CHA Writing Style Guide

2024 WRITING STYLE GUIDE

1.0 INTRODUCTION

CHA’s Writing Style Guide was developed to help promote proper and consistent use of grammar, punctuation, and commonly used terms throughout all of CHA’s communications. Please familiarize yourself with the standards explained in this guide and keep it close by, as it will serve as an important reference to you as you draft your next proposal, write your next letter, or prepare a technical report. Consistent use and adherence to the standards outlined in this guide will help you be more conscious of your writing, empowering your ability to produce high-quality, error-free content.

2.0 VOICE AND TONE

At CHA, our voice and tone are vital aspects of our brand identity. They shape how we present ourselves to employees, new hires, clients, and others, playing a crucial role in how people perceive CHA. By understanding and applying our voice and tone consistently, you can craft content that resonates with our audience.

2.1 Voice

Our voice remains consistent across all communications, embodying a spectrum that reflects who we are: aspirational and large-scale, yet grounded and personal. On one side, our voice captures CHA’s big-picture perspective: the ability to manage projects from ideation through to completion and beyond. On the other side, it demonstrates the expertise and connection we bring to every client, community, and task.

Your messaging can align with any point on this spectrum from leaning heavily toward one side to balancing both aspects in the middle. However, to fully capture CHA’s voice, strive to create messaging that spans the entire spectrum.

To guide your content creation, keep these traits in mind:

• Approachable: Straightforward, down-to-earth, caring, and supportive.

• Collaborative: Plugged-in, engaged, inspired, and connected.

• Imaginative: Open, innovative, thoughtful, and resourceful.

• Responsive: Hands-on, active, dedicated, and trusted.

Before you begin writing, ask yourself: Where does this message fit on our voice spectrum?

2.2 Tone

While our voice remains steady, our tone shifts to fit the audience and context. Think of tone as the position a message occupies on our voice spectrum. Depending on the type of communication, your messaging can adopt different tones:

• Aspirational: Best suited for thought leadership and visionary messaging, where the focus is on big-picture ideas and future possibilities.

• Grounded: Perfect for social media posts and client-focused communications, where the message needs to be practical, relatable, and connected to real-world outcomes.

• Blended: Combine aspirational and grounded elements for a balanced approach, such as pairing an inspiring headline with detailed, specific information. Matching the tone to the situation is crucial, whether informal and friendly or formal and professional. Always make sure your message is clear, concise, and authentic.

3.0 GRAMMAR AND MECHANICS

Effective communication relies on clarity, precision, and consistency, all of which are achieved through proper grammar and mechanics. From sentence structure to plurals and pronouns, this section provides guidelines for the foundational elements of writing that help your content be both professional and easy to understand.

3.1 Abbreviations

Uncommon abbreviations, acronyms, and initialisms should be included in parentheses after the first usage of the full term or phrase. They can then be used for subsequent references.

• Example:

• An alkaline fuel cell (AFC) converts oxygen and hydrogen into electricity and heat. An AFC has many commercial prospects. In general, use all capital letters, but no periods, for abbreviations.

• Incorrect:

• P.E.

N.Y.S.D.O.T.

• W.W.T.P.

• Correct: PE

• NYSDOT

• WWTP

Abbreviations, acronyms, and initialisms are acceptable in most circumstances, but try not to use them excessively. Using too many abbreviations and acronyms can make your writing confusing and difficult to read. You can always spell the word out or use an alternative term. If you choose to use the original word, you do not need to redefine the acronym or abbreviation.

Appendix A: General Acronyms and Abbreviations includes a list of common abbreviations.

3.2 Acronyms and Initialisms

Acronyms are abbreviations that are pronounced as words.

• Example: HVAC

• OSHA

• INDOT CADD

Initialisms are abbreviations that are pronounced letter by letter.

• Example

• GIS

• EPA PM

• RFP

One difference between acronyms and initialisms is the usage of the definite article “the” with them. The general rule is to use “the” before initialisms but not before acronyms. Because acronyms are pronounced as words, you do not need to precede them with “the.” However, you may need to use “the” before an acronym when the acronym is used as an adjective.

• Incorrect:

CHA is pleased to provide engineering services to the INDOT.

• Correct:

• CHA is pleased to provide engineering services to INDOT.

Initialisms require “the” because they are pronounced letter by letter. However, you may not need to use “the” before an initialism when the initialism is used as an adjective.

• Incorrect:

• We have worked for CTA.

• Correct:

• We have worked for the CTA.

The rule for indefinite articles “a” and “an” is to use “a” before a consonant sound and “an” before a vowel sound.

Use the appropriate indefinite article based on how the acronym or initialism is pronounced.

• Incorrect:

• We signed up for a HOA.

• Correct:

• We signed up for an HOA.

