4 style guide editorial
TRANSCRIPT
ED I T OR I A L S T Y L E G U I D E
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4 Style Guide:editorial
In concert with other Style Guide components, our documents and
presentations project a consistent image – one of strength, quality,
and reliability.
Our writing style is first person (us) speaking to second person
(reader), using active voice, and present tense.
The tone is direct; language concise; structure simple; and flow
efficient.
Our message is evident and compelling. Focusing on our
audience’s needs, we write to be understood.
Overview of Table of Contents
4.1 General
4.2 Jacobs Style Issues
4.3 Common Style Issues
Appendix4.A Our Word-Treatment Conventions
4.B Examples of Displayed Lists
Our Style Guide modules describe
who we are, what we value, and how
we present ourselves as a company.
By putting them in your hands, we’re
putting the Jacobs® brand in your care.
It’s your responsibility to own.
This document is maintained by Corporate Communications.For more information, contact [email protected].
Ver. 7.0 06/10
JNet > About Jacobs > Our Identity
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© Copyright 2010, Jacobs Engineering Group Inc. All rights reserved. Jacobs®
and BeyondZero® are trademarks of Jacobs Engineering Group Inc. 19310 06/10
4.1 General
4.1.1 Editorial Style Hierarchy
4.1.2 Active Voice
4.1.3 First Person
4.1.4 Present Verb Tense
4.1.5 Tone
4.1.6 Language
Be Clear
Business Language
Word Choice
Appropriate Nomenclature
4.1.7 Structure
Sentences
Paragraphs
Transitions
4.1.8 International Style
4.1.9 Proofing Marks
4.2 Jacobs Style Issues
4.2.1 Company Name
4.2.2 Organizational Names
4.2.3 Job Titles
4.2.4 Proper Names
4.2.5 Specific Word Use
4.2.6 General Contact Information
4.2.7 Web Sites & General Inquiry E-Mail
4.2.8 Offices Worldwide
4.2.9 Minimum Service List
4.2.10 Minimum Market List
4.2.11 Standard Descriptor
4.2.12 Press Release Boilerplate
4.2.13 Stock Information
4.2.14 Intellectual Property
4.3 Common Style Issues
4.3.1 Abbreviations, Acronyms, & Initialisms
4.3.2 Capitalization
4.3.3 Dates & Time
4.3.4 Numbers & Measurements
4.3.5 Lists
Numbered Lists
Bulleted Lists
Sentence Structure in Lists
4.3.6 Punctuation
Commas
Hyphens
Quotation Marks
Apostrophes
Parentheses
Periods with Abbreviations
Quotation Marks with Other Punctuation
Em Dash, En Dash, & Hyphen
4.3.7 Symbols & Spacing
4.3.8 Summary
Appendix
4.A Our Word-Treatment Conventions
4.B Examples of Displayed Lists
table of contentS
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General4.1in this first section, we introduce the basicbuilding blocks of our editorial style: thehierarchy of editorial style authority, activevoice, and verb tense.
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How to Use the Style Hierarchy
Start at the top and flow down the hierarchy to find guidance on
editorial style and usage. The goal is to speak in the language the
reader understands best. So if the client uses a particular term
differently than we do, adopt the client’s usage – that’s the language
the client can best understand. The same is true for cultural
expressions and phrases that don’t translate across languages: Use
the interpretation the audience understands the best.
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editorial Style HierarcHy 4.1.1
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If an editorial style question comes up, below is a six-tier reference system.
1) Client Requirements
2) Jacobs Style Guide
3) Local Usage
4) The Associated Press Stylebook
5) Dictionary
6) Personal Preference
EDITORIAL STYLE HIERARCHY
Active vs. Passive Voice
Voice refers to the form in which you write verbs. Active voice yields
crisp, vigorous writing, so choose it over passive voice. In an active
sentence, the subject of the sentence does the action: The mouse ate
the cheese. Responsibility is clear. Verbs are strong and action is
direct. Active voice conveys a confident, capable manner.
In passive voice, the subject of the sentence receives the action or is
acted upon: The cheese was eaten by the mouse. Passive voice dilutes
vigor, adds words, and obscures responsibility. The doer, action, or
message may be unclear, and the reader may perceive us as
uncertain or evasive.
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active voice4.1.2
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We write in first person, active voice, andpresent tense. Our tone is direct,conversational, positive, and alwayscourteous. We use plain language andsimple sentence structure. Paragraphs aretight, transitions are smooth, and ouroverall organization enhances readability.Together, these stylistic preferencescomprise “the Jacobs voice.”
Our Project Manager allocates resources to meet
your project’s staffing requirements.
Resourcing decisions are made based on the
project’s staffing requirements.
Active (Correct)
Passive (Incorrect)
“Action is eloquence.”– William Shakespeare
Avoid Third Person
We avoid third person because it is impersonal. Don’t use third-
person pronouns such as he, she, her, him, it or their. Also steer clear
of proper nouns like Mr. Jones, the Project Manager or Oil Co. The
only exceptions are when these terms are necessary for clarity.
How to Refer to Ourselves
Use first-person pronouns like we, our, and us rather than the third
person, Jacobs, when discussing our company, our work, and our
people, including teaming partners. Write “our team” rather than
“the Jacobs team,” “we provide” rather than “Jacobs provides.”
Take care to identify to whom “our” refers. Sometimes it’s our
company, sometimes our company plus teaming partners, and
sometimes it refers to our team plus the client. If the entity is
unclear, clarify. See Section 4.1.6, “Appropriate Nomenclature.”
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firSt PerSon 4.1.3
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In writing, person is indicated by personalpronouns: e.g., I, my, you, your, we, our,or their. In first person, the author (as firstperson I or we) speaks directly to thereader (as second person you).
Your project requirements align with our transferable
ethylene process technologies [where “Your” is
Exxon and “our” is Jacobs].
Jacobs brings Exxon proven ethylene process
expertise.
First Person (Correct)
Third Person (Incorrect)
continued
“Think like a wise man, but communicate inthe language of the people.”
– William Butler Yeats
Talk to the Audience
Use second-person pronouns (you, your) when addressing your
audience. They know you are writing to or presenting to them. Our
clients, including government entities, use first and second person
in their writing. We should do the same. By promoting natural, open
communication, we reinforce our relationship-based culture.
Advantages of First Person
By using first person, we can leverage several advantages to achieve
our objectives in writing.
• It’s Personal— First person establishes a relationship between
author and reader.
• It’s Credible— We use first person verbally to recount our own
stories and experiences. When we use first person in writing, you
expect us to do the same: It lends credibility to the author.
• It’s Conversational— We use first person naturally as we speak:
Using it in writing lends a conversational tone to what we’re
writing and can make the document feel more comfortable.
• It’s Comfortable— Third person carries an impersonal tone to it,
which makes it feel formal. Quite the opposite: First person feels
personal and comfortable, even if the topic itself is formal.
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4.1.3 First Person–Second Person, continued
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Past, Present & Future
Present tense keeps writing fresh.
Past tenses can make writing seem dated or detached.
Future tenses may lend a tentative or indefinite tone and indicate
something we say “will” happen, might not. Future tense also
implies a guarantee on our part, which we want to avoid making.
Keep it Basic
Your subject matter almost never requires past or future tenses; use
the most basic forms as possible.
Be Strong
Avoid weak verb phrases that contain the words “would” and “should.”
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PreSent verb tenSe4.1.4
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Present tense is the most straightforwardand understandable of the 12 possibletenses in the English language, so wewrite in “the now.”
Our Quality Manager maintains a corrective action
checklist to track project performance.
The Quality Manager maintained a corrective action
checklist that tracked project performance.
Present Tense (Correct)
Past Tense (Incorrect)
“Yesterday is a canceled check; tomorrow isa promissory note; today is the only cashyou have — so spend it wisely”
– Kay Lyons
Consistent Tone
Along with a consistent voice, our writing has a consistent tone.
Each document or presentation is “an easy read,” conveying that we
know enough to make the subject matter look simple.
Write for the Audience
Above all, we extend a personal touch, showing awareness of and
respect for our audience. We consider their perspective and present
information tailored to their needs.
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tone4.1.5
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We are direct, conversational, andupbeat. Our delivery is confident—but not arrogant.
“We often refuse to accept an idea merely becausethe tone of voice in which it has been expressed isunsympathetic to us.”
– Friedrich Nietzsche
Be Clear
We use language to convey meaning. To do this effectively, our
writing must be to the point. A clearly worded message is easy to
understand and helps your reader make informed decisions. Keep it
simple. However, simple doesn’t mean simplistic. Make your words
easy to grasp without insulting your reader’s intelligence.
Business Language
English is the language of choice in written communication.
However, be sensitive to the client’s language of preference.
Since our headquarters are in the United States, adopt North
American English spellings for any document global in scope.
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lanGuaGe
continued
4.1.6
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A clearly worded message is easy to understand, and thus helps your reader makeinformed decisions. You say more with less—so the shorter, the better.
