When to Use Abbreviations
Abbreviations are common and acceptable not just in informal but also in academic, scientific, and other formal writing. They can help prevent long, complicated terms from being unnecessarily repeated in a text and are also useful when space is limited (e.g., in figures and tables).
- Poor: The risks of holiday-induced boredom have not been studied in younger populations. In this paper, we investigate how holiday-induced boredom affects urban adolescents, particularly those who spend their holidays indoors. We also study whether higher rates of holiday-induced boredom are a predictor for discontent in adulthood.
Better: The risks of holiday-induced boredom (HIB) have not been studied in younger populations. In this paper, we investigate how HIB affects urban adolescents, particularly those who spend their holidays indoors. We also study whether higher rates of HIB are a predictor for discontent in adulthood.
If you expect to repeat an important multi-word term numerous times in your article or paper, it is perfectly acceptable to abbreviate it, since the reader will soon become familiar with it. It will also make it easier for you to use the term in tables and figures. Take care, however, to use acronyms and other abbreviations, particularly nonstandard ones, sparingly and only when necessary. Overuse can affect readability and clarity.
When to abbreviate a term
Abbreviate a term in formal writing only if it appears at least three times in a document, including tables and figures. The standard way to introduce an abbreviation is to write the full form and enclose the abbreviation in parentheses, although you may also introduce the abbreviation in the flow of the sentence.
- In this study, we investigate how the availability of small green spaces (SGSs) can affect bird, butterfly, and bee populations in urban areas.
- A portable floating device (PFD) is available on every boat.
- The National Aeronautics and Space Administration, or NASA, is responsible for the civil space program of the United States.
If a term is better known by its abbreviated than its full form in your field, write the abbreviation first and then provide its full form in parentheses. Always explain an abbreviation at first use for the lay reader (except if it is listed as a noun in a standard dictionary).
- The city requires more ALS (advanced life support) ambulances.
- We calculated the firm’s ROE (return on equity) to be 11%.
- All our boats have LRR (long-range radio) devices on board.
Avoid using an abbreviation to start a sentence. Use the full form instead, or rephrase.
- Poor: PFDs save lives.
Better: Portable floating devices save lives.
Acronyms (abbreviations pronounced as words, such as COVID, NASA, NATO) are acceptable at the start of a sentence.
- Acceptable: COVID hit the world in 2020.
Standard abbreviations
Although the general rule is to use an abbreviation only if the term appears multiple times in a document, some terms are better known by their abbreviated than their full forms. In such a case, you may still use the abbreviated form, even if it appears just once in the document.
- A QR code (quick-response code) can hold a lot of information.
An abbreviation listed as a noun in a standard dictionary (such as Merriam-Webster) need not be explained at first use.
- The CEO has resigned.
- He was convicted based on DNA evidence.
- She grew up in a little one-ATM town.
Such abbreviations (e.g., DVD, HTML, URL, PDF, DIY, COVID, FAQ, IQ, TV) should appear simply in their abbreviated forms, unless providing the full form is important to meaning.
- The DVD (digital video disc or digital versatile disc) was first released in 1996 in Japan.
In tables, charts, figures
Use abbreviations when space is limited—for example, in tables, charts, figures, and graphs. Make sure that any nonstandard abbreviation used in a figure or table is defined in the caption or table note. Your figures, charts, and tables may be reproduced (with citation of course) by other authors and are therefore considered standalone. Explaining an abbreviation used in a figure also helps a reader just skimming your article or paper.
In titles and headings
Avoid using nonstandard abbreviations and acronyms in titles and headings: you want the reader to easily scan your document and its index or table of contents.
Furthermore, titles and headings are considered standalone: they can appear in reference lists when others cite your paper. The use of nonstandard abbreviations can then be confusing.
Overuse, misuse
Once you begin to abbreviate, it’s tempting to never stop. Don’t abbreviate every single term in a document. Create a nonstandard abbreviation only for the most important terms in your paper that are repeated throughout and the repetition of which would grate on the reader. Remember: abbreviations are meant to help not hurt readability.
- Poor: In this paper, we investigate the risk of deep-vein thrombosis (DVT) on long-haul flights (LHFs), particularly for frequent flyers (FFs).
Better: In this paper, we investigate the risk of deep-vein thrombosis (DVT) on long-haul flights, particularly for frequent flyers. - Poor: The risks of holiday-induced boredom (HIB) have not been studied in younger populations (YPs). In this paper, we investigate how HIB affects urban adolescents (UAs), particularly those who spend their holidays indoors. We also study whether higher rates of HIB in UAs and other YPs are a predictor for discontent in adulthood (DA).
Better: The risks of holiday-induced boredom (HIB) have not been studied in younger populations. In this paper, we investigate how HIB affects urban adolescents, particularly those who spend their holidays indoors. We also study whether higher rates of HIB in adolescents are a predictor for discontent in adulthood.
Finally, don’t forget to explain an abbreviation at first use. Any abbreviation not listed as a noun in a standard dictionary should be explained for the benefit of the lay reader, even if it is well understood in your field.