Editing and proofreading

Abbreviations

Abbreviations can save the reader time and effort, but only if they are defined correctly and used judiciously.

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In this style guide, the term abbreviations refers to acronyms, which are based on initial letters and read as words (e.g., AIDS, UNICEF), initialisms, which are based on initial letters and read as a series of letters (e.g., HIV, HTML), and true abbreviations (e.g., Jan. for January, vs. for versus). Abbreviations should be used sparingly so the reader does not have to strain to keep track of them. Do not use an abbreviation simply because it exists. Use it only if it makes sense to do so; namely, if it will save the reader time and effort. In general, use an abbreviation only if it is repeated at least twice after being introduced/defined.

Abbreviation lists

Abbreviations in a list should be singular, whenever possible. The list should be sorted alphabetically by the abbreviations, not the full terms:

  • NGO nongovernmental organization
  • NIH National Institutes of Health

Use of an abbreviation does not trigger the need for title case, either in the text or in the abbreviation list.

  • Yes: health care worker (HCW).
  • No: Health Care Worker (HCW).

Academic degrees

The abbreviation Dr. can signify that a person holds either a medical degree (e.g., MD) or a doctoral degree (e.g., PhD, DMA, EdD). When clarity regarding the type of degree is important, such as in technical reports or proposals, use the person’s name followed by his or her degree(s) on first mention—for example, Nanthalile Mugala, MD, MMed—and then Dr. Mugala on subsequent reference. Do not use periods (full stops) in abbreviations for academic degrees: MD, MPH, PhD.

Defining abbreviations

When defining abbreviations in a document, the full term should be spelled out and the abbreviation enclosed in parentheses—for example, Reproductive Health Supplies Coalition (RHSC). In general, do not define abbreviations in main titles. Defining abbreviations for the first time in headings and subheadings is acceptable. Defining abbreviations for the first time in body text is always acceptable.

Once defined, use an abbreviation consistently thereafter. There are exceptions, however, depending on context; for example, after introducing an abbreviation in an executive summary, it is best to redefine the abbreviation in the main text. It is also advisable to redefine an abbreviation in later sections of a long document.

There are a few terms for which PATH typically uses only the abbreviation: AIDS, COVID-19, DNA, HIV, RNA, SARS-CoV-2. There are also a few terms for which it may be acceptable to use only the abbreviation: M&E, R&D, UNICEF. Before choosing to forgo the definition, carefully consider your audience, and if the document has a list of abbreviations, include any undefined abbreviations in the list.

For currency, use only the abbreviation in the text, such as KES for Kenyan shilling, and include the definition in the abbreviations list.

Abbreviations in a figure or table must be defined within the figure or table or in a note or legend below the figure or table, even if the terms have been defined in the text. See also Formatting PATH documents / Figures and tables.

In quoted material, all terms—whether defined or not—must appear as they do in the original source.

Definite and indefinite articles before abbreviations

In general, precede an abbreviation with the definite article the if the full term would take the. Note the following exception:

WHO is an initialism for World Health Organization. It should be read as W-H-O. Use the before World Health Organization but not before WHO:

  • As noted, the World Health Organization (WHO) has set forth guidelines for the treatment of malaria. WHO has also provided …

See also Partner and funder names / Use of "the" before the name.

When an abbreviation is preceded by an indefinite article (a or an), the correct form of the article depends on the sound, not the letter—for example, an NGO.

Nested abbreviations

When abbreviations are nested, the preferred approach is to repeat the full term when introducing the second abbreviation. For instance:

  • Yes: The Expanded Program on Immunization (EPI) and the National Expanded Program on Immunization (NEPI) were involved in the project.
  • No: The Expanded Program on Immunization (EPI) and the National EPI (NEPI) were involved in the project.
  • Yes: Progress has been made toward eliminating poliovirus (PV) and wild poliovirus (WPV) in sub-Saharan Africa.
  • No: Progress has been made toward eliminating poliovirus (PV) and wild PV (WPV) in sub-Saharan Africa.

Plural abbreviations

To make an abbreviation plural, simply add an s. Note that some abbreviations are inherently plural—for example, OVC is the standard abbreviation for orphans and vulnerable children. Therefore, it would be incorrect to write OVCs.

One exception is ministries of health. The abbreviation for Ministry of Health is MOH. When referring to two or more ministries of health, it is best to spell out ministries of health or health ministries rather than use MOHs (unless word count limits prevent this).

The abbreviation for low- and middle-income countries can be either LMIC (incorporating the plural within the abbreviation) or LMICs, depending on preference. Just be consistent within a document or set of documents. (See, however, Problematic terms and alternatives > Developing country and low- and middle-income countries before using the term low- and middle-income countries or its abbreviations.)