• Strip unnecessary words and shorten lengthy phrases
• Replace long words with short ones
• Choose strong action verbs
• Avoid nominalizations
Ways to Keep Your Message Short & Sweet
“As to the adjective, when in doubtstrike it out.”
– Mark Twain
Word Choice
You say more with less—so the shorter, the better. Use words familiar
to your audience; this maintains their attention. Using the right
words simplifies and amplifies your message.
Use Modifiers Sparingly
Modifiers might be adjectives, adverbs, superlatives—any word or
phrase that specifies another word or phrase. If they don’t clarify or
specify meaning, remove them. Especially avoid very, and watch for
extremely, quite, and the like.
Avoid Chest-Beating
Beware of “chest-beating” terms like industry leader or world class.
Always substantiate such claims; even then, such terms might come
across as arrogant.
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4.1.6 Language, continued
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Strip unnecessary words and shorten lengthy phrases
• a large number of becomes many
• are an example of becomes demonstrate
• is responsible for approving becomes approves
Replace long words with short ones; “million-dollar”
words with common ones.
• utilize becomes use
• endeavor becomes try
• cognizant becomes aware
Choose strong action verbs.
• Weak: helped to bring about
• Stronger: accomplished, managed
Vary verbs. While some repetition is intentional (as a
transitional device or to reinforce key concepts), a reader
tires of over-used verbs.
Avoid nominalizations (weakening a verb by turning it
into a noun), marked by the words, “the ___ of.”
• Weak: The Project Manager is responsible for the formal
approval of the baseline scope of work prior to the
commencement of Phase II.
• Stronger: Our Project Manager approves the baseline scope of
work before Phase II begins.
Follow These Word Usage Guidelines
Our world-class safety record means better
morale on your site.
With more than 2 million workhours and no
lost-time incidents on your site, we plan a
safe, productive plant expansion.
Empty (Incorrect)
Substantiated (Correct)
continued
Positive Over Negative
Choose positive words over negative ones.
Gender Neutral
Eliminate gender-based language. For example, don’t presume an
unnamed individual is male or female. Rewrite sentences to avoid the
awkward he/she, and replace gender-based words with gender
neutral ones.
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4.1.6 Language, continued
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There are no schedule slippages or budget
overruns on our active delivery orders.
Negative (Incorrect)
craftsman, manhour, etc.
Biased (Incorrect)
Cultural Sensitivity
Be sensitive to cultural differences. When writing to a potentially
international audience (which could in fact be any audience today),
be sure you recognize which words may have cultural significance,
and write accordingly.
Appropriate Nomenclature
Client vs. Customer
In general, refer to our client as a client—not a customer. Call our
clients’ business prospects customers.
Clients’ Proper Names
In Section 4.1.3, “First Person,” we discuss our preferred use of
second-person pronouns (you and your) when addressing our client
or other audience. Occasionally, we need to use proper names to
distinguish one external entity from another. Keep it brief when
possible. Use a shortened version of the entity’s name. This tag might
be a word, an acronym, or initials (See Section 4.3.1, “Abbreviations,
Acronyms, & Initialisms”). Some company names are brief to begin
with; in such cases, you needn’t use a second name.
Be sure that your chosen tag is acceptable to the client or other entity,
and then use it consistently. Clients may use a tag internally that they
prefer we didn’t use. To be safe, confirm appropriate nomenclature
with our client’s marketing, project, or operations management.
continued
We are achieving full schedule and budget
compliance on our active delivery orders.
Positive (Correct)
craftsperson, workhour, etc.
Neutral (Correct)
Our Proper Name
If you must use our company name, just use Jacobs. Our legal name—
Jacobs Engineering Group Inc.—should be used on first reference in all
business documents, and on subsequent references only for legal or
contractual designation.
In some contexts, we may need to distinguish between us and other
related entities such as teaming arrangements, joint-venture partners,
or newly acquired firms. When using our name in such a context, use
one word: Jacobs.
Do Not Distinguish Between Our Subsidiaries
In both internal and external documentation, only distinguish
between our subsidiaries and divisions (JEMCI did this, JRT did that)
if necessary for legal reasons. Calling attention to our individual parts
splinters our identity, from an external perspective. Internally, it can
foster an “us vs. them” mentality. Ultimately, only use the name Jacobs
if “we” or “us” would confuse the reader.
For More Information About Our Name
See the Style Guide, “Name” module for more information about our
name, and see Section 4.2.1 “Company Name” for punctuation
guidelines. See the Style Guide, “Logo”module for information about
our affiliates and subsidiaries.
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4.1.6 Language, continued
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Keep It Lean
If unsure of structure, i.e., subject-verb agreement, revise your
sentence. Keep sentences and paragraphs concise. Present them in
logical order, using organizational flow to guide your reader.
Use Repetition
Use repetition to emphasize your main message (but don’t overdo
it). In the introduction, body, and conclusion of your text, tell your
reader what you’re going to tell them; then tell them; finally, tell
them what you just told them. In the body and conclusion, address
your key points in the same order as presented in the introduction.
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Structure
continued
4.1.7
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Along with concise language, consistentstyle, and clean format, lean structurecontributes to readable writing.
“Make everything as simple as possible, but not simpler.”
– Albert Einstein
Sentences
Simple
Our preferred sentence structure is simple. Use forthright
construction like subject-verb-object. Eliminate bulky clauses and
complex punctuation.
Short
Limit sentences to an average of 10–12 words and break up long-
winded ones. Longer sentences (20-plus words) may pack in a lot of
message, but you’ll probably lose your reader. Intersperse
compound sentences with shorter ones (3–6 words) to break up
monotony and balance your document.
Lean
In every sentence, eliminate unnecessary words. Sometimes this
means striking empty modifiers or stripping fleshy verb phrases.
Sometimes it means revising a sentence completely.
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4.1.7 Structure, continued
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The entire programming team is wholly
responsible for the development of…
Example 1: Wordy (Incorrect)
In order to avoid getting hung up in time-
consuming local government regulatory
obstacles, we have developed relationships
of a positive nature with virtually every
government agency that might affect the
client during past projects.
One long sentence; 34 words
Example 2: Wordy (Incorrect)
continued
The programming team develops…
Example 1: Tighter (Correct)
We developed solid working relationships
with the local government during previous
work at the site. Consequently, we can
easily clear regulatory hurdles, minimizing
project delays.
Two simpler sentences; 25 words combined
Example 2: Tighter (Correct)
Paragraphs
Logical Structure
Prioritize your key issues and arrange your paragraphs accordingly.
Construct each paragraph around one main point, and make that
point early in the paragraph. Anchor it with supporting statements,
then substantiate with examples. Create smooth transitions, and
trim any excess. If you can’t support a key statement, don’t use it.
Lengths
An average paragraph size is 5–10 sentences, but varying size keeps
readers interested. For example, use a 1–3 sentence paragraph (like
this one) to break up the flow. A one-sentence paragraph (below) is
especially effective when it highlights a key issue.
Include a Conclusion
Where possible, conclude each major section with a closing
paragraph that recaps key information.
Transitions
Smooth
Smooth transitions between sentences and paragraphs guide your
reader through the document. Transitions might include words like
consequently, similarly, and for example. Between paragraphs, they
might be intentionally repeated key words or phrases, or obviously
related concepts.
Planning
In general, effective transitions reflect the logical progression of
related material. Smooth flow derives from careful planning. Grow
your written argument from a compact, compelling outline, and the
reader easily follows your lead.
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4.1.7 Structure, continued
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Writing for Readers with Limited Proficiency
Regardless of what language you write your document in, your intent
is for it to be read. Following these basic guidelines helps readers
with limited proficiency in the document’s language to read what
you write:
• Write in simple structures.
• Avoid idiomatic or colloquial expressions.
• Avoid shortcuts, symbols, and abbreviations that could easily be
spelled out.
• Disclose units of data and provide conversions as appropriate.
• Write with cultural sensitivity in mind.
Common Areas of Confusion
Pay special attention to common areas of confusion:
• Currency
• Dates and time
• Decimals
• Telephone numbers
• Units of measure
For More Information
For more information, see Section 4.3.3, “Dates & Time” and
Section 4.3.4, “Numbers & Measurements.”
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international Style4.1.8
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Write with an international style to helpreaders with limited proficiency in thedocument’s language. Write to be read.
“Remember the waterfront shack with the signFRESH FISH SOLD HERE. Of course it's fresh,we're on the ocean. Of course it's for sale, we're notgiving it away. Of course it's here, otherwise thesign would be someplace else. The final sign: FISH.”
