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LANGUAGE MECHANICS Capitaliza tion Abbreviati ons Spelling Numbers

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LANGUAGE MECHANICS

Capitalization

AbbreviationsSpelling

Numbers

CAPITALIZATION

CAPITALIZATION

Three Main Rules:I. The first word of a sentence should be

capitalized.II.The first and last words of headings and titles

should be capitalized.III.The names of specific persons, places, and

things should be capitalized.

I. The first word of a sentence should be capitalized.

Examples: • That man won the lottery.• My parents always give me career advice.

I. The first word of a sentence should be capitalized.

This rule includes complete sentences within sentences such as:

• QUOTATIONS – My financial adviser says, “It is never too early to plan your retirement.”

• CERTAIN QUESTIONS – The real issue was, What were we to do about the problem?

• STATEMENTS AFTER COLONS (when emphasis is desired) - We found a solution: We would do the job ourselves.

II. The first and last words of headings and titles should be capitalized.

So should all other words EXCEPT:

• ARTICLES – a, an, the• COORDINATORS – and, or, but, for, nor;

so and yet are flexible• SHORT PREPOSITIONS – in, on, of

II. The first and last words of headings and titles should be capitalized.

Examples:Advertising Strategy for the Small Business“Tax Shelters: Are They for You?”Middle Management Stress“Latest News in Money Market Funds”Introduction to Computer Programming“The Ups and Downs of the Adjustable

Mortgage”

III. The names of specific persons, places, and things should be capitalized.

Examples:• Michael Jordan, like many other successful

athletes, also successfully maneuvered a career in advertising.

• A motor trip from Sicily to Rome would be an unforgettable vacation.

• The Eiffel Tower is France’s most famous landmark.

III. The names of specific persons, places, and things should be capitalized.Others covered by this rule:• Names of organizations and institutions• Historical periods, events, and documents• National, political, religious, racial, social, and

athletic groups• Days of the week, months of the year, and names

of holidays• Compass points used to refer to a region or place

III. The names of specific persons, places, and things should be capitalized.Others covered by this rule:• Names of organizations and institutions

The convention of the American Psychological Association will be held during the week of May 24.

Warren earned his bachelor’s degree at Yale University.

III. The names of specific persons, places, and things should be capitalized.Others covered by this rule:• Historical periods, events, and documents

Literature of the Renaissance is marked by an awareness of classical culture.

The Revolutionary War began in 1775 and ended in 1783.

The Declaration of Independence was adopted on July 4, 1776.

III. The names of specific persons, places, and things should be capitalized.Others covered by this rule:• National, political, religious, racial, social, and

athletic groups The Republican candidate for mayor spent

the morning shaking hands at the train station.

Babe Ruth was one of the most famous outfielders to ever play with the Yankees.

III. The names of specific persons, places, and things should be capitalized.Others covered by this rule:• Days of the week, months of the year, and names

of holidays I will have your order ready by Tuesday. Winston entered law school in September. I always overeat on Thanksgiving.

• Seasons of the year are NOT capitalized. Every summer, the Feins rent a cottage on

Cape Cod.

III. The names of specific persons, places, and things should be capitalized.Others covered by this rule:• Compass points used to refer to a region or place

Voters in the Northeast are often stereotyped as liberals.

• Compass points used as directions are NOT capitalized. Los Angeles is west of Las Vegas.

A Few More Special Considerations Regarding Capitalization

1. Regular nouns are capitalized when they are part of a name.

*During lunch hour, the street was teeming with people.

BUTI work at the corner of Twelfth Street and Arthur Avenue.

A Few More Special Considerations Regarding Capitalization

*Cheryl graduated from high school in 1976.BUT

Her alma mater is Madison High School.

*Our office building is thirty stories high. BUT

The Empire State Building is a major New York tourist attraction.

A Few More Special Considerations Regarding Capitalization

2. Adjectives that are formed from names are capitalized.

The American flag is a symbol of democracy.Hamlet is a frequently produced Shakespearean play.