There are several exceptions to the rules concerning definite and indefinite articles with acronyms and initialisms. Please use your best judgment and be consistent in your writing.

3.3 Adjectives

Adjectives are essential for adding detail and clarity to your writing. Adjectives help to accurately describe materials, processes, and outcomes, making your communication more precise and effective.

The order of adjectives in English typically follows a specific sequence when multiple adjectives are used to describe a noun. The common order is:

1.

2.

Quantity or Number: How many? (e.g., two, several)

Quality or Opinion:

What is your opinion? (e.g., efficient, durable)

3. Size:

How big or small? (e.g., large, compact)

4. Age:

How old or new? (e.g., modern, outdated)

5. Shape: What shape? (e.g., rectangular, cylindrical)

6. Color: What color? (e.g., gray, yellow)

7. Origin: Where is it from? (e.g., German, locally sourced)

8. Material: What is it made of? (e.g., steel, concrete)

9. Purpose: What is it used for? (e.g., load-bearing, structural)

Coordinate Adjectives: Use a comma to separate adjectives that are equal in rank, known as coordinate adjectives. These adjectives independently describe the noun, and you can usually insert “and” between them without changing the meaning.

• Example:

The modern (quality), efficient (quality) design was implemented across the facility.

To determine if a comma is needed:

Switch the adjectives: If the sentence still makes sense, the adjectives are likely coordinate adjectives and need a comma.

Insert “and” between the adjectives: If this works naturally, use a comma.

Cumulative Adjectives: Do not use a comma between adjectives that build upon each other in a specific order, known as cumulative adjectives. These adjectives work together to modify the noun, and the order of the adjectives is important.

• Example:

• Several (quantity) durable (opinion) large (size) modern (age) cylindrical (shape) steel (material ) support beams (noun)

Avoid long chains of adjectives. Rewrite a sentence if too many adjectives are next to each other to make the sentence easier to read and understand.

• Confusing:

The large, complex, modern, high-tech, green manufacturing plant was completed ahead of schedule.

• Clear:

The modern, green manufacturing plant, with its large, complex, high-tech features, was completed ahead of schedule.

Hyphenation: to combine a compound modifier before a noun.

• Example:

• Full-time position

• On-site job

3.4 Capitalization

Capitalization can add emphasis and clarity to your writing, but when used inconsistently, it can lead to confusion and disrupt the flow of your message. To maintain a polished and professional tone, avoid randomly capitalizing words within sentences. Even when a word is paired with an abbreviation, stick to standard capitalization rules unless there is a specific reason to do otherwise. The following are a few of the standard capitalization rules to keep in mind.

Standard capitalization rules have many exceptions. If you’re unsure whether to capitalize something, refer to the client’s preferences or common usage to guide your decision.

3.4.1

Proper Nouns

Proper nouns are specific names of people, places, organizations, and sometimes things. They should always be capitalized. Capitalize common nouns if they are integral to a proper noun.

• Example:

• CHA Consulting, Inc.

Mississippi River

• New York City

• Elm Street

• John Smith

3.4.2

Publication Titles

Capitalize the major words in the titles of books, reports, articles, and other publications. Do not capitalize articles, conjunctions, or prepositions unless they are the first or last word in the title.

• Example:

• The Journal of Construction Management

• The Lord of the Rings

• Dr. Strangelove or: How I Learned to Stop Worrying and Love the Bomb

3.4.3 Formal Titles

Capitalize formal titles when they precede a person’s name or are used as a direct address. Do not capitalize titles when they follow a name or are used generically.

• Example:

• We saw Chief Executive Officer Jane Doe in town. We saw the president, Jane Doe, in town.

• Please contact the project manager for details.

• Our team includes several senior engineers.

3.4.4 Job Descriptions

Job descriptions and roles should not be capitalized unless they are part of a specific title or official designation. Use lowercase for general job functions.

• Incorrect:

Project Manager

• Senior Engineer

• Planning Advisor Civil Engineer

• Correct:

• project manager senior engineer

• planning advisor

• civil engineer

3.4.5 Services and Deliverables

Capitalize specific services and deliverables if they are part of a formal name or official designation. For general types of services, use lowercase. If you’re unsure whether to capitalize a word or phrase, follow the most common usage or the client’s preference. Be consistent in your usage of capitalization.

• Lowercase:

• construction administration quality control

• engineering services

• structural analysis

• project management

• Capitalize:

• Phase I & II Environmental Impact Statement

• CHA’s Intrepid® solution

3.4.6 Organizations and Departments

Capitalize the names of specific organizations, departments, or units within a company. Use lowercase for general references to these entities.

• Example:

• We worked with the U.S. Department of Energy. The department lauded our work.

• Our company’s engineering department is highly skilled.

3.4.7 Geographic Locations

Capitalize the names of specific geographic locations and landmarks, but not general geographic terms.

