by Chelsea Lee
This post will address how to use
abbreviations in APA Style—specifically, how to use acronyms, which are abbreviations made up of the first letters of each word in a phrase. Consider it an FAQ about abbreviations! You can find abbreviations discussed in the Publication Manual in section 4.22 (starting on p. 106).
Click a question below to jump straight to its answer.
When should I use an abbreviation?
Use abbreviations sparingly and only when they will help readers understand your work. Ask yourself these questions each time you consider using a particular abbreviation:
- Is the reader familiar with the abbreviation?
- Use an existing, accepted abbreviation if one exists, because familiarity helps understanding. If a standard abbreviation does not exist, then you can create your own.
- Will you use the abbreviation at least three times in the paper?
- Use an abbreviation at least three times in a paper if you are going to use it at all. If you won’t use it three times, then spell out the term every time. The reader might have a hard time remembering what the abbreviation means if you use it infrequently.
- Would spelling out the term every time be overly repetitive and cumbersome?
- Use abbreviations to avoid cumbersome repetition and enhance understanding, not just as a writing shortcut. For example, it is usually easier to read a two-word phrase than it is to remember the meaning of a two-letter abbreviation. Longer phrases make better candidates for abbreviation.
- How many total abbreviations do you have in the paper?
- There’s no hard line of how many abbreviations is too many, but writing is generally easier to understand when most words are spelled out than when it is overflowing with abbreviations. Only abbreviate when it helps the reader.
How do I introduce an abbreviation in the text?
The first time you use an abbreviation in the text, present both the spelled-out version and the short form.
When the spelled-out version first appears in the narrative of the sentence, put the abbreviation in parentheses after it:
- Example: We studied attention-deficit/hyperactivity disorder (ADHD) in children.
When the spelled-out version first appears in parentheses, put the abbreviation in brackets after it:
- Example: The diagnosis (i.e., attention-deficit/hyperactivity disorder [ADHD]) was confirmed via behavioral observation.
After you define an abbreviation (regardless of whether it is in parentheses), use only the abbreviation. Do not alternate between spelling out the term and abbreviating it.
How do I abbreviate group authors in in-text citations and reference list entries?
If your reference has a group author, the name of the group can sometimes be abbreviated—for example, American Psychological Association can be abbreviated to APA. You are not obligated to abbreviate the name of a group author, but you can if the abbreviation would help avoid cumbersome repetition and will appear more than three times in the paper.
As with other abbreviations, spell out the name of the group upon first mention in the text and then provide the abbreviation.
If the name of the group first appears in the narrative, put the abbreviation, a comma, and the year for the citation in parentheses after it.
- Example: The American Psychological Association (APA, 2011) suggested that parents talk to their children about family finances in age-appropriate ways.
If the name of the group first appears in parentheses, put the abbreviation in brackets after it, followed by a comma and the year for the citation.
- Example: Children should learn about family finances in age-appropriate ways (American Psychological Association [APA], 2011).
In the reference list entry, do not include the abbreviation for the group author. Instead, spell out the full name of the group.
Correct reference entry:
American Psychological Association. (2011). Dollars and sense: Talking to your children about the economy. Retrieved from http://www.apa.org/helpcenter/children-economy.aspx
Incorrect reference entry:
American Psychological Association (APA). (2011). Dollars and sense: Talking to your children about the economy. Retrieved from http://www.apa.org/helpcenter/children-economy.aspx
If you have several references by the same group author, you only need to abbreviate the name once (see here for how to handle references with the same author and date). Note that if two different groups would abbreviate to the same form (e.g., both the American Psychological Association and the American Psychiatric Association abbreviate to APA), you cannot use the abbreviation in your paper—instead you must spell out the term every time to avoid ambiguity.
An exception to abbreviations in the reference list is when works have been published using abbreviations as part of the author, title, or source. Retain these abbreviations because the reader will need them to retrieve the source (you also do not need to define them—just present them as-is). See more about this in our post on cite what you see.
How do I present an abbreviation in conjunction with an in-text citation?
Sometimes an abbreviation is presented along with an in-text citation. For example, you might cite a test or measure that has an abbreviation and then provide its citation (for a common case, here is how to cite the DSM-5).
If the spelled-out version of the term appears in the narrative for the first time, put the abbreviation and the author–date citation in parentheses after it, separated by a semicolon. Do not use back-to-back parentheses.
