Spell Out Acronyms Again After Executive Summary

Writing Basics

The following topics cover some of the grammar, punctuation, and other common errors we notice when editing letters prepared for the NIH Director�s or NIH Deputy Director�s signature. For more information on style guidelines, cheque the GPO Manner Manual .

Verb Forms

• Utilise active vox
• Use action verbs
• Employ the present tense

Discussion Choices

• Use "the" before "NIH"
• Employ mutual, everyday words
• Use "you" and other personal pronouns
• Use "must" instead of "shall"
• Using "not only" in conjunction with "simply as well" or "too"
• Avoid using undefined technical terms
• Use positive rather than negative words
• Avoid using gender-specific terms
• Avoid long strings of nouns
• Frequently misused words
• Hyphenated words

Punctuation

• Apostrophes
• Commas
• Ellipses
• Periods
• Quotation marks
• Hyphens (see Hyphenated words)

Grammar

• Split Infinitives
• Possessive pronouns preceding a gerund
• Pronoun-ancestor understanding
• Pronoun example

Structure

• Apply parallel construction
• Be direct
• Avoid using exceptions
• Avoid unnecessary words
• Avoid redundant phrases

Other tips

• Organisation
• Layout
• Typography
• Abbreviations & acronyms
• Capitalization
• Contractions
• Dates
• Dividing names or dates between lines
• Numbers
• Quotes inside the text
• Symbols

Use the active voice.

The agile voice eliminates defoliation by naming the "histrion" in the sentence. However, the passive voice is appropriate when the actor is unknown, unimportant, or obvious�e.k., small items are often stolen.

Correct	Incorrect
We have changed our decision.	The decision has been changed.
Nosotros reviewed your application.	The application was reviewed.

Utilise action verbs.

Activeness verbs are brusque and direct.

Correct	Wrong
consider	give consideration to
applies to	is applicable to
make payment	pay
concerns	is concerned with

Use the present tense.

Present tense makes your fabric more than direct and forceful.

Use...	Instead of...
You must notify us if in that location is a alter in the main investigator or other primal staff.	If you change the principal investigator or central staff at a subsequently appointment, it will exist necessary for you to notify NIH.
Y'all must send us proof of payment so that we tin process your claim.	If NIH is to determine your financial liability, it will be necessary that proof of payment is submitted.

Use "the" before "NIH"

If yous would say "the National Institutes of Health..." in a judgement, and then you should say "the NIH..." Instance: "Total employment at the NIH in 2012 was..." However, you would not say "the NIH" when "NIH" is used every bit an adjective to modify a noun. Example: "Total expenditures for NIH grants in FY 2012 were..." The same principle applies when using the acronym for an institute, i.eastward., "the NCI is..." or "the NIAID is..."

Apply mutual, everyday words.

Documents should exist written clearly and simply. Government writing should be dignified, but not pompous.

Apply...	Instead of...
and so	accordingly
allow	afford an opportunity
later on	at a afterward appointment
virtually	shut proximity
if	in the consequence that
must	incumbent upon
use	utilize

Utilise "you" and other personal pronouns to appoint the reader.

Utilise...	Instead of...
we	the Agency or NIH
you	employees, grant applicants, patients

Use "must" instead of "shall"

The use of shall creates defoliation. To impose a legal obligation, use must. To predict a future action, use will.

Correct	Incorrect
You must sign the awarding.	The awarding shall be signed.
We volition notify y'all.	You shall exist notified.

Use "non only" in conjunction with "only also" or "as well."

Always utilize not only in conjunction with either but also or as well:

• Jim bought not simply a reckoner only also a new desk-bound.
• Sheila sent her complaint letter not only to the company but to the newspaper as well.

Avert using undefined technical terms (i.eastward., jargon and acronyms).

Correct	Incorrect
We owe you additional money...	An underpayment exists...
The NIH Office of Extramural Programs Guide to Grants and Contracts...	The NIH OER Guide...

Use positive rather than negative words, when possible.

Words can attract or repel readers, and a negative statement can be unclear. Even so, the negative is appropriate if yous�re cautioning the reader�for example, "Don't fume."

Use...	Instead of...
Please transport the completed form to usa right away and then your monthly payments can continue.	If your cooperation is non forthcoming, the contract will terminate and related payments will be terminated.

Avoid using gender-specific terms.

Use...	Instead of...
Personnel, workforce	Manpower
Chair	Chairman
The Manager or the Managing director's designee must consummate the form	The Director or his or her designee must complete the form.