• Example: We went to the Rocky Mountains.

• The bridge crosses the river over there.

3.4.8 Events and Conferences

Capitalize the names of specific events, conferences, and workshops.

• Example:

ACEC Engineering Excellence Awards Gala

• International Conference on Structural Engineering

• CHA’s Pillar of Excellence Awards

3.5 Contractions

Contractions combine two words by omitting certain letters and replacing them with an apostrophe (e.g., don’t, I’ve, they’re, etc.). They can make your writing more conversational and approachable, which is useful in informal communications or when conveying a friendly tone. However, in formal or technical writing, such as technical reports or deliverables, contractions are generally avoided to maintain a professional and authoritative voice.

3.6 Dangling Modifiers

Modifiers are words or phrases that provide additional detail about a concept in a sentence. When a modifier lacks a clear connection to the word it’s intended to describe, it becomes a dangling modifier, leading to confusion or misinterpretation. To fix a dangling modifier, rework the sentence so the modifier clearly applies to a specific word or phrase.

• Incorrect:

• Running into the door, the lock broke.

• Correct: Running into the door, he broke the lock. Sometimes, modifiers may seem like dangling modifiers if they’re placed too far from the words they modify, creating ambiguity.

• Confusing:

• The crowd rose from their seats as the actors bowed, erupting into applause.

• Clear:

• Erupting into applause, the crowd rose from their seats as the actors bowed.

To promote clarity, place modifiers as close as possible to the words they describe.

3.7 Essential and Nonessential Clauses

Essential and nonessential clauses introduce additional contextual information.

3.7.1

Essential Clauses

Essential clauses (also known as restrictive clauses) provide crucial information that is necessary for understanding the sentence. Without these clauses, the sentence’s meaning would be incomplete or unclear. Essential clauses are not set off by commas.

• Example:

The structural analysis that the engineer performed was crucial for the project’s success. (Here, “that the engineer performed” is essential because it specifies which structural analysis was crucial.)

3.7.2 Nonessential Clauses

Nonessential clauses (or nonrestrictive clauses), on the other hand, add extra information that can be removed without altering the overall meaning of the sentence. These clauses should be set off by commas.

• Example:

• The engineer, who is an expert in structural analysis, provided a detailed report. (Here, “who is an expert in structural analysis” is nonessential because we still know the engineer provided a detailed report even if this information is removed.)

3.7.3 That, Which, Who, Whom

The words “that,” “which,” “who,” and “whom,” are important for distinguishing between essential and nonessential information in a sentence.

That: “That” is used to introduce essential clauses: information critical to the meaning of the sentence. Do not use commas to separate a phrase introduced by “that.”

• Example:

• The engineer inspected the bridge that was damaged during the storm. (Here, “that was damaged during the storm” is essential because it specifies which bridge the engineer inspected.)

Which: “Which” is used to introduce nonessential clauses: information that can be removed without changing the sentence’s core meaning. Nonessential clauses should be set off by commas.

• Example:

• The new office building, which has received several design awards, will open next month.

• The project manager discussed the updated plans, which were approved by the client.

Occasionally, “which” can replace “that” in an essential clause, especially when “that” is already being used as a conjunction earlier in the sentence.

• Example:

• The architect explained that the design element which had been most challenging was the cantilevered structure.

Who and Whom: “Who” and “whom” are used when referring to people and help distinguish between subjects and objects in a sentence.

“Who” is used when referring to the subject of the sentence, clause, or phrase. Do not use commas for essential clauses, but use them for nonessential ones.

• Example:

The contractor who oversaw the construction was praised for his work.

The project manager, who has 15 years of experience, led the meeting.

“Whom” is used when referring to the object of a verb or preposition. Use commas to set off nonessential clauses.

• Example:

The engineer, whom the team consulted, provided valuable insights.

The subcontractor, whom the project manager recommended, was hired for the job.

The client to whom the proposal was sent approved the plans.

3.7.4 Who’s, Whose, Who’s:

“Who’s” is a contraction for “who is.” It does not indicate possession.

• Example:

• Who’s there?

Whose: “Whose” is used to indicate possession.

• Example:

I do not know whose coat it is.

3.8 Plurals

Plurals are typically formed by adding an “s” to the end of a word.

• Example:

• Engineers

• Bridges Designs

Words ending in “ch,” “s,” “sh,” “ss,” “x,” or “z” are made plural by adding “es.”

• Example:

• Batches

• Glasses

• Boxes

When a word ends in “y” preceded by a vowel, add “s” to form the plural.

• Example:

• Valleys

• Surveys

If the “y” is preceded by a consonant, change the “y” to “i” and add “es.”

• Example: Parties

• Studies

3.8.1. Plural Compound Words

The plurals of multi-part words can be tricky and are formed in different ways.

