Forming Abbreviations in Narrative
February 2006
In a previous article (see our website for the archives) I discussed simplified punctuation rules. Never have I had so much interest in a topic which some say is boring. It answered several questions for people on the correct use of common punctuation marks. This prompted me to share the guidelines for forming abbreviations. The content has been extracted from Technically-Write! 6 th edition, and is printed here with the authors' permission.
Abbreviating Technical and Nontechnical Terms
You may abbreviate any term you like, and in any form you like, providing you indicate clearly to the reader how you intend to abbreviate it and ensure a standard, acceptable abbreviation does not already exist. Write the term in full, then show the abbreviation in parentheses to indicate that from now on you plan to write the term in that form. For example:
Always spell out single-digit numbers (sdn). The only time sdn are not spelled out is when they are being listed as a series of numbers.
The Three Rules
There are three rules to follow when you create your own abbreviations:
1. Use lower case letters , unless the abbreviation is formed from a person's name:
- centimetre cm
- kilogram kg
- approximately approx
- decibel dB
- millivolt mV
(The ‘B' and ‘V' are capitalized in the last two examples because they are formed from the names of the inventors: B ell and V olta .)
| 2. Omit all periods , unless the expression, when abbreviated, forms another word: | |||
• horsepower hp |
hp |
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| 3. Omit the ‘s' from plural abbreviations: | |||
• metres m |
m |
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The Exceptions As with almost all ‘rules,' however, there are exceptions. These are abbreviations which, through continued use, have been generally accepted as the ‘correct' form. For example: |
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• for example e.g. |
e.g. (or eg) |
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The Glossary of Technical Usage at the back of Technically-Write! provides a comprehensive list of both technical and nontechnical abbreviations. A technical society in your specific discipline often lists standard abbreviations for your field.
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© 2006, RGI Learning
Lisa Moretto is the President of RGI Learning, Inc. For 15 years she has helped engineers improve their oral and written communication skills. Visit www.rgilearning.com or call (585) 461-3617 to learn about RGI's courses.