– Peggy Noonan
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ProofinG markS4.1.9
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DELETING & INSERTING
Delete
Close up
Delete and close up
Insert here
Disregard proof correction
SPACING
Insert a space
Indent
Begin a new paragraph
Break to next line
ALIGNMENT
Move text left
Move text right
Align horizontally
Align vertically
Center text
STYLE
Italicize
Bold
Plain
Wrong font
Underline
Change to small capitals
SPELLING & PUNCTUATION
Abbreviate (or spell out if abbreviated)
Capitalize
Lowercase
Insert parentheses into the text
Insert brackets into the text
Transpose
Apostrophe
Colon
Comma
Em dash
En dash
Hyphen
Period
Quotation marks
Semicolon
Use these common proofing marks when editing text or copy to reduce errorsmade in the revision process.
or
or
Download the Proofing Marks Quick Reference Sheet
JNet > About Jacobs > Our Identity > Editorial (Style Guide) > Proofing
Marks Quick Reference Sheet (PDF)
JacobS Style iSSueS4.2in this section, we discuss editorial style specificto us, such as proper names of units within thecompany and common industry terms.
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a common voice
our style is evident in the words we use, and reflected in theconventions we follow — choices of which words we consistentlycapitalize, or how we use punctuation. individual conventions maystem from education or imitation, group consensus, or personalpreference. this creates a rich variety of writing styles, but poses achallenge when multiple authors try to write in a “common voice.”
to consistently convey this “common voice,” we all need to follow thesame style conventions. these are the final, distinguishing touches ofour overall style. We encourage all our employees to adopt theconventions presented in this section, except where explicit clientdirection or cultural conventions dictate otherwise.
No Comma After the Legal Name
• No comma after “Inc.” when used in a sentence.
Trademark Symbol on First Reference
• Follow the wordmark with the registered trademark symbol (®)
on the first, non-possessive use: Jacobs®.
• You may omit the registered trademark on subsequent uses.
Do Not Translate Our Name into Non-English Languages
Regardless of a document’s language, leave our name in English.
This avoids problems with consistent translations and with any
unintended cultural meanings.
Possessive Form
Because “Jacobs” ends in an ‘s,’ the possessive form simply follows
the name with an apostrophe (Jacobs’). If unsure whether the name
is possessive or not, try mentally substituting the word “Jacobs” with
a proper name and read the sentence.
• As possessive: Jacobs’ or Jacobs Engineering Group Inc.’s
• Try to keep the reference on one line
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comPany name4.2.1
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• Wordmark: Jacobs®
• Legal name: Jacobs Engineering Group Inc.
Jacobs Engineering Group Inc. is pleased to announce...
For More Information
For information about our name including when to use the legal
name, wordmark, or logo, see the Style Guide, “Name.”See the
Style Guide, “Logo” module for information about our logo, and
affiliates and subsidiaries.
For Internal Use
Organizational names are typically reserved for internal use only.
We prefer to refer to ourselves in first person whenever possible and
as a unified body (Jacobs) when required. See Section 4.1.3, “First
Person” for more information.
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orGanizational nameS 4.2.2
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Finance & Administration
Global Human Resources
Global Sales
Health, Safety & Environment
Information Technology
Legal Department
Operations
Quality
Asia-Pacific
Eastern Region
Global Buildings NA
Global Construction Services
Global Maintenance Services
Jacobs Technology
Mainland Europe
Middle East
North America Infrastructure, East
North America Infrastructure, West
Northern Region
Southern Region
U.K. & Ireland
U.K. Infrastructure
Western Region
Example RegionsCorporate Departments
Note: This is not an exhaustive list of regions.
Capitalize for Clarity
• Capitalize formal titles only immediately before a name.
• In headlines, capitalize job titles before and after a name.
• Do not capitalize the job title when it is not part of an
individual’s name.
• Capitalize a job title when it refers to a specific position, but the
person who fills (or will fill) the position is unnamed.
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Job titleS4.2.3
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Capitalize job titles for clarity using the following guidelines.
Headline: Manchester Chemical Engineer Harry
Parker leads charity effort
Rajan Patel is our relationship lead as a transit
engineer in the Mumbai office.
Jacobs College has invited architect Lee Wu to
speak at the seminar.
Director of Environmental Science Pierre Luc
• Do not capitalize an occupational (generic or functional) title
when it immediately precedes an individual’s name.
• Do not capitalize common nouns that refer to a position in
general (e.g., an engineer) or to a pool of personnel (e.g.,
pipefitters or accountants).
See Section 4.3.2 “Capitalization” for more information.
Formal Title Before a Name Title in a Headline, Before or After a Name
Title Not Part of a Name Occupational Title Near a Name
Individuals, Entities, & Organizations
• Always capitalize an individual’s name.
• Always capitalize the proper name of an entity, department, or
other organization.
See Section 4.2.3, “Job Titles” for capitalization rules about titles.
• Do not capitalize common nouns that refer to a position in
general (e.g., an engineer) or to a pool of personnel (e.g., pipefitters
or accountants).
• Do capitalize the names of specific internal groups: e.g., the
Contracts Management Group, Human Resources or the Legal
Department.
Projects & Programs
• Capitalize all the main words of a project’s or program’s full title,
including the word project or program itself.
• When the title is partial or abbreviated, “project” or “program” is
not capitalized.
Comprehensive Long-term Environmental Action Navy
(CLEAN) Program
Pier 400 Dredging and Landfill Project for the Port
of Los Angeles
BASF’s expansion project
Chevron’s FCCU project
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ProPer nameS4.2.4
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Proper nouns go beyond people’s names toone-of-a-kind, named things — from titles ofdocuments and awards to designations forspecific buildings and work units.
Write in the Known
Most importantly, use words that your audience knows. Wherever
possible, use company-, industry-, or culturally standard terms
consistently throughout your documentation.
Alternative English Spellings
Consistent with writing to be relevant to your intended audience,
consider using alternative spellings as expected by your audience.
Since our headquarters are in the United States, adopt North
American English spellings for any global document or for a
document with a mixed English audience.
Avoid Inconsistencies
One of the most frequent problems in business writing is the
inconsistent use of certain words and abbreviations. Areas of
inconsistency include the use of periods, hyphens, and other
punctuation marks. Many inconsistencies concern compound
words — is it one word, two words or hyphenated?
To combat these inconsistencies, we maintain a list of word-
treatment conventions as in “Appendix 4.A.” Consult the list to
achieve greater consistency with other Jacobs writers who are
doing the same.
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SPecific Word uSe
continued
4.2.5
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The purpose of writing is to be understood, sochoose your words carefully. Each word shouldbe the one that best conveys your meaning.
Some conventions offer guidance on words that have more than one
correct usage — e.g., cleanup and clean up. Other conventions deal
with preferred spelling when more than one is correct — e.g., among
vs. amongst.
• University — Lowercase in text for general use
• Affect — Use as a verb meaning “to influence”
• Effect — Use as a noun meaning “the result of an action”
• Percent — Spell out in text: 60 percent to 70 percent
Prefix Rules
• When joining a prefix with a word, use a hyphen if the prefix ends
in a vowel and the word that follows begins in the same vowel:
re-election
• For situations where the word following the prefix does not begin
with a vowel, use a hyphen if the definition of the new word
means “to do again.”
re-design (to design again)
Match Client Expectations
If an external client requests specific word usage, make changes to fit
the client’s needs.
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4.2.5 Specific Word Use, continued
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Commonly Used Words
• design-build
• groundwater
• healthcare
• home builders
• Internet
• light-rail (adjective)
• light rail (noun)
• master plan (noun)
• online
• soundproof
• sulfur (North American English)
• sulphur (U.K. English)
• stormwater
• wastewater
• Web site or Web page
• World Wide Web or the Web
• Use professionals, specialists, etc., instead of experts.
See Appendix 4.A: “Our Word-Treatment Conventions” for an
expanded list of words.
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4.2.6
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General contact information
How to Answer the Phone
Individual greeting style is up to the discretion of each performance
unit manager. Preferred greeting is our wordmark – “Jacobs.”
Street 1111 South Arroyo Parkway
Pasadena, CA 91105, USA
PO Box P.O. Box 7084
Pasadena, CA 91109-7084, USA
HEADQUARTERS ADDRESSES
Phone + 1.626.578.3500
Fax + 1.626.568.7144
MAIN CORPORATE NUMBERS
Use the general contact information when more specific information is notavailable or desired.
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4.2.7
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One Web Site
Promoting one Web site — its address is called a Uniform Resource
Locator (URL) or a domain name — is less confusing for the viewer
and removes internal boundaries.
General Inquiry E-Mail
Corporate Communications staff monitors the general e-mail inbox
and forwards messages to appropriate parties as needed.
How to Use the Web Site URL & General Inquiry E-Mail
• Always include the “www” prefix as part of the URL:
“www.jacobs.com”
• Always set all URLs and e-mail addresses in lowercase letters.
Additional Web Sites
While we have numerous Web sites (many as project-specific Web sites
necessary for clients or joint ventures), we continue to consolidate Web
sites and promote the exclusive use of the official Web site URL. On
occasion, additional Web sites are necessary and a good business
decision. If you believe you need a Web site for such a purpose, please
notify [email protected] to begin the process of evaluating your
request. Corporate Communications, IT, and the Legal Department
work together to review each request. New Web sites require approval
from senior management and possibly the CEO.