For those written as a single word, add “s” at the end.

• Example:

• Workloads Pipelines

• Blueprints

For compound words with a hyphen, make the most significant word plural.

• Significant first word:

• Attorneys-general, chiefs-of-staff, directorsgeneral, rights-of-way.

• Significant last word: Design-assistants, project-leads.

3.8.2. Numerals and Letters

Numerals and letters are made plural by adding “s.” Avoid using apostrophes when making numerals or multi-letter combinations plural.

• Incorrect:

• RFP’s

• 2020’s CAD’s

• Correct:

• RFPs

• 2020s

• CADs

When it comes to industry-specific terms or titles, always follow the same general rules to promote consistency and clarity.

3.9 Possessives

The possessive form indicates ownership and follows specific rules depending on the noun.

3.9.1 Singular Nouns Not Ending in S

Add “’s” to form the plural.

• Example:

• Project manager’s report Inspector’s findings

• Client’s requirements

3.9.2 Singular Common Nouns Ending in S

Add “’s” to form the possessive.

• Example:

• Boss’s office

• Witness’s statement Process’s outcome

3.9.3 Singular Proper Names Ending in S

Use only an apostrophe to form the possessive.

• Example:

• James’ proposal

• Harris’ blueprint

• Lucas’ presentation

3.9.4 Plural Nouns Not Ending in S

Add “’s” to form the possessive.

• Example:

• Alumni’s contributions

• Women’s safety gear

3.9.5 Plural Nouns Ending in S

Add only an apostrophe to form the possessive.

• Example:

• Contractors’ trucks Architects’ plans

• Electricians’ tools

3.9.6 Nouns Plural in Form, Singular in Meaning

Add only an apostrophe to form the possessive.

• Example:

• Physics’ principles Economics’ impact

• United Nations’ charter

Apply the same principle when a plural word is part of the formal name of a singular entity.

• Example:

• Jacobs’ portfolio United States’ infrastructure

• General Dynamics’ contracts

3.9.7 Nouns Identical in Singular and Plural Forms

Treat them the same as plurals, even if the meaning is singular.

• Example:

One species’ habitat

• Two species’ adaptations

• Lone series’ data

3.9.8 Pronouns

Personal, interrogative, and relative pronouns have distinct possessive forms that do not use an apostrophe.

• Example:

• Mine

• Ours

Your

• Yours

• His Hers

• Its

• Theirs

• Whose

would use pronouns that corresponded with their own gender. However, these approaches can be limiting and outdated. Constructions like “he or she” or “him or her” are also wordy and cumbersome.

3.10 Pronouns

A pronoun is a word that replaces a noun or noun phrase, helping to make sentences more concise and avoid unnecessary repetition. Follow standard conventions regarding their case (subject, object, possessive) and person (first, second, third).

The most familiar type of pronoun is the personal pronoun.

• Example:

• I

• You He

• She

• It We

• You

• They If you are using an apostrophe with a pronoun, always double-check to be sure that the meaning calls for a contraction such as “you’re,” “it’s,” “there’s,” or “who’s.”

When referring to companies or organizations, the preferred pronoun to use is the pronoun “it.”

• Example:

• CHA is a full-service engineering firm. It provides services to a variety of clients.

3.10.1

They, Them, Their

When referring to a person whose gender is unknown or unspecified, the singular “they,” “them,” or “their” is often the best choice. Traditionally, the pronouns “he,” “him,” and “his” were used in such cases, or some authors

More information about the use of gender-neutral pronouns can be found in 9.7.3 Pronouns.

3.11 Sentences

A sentence is a group of words that expresses a complete thought, typically containing a subject and a predicate, and ending with punctuation such as a period, question mark, or exclamation point.

3.11.1

Simple Sentences

Sentences should have a strong, identifiable subject and verb. Use a single space between sentences.

3.11.2 Compound Sentences

Compound sentences combine two independent clauses or sentences.

These clauses can be joined by a coordinating conjunction (e.g., and, but, for, etc.) or a semicolon. Place a comma in front of the coordinating conjunction when separating independent clauses. Do not use a comma when there is no subject for the second clause or the subject of the second clause is the same as the first.

• Example:

• The director started the project, but he resigned after the design phase.

• The director started the project; he resigned after the design phase.

• The director started the project but resigned after the design phase.

3.11.3

Fragments

Fragments are incomplete sentences. Fragments occur when a sentence lacks a subject or verb. Avoid them.

3.11.4

Run-on Sentences

Run-on sentences combine two or more independent thoughts using punctuation or conjunctions incorrectly. Run-on sentences come in three types:

• Fused Sentence: Clauses are joined with no punctuation.

• Comma Splice: Clauses are joined using only a comma.

• Polysyndeton: Sentence uses too many conjunctions. Polysyndetons are what most of us think of as run-on sentences. These sentences contain multiple conjunctions connecting several clauses, which can be confusing.