A Few More Special Considerations Regarding Capitalization

3. Abbreviations of capitalized words should also be capitalized.

U.P.S. (United Parcel Service)BUTc.o.d. (cash on delivery)

A Few More Special Considerations Regarding Capitalization

4. A person’s title should be capitalized when used before the name.

Last year, Dean Douglas addressed the student body at the first assembly of the year.

*Titles used after names are NOT capitalized.

Mr. Paul Douglas, dean of students, attended the first assembly of the year.

A Few More Special Considerations Regarding Capitalization

4. *Titles of particularly high rank MAY be capitalized when used without a name:

The President of the United States held a press conference.

BUTThe president of the U.S. Steel held a press conference.

A Few More Special Considerations Regarding Capitalization

4. *Terms of kinship MAY be capitalized when used as the person’s name.

Before I went out, I told Dad that I’d be home by ten.

A Few More Special Considerations Regarding Capitalization

5. The pronoun I is always capitalized.

I am quite proud of myself.She washed the dishes, and I did the laundry.

A Few More Special Considerations Regarding Capitalization

6. The first word of a complimentary closing is capitalized.

Sincerely yoursYours truly

ABBREVIATIONS

ABBREVIATIONS

• As a general rule, you should avoid abbreviations in your writing.

• EXCEPTIONS:1. When the writing is technical2. When you are preparing lists or tables

Acceptable Abbreviations in Formal Writing

• Titles• Company names• Terms used with figures and dates• Latin expressions

Acceptable Abbreviations in Formal Writing

• Titles

1. Mr., Mrs., Ms., Dr., and St. (meaning Saint) are always abbreviated when used before a name.

Mr. James CooperMrs. K. M. BowlesMs. L. LewisDr. HydeSt. Peter

Acceptable Abbreviations in Formal Writing

• Titles

2. Prof., Gov., Sen., and Rep. may be used before a FULL NAME (i.e., a first name/initial PLUS a last name).

Prof. Fred Farkas Sen. Helen CoyneGov. T.P. Barnes Rep. L.D. Woo

When only a last name is used, however, the title must be spelled out.

Professor Farkas Senator CoyneGovernor Barnes Representative Woo

Acceptable Abbreviations in Formal Writing

• Titles

3. The designations Honorable and Reverend, because they indicate dignity and respect, should NOT be abbreviated EXCEPT in addresses and lists.

Moreover, they should be used with a first name, initial, or title in addition to the last name.

Reverend Tom Payne Honorable Bruce Ng

Using the before such designations indicates additional formality.

The Reverend Tom PayneWe invited the Honorable Bruce Ng to the ceremony.

Acceptable Abbreviations in Formal Writing

• Titles

4. Titles appearing after names must be spelled out, EXCEPT Esq., Jr., Sr., and academic, professional, and religious designations.

T.P. Barnes, governor

BUTN. W. Smith, Esq.Frieda Parkas, Ph.D.Rod Johnson, C.P.A. Tom Payne, D.D.

Acceptable Abbreviations in Formal Writing

• Company Names

1. Abbreviate firm names only when the company prefers it. The company’s letterhead will provide you with this information.

Example: Con Edison = acceptable for Consolidated Edison Company

Acceptable Abbreviations in Formal Writing

• Company Names

2. Using & instead of and should be limited to the company’s official use:

A & PLord & Taylor

Acceptable Abbreviations in Formal Writing

• Company Names

3. Organizations and government agencies that are known by their initials may be abbreviated in writing.

The OPEC nations have agreed to raise the price of oil by another $2 per barrel.

The CIA has recalled its agents from the Middle East.

Acceptable Abbreviations in Formal Writing

• Terms Used with Figures and Dates

1. A.D. or C.E. and B.C. or B.C.E. should always be abbreviated.

Claudius I was born in the year 10 B.C. and died in the year A.D. 54.

*Note: A.D. and C.E. precede the year while B.C. follows it.

Acceptable Abbreviations in Formal Writing

• Terms Used with Figures and Dates

2. A.M. and P.M. may always be used.

My workday begins at 9:00 A.M. and ends at 4:30 P.M.

*A.M. and P.M. must always be used with figures.*Do NOT use them with words or the term o’clock.

