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There are conventions for using abbreviations, especially in academic
essays. The following conventions are specifically for non-technical writing, but keep in
mind that each discipline has its own conventions for using abbreviations. In general,
consider your audience and your purpose whenever using an abbreviation.
Personal and
Professional Titles
When used before or after a name, most personal and
professional titles and academic degrees are abbreviated.
Ms. Mona Bethel
Rev. Peter Pringle
Dr. Stu Wrightman
St. Thomas
Francis Jones, Ph.D.
Treat Simpson, LL. D.
Terence McTavish, M.D.
Spell out a title if it does not accompany a proper name.
Wrong: My Dr. made a really thick cast.
Corrected: My doctor made a really thick cast.
Use either a title or an academic degree, but never both.
Wrong: Dr. Stu Wrightman, M.D.
Corrected: Dr. Stu Wrightman
Corrected: Stu Wrightman, M.D.
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Acronyms and
Initial Abbreviations
Acronyms are abbreviations that can be pronounced as words; for example NATO is the
acronym for the North Atlantic Treaty Organization. Initial abbreviations are those which
are pronounced as separate initials. CBC, which stands for Canadian Broadcasting
Corporation, is an initial abbreviation. Familiar abbreviations and acronyms are
acceptable in most writing, such as IBM, DNA, UNICEF, AIDS, WWF. Note that abbreviations
of three or more words are usually written without periods: UCLA, JFK, NBC and GATT.
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Names and Terms
If you use a long name or term throughout an essay, you may abbreviate it according to the
following conventions:
- The first time you use the term spell it out fully with the abbreviation in parentheses
immediately after the spelled-out term.
- The next time you use the term, you can use the abbreviation alone.
Canada is an outstanding member of the United Nations (UN). Its
contributions are often recognized by the UN.
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Time and Symbols
with Numerals
The following abbreviations are always acceptable as long as they are accompanied by
numerals.
250 B.C. (or B.C.E.)
("before Christ"
follows the date)
A.D. 53 (C.E.)
("anno Domini"
("year of our Lord") precedes the date)
2:10 A.M
("ante meridiem"
("before noon"))
4:25 P.M
("post meridiem"
("after noon"))
$500
No. 13
Never use these abbreviations when they are not accompanied by a numeral.
Wrong: I had a sandwich in the late P.M.
Corrected: I had a sandwich in the late afternoon.
In the humanities, you should spell out percent and cent, instead of
using the symbols % and ¢. Also spell out @, #, +, and =.
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Avoiding
Inappropriate Abbreviations
Abbreviations are used to make streamline needlessly complicated writing. But they are not
appropriate in every context. The following conventions will help you to avoid
inappropriate abbreviations in academic writing:
-
Spell out units of measurement: feet (not ft.)
-
Spell out months: September (not Sept.)
-
Spell out personal names: Frederick (not Fr.)
-
Spell out courses: political science (not
poli. sci.)
-
Spell out geographical names: Massachusetts (not Mass.)
-
Spell out divisions of written works: page (not pg.)
-
Spell out days of the week: Tuesday (not Tues.)
-
Spell out reference information: editor (ed.)
-
Spell out holidays: Christmas (not Xmas)
It is acceptable to use company abbreviations, such as Inc., Co., and
Corp. and the ampersand symbol "&" if and only if they are part of a company’s
name. When they do not accompany a name, do not abbreviate these words.
Wrong: My favourite Co. is Microsoft.
Corrected: My favourite company is Microsoft.
Latin abbreviations are acceptable in footnotes, endnotes, and
bibliographies, but avoid them in academic writing. Use the appropriate English phrases.
Wrong: The Olympics has gone too far in allowing
into the games non-athletic sports, eg. the pastime of horseshoes.
Corrected: The Olympics has gone too far in allowing into the games non-athletic sports,
for example, the pastime of horseshoes.
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