• Confusing:

• The engineers refurbished the bridge, and the city was pleased with the result, so the city decided to select the engineers to work on another bridge, but they could not work on it due to schedule conflicts.

You can often make your writing more concise by omitting conjunctions or other transitional words. A basic rule of thumb is that if you have more than three conjunctions or transitions in a sentence, it can be divided into separate sentences or written more concisely.

• Concise:

• The city was pleased with the engineers’ bridge refurbishment. The city selected the engineers to work on another bridge, but they declined due to schedule conflicts.

3.12 Paragraphs

Paragraphs are collections of related sentences that support a single main idea. You should create a new paragraph when introducing a new thought or idea. Effective paragraphs contain a well-developed topic sentence, supporting sentences, and a transition to the next paragraph.

Paragraphs should neither be too long nor too short. One-sentence paragraphs break the writing flow and often fail to express an idea fully. Paragraphs that are too long are hard to read and often bury the main idea. The preferred length is between three and six sentences.

3.13 Verbs

Verbs are action words that express what the subject of a sentence does, experiences, or is. They are essential to clear and effective communication, helping to convey actions, states of being, and the timing of events.

3.13.1 Split Infinitives

The infinitive form of a verb is its basic form, usually preceded by the word “to.” Generally, avoid splitting infinitives by inserting words between “to” and the verb.

• Incorrect:

The demolition crew was hired to entirely destroy the building.

• Correct:

• The demolition crew was hired to destroy the building entirely.

However, it is sometimes acceptable to split an infinitive to convey specific meaning or avoid awkward phrasing.

• Acceptable:

• The volunteers wanted to really help the community.

3.13.2 Multi-word Compounds

When multiple words act as a single verb, they form a compound verb (e.g., had eaten, was building, has been performed). Generally, avoid splitting multi-word compound verbs by inserting words or phrases between their parts.

• Incorrect:

• We approached the tree that we had early last spring planted in the meadow.

• Correct:

• We approached the tree that we had planted in the meadow early last spring.

In some cases, splitting a compound verb is acceptable if it clarifies meaning or prevents awkward phrasing. This case often occurs when using the passive voice.

• Acceptable: The budget was tentatively approved.

3.13.3 Subject-Verb Agreement

A sentence’s subject and verb should agree in number. Singular subjects require singular verbs, while plural subjects require plural verbs.

• Incorrect:

• The trains travels over the bridge every morning.

• Correct:

• The trains travel over the bridge every morning.

Collective Nouns: Collective nouns refer to a group of people, places or things (e.g., company, staff, team, etc). Collective nouns are treated as singular and require singular verbs.

• Singular:

• The company provides engineering and planning services.

• Singular:

Our staff is highly qualified.

You can use a plural verb with a collective noun to emphasize the individual members of the group, but it is often clearer to use a singular verb or rephrase the sentence.

• Singular Focus:

• CHA’s staff has developed thousands of projects.

• Plural Focus:

• CHA’s staff have developed thousands of projects.

• Preferred Plural Focus:

CHA’s staff members have developed thousands of projects.

3.13.4 Verb Tenses

Verb tenses indicate the timing of an action, event, or condition. Using the correct tense is crucial for conveying the proper sequence of events and promoting clarity in your writing.

Present Tense: Use the present tense to describe current actions, general truths, or habitual actions.

• Example:

• CHA provides comprehensive engineering services.

Past Tense: Use the past tense to describe actions or events that have been completed.

• Example:

CHA completed the project ahead of schedule.

Future Tense: Use the future tense to describe actions or events that will occur.

• Example:

• CHA will expand its services next year.

Consistency: Maintain consistent verb tense within a sentence or paragraph unless a shift in time is required for clarity.

• Incorrect:

• The team develops the plan and presented it to the client.

• Correct:

• The team developed the plan and presented it to the client.

Shifting Tenses: When discussing different timeframes within the same sentence or paragraph, make sure that the shift in tense is logical and clear.

• Example:

• The project was challenging at first, but the team is now confident in its approach.

The team developed the plan and presented it to the client.

4.0 PUNCTUATION

4.1 Ampersand (&)

Do not use an ampersand instead of “and” in sentences.

• Incorrect:

• Designers, planners & surveyors prepared the design, plans & surveys.

• Correct:

• Designers, planners and surveyors prepared the designs, plans and surveys.

Use an ampersand in company or brand names and common expressions.

• Example:

• Barnes & Noble

• R&D

Ampersands can be used in headlines, non-sentence bullets, and social media posts for brevity.

