationsPeriods in abbreviations

Use periods if the abbreviationspells an unrelated word:c.o.d. - not cod (like the fish)U.S. - not US (like “Give US liberty!)U.N. - not UN (like UN-American)

35

Speaking of U.S. and U.N.Speaking of U.S. and U.N.

Write out United States and United Nations when they are nouns

Abbreviate them when they are adjectivesIn the United States ...… the U.S. Army… the U.N. peacekeepersat the United Nations today ...

36

Pop quiz!Pop quiz! A (US / U.S. / United States) embargo A U.S. embargo A (UN / U.N. / United Nations) treaty A U.N. treaty Andrew Young served as (US / U.S. / United

States) ambassador to the (UN / U.N. / United Nations).

Andrew Young served as U.S. ambassador to the United Nations.

… in the (US / U.S. / United States). … in the United States.

37

Periods in abbreviationsPeriods in abbreviations

Otherwise, no periodsNorth Atlantic Treaty Organization >

NATOAmerican Medical Association > AMAVirginia Commonwealth University >

VCUFederal Bureau of Investigation > FBI

38

Periods or not?Periods or not? The Virginia Education Association

is known as the V.E.A. No periods: VEA The speed limit is 65 mph. Correct as is. No periods: mph The students used 35 mm cameras. Correct as is. No periods

(and no hyphen either – just a space). Class started at 8 am. Need periods: at 8 a.m.

39

a.m. and p.m.a.m. and p.m.

Why does a.m. take periods? Because it does, so does p.m.

6 a.m.7:45 p.m.

40

Academic degreesAcademic degrees

Lowercase when written out Uppercase and use periods

when abbreviatedmaster’s degree or M.A.medical degree or M.D.bachelor of arts or B.A.doctor of philosophy, doctoral degree,

doctorate or Ph.D.

41

Copy-editCopy-edit

The United Nations resolution, passed at 3 A.M., called on the U.S. to intervene in Kosovo.

The U.N. resolution, passed at 3 a.m., called on the United States to intervene in Kosovo.

42

Copy-editCopy-edit

Phil Oswald, Ph.D., published an article on UN treaties that were opposed by the U.S.

Phil Oswald, Ph.D., published an article on U.N. treaties that were opposed by the United States.

43

OrganizationsOrganizations

Spell out first reference:Public Relations Society of America

Abbreviate subsequent references:PRSA

Some organizations can be abbreviated on first reference:NAACP, AFL-CIO, FBI

44

OrganizationsOrganizations

When an abbreviation is unfamiliar, use a shortened name of the organizationBureau of Foreign and Domestic

Commerce > the bureauOffice of Instructional Technology >

the office

45


Central Intelligence Agency CIA (or the agency) National Organization to Reform

Marijuana Laws NORML (or the organization, the group) Drug Enforcement Agency DEA (or the agency) School of Mass Communications the school

46

SymbolsSymbols

Always write out cents (not ¢) and percent (not %)

Always use numerals with cents and percent5 cents, 50 cents, 92 cents, 1 cent1 percent, 20 percent, 100 percent

47

SymbolsSymbols

Use $ if it accompanies a number:$3 … $10.99 … $2 billion

Round sums, like clock hours, carry no zeros or punctuation:Average gasoline prices rose

from $1 to $1.65. Spell out casual uses of money:

The homeless man asked for a dollar.I gave him my two cents.

48


The Washington Post costs $0.50. The Washington Post costs 50 cents. We paid several dollars for the book. Correct. That doesn’t make cents. That doesn’t make sense. The plane cost 1 million dollars. The plane cost $1 million.

49

SymbolsSymbols

Use “&” only when it’s part of a group’s name:Dow Jones & Co.Florida A&M

50

MiscellaneousMiscellaneous

Abbreviate time zones:Eastern Standard Time > EST

No periods in call lettersWCVE, WRVA

Always spell out Fort and MountMount Vernon, Fort Pickett,

Fort Worth, Mount Trashmore

51


Abbreviate “Saint” when it is part of a proper noun (river, city, school, a holy person’s name)St. Paul, Va.; St. Lawrence River;

St. Catherine’s School Never abbreviate Christmas

52


Abbreviate Co. (company), Corp. (corporation), Ltd. (limited) and Inc. (incorporated) when they appear at the end of a company’s name:Reynolds Inc.Philip Morris Co.Circuit City Corp.

53


Merry Xmas Merry Christmas Fort Lee Correct: Fort Lee. Mount Saint Helens Mount St. Helens

54


Weyerhaeuser Company Weyerhaeuser Co. Westvaco Corporation Westvaco Corp. W.R.I.C. WRIC

abbreviation rules lessons for copyeditors by jeff south vcu school of mass communications

Documents