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abbreviations and acronyms

Acronyms that appear as main entries in the dictionary can generally be used without first spelling them out (e.g., HTML, IQ, NASA). Other acronyms that are used more than once in a given piece of writing — such as a web or magazine article, a brochure, a letter, etc. — should be spelled out the first time they are used, with the acronym given in parentheses immediately afterward (a departure from AP style). Use the acronym on second and subsequent references.

  • Correct: The National Science Foundation (NSF) has released its final report. In it, the NSF makes several timely recommendations.
  • Incorrect: The NSF has released its final report. In it, the NSF makes several timely recommendations.

Many writers think they should use an acronym just because it exists, but that is not the case. In the example above, if the National Science Foundation is only mentioned once in the piece, the acronym should not be used:

  • Correct: The National Science Foundation has released its final report, which makes several timely recommendations.
  • Incorrect: The NSF has released its final report, which makes several timely recommendations.

Avoid overuse of acronyms. When acronyms appear too often in a piece of writing, the resulting “alphabet soup” can impede comprehension and make the prose awkward. Also, when an acronym only means something to those within a specific organization, it should be used sparingly (if at all) when communicating with the outside world. In such instances, use a generic noun or nouns to replace the acronym.

  • Awkward: The Grand Rapids United Elections League (GRUEL) has announced their support for a slate of candidates. GRUEL members say they hope to change the city come November.
  • Better: The Grand Rapids United Elections League has announced their support for a slate of candidates. League members say they hope to change the city come November.

The personal titles Dr., Mr., Ms. and the like are always abbreviated when used with a name:

  • Correct: Dr. Mackay has received funding to study the genetics of glaucoma.
  • Incorrect: Doctor Mackay has received funding to study the genetics of glaucoma.
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