Additional Web Sites
If you participate in the active upkeep of a Web site other than the
official Web site, please report the fact to [email protected].
Web Site & General inquiry e-mail
Only one Web site is authorizedfor external use. Web Site www.jacobs.com
General Inquiry E-Mail [email protected]
PREFERENCE URL
30
4.2.8
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Add to External Communications
Consider adding the phrase “Offices Worldwide” to any external
communication that includes contact information.
A List of Cities Wherein We Have an Office
For a list of cities and office locations, see the office lists on
www.jacobs.com and on JNet:
JNet > Work Locations
officeS WorldWide
With more than 160 offices around theworld, we truly are a global company.
Offices Worldwide
A List of Countries Wherein We Have a Presence
australiaaustriabelgiumcanadachinaczech republicenglandfinlandfranceGermanyGreeceindiairelanditaly
mexiconetherlandsnorthern irelandPolandPuerto ricoScotlandSingaporeSpainSwedenunited arab emiratesunited States of americaWales
31
4.2.9
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Use the Minimum Service List
Use at least this minimum service list on any communication. You
may augment the list with specialized services relevant to your
message and audience, but do not remove any services from the
minimum list.
minimum Service liSt
Use this minimum service list to describewhat services we offer our clients.
A Standard Service List You Can Use
Architecture
Construction
Engineering
General Consulting
Maintenance
Operations
Planning
Scientific
Technical Services
32
4.2.10
> Back to Table of Contents
Use the Minimum Market List
Use this minimum market list on any communication. You may
augment with specialized markets relevant to your message and
audience, but do not remove any markets from the minimum list.
minimum market liSt
Use this minimum market list to describethe major markets in which we work. Aerospace & Defense
Automotive & Industrial
Buildings
Chemicals & Basic Resources
Environmental Programs
Food, Beverage, Forest & Consumer Products
Infrastructure
Oil & Gas
Pharmaceuticals & Biotechnology
Power & Utilities
Refining
A Standard Market List You Can Use
33
4.2.11
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Why a Descriptor?
We operate in a professional service industry that describes
participatory firms with standard descriptors such as “E/A” or
“E/A/C,” for example. Our breadth of services includes vastly more
than can be described using the standard industry abbreviations. So
while “T/P/S” is not a standard descriptor, it does capture the
majority of what we do and communicates to the reader that we are
a large, multifaceted company offering a wide range of services.
Standard deScriPtor
When a service list is not appropriate,use the descriptor (abbreviated orunabbreviated) to help convey thebreadth of our capabilities.
Abbreviated “T/P/S”
Unabbreviated “technical professional services company”
STANDARD DESCRIPTOR
34
4.2.12
> Back to Table of Contents
PreSS releaSe boilerPlate
The Boilerplate
Always Include the Boilerplate
Include the boilerplate on all press releases intended for external
audiences.
Only on Press Releases
Press releases are the only place we use a boilerplate.
Authorization Required
All press releases must be authorized by the Vice President of
Marketing and Corporate Communications, and may require
additional approvals as needed.
For More Information
See JNet for more information on Press Releases, including the press
release archive, tips on writing a release, templates for both local
and global releases, and training:
JNet > About Jacobs > Our Identity > Public Relations
The term “Boilerplate” dates back toprinting presses using movable type, butours summarizes who we are today. It isintended for use in news releases andrelated media relations vehicles.
Jacobs is one of the world's largest and
most diverse providers of technical,
professional, and construction services.
35
4.2.13
> Back to Table of Contents
‘JEC’ is the Name of Our Stock Symbol
The “JEC” abbreviation refers to our stock symbol, not the company
name. Never use “JEC” as a reference to the company.
To Learn More
For more information on Jacobs stock, see the Investor Relations
section of www.jacobs.com.
Stock information
We are traded publicly on the New York Stock Exchange (NYSE) under thecommon stock symbol “JEC.”
Example of Our Stock Symbol Usage
36
4.2.14
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Three Types of Intellectual Property
Patents
Patents are protected ideas, innovations and designs that must be
filed with the appropriate patent office to gain protection. While not
discussed in any more detail in the Style Guide, we do own
numerous patents. Contact the Legal Department for information.
Trademarks
Trademarks are names or symbols that identify products and
services and must be filed with an appropriate trademark office to
gain protection. Continue reading for more information about some
of our trademarks.
Copyright
Copyright does not require filing to be protected. The act of creating
the expression is enough — such as writing an article or capturing a
photograph. The expression is immediately copyrighted.
For more information, see “Copyright” later in this section and in the
Style Guide, “Images & Photography” module.
intellectual ProPerty
continued
We have invented and invested insolutions and products to help us delivervalue to our clients while setting us apartfrom competitors in the marketplace.
These ideas are our intellectual property.They are legally protected and collectivelygive us an advantage.
® TMRegistered TrademarkSymbol
Pending Trademark Symbol
37> Back to Table of Contents
Trademarks: Staking Our Claim
To gain legal protection, we file products and innovations with the
appropriate trademark or patent office — usually starting with the
country of origin and progressing to other countries as necessary.
Trademarks: List of Specific Properties
This section is not exhaustive: Other pieces of intellectual property
may exist or may be in various stages of discovery or filing.
BeyondZero®
The U.S. Patent & Trademark Office registered the trademark for the
BeyondZero® logo May 26, 2009, and the words “BeyondZero”
shortly thereafter. Canadian and European Commonwealth
registrations are pending. See Style Guide, “Logo” section for more
information about BeyondZero®.
SUPERCLAUS®& EUROCLAUS®
SUPERCLAUS® and EUROCLAUS® are both registered trademarks
and part of our intellectual property. For general information about
SUPERCLAUS® and EUROCLAUS®, see www.jacobs.com.
4.2.14 Intellectual Property, continued
continued
The Jacobs Wordmark
The Jacobs wordmark is considered intellectual property and should
always be marked with the circle-R (®) on first reference in text and
in all uses of the logo. All official logo files have the appropriate mark
built into the file — no alteration is required. Please do not crop off
the trademark when using the logo files.
Exception: Do not include the trademark symbol when fabricating
signage using the logo. See Style Guide, “Usage & Examples” for more
information on signage.
Logos for All Related Entities
Logos for all related entities are considered intellectual property and
should always be marked with a “TM” while registration is pending
and the circle-R (®) once registration has been approved. All official
logo files have the appropriate mark built into the file — no
alterations are required.
38> Back to Table of Contents
Trademark Laws & Using Other Entities’ Logos
Be careful in using a client or company’s logo in your proposals or
documents due to trademark law.
Companies are the trademark owners of their logo. They have the
sole right to control copying, reproduction, downloading,
distribution, and display of their logo. Permission for use of their
logo must be granted by the company in writing. Keep the
permission on file for documentation purposes.
Request Permission
Request permission to use a logo with a brief explanation of how
and why you intend to use the other entity’s logo. Use the Jacobs
Image/Photography Release form to ask for logo permission:
JNet > About Jacobs > Our Identity > Images & Photography
Look for a Media Library or Resource Page
Some companies may have a media library or resource page on their
Web site permitting their logo to be downloaded and to be used by
agreeing to their terms and conditions. Look first: Verify whether the
company has a permission page on its Web site before downloading
and using its logo.
How to Use Service Mark & Trademark Symbols
When using intellectual property for which no guidelines exist (for
example, a newly filed Jacobs invention or a teaming partner’s
innovation for which documentation does not exist), consider the
following general specifications.
Always
• Use the “SM” or “®” symbol on first reference of the intellectual
property. If the property is mentioned throughout your
document, you may omit the symbol on subsequent references.
• Set in Arial, Helvetica Neue or similar sans serif type.
• Set the “SM” or “®” in black. If black is not available, use the
darkest (or least-distracting) color available in the design.
• Set the “SM” or “®” to the same size as surrounding letters, then
apply: all caps, superscript and superior formatting.
• If using professional page layout software (e.g. Adobe InDesign,
QuarkXPress, etc.): For sizes 14 pt. and larger, set the “SM” or “®”
to 45 percent of the type size and adjust position so “SM” or “®”
is resting on the x-height.
Never
• Do not italicize the “SM” or “®” or place more emphasis on it
than on the trademarked word or phrase.
• Do not separate the “SM” or “®” from the protected word or
phrase by line breaks, spaces or punctuation.
4.2.14 Intellectual Property, continued
continued
39> Back to Table of Contents
Copyright
Copyright is also intellectual property. In most countries, an idea is
copyrighted the moment it is documented in a tangible form such as
e-mail, video, programming code, image, etc. While copyright
protects the expression of an idea, copyright does not cover the idea
itself — to do so requires a patent on the idea instead.
A Standard Copyright Statement You Can Use
Use this statement on all external communications and documents.
Adjust the statement to include local customs as needed:
For more information about copyright, see the Style Guide, “Images
& Photography” module.
Using Other Entities’ Copyrighted Materials
Be careful using another entity’s copyrighted materials in your
presentations, proposals, or documents — whether intended for
external or for internal circulation — without express permission
from the copyright holder due to copyright laws.