• Headlines:

Innovation & Efficiency Drive CHA’s Latest Project

• Safety & Sustainability: Top Priorities for Construction

• Client Satisfaction & Growth at the Forefront of 2024 Plans

• Bullets:

• Cost-saving & energy-efficient solutions

• Streamlined processes & improved results

Safety protocols & compliance checks

• Social Media:

• Excited to share our latest project! Improving public safety & efficiency in Boston. #theCHAway

4.2 Apostrophe (‘)

Apostrophes are used primarily to make nouns possessive and form contractions.

4.2.1 Possessive Nouns

Apostrophes are used to make common nouns and proper nouns possessive.

Singular Noun Doesn’t End in S: Add an “’s” to a singular word to form the possessive.

• Example: Jennifer read Carl’s book.

Singular Noun Ending in S: Add only an apostrophe to a proper noun ending in “s” to form the possessive.

• Example:

• Jennifer read Jess’ book.

Word Ends in S: Add an apostrophe to a word ending in “s” to form the possessive.

• Example:

• Jennifer read the librarians’ books.

Word Ending in S Before Word Beginning with S: If the next word after a singular word ending in “s” begins with an “s,” add only an apostrophe to form the possessive.

• Example:

• Jennifer read Chris’ script.

Single Number: Add an “’s” to a single number to form the possessive.

• Example:

• The number 7’s influence on my luck this month has been uncanny.

Multi-Digit Number: To create the possessive form of a multi-digit number, add an apostrophe to the plural.

• Example:

• The 1970s’ influence on the work that followed was unmistakable.

You can use an apostrophe or the “of” construction to indicate the amount of experience:

• Apostrophe: Jim has 24 years’ experience in design.

•“Of” Construction:

• Tom has 14 years of experience in planning. Only use the “of” construction when using adjectives with experience.

• Example:

• Kathy has 30 years of design, planning and management experience.

4.2.2 Plurals

Do not use apostrophes for plurals of numbers or multi-letter combinations.

• Incorrect:

• 1990’s

• Two 727’s

• In the high 80’s

• Eight RFP’s

• Correct:

• 1990s

• Two 727s In the high 80s

• Eight RFPs

Foot and Inch Marks: Lengths given in feet and inches can be abbreviated using apostrophes. A single apostrophe (’) usually stands for feet. A double apostrophe (’’) or quotation mark (”) may indicate inches.

• Example:

• The pole is 17’6” long. The 17’6” long pole is aluminum.

4.2.3.

Contractions

Contractions combine two words by omitting certain letters and replacing them with an apostrophe (e.g., don’t, I’ve, they’re, etc.). They can make your writing more conversational and approachable, which is useful in informal communications or when conveying a friendly tone. However, in formal or technical writing, such as technical reports or deliverables, contractions are generally avoided to maintain a professional and authoritative voice.

4.2.4.

Plurals

Apostrophes are not used to form plurals in almost all cases. The one exception to this rule is the plural form of lowercase letters. An apostrophe is used for clarity in this case.

• Example:

• Don’t forget to dot all your i’s.

4.3 Colon (:)

Colons provide a clear signal that something important is about to follow. They are most used to introduce lists, whether in sentence form or as bulleted points. Capitalize the word after a colon if it begins a complete sentence or is a proper noun.

• Example:

We provided four different services: design, planning, surveying, and management.

In bulleted lists, capitalize the first word of each bullet. End the bullet with a period if it is a complete sentence, and use all other appropriate punctuation. If using a mix of sentences and fragments in a bullet list, defer to ending all bullets with a period.

• Example:

The services we provided include:

• Design

• Planning Surveying

• Management

4.4 Comma (,)

Commas are essential for clarity and flow in writing. Understanding when and how to use commas can prevent misinterpretation and enhance the readability of your work.

4.4.1 Serial or Oxford Comma

The serial comma, or Oxford comma, is useful when listing complex items to avoid confusion. Use it when your list has four or more items or when the items consist of more than one word. Simple one-word lists with three items typically do not need a serial comma, unless omitting it could lead to ambiguity.

• Complex List:

• We provided survey, preliminary and final design, public outreach, and construction administration services.

Our team designed the bridge, road, pipeline, signage, and sidewalk.

• Simple List:

• We surveyed the road, bridge and culvert.

However, if a simple list could be misinterpreted, it’s safer to include the serial comma.

• Misleading:

• I work with the engineering team, Adam and Jane. (Without the serial comma, “Adam and Jane” could be misread as being the only members of the engineering team rather than in addition to the engineering team.)

• Clear:

• I work with the engineering team, Adam, and Jane.

To maintain consistency, decide whether to use the serial comma in simple lists and stick with your choice throughout the document.

4.4.2

Compound Sentences

When joining two independent clauses with a coordinating conjunction (e.g., and, but, for, etc.), always place a comma before the conjunction. If the subject of both clauses is the same and isn’t repeated, no comma is needed.

• Example:

The project manager led the design phase, but he handed over the construction phase to another team.

