Simply put, an abbreviation is a shortened form of a word or phrase that is used to save space in written documents. Although they are used most often in technical writing, they can also be used in many aspects of business writing.
When instructing students, according to the Gregg Reference Manual Fourth Edition [McGraw-Hill Ryerson Limited, 1992], they should be taught to use abbreviations sparingly. This practice will help limit the misuse of abbreviations, which is particularly important in formal writing.
Basic Rules for Using Abbreviations
These are some basic rules that should be followed by a student using abbreviations in his writing:
- When in doubt, spell it out. In any style of writing it is better to write words out completely than to risk the improper use of an abbreviation.
- Check a dictionary for the correct and acceptable format of any abbreviations to be used. Some terms can be abbreviated in more than one way and it is vital students choose the shortest form while maintaining the clarity of the writing.
- Students must learn to be consistent within a body of work. When a student uses an abbreviated form of a word once within a body of work, it is vital he or she continues to use the same abbreviated form. Flipping between two forms of a word can create confusion for the reader.
- When the choice exists between an abbreviation and a contraction, a student should be instructed to use the abbreviated format of the word at all times. The abbreviated format is easier to read and easier to type than the contraction. For example it is more acceptable in formal writing to use the abbreviated form of continued (cont.) then it is to use the contraction form (cont'd).
- When an abbreviation is only one or two keystrokes shorter than the full word the word should not be abbreviated, unless it is to maintain consistency in a work where abbreviations are used.
Using Abbreviations For Note Taking
While abbreviations should be used sparingly in most formal writing, they do serve a purpose when a student is taking notes. For the purpose of taking notes, a student should feel free to create his own abbreviations, provided he can remember later what the abbreviation stood for.
In order to practice the skill of using abbreviations, which is important for a student, there are many websites available such as Grammar Monster. Grammar Monster includes easy-to-follow lessons as well as an interactive testing system. This allows a student to practice the lessons he has just learned and test his knowledge, while giving the homeschooling parent an accurate assessment of his comprehension.
For more information on teaching grammar check out these other great Suite101 articles Understanding How and When to Use Prepositions, Children and Grammar and Middle School Grammar Basics