Copyrighted materials are the property of the copyright holder, and
the holder has the sole right to control copying, reproduction,
downloading, distribution, and display of its materials. Examples of
common copyrighted materials include magazine and newspaper
articles, e-mails, Web sites, movies, music, and photographs.
Request Permission
Permission to use the materials must be granted by the copyright
holder in writing. Keep the permission on file for documentation
purposes. Request permission to use the materials with a brief
explanation of how and why you intend to use the materials and an
estimate of your intended distribution (number of recipients).
Credit the Source
Always cite the original source and provide enough information for
the reader to be able to obtain access to the original materials if
desired. When possible, include a URL for online materials.
Acknowledging the source of the copyrighted material does not
substitute for obtaining permission.
For More Information
To learn more about U.S. copyright law, see the U.S. government’s
Web site at:
www.copyright.gov
4.2.14 Intellectual Property, continued
© Copyright [year], Jacobs Engineering Group Inc. All rights reserved.
©Copyright Symbol
common Style iSSueS4.3in this section we address commonly askededitorial style issues, such as date formatting,measurements, and punctuation. ourguidelines presented here are in agreementwith associated Press (aP) style.
> Back to Table of Contents 40
Master Acronym List
Corporate Communications maintains a master acronym list, which
we update periodically.
Download the List
Download the master acronym list from JNet:
JNet > About Jacobs > Our Identity > Editorial (Style Guide) > Master
Acronym List (MS Word)
41
abbreviationS, acronymS, & initialiSmS
continued
4.3.1
> Back to Table of Contents
An acronym is an abbreviation that can be pronounced as a word;an initialism is an abbreviation that is pronounced letter by letter.Both are convenient shorthand for longer phrases repeated often intext. However, limit your use of such abbreviations. Abbreviationsyou are familiar with may mean nothing to your audience. Every timeyou send them from text to an acronym list, you disrupt theirconcentration — and jeopardize your message.
First Appearance
Spell out acronyms and initialisms at their first appearance in the
main body text, followed by the acronym or initialism in
parentheses. Then, consistently use the acronym or initialism from
that point forward; don’t switch between the full phrase and the
shortened version.
If the phrase first appears outside the main body text (e.g., in a
heading, caption, or visual), you may include the parenthetical
shortened version there. However, define again on the first mention
in the text. Finally, only capitalize the major words in the full phrase
if it is a proper noun.
Spell Out Inconsequential Abbreviations
If using an abbreviation that is inconsequential (e.g., the
abbreviation does not save much space compared to its full phrase
or the abbreviation is only used a few times), or if using an
abbreviation is confusing (e.g., similar abbreviations back-to-back),
consider spelling out the full phrase instead. Doing so enhances
your document’s readability and helps readers who are not
proficient in the document’s language.
Examples:
• Operable Units (OUs) 1 and 2
• Mine Safety and Health Act (MSHA)
• methyl tertiary butyl ether (MTBE)
• material safety data sheets (MSDS)
Specific Scenarios
Junior or Senior After a Name
• Use Jr. or Sr.
• Do not precede with a comma
Academic Degrees
• Use bachelor’s degree, master’s degree, Bachelor of Arts,
Master of Arts.
• Abbreviate to B.A., M.A., LL.D. and Ph.D. only with multiple
names and degrees.
Avenue, Boulevard, & Street
• Abbreviate when paired with a numbered address:
111 Main St.
979 Kings Rd.
Al Slam Street (not abbreviated since no numbered address)
Expressways, Highways, & Motorways
• When paired with a number, use the following abbreviations:
M8, A290, G3, U.S. 1, State Route 34
Route 1 or Route 1A
China National Highway 109, Interstate 95.
• On second reference, abbreviate if possible: I-95
‘United Kingdom’ & ‘United States’ in Text
• Use the abbreviation U.K. and U.S. when used as an adjective
before a noun:
U.K. rugby team
U.S. hockey team
42
4.3.1 Abbreviations, Acronyms, & Initialisms, continued
> Back to Table of Contents
continued
Celsius & Fahrenheit
• Representation of Celsius in text: Use C
• Representation of Fahrenheit in text: Use F
Provinces, States, & Territories in Text
• When used alone, spell out entire region name.
• When used with a city, county, or military base name, follow AP
style: Abbreviate all regions except regions with fewer than five
letters. In referring to U.S. states, exceptions are Idaho, Iowa, Maine,
Ohio, Texas, Utah, Alaska, and Hawaii.
• Spell out entire region name when used in contact information
that is not part of an address block:
Pasadena, California
+ 1.626.578.3500
• Only in an address block, use postal abbreviations and include
ZIP/postal codes:
1111 South Arroyo Parkway,
Pasadena, CA 91105 USA
43
4.3.1 Abbreviations, Acronyms, & Initialisms, continued
> Back to Table of Contents
Download Quick Reference Sheets
For information about common abbreviations for provinces, states
and territories, download the quick reference guides from JNet:
JNet > About Jacobs > Our Identity > Editorial (Style Guide)
Titles
In addition to the first and main words, always capitalize the last word
of a title, regardless of word type or length. However, do not capitalize
articles (like a or the), conjunctions (like and, but or or), and short
prepositions (like to and on) — unless they are the first or last word.
Examples:
• One Company Around the Globe
• Jacobs Values: Building on the Core
44
caPitalization
continued
4.3.2
> Back to Table of Contents
In a capitalized phrase, capitalize the firstword as well as the initial letters of mainwords (nouns, pronouns, verbs, modifiers)that follow. This is called “initial caps.”
Some formats call for "all caps," meaningevery letter of a word or phrase is capitalized.
Capitalization in Text
• Capitalize individual names of regions, units and
groups: Northern Region
• Capitalize proper and common nouns when they
become part of the name for a person, place or
thing: the English Channel
• Capitalize specific geographic regions: Central Italy
• Capitalize “room” when used with a specific name
or number: Green Room, Room 101
• Lowercase common nouns when they stand alone.
• Lowercase seasons (spring, summer) except when
used with a formal name.
• Capitalize the first letter and all words four letters
or longer in composition titles. Do not capitalize
“a,” “an” or “the.”
Additional Emphasis
Beyond capitalization, it is unnecessary to further emphasize titles
with italics or quotation marks, with two exceptions:
• Book or periodical titles, chapters, and articles
• Titles of awards and certificates
Titles: Books, Periodicals, Chapters, & Articles
Book and periodical titles are italicized, while chapters and articles
are set within quotation marks (no italics).
Titles: Awards & Certificates
Capitalize and italicize (no quotation marks) titles of awards,
certificates, and other honorary designations, including the word
award or certificate. In the following examples, note that the issuing
agency is not italicized, nor is further categorization of the award:
Examples:
• The New Delhi, India office’s Jacobs Office Safety Award for
commitment to a culture of caring
• The Houston Business Roundtable’s Customer Satisfaction Award
in the Large Industrial Maintenance Contractor category
Common Nouns Followed by Identifiers
If a common noun is followed by an alpha or numeric identifier,
capitalize the resulting proper noun.
Examples:
• Phase II
• Building 18
• Well 3A
• Operable Unit 2
• Level C
• Schedule 40
When the numbers are absent, the common nouns are not
capitalized, e.g., project phases, site buildings, and operable units.
First Words After Colons
Capitalize the first word after a colon only if it is a proper noun or the
start of a complete sentence.
Examples:
• Future plans: A new 34-megawatt gas turbine is planned to come
on line in 2010.
• The two systems interact: JSTEPS (Jacobs System to Ensure
Project Success) and Jacobs’ Sustainable Development
Methodology.
45
4.3.2 Capitalization, continued
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Dates Expressed as Numbers: Year-Month-Day
Numeric date formats are expressed left-to-right starting with the
largest unit — year, month, and day — separated by hyphens. This
format solves ambiguities in formats used among the United States,
Canada, United Kingdom, and others, and is used in many Asian
languages. Add leading zeros to months earlier than October.
2008-08-18
2010-10-31
Time Expressed as Numbers: 12-Hour versus 24-Hour
Our preference is to express time in a 12-hour format starting with the
largest unit — hour, minute, and second — separated by colons. If
your audience is spread across disparate, multiple time zones,
expressing time in a 24-hour format might be clearer.
• Be consistent in your document with the format you choose.
• Include enough information for the reader to understand the time
(e.g., including ‘a.m.’ or ‘p.m.,’ time zones, etc.).
• Include leading zeros for hours earlier than 10:00 when using the
24-hour format.
46
dateS & time4.3.3
> Back to Table of Contents
Write about dates and times so the reader is clear aboutexactly what time period you are referring to. Choose a formatthat is most helpful to your audience – especially critical forreaders who may not be proficient in your document’slanguage. In all cases, be consistent.
continued
Time Zones & Coordinated Universal Time (UTC)
If writing for an audience across multiple time zones or in a different
time zone, be sure to include time zone information following time.