Avert long strings of nouns.

Employ...	Instead of...
Evolution of procedures to	Man research subjects safe
protect human research subjects...	protection procedures evolution...

Often misused words

Word	Guideline	For Case
Affect vs. effect	Touch is by and large a verb; effect is by and large a noun. (Run into a dictionary for exceptions.)	Cigarette smoke affects my animate. Cigarette smoke has an effect on my animate.
Which vs. that	Which introduces a nonrestrictive clause and ever follows a comma. That introduces a restrictive clause and is never preceded by a comma.	Cotton processed, which always makes me sick, is i of my weaknesses. (The clause is nonrestrictive because information technology refers to all cotton processed.) Cotton wool candy that is red e'er makes me sick.The clause is restrictive because it describes a specific cotton candy.)
Composed of vs. comprises	Practise not utilise equanimous of. Instead, utilise etch when the parts come before the whole in a sentence. Or, employ comprise when the whole comes before the parts.	Five working days and two weekend days compose a week. The lab comprises two researchers and four lab technicians.
Ensure vs. insure vs. assure	The verbs ensure, insure, and assure all generally mean "to make sure." Just, in that location are slight differences in context that makes one of these more appropriate than the others.	Use clinch for things that are alive (remember that a is for alive), ensure to guarantee events and weather (retrieve those two e's at the end of guarantee), and insure to refer to financial contexts (remember the i is for income).
Fewer vs. less	Use fewer when referring to a grouping of distinct elements, less when referring to an aggregate:	Fewer people are dying of strokes. Please use less vinegar in that dressing. Fewer sugar cubes in your coffee means less carbohydrate in your diet
If vs. whether	If specifies a status; whether introduces an indirect question concerning alternatives.	I do not know whether he can do it. If he tin do it, permit him.
Imply vs. infer	To imply is to express something indirectly. To infer is to deduce, surmise, or conclude something, based on indirect evidence.	When the audience claps, I infer that they enjoyed my playing. She rolled her eyes, implying that she thought it was a bad idea.
Lay vs. lie	Lay (past tense and past participle class, laid) is a transitive verb; people lay things on the table or floor. People do non "lay downward" to sleep. Lie (past tense, lay; past participle, lain) is an intransitive verb; things and people lie on the table or on the burrow.	Mary laid the sweater on the chair. The sweater is lying on the chair. Please lay your books on the tabular array. John is lying on the couch. Yesterday, John lay on the couch all afternoon. (The simple past tense of prevarication is lay.)
Principal vs. principle	Primary can be either a noun or an adjective, meaning either a person in authority or a person or affair of primary importance. Principle is always a noun, ordinarily referring to a fundamental rule, characteristic, or ingredient.	philosophical principle chief of a school main investigator
Nether mode vs. underway	Underway is a rarely used describing word. Under way is a usually used adverbial phrase.	Some shipping are capable of underway refueling. Some shipping are capable of refueling while under way. The coming together is under way.

Hyphenated words

Guideline	For Instance
Except later two- or three-alphabetic character prefixes, employ a hyphen to avert double vowels or triple consonants.	cooperate (two-letter prefix = co-) prehistoric (three-letter prefix = pre-) Naso-orbital, water ice-axe, shell-like
Some words are never hyphenated.	Cannot, anyone, anywhere, and someone
No one is always two words.	No one replied to the job posting.
As a verb, follow up is two words. As a noun or adjective, employ a hyphen.	Delight follow up with the customer. The follow-up meeting was productive.
Hyphenate words that grade an adjective/modifier phrase.	He is a member of the hard-of-hearing community. She purchased a state-of-the-fine art amusement organisation.
Practice not hyphenate words that form a predicate phrase.	The visitors were difficult of hearing. Her system is state of the art.
Do non hyphenate words made up of two nouns when it is not existence used as a modifier.	The virus has spread nationwide. The workday is almost over!
Do not hyphenate an adverb-participle combination if the adverb ends in –ly.	She designed a well-operating system. Dr. Smith runs a poorly operating laboratory.
Practise not hyphenate a foreign phrase or more than one discussion when information technology is being used as a modifier.	ex officio member post mortem evaluation ante bellum era
Practise not hyphenate a 2-word modifier that has a letter or numeral as the second element.	page 2 revisions World War II related injuries
Do not hyphenate a compound ending in –like unless the first element is a proper (capitalized) proper noun or unless a triple consonant will exist formed.	lifelike Tylenol-like
Practise not hyphenate words beginning with not- unless the word following non-is a proper (capitalized) noun or is itself a hyphenated word.	nonradioactive non-Federal non-high-pressure level

Apostrophes

Use an apostrophe and the letter s to form a possessive noun. Do not use 's to form the plural of an abridgement or number.

