Abbreviations: Should I Abbrev. or Abbreviate?

When it is appropriate to use abbreviations?

When using abbreviations (or contractions, or acronyms), remember that it means that there is less formality in your communication. That’s fine, depending on the audience. If you are writing an ultra-formal document (think about how a wedding invitation reads), there should be no abbreviations. When using shortened versions of words, remember the guidelines listed below.

Abbreviate:

• Titles before and after full proper names Dr., Mrs., Jr., Ed.D.
• Mailing address words Rd., St., Blvd.
• Titles, with first and last names. Sen. Bill Washington
• Senator Washington

When writing sentences, do not use these abbreviations:

• States
• Days of the week
• Months
• Personal names
• Street address words, such as road, street, and boulevard

An example like this is all wrong:

Robt. spent the last Tues. of Dec. on the Ave. in NY.
Robert spent the last Tuesday of December on the Avenue in New York.

In that example, abbreviating is easier for the writer, but not for the reader.

We all tend to shorten when writing familiarly, such as in texts and emails to friends or family. It is important not to let that familiarity spill into your business communications. When it comes to other types of abbreviations, for your own clarity, and that of your readers, use them sparingly.

It is sometimes useful for long terms that need to be repeated. Without the proper usage, communications can become garbled rather than clarified. If an abbreviation appears frequently in the industry for which you are writing, then readers will most understand, but even common usage words should still be explained when first used in any document.

When writing for business, whether in an email or other internal or external documents, it is important to limit the abbreviations, or at least make sure they are well defined for the reader.

This information is from the Effective Business Writing class. If you’re looking for ways to improve your communication skills, register for one of the public classes we offer.

Other Resources on Abbreviations:

When to use Abbreviations Acronyms, or Initialisms

Rules for Abbreviations

Alienating Your Audience