If your audience is spread across multiple countries, consider using
Coordinated Universal Time (UTC) expressed as “Z” and local time
zones in parentheses expressed as the number of hours from UTC.
The renderings post at 15:00Z.
The renderings post at 15:00-0800 (PST)
Noon & Midnight
• Use noon for 12 p.m. (or 12:00)
• Use midnight for 12 a.m. (or 00:00)
‘a.m.’ & ‘p.m.’
• Lowercase with periods separating letters: 6 p.m. or 6 a.m.
Time as an Adjective
• Use numerals; hyphenate when combined with word(s) as an
adjective: 24-hour
Dates with Only Month & Year in Text
October 2010
No Endings on Days of Month in Text
• Do not use “nd,” “rd,” or “th” as ending: August 2
Full Date in Text
Jan. 2, 2010 or July 4, 2010
Abbreviate Months When Used With a Date
Always
• January Jan.
• February Feb.
• August Aug.
• September Sept.
• October Oct.
• November Nov.
• December Dec.
Years as Decades
• Never use an apostrophe before the “s”: ’60s or 1960s
Years & Dates with Words Preceding
• Use numerals and hyphenate: Late-1990s, pre-9/11
47
4.3.3 Dates & Times, continued
> Back to Table of Contents
Never
• March
• April
• May
• June
• July
Spell Out Numbers Smaller than 10
Spell out all numbers smaller than 10.
Exceptions (if not beginning a sentence)
• Addresses: 7 Victor St.
• Ages, even for inanimate objects: The 9-year-old car
• Cents: 6 cents
• Dates: Jan. 1, 2003
• Dimensions: 4 m tall
• Currency: $3
• Expressways, Highways, and Motorways: M8, U.S. Route 6
• Percentages: 4 percent
• Proportions: 5 parts water
• Speed: 9 km per hour
• Temperatures: 6°
• Times: 6 p.m.
Amounts Less than One
• Spell out all amounts less than one:
three-fourths
two-thirds
48
numberS & meaSurementS
continued
4.3.4
> Back to Table of Contents
Write about numbers and measurements so the reader isclear about the amount or dimension you are referring to.Choose a format that is most helpful to your audience –especially critical for readers who may not be proficient inyour document’s language. Provide conversions andequivalents, and, in all cases, be consistent.
Million & Billion Sums
• Use figures with million or billion:
3 million people
256 billion
• Consider using decimals, but no more than two decimal places:
£5.1 million
7.51 million people
• Exceptions: financial reports (e.g., annual/quarterly reports)
Digit Groups & Decimals (Comma vs. Period)
Use the appropriate punctuation for your audience to mark digit
groups (e.g., thousands) and decimals: typically the comma or
period. You may omit punctuation in visuals, if space is tight.
• Set off each group of three numerals with a comma or period:
20,227 in the United States
20.227 in Spain
• Exceptions: years (e.g., 2004), addresses, and telephone numbers
• Use punctuation to mark decimals:
5.25 in Singapore
5,25 in Argentina
Be Consistent Across Your Document
Choose a format depending upon your audience, and be consistent
in implementing your choice across your document.
Use North American English for Global Documents
Adopt North American English formats for global documents: Use
commas to indicate digit groups and a period to mark a decimal.
Currency
Express all amounts in these three currencies: U.S. dollars, British
pounds sterling, and euros. Either lead with the currency most relevant
to your audience or the amount’s original currency followed by the
other two in parentheses and separated by a comma or semicolon.
Symbols or Currency Codes
Use the appropriate currency symbol or the International
Organization for Standardization (ISO) currency code:
• U.S. dollar: $ or USD
• British pound sterling: £ or GBP
• Euro: € or EUR
Punctuating Currencies
• If using a currency symbol, lead with the symbol and do not insert
a space between the symbol and the amount:
£6.2 million ($9.5 million, €7.2 million)
€1,900 ($2,500; £1,640)
• If using the currency code, lead with the amount and insert a
non-breaking space between the amount and the currency code.
Set the code in capital letters.
25,000 USD (18,900 EUR; 16,300 GBP)
Disclose Conversion Rate
Indicate which conversion rate you use with a disclosure statement
somewhere in your document, such as the text or fine print:
All currency conversions in this document based upon
exchange rates from April 30, 2010, except where noted.
49
4.3.4 Numbers & Measurements, continued
> Back to Table of Contents
continued
Rounding
• When rounding very large numbers, combine the number with an
appropriate quantifying word, as below:
€4.3 billion
5 million workhours
Numbers with Endings
• Do not use superscript: 11th, 21st century
Plural Numbers
• Attach an “s” but not an apostrophe: 1920s
Numbers at Beginning of Sentence
• Spell out numbers at the beginning of a sentence:
Six brown foxes jumped over the lazy dog.
• Exception: years, e.g., 1990 was a very good year.
Two or More Quantities
When two or more quantified items appear in a sentence and at least
one of them is 10 or above, use a numeral for each item:
The area of study contains 2 underground storage tanks,
4 discolored areas, and 13 reported spill sites.
50
4.3.4 Numbers & Measurements, continued
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Specific Combinations
• A dimension less than 10 as an adjective:
9-by-12 rug
• A compound adjective less than 10:
three-story atrium
Telephone Numbers
Begin telephone numbers with a plus sign (+) to represent any
numbers a caller must dial to place a call. Follow the plus sign with a
space, the country code, city code and number. Represent breaks in
national numbering plans with a period or a non-breaking space.
Freephone & Toll-free Numbers
Format freephone and toll-free numbers according to your
audience’s expectations.
Toll Numbers
When available, include a toll number. Freephone and toll-free
numbers are difficult to dial globally: Providing a toll number allows
the caller to contact us no matter where they are calling from.
Examples:
The phone number for our headquarters is + 1.626.578.3500.
The phone number for our Calgary office is + 1.403.258.6411.
The phone number for our Hong Kong office is + 852.2880.9788.
The phone number for our Warsaw office is + 48.22.564.06.00.
continued
Metric & U.S. Customary Units of Measurement
Use the measurement system most appropriate for the audience. If
writing for a global audience or a mixed audience, use both
International System of Units (SI) — also called metric — and U.S.
customary units. Follow the measurement with the converted
equivalent in parentheses. For a global document, lead with U.S.
customary units.
Punctuating Units of Measurement
Use a non-breaking space between measurements and their units
unless the measurement is used as an adjective (in which case, use a
hyphen instead).
• Never follow a metric unit symbol with a period unless at the end
of a sentence.
• Metric unit symbols are unaltered in the plural.
• Never hyphenate a metric unit symbol, even when used as an
adjective.
• Always spell out U.S. customary units when used as an adjective.
Examples:
Use the 150 L drum.
The beam weighs 375 kg.
20-mile road
Symbols for Select Metric Units
• gram g
• kilogram kg
• metric ton t
• millimeter mm
• centimeter cm
• meter m
• kilometer km
• milliliter mL
• liter L
Abbreviations for Select U.S. Customary Units
• pound lbs.
• ton tn.
• inch in.
• foot ft.
• yard yd.
• mile mi.
• gallon gal.
51
4.3.4 Numbers & Measurements, continued
> Back to Table of Contents
continued
Numbers Used in Measurements
• Use Arabic numerals for numbers preceding units of measure —
whether of time, distance, or volume — and to denote
percentage. This applies to numbers less than 10, as well, unless
used as an adjective:
2 minutes, 3 kilograms
• However, the numerals used with units of measure do not affect
treatment of other numerical expressions within the sentence:
Site 12 is a 6-by-50-foot oval area adjacent to three underground
storage tanks that were installed 2 years ago.
In the example above, note that “12” is part of a proper noun. Like
units of measure (e.g., “2 years”), this does not affect the treatment of
other numerals in the sentence, so the “three” is spelled out.
Distance & Area
Distance as an Adjective
• Spell out distances less than 10: eight-kilometer pipeline
Area as an Adjective
• Hyphenate when used as an adjective modifying a noun:
24-acre
2,400-square-foot building
• Do not hyphenate when the measurement comes after the noun:
The building was 1.100 square meters.
• Always spell out U.S. customary units when used as an adjective:
50-foot pole
10-ton truck
52
4.3.4 Numbers & Measurements, continued
> Back to Table of Contents
Parallel Construction
Use parallel construction in displayed lists. This means all items are
alike, whether each is a word, a phrase, or a complete sentence. If
they are complete sentences, they should have similar purpose —
e.g., instructional or descriptive. Displayed lists are strongest when
they begin with the same type of word — whether it is an action verb
or an article or any other part of speech.
Use Numbers or Bullets
Within a list, numbers or bullets introduce the individual items.
Capitalize the First Word
Capitalize the first word of every item, even if it’s not a complete
sentence or a proper noun.
53
liStS
continued
4.3.5
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A “displayed list” is a stacked grouping of items that belongtogether. Use lists to contribute to readable writing.
By stretching out information with a displayed lists, you addwhite space to a page and relieve the monotony ofuninterrupted paragraphs.