Nosotros will upshot many RFPs this year.

The size 10s and 12s are on the rack.

Some acronyms are inherently plural or may be either atypical or plural. MIS may be atypical (management information organisation) or plural (management information systems).

An MIS is beingness installed in the Function of the Managing director.

Several MIS are already installed elsewhere on campus.

Commas

Guideline	For Example
Some style manuals now sanction the omission of the serial comma. However, exist consistent in its usage and be certain to utilise it where it is needed to avert ambivalence.	crimson, white, and green or cerise, white and dark-green.
Use a comma before the conjunction (and, but, for, or, nor, so, yet) when joining 2 simple sentences (i.e., independent, stand-lone clauses).	He arrived early on, just the party had already begun. I asked Bill well-nigh the status of the presentation, and he said he was nigh finished.
Practise not use a comma before a conjunction if it joins two predicates (i.e., no subject).	He arrived early on but waited exterior. We built the treehouse and painted it.
Which and other words that introduce nonessential clauses are always preceded (and followed, if appropriate) past a comma. That introduces a restrictive or essential clause and is never preceded past a comma.	I enjoyed the apples, which are my favorite fruit. Fred, who is oftentimes tardily for piece of work, was reprimanded again today. I lost the volume that I borrowed from you lot. I wish that spring would get here soon.
Place the comma within quotation marks.	"That is correct," he said. Items labeled "1," "2," and "3" should be deleted.
Add a comma later on a complete appointment Add a comma after the city and state when they are used together.	The meeting will exist held on Nov iii, 2013, in Bethesda, MD. The 2014 meeting will exist in Boston, MA, next fall.
Practise not use a comma when only the month and yr are given. Do not use a comma when only a city or state is given.	The starting time meeting will be held in April 2013. The side by side coming together will exist held in Boston in September 2014. January moved to Maryland in May 2002.
Use a comma before (and after, if applicable) Jr., M.D., Ph.D., etc., but not before Two, 3, IV, etc.	Sammy Davis, Jr., performed at the event. John Smith, Ph.D., will give the opening remarks. Henry XIII was injured in the tournament.
In general, do not use a comma between nouns that alter each other.	The musical comedy is sold out. They lived in a white frame house.

Ellipses

Apply an ellipsis, which are three periods (...), to indicate when words take been omitted inside a quotation.

In his speech at Gettysburg, Lincoln said, "Four score and seven years ago our fathers brought forth on this continent a new nation ... dedicated to the suggestion that all men are created equal."

In general, words omitted in an ellipsis should be from within a single sentence, then that the sense of the original language is not lost.

If you are omitting words from the stop of a quoted sentence, include the period, marking the end of the judgement, equally a fourth dot in the ellipsis. In this case, practice not get out a infinite earlier the ellipsis.

Abraham Lincoln's nearly famous voice communication begins, "Four score and seven years ago our fathers brought forth on this continent a new nation...."

Periods

Use the period consistently in honorifics (Ms., Dr., etc.) and in academic degrees (Ph.D., G.D., etc.).

Marshal the periods (too equally colons) accompanying numerals in a list.

I. 8. viii:30
2. 9. 10:15
III. ten. 12:15

Quotation marks

Ever place quotation marks exterior periods and commas.

"We need more volunteers," the researcher explained.

The television reporter said, "And that's the news for today."

Placement of quotation marks with question marks and exclamation points depends on whether the question or emphasis is part of the quotation.

The lecturer asked, "Are there whatever questions?"

What do you lot mean, "almost accurate"?

She said, "Hurry up!"

Split infinitives

An infinitive is the base course of a verb with the word "to" in front, due east.grand., to sleep, to wash, to help.

Avert splitting an infinitive (e.g., to speedily run), unless the significant will be distorted otherwise.

Possessive pronouns preceding a gerund

A gerund is a verb that ends with –ing (running, singing, reading) and that functions as a noun. A pronoun preceding a gerund is almost ofttimes in the possessive case, for example:

John's leaving is unfortunate.

He objected to my request a question.

