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Pearson Business Reference and Writer’s Handbook

Section FourNumbers,

Abbreviations, and Symbols

Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling

© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights

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This section provides A review of the “mechanics” of writing. These items might be referred to as the “icing on the cake.”

They are necessary to the accuracy of the final product.

Consistency in their usage is the most important element.

Using standard forms of these items also adds to the understanding of the text.



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Objectives Apply a consistent style to numbers, abbreviations, and symbols when writing a document

Demonstrate correct usage of figures versus. words in written text

Apply standard abbreviations Limit the use of abbreviations and symbols unless they are essential to clarity



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Expressing Numbers

Readers expect to see numbers expressed in a standard way.

Using established conventions for writing numbers in words and figures ensures clarity and avoids confusion.



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Words or figures?

Write the numbers zero through ten in words.

Write numbers above ten in figures.

Always spell out a number that begins a sentence.

Use figures to number and label items.



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Some exceptions:

To de-emphasize numbers, you may opt to write all numbers in words.

In copy with many numbers, or where you want to emphasize numbers, use figures for zero through ten.



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Other exceptions

When several numbers above and below ten designate similar things, it is clearer to express them in the same form—all figures or all words.

When numbers refer to dissimilar things, they need not be expressed in similar form.



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Large Numbers

Express large indefinite or approximate numbers in figures or words.

With figures above the ten thousands, use the words million, billion, or trillion.



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Spelling numbers

When you spell out words that express numbers between 21 (twenty-one) and 99 (ninety-nine), use a hyphen.

Words that express numbers higher than 99 (two hundred, one thousand) are not compound words and do not need a hyphen.



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Avoid spelling out numbers with more than two words (a hyphenated word counts as one word). 5,240

Numbers expressed as words or figures need a hyphen when used to form a noun or adjective. We bought a five-year-old sofa. My four-year-old started school.



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Ordinal Numbers

Indicate a ranking or place within a series. On numbers add st, nd, rd, and th

21st 42nd 83rd 39th

Spell out in words First twenty-second thirty-third fourteenth



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Words or figures for ordinals?

In general, spell out ordinals that are expressed in one or two words. twenty-second

If the ordinal number has more than two words when written out, use numerals. 175th



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Time Generally, use a.m. and p.m.

6:15 p.m. For time on the hour, do not add zeroes. 7 p.m.

For time frames, do not repeat a.m. and p.m. 12:30 to 1:30 p.m.



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When expressing time in words Use morning, afternoon, or evening instead of a.m. or p.m. four in the afternoon

Use the word o’clock in formal writing and invitations.

Use midnight or noon with or without the figure 12.



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Calendar dates Express the month in words and the date in figures.

Do not use ordinals. Place a comma between the day and year. December 7, 1941



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Military and international style Reverse the day and month.

11 September 2001 No punctuation is needed. Use this style in military or international correspondence.



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Money Use figures to express amounts of money in running text.

Write whole numbers without decimals or zeroes. $20

Use the word cents for amounts under $1. 20 cents



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Abbreviations Spell out most words. Do not use texting abbreviations. Abbreviate proper names of organizations, products, and so on when used frequently or if that is the standard spelling: GE for General Electric Corp.



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Abbreviate proper names Of organizations, products, projects, and so on when used frequently

Or if an abbreviation is the standard spelling, e.g., GE for General Electric Corp.



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Explain abbreviations Spell out the name on first use and put the abbreviation in parentheses immediately after it.

Except with shortened forms of words in general usage that do not need explanation TV, ad, SUV



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Punctuation in abbreviations Many capital letter abbreviations do not require periods anymore USA, AM/PM, MBA

Most abbreviations expressed in lowercase letters have periods a.m./p.m., i.e., etc.



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Omit periods in abbreviations of academic degrees PhD, MA

Capital letter abbreviations of organization names are usually written without periods.

NASA, IBM, NRA

If an organization uses periods in its name, follow the preferred

usage.



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Names and titles Write names exactly as they are written by individuals.

Use a period and a space after Mr., Ms., Mrs.

Separate names and academic titles with a comma: Joe Alexander, PhD



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Spell out professional, military, and religious titles in written text.

Abbreviate titles in the inside address of letters and on envelopes. BUT

Always spell out the title in the salutation.

Place a professional titles in front of the name OR abbreviation after. Do not use both when they denote the same thing.



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Geographic directions and locations Spell out within the body business documents.

In the inside addresses of letters, spell out the state name OR use the two-letter postal abbreviation.



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United States Spell out United States when using it as a noun. The United States is a huge country.

When using it as an adjective, it can be abbreviated. US Department of Education



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Addresses Spell out all the words in a street name in the inside address of letters.

On envelopes and labels, standard abbreviations may be used.



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Measurements Spell out standard units of measurement in text when only a few figures are used.

If measurements are extensive, use abbreviations.

Use abbreviations in technical writing, tables, and illustrations.



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Symbols Use words for dollar and percent in text with few numbers.

Use symbols in heavily numeric text, technical writing, tables, and forms.

In measurements use either symbols or words; repeat the symbol after each number.



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Numbers, Abbreviations, and Symbols

Must be consistently styled in each document. Check accuracy and style in the final stage of proofreading.

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Education

use of abbreviations

writing numbers

spelling numbers

ordinal numbers

approximate numbers

numbers readers

words usemorning

money use figures