Mixed List Types
Any document may have several different kinds of lists. What’s
important is treating each type of list consistently within a single
document. “Appendix 4.B, Examples of Displayed Lists” contains
examples of common displayed lists. (In the following paragraphs,
the alpha-numeric references in parentheses — e.g., “4.B.1.” —
reference an example of the type of list described.) While the
examples are punctuated differently, they are all appropriate — and
correct.
Numbered Lists
Use numbers in a displayed list when ranking or sequencing items,
as in weight of importance or order of occurrence (4.B.1). Also use
them when describing a stepped process, where “1.” means “do this
first” and “2.” means “do this second.”
Numbers are also appropriate as reference points when one, some,
or all of the items are referred to elsewhere in the text.
Example of a Numbered List (Same list as 4.B.1)
The lead-in to this list is a complete sentence, punctuated with a
colon because of the direct transition “following.” The items are
numbered because this is a ranking — the numbers mean
something. Periods are unnecessary after the individual items
because they are not sentences nor is a period necessary after the
last item, because the lead-in was already a complete sentence.
(A complete sentence can end in a colon as well as a period, if the
sentence sets up what immediately follows.)
Fortune magazine’s March 1, 1999, issue places us at the
top of the list of “Most Admired Companies” in the
Engineering, Construction category. The ranking follows:
1. Jacobs Engineering Group Inc.
2. Halliburton
3. Pulte
4. Turner Corp.
5. Centex
6. Emcor
7. Fluor
8. Kaufman & Broad Home
54
4.3.5 Lists, continued
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continued
Bulleted Lists
If numbers are meaningless, use bullets instead. You may imply
importance by placing the most significant items early in the list, but
this ranking is subtler than outright numbering.
Bulleted lists are especially appropriate when all items are of equal
importance (and no item requires a reference point from elsewhere
in the text).
In such cases, items are arranged in random order; if the items begin
with words and not numbers, the order may be alphabetical.
Punctuating a Bulleted List
When the introduction to the list is a complete sentence punctuated
by a period or a colon, and the bulleted items are incomplete
phrases or simply a string of words, none of the bullets end with a
period.
See “Appendix 4.B, Examples of Displayed Lists.”
Example of a Bulleted List (Same list as 4.B.5)
The lead-in to this list is not a complete sentence so it requires no
punctuation. Rather, the entire list is one complete sentence; the
individual items are punctuated consistent with how a long sentence
would be punctuated (e.g., semicolons separating the long
individual phrases, one of which already contains commas). Also
note the conjunction “and” in the second-to-last item.
The training center’s mission is to
• Foster excellence throughout the company;
• Perpetuate our unique culture, core values, and operating
philosophy;
• Institutionalize success by passing on best practices and
lessons learned;
• Prepare key project staff to meet upcoming client
requirements; and
• Stimulate open communication and proactive problem
solving.
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4.3.5 Lists, continued
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continued
Sentence Structure in Lists
Your audience expects to encounter full, complete thoughts. When
reading, the inner voice should be speaking the same words as
though you were reading aloud.
As you develop lists, be sure you don’t omit words, leaving the
reader to fill in the blanks. That makes for a choppy read.
For example, if you introduce a bulleted list with an incomplete
sentence, make the entire list a complete thought by leading directly
into the first item without punctuation (i.e., no colon); including any
conjunctions necessary to make the entire list a complete sentence;
and placing a period after the final bulleted item. You may end each
item with the appropriate punctuation (e.g., a comma or a
semicolon) or leave blank (4.B.5, 4.B.7). Just remember to apply that
style—for that type of list—consistently throughout your document.
When the introduction to the list is a complete sentence punctuated
by a period or a colon, and the bulleted items are incomplete
phrases or simply a string of words, none of the bullets end with a
period—including the last one (4.B.2). If the reader sees a “laundry
list,” the inner voice expects to read one; so the closing punctuation
is unnecessary.
When each listed item is a complete sentence (remember that if one
is, they all are), each ends with a period (4.B.3, 4.B.4). This is true,
too, if the items each contain more than one complete sentence
(4.B.6, 4.B.8). In either case, the introductory sentence ends with a
colon or a period, depending on the presence or absence of direct
transition words like “follow” or “appear below.”
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4.3.5 Lists, continued
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A Place to Start
We do not intend this guide to be a comprehensive overview of
established rules or a bulletin on changing rules. Our intent is to
serve as a start-off point for consistent — and correct — usage.
Consequently, we devote this section strictly to those punctuation
situations we know to be trouble spots.
Commas
Use a comma after each item within a series of three or more words,
phrases, or clauses, in series linked with “and” or “or.” This avoids
ambiguity caused by unintentionally merging the last two items.
Maintenance personnel replaced the rocker arm bracket, the hinge
pin, and the wheel assembly.
We use site trailers for data management, personnel orientation
and sanitation, and equipment storage.
57
Punctuation
continued
4.3.6
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Punctuation rules are countless, and depending on thesource, sometimes contradictory. They also change, asour language changes.
Hyphens
• Use hyphens to link two or more adjectives in a phrase when the
adjectives appear before the word they are modifying.
six-year study
• Do not use hyphens if proper nouns and / or adjectives are
included in the phrase.
• Do not use a hyphen when “very” is part of the concept.
• Do not use a hyphen to link adverbs ending in -ly.
Quotation Marks
Use with direct quotes, titles of books, movies, plays, operas, poems,
songs, speeches, lectures, works of art, television programs, and
software titles.
Apostrophes
• With single letters, use an apostrophe before the “s.”
K’s
• With multiple letters, do not use an apostrophe.
ABCs
Parentheses
Fragments
Place a period outside a closing parenthesis if the material inside is
not a sentence (such as this fragment).
Complete Sentences
Place the period inside the closing parenthesis to end the sentence it
punctuates if the material is a complete sentence (or several).
(An independent parenthetical sentence such as this one takes a
period before the closing parenthesis.)
Dependent Clauses
When a phrase is placed in parentheses (this one is an example) that
would normally qualify as a complete sentence but is dependent
upon the surrounding material, do not capitalize the first word or
end with a period.
Expressive Clauses
If a parenthetical phrase at the end of a sentence ends with an
exclamation point or question mark, still place a period after the
closing parenthesis.
Each client wants customized service (who wouldn’t?).
58
4.3.6 Punctuation, continued
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continued
Periods with Abbreviations
Use periods in abbreviations, as indicated below:
• Academic: B.A., B.S., M.A., M.S., Ph.D., J.D.
• Registrations and certifications: P.E., R.P.G., C.I.H., C.P.G.
• Geographic: U.S., U.S.A., and U.K., but CA, WA, etc. (no periods in
U.S. state postal abbreviations)
• Time of day (ante meridiem and post meridiem): a.m., p.m. (note
space between clock time and abbreviation: 3:15 p.m.)
Quotation Marks with Other Punctuation
The following examples illustrate appropriate placement of
quotation marks with other punctuation.
• A colon follows the closing “quotation mark”: The preceding
sentence demonstrates this rule.
• A semicolon also follows the closing “quotation mark”; this
example demonstrates the rule.
• “A comma always falls inside the closing quotation mark,” the style
guide notes.
• The guide also notes, “So does a period.”
The latter is true, even when the material within the marks is only a
word or two—even a letter or number or symbol, as below:
Be careful when forming the possessive of a company name that
ends with an “s.”
Em Dash, En Dash, & Hyphen
Em Dash
A dash the width of a lowercase “m,” the em dash (—) is the longest
dash. Em dashes emphasize the material set off (as opposed to
parentheses, which de-emphasize their contents).
• Use two em dashes — one on each side — to mark an abrupt break
in sentence flow.
• Use one em dash to set off a clause, for emphasis, at the end of a
sentence.
• Put a space on both sides of an em dash in all uses except the start
of a paragraph.
En Dash
A dash the width of a lowercase “n,” the en dash (–) is a medium
dash.
• Use an en dash to denote a range, in place of the word “to”:
3–5 years
1908–1998
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4.3.6 Punctuation, continued
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continued
• Use en dashes (not hyphens) to create the next subdivision under
a bullet, in presentations and displayed lists.
• Use an en dash rather than a hyphen when creating a unit
modifier (two or more words that describe another word or
phrase) in which some words are not hyphenated:
Green Bay, Wisconsin–based subsidiary
• Do not leave spaces on either side of an en dash; rather, run it
together with adjacent words.
Hyphen
The hyphen (-) is the smallest dash.
• Use for line-end hyphenation between syllables in ragged right
text.
• Use for compound words and unit modifiers in which all words
are hyphenated:
24-hour
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4.3.6 Punctuation, continued
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General Use of Symbols: Spell Out
Spell out percent, pound, inches, and feet in text. The symbols and
abbreviations %, #, ", ' are acceptable only in visuals.
Degrees
• Use the symbol ° to denote degrees in both text and visuals:
Water freezes at 32°F.
