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7 Abbreviations

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There are four types of abbreviations:

  • shortened forms of words, for example <correct-text>Vol.<correct-text> for volume;
  • contractions, for example <correct-text>Dr<correct-text> for doctor;
  • acronyms (initial letters of words pronounced as a word, e.g. <correct-text>NATO<correct-text>); and
  • initialisms (initial letters of words pronounced individually, e.g. <correct-text>SMS<correct-text>).

Abbreviations may be used where they improve readability, but do not litter the text with them.

At first mention, the phrase or word should be written out, followed by the abbreviation in parentheses, e.g. <correct-text>the World Health Organization (<correct-text><correct-text-bold>WHO<correct-text-bold><correct-text>)<correct-text>. It may then be used alone, e.g. <correct-text>According to a <correct-text><correct-text-bold>WHO<correct-text-bold><correct-text> spokesperson ...<correct-text>.

Abbreviations may be used for complex words or phrases that appear more than three times in one document, such as <correct-text>crop wild relatives (CWR)<correct-text>.

An abbreviation may be used without writing out the full phrase at first mention if the abbreviated form is commonly used and readily identifiable (e.g. <correct-text>HIV<correct-text>). Abbreviations should not be used for simple two-word phrases (e.g. <incorrect-text>PR<incorrect-text> for <correct-text>public relations<correct-text>). Avoid using abbreviations that are not pre-existing.

Abbreviations are usually defined as singular, so the plural form needs to be marked (<correct-text>SDG<correct-text>, <correct-text>SDGs<correct-text>). If the expression is always used in the plural sense, then the plural may be chosen for the definition of the initialism, e.g. <correct-text>trees outside forests (<correct-text><correct-text-bold>TOF<correct-text-bold><correct-text>)<correct-text>. The preferred option is to define in the singular and aim to use the singular form in text to avoid awkward plural forms.

Where an abbreviation is used for a common noun (as opposed to a proper noun), the expanded form will not usually take initial capitals, hence <correct-text-bold>g<correct-text-bold><correct-text>ross <correct-text><correct-text-bold>d<correct-text-bold><correct-text>omestic <correct-text><correct-text-bold>p<correct-text-bold><correct-text>roduct (GDP)<correct-text>.

Abbreviations need not be redefined in annexes, appendices, etc. when already correctly abbreviated in the main text of the document (except in boxes, which should be considered separate from the main text). However, if parts of a publication are likely to be read separately (such as the front matter and main text, or independent chapters written by different authors), consider writing out the full phrase or word, and the abbreviation, upon first mention in each of the parts concerned.

Avoid abbreviations that are used only within the Organization, e.g. for divisions, offices and units.

With the exceptions of <correct-text>FAO <correct-text>and <correct-text>COVID-19<correct-text>, avoid using abbreviations in titles and headings of information products. Depending on the target audience, it may be acceptable to use an abbreviation in a title (for example, <correct-text>SDGs<correct-text> in an internal publication).

Avoid beginning sentences with an abbreviation. <correct-text>FAO<correct-text> and <correct-text>COVID-19<correct-text> are exceptions.

Acronyms and initialisms do not take full stops (e.g. <correct-text>NATO<correct-text>, not <incorrect-text>N.A.T.O.<incorrect-text>). Most other abbreviations take full stops at the end (e.g. <correct-text>max.<correct-text>), except for units of measurement (e.g. <correct-text>kg<correct-text> or <correct-text>ml<correct-text>), words where the abbreviation ends with the same letter as the original word (e.g. <correct-text>eds<correct-text>), and contractions (<correct-text>don’t<correct-text>). See also 5.7 Full stops.

Avoid overusing the abbreviations <incorrect-text>e.g.<incorrect-text>, <incorrect-text>i.e.<incorrect-text> and <incorrect-text>etc.<incorrect-text> in the main text. Where necessary, prefer the use of them in parentheses, not in the main part of the sentence. Usually, these can be replaced with <correct-text>that is<correct-text>, <correct-text>in other words<correct-text>, <correct-text>for example<correct-text>, <correct-text>such as<correct-text> and <correct-text>and so on<correct-text>, if needed at all. An exception may be made for manuals.

When abbreviating the word <correct-text>number<correct-text>, use the abbreviation <correct-text>No.<correct-text>

Avoid the use of abbreviations such as <incorrect-text-italic>op.<incorrect-text-italic> <incorrect-text-italic>cit.<incorrect-text-italic>, <incorrect-text-italic>loc.<incorrect-text-italic> <incorrect-text-italic>cit.<incorrect-text-italic>, <incorrect-text-italic>ibid.<incorrect-text-italic> and <incorrect-text-italic>cf.<incorrect-text-italic> in footnotes or endnotes.

If you use numerous abbreviations, list them in alphabetical order in a separate section (<correct-text>Abbreviations<correct-text>) in the front matter. In the list, abbreviations should follow the same capitalization used in the text.
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