Pronoun-antecedent agreement

Example	Explanation
President Lincoln delivered his Gettysburg Address in 1863.	Information technology is clear that "his" refers to President Lincoln
Dirt and blood cannot penetrate glass vessels, nor are they affected by heat.	It is unclear to which "they" (dirt and claret or the glass vessels) the writer is referring.

Pronoun case

The course of a pronoun depends on its function within a judgement. Used as the bailiwick of a verb, a pronoun must be in the nominative instance. As the object of a verb or preposition, or as the subject of an infinitive, a pronoun must be in the objective case.

Case	Explanation
The disagreement is betwixt you and me.	Me is the object of betwixt.
Bill gave the samples to John and me.	Me is the object of to.
Mary is the 1 whom I saw in the lab.	Whom is the object of saw in the clause "I saw [whom]."
Mary is the one who we thought was in the lab.	Who is the bailiwick of was in the clause "[who] was in the lab."
Give information technology to whoever is the owner.	Whoever is the subject of is in the clause "whoever is the owner."

Employ parallel construction.

Arrange sentences and so that parallel ideas look parallel. This is especially important when y'all use a list.

Correct	Wrong
The duties of the Chair are to: approve the minutes write the monthly reports answer all correspondence	The duties of the Chair are: to corroborate minutes writing of monthly reports the Chair answers letter

Exist direct.

Talk directly to your readers. Utilise imperatives when appropriate. This is especially true for lists of duties, instructions, procedures, and regulations.

Use...	Instead of...
Sign all copies of the awarding.	All copies of the awarding must be signed.

Avoid using exceptions.

Utilise...	Instead of...
Each person nether xviii years of historic period...	All persons except those 18 years or older...

Avoid unnecessary words.

Utilize...	Instead of...
Now	At the present time....
get-go (until a "second annual has happened)	starting time annual....
To	In order to...
If	In the event that...
By	No afterward than...
Practise Not USE	Take steps to....
Because	As a result of....
To	For the purposes of...
Say what you lot mean!	I would like to....
Practice Non USE intensifying modifiers	very, actually, literally, certainly
Before	Prior to...

Avoid redundant phrases.

Phrase	Explanation
Both...as well equally	Choose one or the other
In improver to...also	They mean the same matter
And as well	Redundant
Close scrutiny	By definition, all scrutiny is close
Advance planning	All planning is in advance
Major breakthrough	All breakthroughs are major
New innovation	By definition, innovations are e'er new
Invited guests	Usually, all guests are invited
But however	Utilize on or the other of these words, not both
On the occasion when	Apply "On the occasion of" or "when" (when is much more directly)
Truthful fact	By definition, facts are true
Eliminate altogether	By definition, 'to eliminate' gets rid of all of something
Make full to capacity	Past definition, to fill something means to reach its capacity
Blue in color	Context should indicated whether you are referring to mood or color

Organization

People read documents to get answers. Organize your message to respond to their interests and concerns. Readers ask several key questions:

• Why are you sending this to me?
• How does this affect me?
• What am I supposed to practice?

Apply introductions to help your reader understand how the document is organized. For a uncomplicated letter or memorandum, an introductory paragraph should suffice. For brochures and lengthy conference documents or reports, use a tabular array of contents or other listing early in the document to guide the reader.

Sentence length should average 15-20 words. Sentences that are simple, agile, affirmative, and declarative hold the reader's interest.

Generally, each paragraph should comprise only ane topic. A series of paragraphs may be used to express circuitous or highly technical information.

Layout includes margins and white spaces, and heading.

Employ adequate margins and provide white space between sections to break upwards your text. This makes information technology easier for the reader to sympathise.

Use headings to guide the reader; the question-and-answer format is specially helpful. Try to anticipate the reader's questions and pose them every bit the reader would.

Reader'due south Question	Heading
What is cancer?	Cancer
Can I go breast cancer?	Breast Cancer
What causes cancer?	Known Causative Agents
Tin can cancer be cured?	Bloodshed & Morbidity

Typography

• Generally, apply the aforementioned font throughout the text of a document.
• Use shading/boxes sparingly
• Bullets and numbers:
• Generally, practice not utilise more than two types of bullets in a document.
• Utilize numbers merely if there is a sequence to identify or to help guide the reader in a long list of items.

Abbreviations & acronyms

Except equally noted beneath, do non use abbreviations in official correspondence.