- Correct: We assessed depression using the Beck Depression Inventory–II (BDI-II; Beck, Brown, & Steer, 1996).
- Incorrect: We used the Beck Depression Inventory—II (BDI-II) (Beck, Steer, & Brown, 1996).
If the spelled-out version of the term appears in parentheses for the first time, put the abbreviation in brackets after it, followed by a semicolon and the author–date citation.
- Example: Our assessment of depression (as measured via scores on the Beck Depression Inventory–II [BDI-II]; Beck, Steer, & Brown, 1996) showed significant incidence of this disorder in the population.
Can I use abbreviations in the title of a paper?
Avoid using abbreviations in the title of a paper. Writing out the full term in the title will ensure potential readers know exactly what you mean, and if your article is formally published, it will ensure it is accurately indexed.
Can I use abbreviations in the running head?
There is no official guidance on whether to use abbreviations in the running head. We recommend that you avoid them, unless the abbreviation is well-known and there is no alternative running head that would be better. If you do use an abbreviation in a running head, you can use it straightaway without definition. Instead, define the abbreviation the first time you use it in the text.
Can I use abbreviations in the abstract?
In general, it is not necessary to use abbreviations in the abstract because the abstract is so short. However, if the abbreviation would help the reader recognize a term or find your article via search, then it is permissible to include an abbreviation in the abstract, even if it is not used three times. When you use an abbreviation in both the abstract and the text, define it in both places upon first use.
Can I use abbreviations in headings?
The Publication Manual does not offer official guidance on whether to use abbreviations in headings. We recommend that you avoid them—for example, the reader may skim the paper before reading it in full, and abbreviations in headings may be difficult to understand out of context. So, if a term you intend to abbreviate appears in a heading (e.g., the name of a test or measure), spell out the term in the heading and then when it first appears in the text, spell it out again and define it there.
Can I use abbreviations in tables and figures?
Yes, you can use abbreviations in tables and figures. All abbreviations used in tables and figures should be defined in the table note or figure caption, respectively, even though the abbreviations will be also be defined in the text if they are used there. The purpose of defining abbreviations in the table note or figure caption is that if other authors reuse your graphical display in a future paper, the definitions of the terms will be attached. Additionally, many readers will skim an article before reading it closely, and defining abbreviations in tables and figures will allow the readers to understand the abbreviations immediately.
Do all abbreviations needs to be defined?
Not all abbreviations need to be defined. Consult Merriam-Webster’s Dictionary to determine what to do: If the abbreviation has the designation abbr. after it in the dictionary, that means it needs to be defined; if it does not have this designation, the abbreviation is considered a word on its own and can be used straight off the bat, without definition. You also do not need to define abbreviations for units of measurement (e.g., cm for centimeters, hr for hour).
- Examples of abbreviations that are considered words: IQ, REM, HIV, AIDS, FAQ
How do I use the words a and an before abbreviations?
Use the article that matches the way the abbreviation is pronounced—an before a vowel sound and a before a consonant sound. Some abbreviations are pronounced as words (e.g., RAM), and some abbreviations are pronounced letter-by-letter, which is also called an initialism (e.g., HMO, IQ). If you are unsure of the pronunciation of an abbreviation, look it up in the dictionary or ask a colleague. If an abbreviation has multiple pronunciations, use the first one shown in the dictionary entry.
- Examples: an FBI agent, a DSM-5 disorder, a U.S. citizen, an IQ score
Are abbreviations written with periods?
Generally, do not use periods in abbreviations. Some exceptions are that you should use periods in the abbreviations for United States and United Kingdom when these terms are used as adjectives (don’t abbreviate them if they are used as nouns). And if you have created an identity-concealing label for a participant, use a period after each letter.
- Examples: U.S. Census Bureau, U.K. population, participant R.E.C.
How do I make an abbreviation plural?
To make an abbreviation plural, add an –s (or –es, for abbreviations ending in s already). Do not add an apostrophe. For more, see our dedicated post on plural abbreviations and numbers.
- Examples: IQs, RTs, CSes.
I don't see my question!
Got more questions about abbreviations? Ask us in a comment!
When and when not to use acronyms and initialisms
There is a time and place for everything and using initialisms and acronyms is no exception. The whole point of using these forms of abbreviation in your business writing is to make your writing clearer. However, if you misuse or abuse initialisms and/or acronyms, you'll accomplish just the opposite, turning your memos and manuals into a confusing brew.
