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4. Usage and Style
- 4.1 Abbreviations and Symbols
- a.m. and p.m. (lowercase with periods) 5 p.m., 10:30 a.m.
- FY 2001 (use four numerals; one space between FY and the numerals)
- i.e. and e.g. The abbreviation i.e. stands for "that is" or "in other words." Use it when you paraphrase what you've just written or point out something important about what you've just written. Human error contributed to the accident at Chernobyl (i.e., the technology was only partly to blame).
- The abbreviation e.g. stands for "for example." Use it to introduce one or more examples of a point you've just made. The legislation was supported by a number of former Presidents (e.g., Gerald Ford, Jimmy Carter, and Ronald Reagan). Notice that i.e. and e.g. appear inside parentheses. They never begin a sentence.
- 4.1.1 Geographic locations
- Except in cases where the location of the city is universally known (e.g., Los Angeles, Boston, Chicago), identify the state when using the name of a city (Los Alamos, NM). NARA's style is to use postal code abbreviations of states for this purpose (She was born in Dublin, OH). If you do not name a city, always spell out the name of the state. The Rio Grande separates Texas from Mexico.
- (Note: In correspondence between NARA organizations in the same regional area, the state reference can be eliminated.)
- 4.1.2 United States / U.S.
- U.S.: Use the abbreviation U.S. as an adjective, but spell out United States when used as a noun. U.S. Government, U.S. foreign policy, U.S. citizen.
- United States: United States Code, foreign policy of the United States. Always spell out United States in formal writing (e.g., in Executive orders and proclamations).
- 4.1.3 Personal titles
- The following titles are not abbreviated: President, Commander in Chief, Governor, Senator, Congressman/Congresswoman, and Representative. Secretary is spelled out when it refers to an individual at the Cabinet level or at the international level. Secretary of the Treasury is correct, not Sec. of the Treasury or Treasury Sec.
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