Y'all may abbreviate honorifics (Mr., Mrs., Ms., Dr.), academic degrees (like Grand.D., Ph.D., or R.N.), or religious orders (Southward.J., for example) actualization with a person's name, whether in the correspondence or on the envelope.

When addressing envelopes, spell out the names of U.S. states and Canadian provinces in the inside accost (except apply DC instead of spelling out Commune of Columbia).

Spell out United states of america when used every bit a noun, just abbreviate it (U.S.) as an adjective.

Capitalization

Refer to the GPO Style Manual for questions of capitalization not covered in the points below.

Guideline	For Instance
Use capitals for FY, but apply lowercase when spelling out fiscal year.	The FY13 budget was never approved. The budget for fiscal year 2014 is about complete.
Utilise lowercase when referring to parts of a certificate.	chapter 8 table 3
Utilize capital letter for specific geographical identifications.	the Due west the Deep South the Heart Due east Metropolitan Washington
Use lowercase for not-specific geographical identifications or when indicating management.	southern California the bay area the east coast (or east coast equally a modifier) Washington metropolitan area
Use uppercase for merchandise names.	Plexiglas, Velcro, Xerox, Kleenex
Use uppercase for a title preceding or following a proper name.	President Washington George Washington, President of the United states of america
Utilise uppercase when a title refers to a specific individual(s).	The Director, NIH The IC Directors The Chairman
Use lowercase for generic titles.	The function of the chairman is to phone call meetings to social club.
Apply lowercase for seasons of the yr.	bound, summertime, autumn (or autumn), winter
Utilize capital for racial or ethnic groups.	We hope to decide why more Blacks than Whites are affected by the disease. We have a strong program to recruit Asian and Hispanic volunteers.

Contractions

Contractions are fine for informal employ but should unremarkably be avoided in official correspondence. If in doubt about whether to use a contraction, you lot probably shouldn�t should not use information technology.

Dates

Guideline	Correct	Incorrect
Use the American, non war machine or European, format of calendar month, day, and year. Spell out the calendar month.	Apr 3, 2013	4/iii/13 3 April 2013 April. iii, 2013
Practise not utilize –st, -nd, -rd, or –th with dates.	The coming together will exist held on May 10.	The May tenth coming together was cancelled.
Do non include the twelvemonth, if it is obvious.	For a alphabetic character dated March 25: "Thank you for your Jan 10 inquiry..."	For a letter of the alphabet dated in February, 2013: "Our October, 2012, coming together was productive...."

Dividing names or dates between lines

Exercise not divide a engagement between lines. If an entire date will not fit at the end of a line, begin the engagement on the next line down.

Avoid dividing a person'due south name (including honorific and degree) betwixt lines. If you must type a proper name partly on one line and partly on the next, the person'due south final proper name must begin the new line.

Numbers

Guideline	For Case
Spell out numbers zero through nine. Utilize numerals for numbers x or greater.	We accept already spoken to iii members of the committee. The committee comprises 16 members.
If several numbers announced in a sentence and at least ane of them is greater than nine, use a numeral for each	At that place are 11 men and 5 women on the commission. At that place are eight men and ix women on the commission.
Avoid beginning a sentence with a numeral; rearrange the sentence if possible. If you must brainstorm a judgement with a number, spell information technology out.	Acceptable: Twelve of the 16 members are doctors. Preferred: Of the 16 members, 12 are doctors
Always use numerals for units of coin, time, or measurement.	5 liters three mg v years $214 also $three,500, only $6 meg 2- or 3-inch sticks 7 pct

Quotes within the text

Curt quotations are fix off past quotation marks inside the text.

Dr. Smith asked, "What is the next detail on the agenda?"

At that place was a brief delay while the Chairman consulted his notes. "We will consider Dr. Robinson'southward request to attend the next meeting," the Chairman finally responded.

Quotations of iii lines or longer should be indented five spaces (½-inch if not using a 10-characters-per-inch font) from the left margin. Use quotation marks at the beginning and stop of the quotation.

If the quotation is 2 or more paragraphs in length, place opening quotation marks at the beginning of each paragraph and closing quotation marks at the terminate of merely the last paragraph.

Symbols

Avoid the use of symbols in correspondence. The dollar sign ($) may be used.

25 pct (non 25%)
145 degrees Celsius (not 145� C)
$three one thousand thousand

This folio last reviewed on

July 20, 2018

franklinanglover.blogspot.com

Source: https://execsec.od.nih.gov/guidelines/basics.asp

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