What is an initialism?
Essentially, initialisms are shorter forms of words or phrases that can come in handy when you need to repeat the same word or phrase a number of times throughout the same piece of writing. They are pronounced as a series of letters. For example, "World Trade Organization" is often written as "WTO." You can see how writing the three-letter initialism can save you a lot of time and keep your business document from sounding repetitive.
What is an acronym?
An acronym is a word formed from the initial letters of a name or phrase. It is pronounced as if it were a word. Examples of common acronyms include "SARS" (severe acute respiratory syndrome) and "UNICEF" (United Nations International Children's Emergency Fund)—imagine having to write that out each time in a 10-page document on the organization's initiative to improve educational opportunities for young girls in Africa!
Important things to consider before using an initialism or acronym
Outline what the initialism or acronym means
Short forms aren't always the best way to avoid redundancies. So, if you're going to use initialisms and/or acronyms in your business writing, remember: The first time you use an initialism or acronym in your document, the words should be written out with the short form placed in parentheses immediately after. This way, it's clear to the readers exactly what the letters mean. Here's an example:
A New World Order (NWO) came into effect after 9/11.
Readers will then be aware that any future reference to the "NWO" in your document really refers to the New World Order. After you've established an initialism or acronym in your paper, you must consistently use the short form in place of the words.
Stick to one definition of the initialism or acronym
Always clarify in your own mind the exact definition of each acronym you use. If you define SEM as "scanning electron microscopy" (which is a process), your acronym should refer only to the process throughout your paper. For example, the following sentence would be incorrect if included in the same paper:
We used an SEM in our experiments.
If you've already defined SEM as standing for the process, you cannot use SEM to refer to the item (i.e., a scanning electron microscope, which you use to perform the process of scanning electron microscopy), even though the first letters of each word are the same. In short, the same initialism or acronym can only refer to one thing in a document.
Don't forget about using articles
Remember that many initialisms or acronyms still require articles (i.e., "a," "an," or "the"). Let's use the New World Order again:
Incorrect: NWO has emerged in the 21st century.
Correct: An NWO has emerged in the 21st century.
Remember that NWO stands for a noun "New World Order," and nouns require articles before them.
If you're confused about whether to use "a" or "an" in front of an initialism or acronym that begins with a consonant, remember to speak the abbreviated form aloud. If the first letter of the initialism or acronym makes a vowel sound (regardless of whether or not the first letter is actually a vowel), you should use "an." The acronym "NWO" is a perfect example. While "N" is a consonant, it makes the short e sound (i.e., a vowel sound) when you say it. Consequently, "an" should be used.
Check to see if there is already an established initialism or acronym for your phrase
It's also important to remember that while you can sometimes make up initialisms or acronyms, there are many words/phrases that require abbreviating that are already established and universal. There are a number of online dictionaries you can use to search for commonly used initialisms and acronyms.
Initialisms and acronyms in academic writing
If you're using initialisms and/or acronyms in academic writing, remember that some scientific journals require you to introduce initialisms and acronyms once in the abstract of your article and then again upon the first use in the body of the article. Should you be unsure about how to use initialisms or acronyms when writing an academic article, please refer to your journal's specific requirements.
Too many initialisms and acronyms can turn your business writing into alphabet soup
Please remember that acronyms should only be used for words or phrases that are repeated a number of times throughout your document. If you use too many initialisms and acronyms, readers will become confused. Here's an example of extreme initialism/acronym usage in a press release:
In the US, the notion of an NWO became popular after the terrorist attacks on the WTC. However, officials in NATO and the WTO rarely refer to an NWO in proceedings relating to the GATT, and it can be said that the MVTO, the MFN clause, and SROs have little to do with an NWO.
As you can see, too many initialisms and acronyms can make your writing more difficult to understand. If numerous acronyms are necessary, we recommend including a glossary of initialisms/acronyms; your readers may then refer to it if they become confused.
TTYL—Save your casual initialisms and for text messages
Finally, while you may often be rotfl with your bff about the Chem hw that you need to get done asap, please remember that initialisms and acronyms used in instant messaging are rarely, if ever, appropriate for business or professional writing.
While using initialisms and acronyms correctly may help readers understand your work more easily, the incorrect use of initialisms and acronyms could turn your work into a mess. When in doubt, submit your work to our business editors for a fast, professional opinion.
Image source: jeshoots/Pexels.com
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