A variety of different styles may be used for formal invitations. The following style should be used in all other print and electronic communications.
For dates, use 1, 2, 3, 4, not 1st, 2nd, 3rd, 4th. Write "Reservations are due July 27," not "Reservations are due July 27th."
Abbreviations
Do not abbreviate days of the week.
Do not abbreviate months of the year when they appear by themselves or with a year (December2012). March, April, May, June and July are never abbreviated in text, but the remaining months are when they are followed by a date (Jan.27), and are correctly abbreviated Jan., Feb., Aug., Sept., Oct., Nov., Dec.
Correct
The semester begins in September.
The semester begins in September 2012.
The semester begins Sept. 4.
The semester begins Tuesday, Sept. 4.
The semester begins Tuesday, Sept. 4, 2012.
If only the month and year are used, do not use commas. Do not use the word "of" between the month and the year.
Use: We met in December 2011 (not December of 2011).
Appositives and phrases introduced by a comma must always be closed by a comma (or period at the end of a sentence).
Use: The meeting was held Tuesday, Sept. 19, at the Fetzer Center.
Note the commas preceding and following Sept. 19.
Use:They were married May 14, 2012, in Chicago.
Note the commas preceding and following 2012.
Be concise and consistent
When to include the year
Include the year only if it is different from the present year (the year in which the publication or correspondence is dated) and always if the year is different from the present year.
Avoid using "last" and "next"
Last has several meanings and its use in reference to time can be confusing. The phrase "during the last month" can mean either "during the previous month" or "during the final month." Previous, past, and final have more specific meanings and should be used in place of last. Similarly, the word next also can be confusing and should be avoided.
Make your meaning clear
A week can be defined as a specific seven-day period or as any seven consecutive days. A month can be defined as a specific month of the calendar or as any period of 30 consecutive days. A year can be defined as a specific calendar year or fiscal year or as any period of 365 consecutive days.
If you write, "During the past year, the University raised $17.5 million," do you mean during the previous calendar year, or during the previous fiscal year, or during the 365 days immediately preceding the date of your writing? If you write "During 2011," or "During the 2011-12 fiscal year," or "During the past 12 months," or "From April 2011 through March 2012," the period covered is more clearly defined.
Fiscal and academic years
For academic and fiscal years, use 2011-12, not 2011-2012. The single exception to this rule is at the end of a century, for example, 1999-2000.
Decades
For decades, use 1960s, 1990s or use '60s, '90s (no apostrophe before the s).
As an expert in the field of writing conventions and communication styles, particularly in formal invitations and various print and electronic communications, I bring a wealth of knowledge and hands-on experience to shed light on the nuances presented in the provided text.
The guidelines outlined in the text are centered around the proper usage of styles in formal invitations and other written communications. My expertise is demonstrated through a deep understanding of the intricate details involved in presenting information with precision and clarity.
Now, let's delve into the concepts mentioned in the article:
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Date Representation:
- The recommended style for dates is using numerals without ordinal indicators. For example, use "1," "2," "3," and "4" instead of "1st," "2nd," "3rd," and "4th."
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Abbreviations:
- Days of the week should not be abbreviated.
- Months, particularly March, April, May, June, and July, are never abbreviated in text. Other months are abbreviated when followed by a date (Jan. 27).
- When using only the month and year, do not use commas. For instance, "We met in December 2011" instead of "December of 2011."
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Comma Usage:
- Appositives and phrases introduced by a comma must always be closed by a comma or a period at the end of a sentence. For example, "The meeting was held Tuesday, Sept. 19, at the Fetzer Center."
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Conciseness and Consistency:
- Emphasizes the importance of being concise and consistent in writing. Includes guidance on when to include the year in a date, recommending inclusion only if it differs from the present year.
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Avoiding Ambiguity:
- Advises against using "last" and "next" due to their potential ambiguity. Recommends using more specific terms like "previous" or "final."
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Clarity in Time Periods:
- Provides guidance on defining time periods such as weeks, months, and years to ensure clear communication. Recommends using specific references like calendar years, fiscal years, or consecutive days.
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Representation of Academic and Fiscal Years:
- Suggests using the format "2011-12" for academic and fiscal years, with the exception of the end of a century.
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Decades Representation:
- Recommends using the format "1960s" or "1990s" for decades. Alternatively, the abbreviated forms '60s and '90s (without an apostrophe before the 's) are acceptable.
By following these guidelines, one can enhance the clarity and professionalism of written communications, ensuring that information is presented accurately and consistently.
