Key Takeaways:
- AP style offers guidelines for using abbreviations effectively in formal writing.
- Consistency is crucial when applying abbreviations.
- Understanding the rules for acronyms, periods, names, state names, time, and more can improve your writing clarity.
Introduction
When it comes to writing in a formal and professional style, the use of abbreviations can be a valuable tool. It allows for smoother reading experiences and prevents confusion caused by lengthy company names or technical terms. However, it’s important to follow consistent guidelines when using abbreviations, especially according to the AP style, which is widely recognized as the gold standard for communicators. In this guide, we will explore the AP style rules for various abbreviations, providing you with a comprehensive resource to enhance your writing skills.
A Note on Acronyms
Before delving into specific abbreviations, it’s crucial to understand the concept of acronyms. Acronyms are a type of abbreviation in which each word in a phrase is reduced to a letter or two. For example, “Hewlett Packard” becomes “HP” and “return on investment” is abbreviated as “ROI.” According to AP style, there is no need to provide the acronym in parentheses or set it off with commas after the first reference. The meaning of the acronym should be clear from the context or it should not be used at all.
Periods
In most cases, two-letter acronyms should be followed by periods. For instance, “U.S.,” “U.K.,” or “U.N.” However, there are some exceptions. AP style suggests omitting periods for common acronyms like AP (since it’s a trademark) and ID. Additionally, periods should be omitted unless they create another word when appearing in other abbreviations.
Names
AP style generally discourages the use of courtesy titles such as “Mr.” or “Mrs.” before a name, except when directly quoting someone. The exception to this rule is the title “Dr.,” which should be used on the first reference when addressing medical doctors specifically. However, it’s important to note that “Dr.” should not be used for individuals with other advanced academic degrees. Instead, specify the academic degree like “Jane Doe, who holds a doctorate in physics.”
When a person’s name is followed by a suffix, it should be styled as “Jr.” or “Sr.”
State Names
In most cases, state names should be spelled out in full, whether they appear alone or in conjunction with a city name. However, it’s worth mentioning that this guideline has changed in recent years, so don’t worry if you have been using abbreviations previously.
There are two exceptions where state names can be abbreviated: in datelines (which are not commonly used) and in tables (which you may frequently encounter). If you choose to use abbreviations in these cases, it’s important to avoid using postal code abbreviations. Instead, refer to the following list for the appropriate abbreviations:
State Abbreviations:
- Alabama – AL
- Alaska – AK
- Arizona – AZ
- Arkansas – AR
- California – CA
- Colorado – CO
- Connecticut – CT
- Delaware – DE
- Florida – FL
- Georgia – GA
- Hawaii – HI
- Idaho – ID
- Illinois – IL
- Indiana – IN
- Iowa – IA
- Kansas – KS
- Kentucky – KY
- Louisiana – LA
- Maine – ME
- Maryland – MD
- Massachusetts – MA
- Michigan – MI
- Minnesota – MN
- Mississippi – MS
- Missouri – MO
- Montana – MT
- Nebraska – NE
- Nevada – NV
- New Hampshire – NH
- New Jersey – NJ
- New Mexico – NM
- New York – NY
- North Carolina – NC
- North Dakota – ND
- Ohio – OH
- Oklahoma – OK
- Oregon – OR
- Pennsylvania – PA
- Rhode Island – RI
- South Carolina – SC
- South Dakota – SD
- Tennessee – TN
- Texas – TX
- Utah – UT
- Vermont – VT
- Virginia – VA
- Washington – WA
- West Virginia – WV
- Wisconsin – WI
- Wyoming – WY
Time
When indicating morning or night, use “a.m.” or “p.m.” in lowercase with periods. For example, 9 a.m. or 7 p.m.
When referring to a month on its own, it should be written out in full. However, when used in conjunction with a date, abbreviate the month with a period. The following months should be abbreviated: Jan., Feb., Aug., Sept., Oct., Nov., Dec. All other months should be written out in full.
Unless in a table, avoid abbreviating days of the week. Instead, spell them out completely.
Conclusion
Mastering AP style state abbreviations and other commonly used abbreviations is essential for maintaining clear and consistent writing. By adhering to these guidelines, you can enhance the readability and professionalism of your work. Remember to establish a consistent house style for your organization and create an in-house style guide to ensure uniformity. By using abbreviations effectively, you can communicate information efficiently and effectively, allowing your audience to focus on the core message of your content.