61
SymbolS & SPacinG4.3.7
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Generally, spell out symbols in text for readability unless doing so threatens legibilityor if conserving space is a priority.
continued
$ € £Dollar Sign Euro Sign Pound Sign
Examples of Currency Symbols
Ampersands
Do Not Use In Text
Generally, we do not use ampersands (&) as shorthand for “and” in
text, but certain exceptions apply:
• In some of our lines of business (see Appendix 4.A)
• In the phrase engineering & construction (E&C)
• In the phrase health & safety (H&S) or safety & health (S&H)
• In the phrase black & white (b&w) (as in printing)
Note that, in each abbreviation, there are no spaces between the
ampersand symbol and the adjoining letters.
OK to Use In Display, Agate, & Visuals
Generally, we do use ampersands (&) as shorthand for “and” in
display (e.g., headlines and subheads), in agate (charts, graphics and
tables), and in other visuals where conserving space is a priority.
• Use spaces on either side of the ampersand unless using one of
the specific exceptions listed above.
• Do not leave an ampersand hanging at the end of a line break;
instead, bring it down to the beginning of the next line.
Spacing
• One space between sentences
Consult The Associated Press Stylebook for additional guidance.
Non-Breaking Space
Use a non-breaking space character anytime you do not want your
application to automatically insert a line break at a space. Example
uses include: between measurements and units; between amounts
and currency codes; and to align data in charts or visuals.
Currency Symbols
Generally, we do use currency symbols in text, especially: $, €, and £.
For more information about currencies, see Section 4.3.4, “Numbers
& Measurements.”
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4.3.7 Symbols, continued
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Share Solutions
Do follow the conventions we recommend, but don’t stop there. As
you encounter other areas of inconsistencies in your writing and
document production, select the most appropriate — and correct —
convention for the situation. Share that convention with others in
your circle of influence.
Create a Style Sheet
Wherever possible, create a style sheet that builds on these
conventions for each core client or major document. When
developing style sheets, consider client preference and audience
usability above all.
For More Information
If you’re stumped on a particular point of style that isn’t covered
here, e-mail us at [email protected]. We’ll respond to your
individual request, if you have an immediate need; or we’ll log it for
future consideration in the Style Guide (as demand warrants).
63
Summary4.3.8
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Use this guide as a single, central reference source thatoffers general guidance on known trouble spots. It is not acomprehensive review of grammar rules, nor is it a rigiddirective on style conventions.
aPPendix44.a our Word-treatment conventions4.b examples of displayed lists
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A&E
aboveground
among (not Amongst)
assure (avoid — use be sure instead)
B.A.
baseline
belowground
black & white or b&w
B.S.
checklist
C.I.H.
citywide
cleanroom
clean up (verb)
cleanup (noun or adjective)
collocate
companywide
constructability
C.P.G.
data are /datum is
database
design-build
DoD (lowercase “o”)
DOE (uppercase “O”)
earthwork
engineering & construction
E&C
ensure (avoid — use be sure instead)
environmental graphics (or wayfinding)
ex situ (no hyphen or italics)
expert (avoid — use professional or
specialist instead)
fast-track
field work
FY 99, FY 00
groundwater
hand out (verb)
handout (noun)
hard copy
Health & Safety (H&S)
healthcare
home builders
in-house
in situ (no hyphen or italics)
insure (avoid unless you are writing
about insurance)
Internet or the Net
J.D.
judgment (not judgement)
jumpsuit
kick-off (adjective)
kickoff (noun)
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aPPendix 4.a: our Word-treatment conventionS4.A
continued
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66
4.A, continued
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life cycle
light-rail (adjective)
light rail (noun)
long-standing
M.A.
mainframe
M.S.
master plan (noun)
nationwide
online
outsource
overrun
P.E.
percent
Ph.D.
recordkeeping
R.P.G.
Safety & Health (S&H)
shut down (verb)
shutdown (noun or adjective)
site work
sitewide
soundproof
spreadsheet
standalone
start up (verb)
startup (noun or adjective)
stormwater
sulfur (North American English)
sulphur (U.K. English)
team building
timeframe
timesheet
toward (not towards)
U.K. (not UK)
underground
underrun
U.S. (not US)
wastewater
Web site or Web page
work area
work force
workhour
work site
workbook
workload
workplace
worksheet
workstation
World Wide Web or the Web
worldwide
4.B.1
The lead-in to this list is a complete sentence, punctuated with a
colon because of the direct transition “following.” The items are
numbered because this is a ranking — the numbers mean
something. Periods are unnecessary after the individual items
because they are not sentences nor is a period necessary after the
last item, because the lead-in was already a complete sentence.
(A complete sentence can end in a colon as well as a period, if the
sentence sets up what immediately follows.)
Fortune magazine’s March 1, 1999, issue places us at the
top of the list of “Most Admired Companies” in the
Engineering, Construction category. The ranking follows:
1. Jacobs Engineering Group Inc.
2. Halliburton
3. Pulte
4. Turner Corp.
5. Centex
6. Emcor
7. Fluor
8. Kaufman & Broad Home
4.B.2
The lead-in to this list is a complete sentence, punctuated with a
colon. (As the sentence lacks a direct transition like “follows,” it
could also end with a period.) Periods are unnecessary after the
individual items because they are not sentences.
The company’s backlog reflects steady growth over the
past few years:
• $1.0 billion in 1997
• $3.0 billion in 1998
• $4.3 billion in 1999
67
aPPendix 4.b: examPleS of diSPlayed liStS4.B
continued
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4.B.3
The lead-in to this list is a complete sentence, punctuated with a
colon. The individual items each end with a period because they are
all complete sentences. (Remember that if one item is a complete
sentence, all must be.)
Our mentor-protégé agreement helps meet this challenge,
and all parties benefit:
• AFCEE and other federal clients have access to an
enhanced talent pool.
• CAPE draws on our strength, experience, and industrial
diversity.
• Alabama A&M enjoys expanded curricula and funding.
4.B.4
The lead-in to this list is a complete sentence. It ends with a period
because it lacks a direct transition like “follows.” (It could also end
with a colon.) The individual items each end with a period because
they are all complete sentences (the subject is implied).
Several of the habits from Covey’s principle-centered
paradigm match our culture and our vision of what we
hope to accomplish.
• Be proactive.
• Begin with the end in mind.
• Put first things first.
• Seek first to understand, then to be understood.
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4.B, continued
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continued
> Back to 4.3.5, Lists
4.B.5
The lead-in to this list is not a complete sentence so it requires no
punctuation. Rather, the entire list is one complete sentence; the
individual items are punctuated consistent with how a long sentence
would be punctuated (e.g., semicolons separating the long
individual phrases, one of which already contains commas). Also
note the conjunction “and” in the second-to-last item.
The training center’s mission is to
• Foster excellence throughout the company;
• Perpetuate our unique culture, core values, and operating
philosophy;
• Institutionalize success by passing on best practices and
lessons learned;
• Prepare key project staff to meet upcoming client
requirements; and
• Stimulate open communication and proactive problem
solving.
4.B.6
The lead-in to this list is a complete sentence, lacking a direct
transition like “follows.” The individual items are short paragraphs,
each with a short title punctuated with a period. In addition to the
titles (set in italics for contrast), every complete sentence ends with a
period.
Different strategies, applied individually or in
combination, can lead to increased market share.
• Quality Improvement. Most companies concentrate on
improving the quality of their work processes to exceed
client expectations and increase market share.
• Concentration on Core Business. Many companies focus
on their core business. This allows them to perfect their
services while expending money and energy where it
counts: on their core competencies.
• Acquisition. Some companies simply “buy” market share
by acquiring their competition. Acquisition also expands
global reach and increases the breadth of available
products or services.
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4.B, continued
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continued
> Back to 4.3.5, Lists
4.B.7
The lead-in to this list is not a complete sentence so requires no
punctuation. The individual items complete the sentence. The first
item ends with a comma; the second item ends with a comma and
the conjunction “and”; and the last item ends with a period.
Consistent project execution enables us to
• Trim schedules by working on a single project from
multiple locations,
• Produce high-quality work in a safe work environment,
and
• Reduce your operating costs.
4.B.8
The lead-in to this sentence is a complete sentence punctuated with
a colon. (It could also end in a period, lacking a direct transition like
“follows.”) The individual items are short paragraphs. Note the
parallelism in all items: Each consists of two sentences and contains
the “Then” and “Now” construction.
The changes we’ve undergone are illustrated by the stark
contrasts between then and now:
• Then, we were called Jacobs Engineering Co., working out
of one office in Los Angeles. Now, Jacobs Engineering
Group Inc. is one of the largest engineering and
construction (E&C) firms worldwide.
• Then, our yearly revenues were measured in K, for
thousands of dollars. Now, we measure annual revenues in
B, for billions.
• Then, our business dealings were confined to Southern
California. Now, we are a decentralized, global entity.
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4.B, continued
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1111 South Arroyo Parkway 91105Post Office Box 7084Pasadena, CA 91109-7084 USA
+ 1.626.578.3500 | www.jacobs.com