• The project manager led the design phase but handed over the construction phase to another team.

• The project manager led the design phase; he handed over the construction phase to another team.

4.4.3

Comma Splices

Comma splices occur when two independent clauses are improperly connected with just a comma. Avoid them.

• Comma Splice:

• The engineers completed the structural analysis, the client approved the plans.

Divide the clauses into two sentences instead.

• Correction:

• The engineers completed the structural analysis. The client approved the plans.

4.4.4 Cities and States

When writing city and state names together, always use a comma to separate them and include another comma after the state if the sentence continues.

• Example:

We opened an office in Albany, New York, and expanded operations across the state.

The project site is located in Austin, Texas, which has seen significant growth in recent years.

4.4.5 Month-Day-Year Date

When writing full dates, use a comma after the day and after the year.

• Example:

• The contract was signed on June 10, 2021, and construction began shortly after.

4.4.6 Quotation Marks

Always place commas inside quotation marks, whether they are used in dialogue, when listing titles, or used any other time.

• Example:

• “The site survey is complete,” the engineer said, “and we’re ready to move forward.”

• The client requested revisions to “Section A,” “Section B,” and “Section C.”

4.5 Hyphens and Dashes (- – —)

Hyphens and dashes help to structure information, clarify meaning, and emphasize key details. They can be used to connect words, indicate ranges, and set off important information.

4.5.1 Hyphen ( - )

Hyphens are essential for forming compound terms, helping to join words that create a single cohesive meaning. They prevent ambiguity and provide clarity.

• Example:

We provided state-of-the-art equipment for the project.

• The team is responsible for on-site inspections.

• The blueprint includes a detailed step-by-step guide.

Hyphens are also used to divide words at the end of a line or to indicate a missing element, as in “short- and long-term planning.”

Hyphens are also used to indicate ranges, such as dates or measurements. When using a hyphen to indicate a range, add a space to either side of the hyphen.

• Example:

• The project timeline is set for September 2023 - March 2024.

• The road will be widened by 20 - 30 feet.

4.5.2 En dash ( – ) (the width of n)

The en dash (Ctrl+Minus (on the numeric keypad) or Alt and type 0150) is a mid-sized dash that is slightly longer than a hyphen but shorter than an em dash. While an en dash can be used to indicate ranges, such as dates or measurements, CHA’s style preference is to use a hyphen.

4.5.3 Em dash ( — ) (the width of m)

The em dash (Ctrl+Alt+Minus (on the numeric keypad) or Alt and type 0151) is the longest sized dash. Avoid using the em dash, as it can make your text appear awkward.

4.5.4 Compound Modifiers

Hyphenate compound modifiers when they appear before a noun to create a single clear concept.

• Example:

The team presented a well-thought-out plan.

• We implemented a cost-effective solution. Do not hyphenate the adverb “very” and adverbs that end in “ly.”

• Example:

• We inspected the very old bridge over the river. We installed an environmentally friendly building system.

The project received Locally Administered Federal-Aid (LAFA) funding.

4.5.5 Prefixes

Use hyphens with prefixes to avoid confusion, especially when the prefix ends and the root word begins with the same vowel, or when the combination would otherwise be awkward.

• Example:

• We had to re-evaluate the design for compliance. The post-2020 guidelines require additional safety measures.

When attaching a prefix to a proper noun or date, always use a hyphen.

• Example:

• The pre-WWII building codes were revised in 2021 to meet post-2020 guidelines.

You can also use a hyphen if the word has a different vowel but would look odd.

• Example:

• We will de-ice the plane.

You can also hyphenate prefixes to avoid ambiguity.

• Example: resign/re-sign

• recovered/re-covered.

Double vowels are the accepted prefix form in some words, such as “coordinate” and “cooperate.”

4.5.6 Suffixes

Hyphens are less common with suffixes, but they are used with certain ones like “–able,” “-elect,” “-like,” and “–wise.”

• Example:

The president-elect will address the new policies.

• The design has a sculpture-like feature.

4.5.7 Suspended Hyphens

Suspended hyphens can be used when two phrases share the same final element. This usage is common in technical and project documentation.

• Example:

• We offer both pre- and post-construction services.

• The contract covers both short- and long-term projects.

4.5.8 Span or Range

Use a hyphen (-) or en dash (–) to indicate a span or range, whether it’s in measurements, time frames, or any sequence.

• Example:

• The pipe installation will take 5–7 days.

• The bridge will span 10 - 20 miles.

Suspended hyphens can also clarify ranges within compound phrases.

• Example:

• The project will take 10- to 15-months to complete.

4.5.9 Clauses

Em dashes are effective for setting off clauses and adding emphasis, but CHA’s style preference is to avoid the use of the em dash.

Use dashes thoughtfully, as overuse can make your writing choppy.