My workday begins at nine o’clock in the morning and ends at four-thirty in the afternoon.

Acceptable Abbreviations in Formal Writing

• Terms Used with Figures and Dates

3. Number or numbers may be abbreviated as no. (or No.) and nos. (or Nos.) respectively when used before figures.

The model I am most interested in is no. 131.The following checks have not yet cleared: nos. 451, 454, and 458.

*However, spell out number or numbers at the beginning of a sentence.

Number 62159 is the missing invoice.

Acceptable Abbreviations in Formal Writing

• Terms Used with Figures and Dates

4. The dollar sign ($) is permissible in writing. It is proper to write

Sue owes Roger $19.55. INSTEAD OF

Sue owes Roger nineteen dollars and fifty-five cents.

Acceptable Abbreviations in Formal Writing

*Certain words should NOT be abbreviated in writing, but can be abbreviated in addresses, lists, tables, and invoices.

1. Names of cities, states, and countries

Although Arnold was born in Philadelphia, Pennsylvania, he has lived in West Germany most of his life.

Acceptable Abbreviations in Formal Writing

*Certain words should NOT be abbreviated in writing, but can be abbreviated in addresses, lists, tables, and invoices.

2. Months of the year, days of the week

The shipment of electric yoyos arrived Wednesday, October 1.

Acceptable Abbreviations in Formal Writing

*Certain words should NOT be abbreviated in writing, but can be abbreviated in addresses, lists, tables, and invoices.

3. Parts of place names, such as Street, Avenue, Road, Park, Port, Fort, Mount, River, as well as compass directions

The Adirondack Mountains are northeast of the Mississippi River.The hardware store is on the west side of Bruckner Boulevard.

Acceptable Abbreviations in Formal Writing

*Certain words should NOT be abbreviated in writing, but can be abbreviated in addresses, lists, tables, and invoices.

4. Units of measure, courses of study, and the words page, chapter, and volume

On page 14 of the physics textbook, the speed of light is listed as 186,000 miles per second.

NUMBERS

NUMBERS

*General Rules:1. Spell out numbers that can be expressed in

one or two words.2. Use figures for other numbers.

NUMBERS

*Certain numbers should always be spelled out:1. Numbers that begin with a sentence

One hundred fifty yards of wire are needed to complete the project.We will need 150 yards of wire to complete the project.

NUMBERS

*Certain numbers should always be spelled out:2. Large round numbers

Six billion dollars (or) $6 billion Using figures would imply emphasis:

$6,000,000,000

NUMBERS

*Certain numbers should always be spelled out:3. Time expressed as a number alone or with the

word o’ clock

four in the afternoonfour o’clock

NUMBERS

*Other numbers should be indicated with figures:1. Addresses: house, street, and ZIP code numbers

225 Ash Street, Greenville, Wyoming 7126611 East 49 Street (or 11 East 49th Street)P.O. Box 72

NUMBERS

*Other numbers should be indicated with figures:

2. Decimals6.2930.00329

NUMBERS*Other numbers should be indicated with figures:3. Dates

January 31, 1951 (or 31 January 1951)

Figures are used when the year is mentioned along with the day. Ordinal ending (e.g., 1st, 2nd, 3rd) is NOT used when the year is

mentioned.

BUT

May twenty-fourth OR The twenty-fourth of May ORMay 24 orMay 24th

NUMBERS

*Other numbers should be indicated with figures:

4. Expressions requiring two numbers10 fifteen-cent stamps2 five-dollar bills The first number is indicated in figures; the

second is spelled out.

NUMBERS

*Words and Symbols Used with Numbers

1. The word percent should be spelled out, EXCEPT on invoices and lists (in which case you may use %).

nine percent11 ½ percent

NUMBERS

*Words and Symbols Used with Numbers

2. The symbol ₵ should be used only in quoting prices. Otherwise, use words or units of a dollar.

6 ₵six cents$0.06

NUMBERS

*Words and Symbols Used with Numbers

3. The symbol # should be used only in tables, invoices, etc. Instead, use number or the abbreviation

no. or No. The symbol should NEVER be used with

house numbers or RFD numbers.