4.6 Exclamation Point (!)

Use exclamation points sparingly for moments that truly warrant emphasis. Overusing exclamation points can undermine your message, making it seem less credible. Stick to one exclamation point at a time to avoid overstatement.

• Example:

• Watch out for the crane overhead!

The entire team celebrated the project’s success!

4.7 Parentheses ( )

Parentheses are useful for adding supplementary information or clarifying details, but you should avoid overusing them. Use parentheses to include non-essential information without disrupting the main narrative. Periods and question marks go outside the closing parenthesis if the words inside do not form a complete sentence.

However, if the content inside the parentheses is a full sentence, the punctuation goes inside.

• Example:

• The new bridge (completed ahead of schedule) has already improved traffic flow.

• The engineer reviewed the plans (which were submitted last week) before the meeting.

We installed the HVAC system on Friday. (The client had requested an expedited timeline.)

Did the contractor (John Smith) approve the change order?

4.8 Periods (.)

A period is a fundamental punctuation mark used primarily to signal the end of a sentence. Standard practice is to use a single space after a period.

• Example:

• The site inspection was completed on July 15, 2024.

• We need to consult with the MEP (mechanical, electrical, and plumbing) engineers.

• Our headquarters is located in Albany, NY.

Please confirm if the delivery will arrive by 4 p.m. Periods belong inside quotation marks and outside parentheses when the parenthetical content is not a complete sentence. When the content inside the parentheses forms a complete sentence, place the period inside.

• Example:

• The contractor’s report stated, “All safety protocols were followed.”

• The new standards for the project have been issued (see Appendix A for details).

• The project was approved by the CEO. (The approval process took three months.)

Periods are used to write some abbreviations.

Appendix A: General Acronyms and Abbreviations includes a list of common abbreviations that use periods.

4.9 Ellipsis (…)

An ellipsis is a series of three dots that can indicate omitted words, pauses in thought, or unfinished sentences. While an ellipsis can be useful for creating emphasis or implying continuity, it should be used sparingly and correctly to maintain clarity and avoid ambiguity. Include a space before and after an ellipsis whenever one is used.

4.9.1

Omission of Words

Use an ellipsis to indicate omitted words in a quote, making sure that the omission does not alter the original meaning.

• Example:

“The project required extensive planning … before construction could begin.”

4.9.2

Unfinished Sentences

In informal writing, an ellipsis may suggest an incomplete thought, leaving the reader to infer the rest.

• Example:

“If we had more resources …”

4.10 Question Marks (?)

Question marks serve a similar purpose as periods, indicating the end of a sentence that is a direct question. Avoid using question marks with indirect questions.

• Example:

The contractor asked when the materials would arrive.

When will the materials arrive?

4.11 Quotation Marks (“ ”)

Quotation marks indicate direct quotations and titles of short works. Follow the rule of placing periods and commas inside the quotation marks. Use single quotation marks for quotes within quotes. Dashes, semicolons, and exclamation points are put within quotation marks when part of a quote. They go outside the quotation marks when they apply to the whole sentence.

• Example:

• “The new bridge is a significant achievement,” said the project manager, “and will serve the community for decades.”

• The client asked, “Is the project on schedule?”

• He shouted, “Watch out!”—right before the bridge collapsed.

4.12 Semicolon (;)

The semicolon links closely related independent clauses. Use it when you want to show a connection between two ideas without starting a new sentence.

• Example:

• The project manager reviewed the blueprints; the engineers prepared for the site inspection.

Use a semicolon to separate long phrases in a list or segments that use commas.

• Example:

• The renovation included updates to the HVAC system; improvements to the lighting, plumbing, and electrical systems; and a complete overhaul of the building’s facade.

We have to go down to the pier to inspect the shoreline; walk across the boardwalk to view construction progress; and drive to the station to purchase three one-way train tickets back home to Colonie, New York.

We have offices in Evansville, Indiana; Charlotte, North Carolina; and Colonie, New York.

The project reconstructed the parking lot; remodeled the entrance, third floor, gallery, and

swimming pool; upgraded the electrical, gas and water systems; and repainted the building.

Use a semicolon before a coordinating conjunction (e.g., and, but, for, however, etc.) if extensive punctuation is used in one or more of the clauses. However, it is usually better to break the clauses into separate sentences.

• Example:

• We reviewed the structural integrity of the bridge; however, further tests are required before final approval.

We have to go down to the pier to inspect the shoreline, view construction progress, and meet with the team; but we will not have enough time to drive to the station.

Avoid semicolons when a period would suffice. Periods prevent any potential confusion about the end of a sentence.

4.13 Slash (/)

Use a slash, rather than a hyphen, for constructions such as “and/or,” “either/or,” “over/under.” Do not use a space on either side of the slash.

The project manager reviewed the blueprints; the engineers prepared for the site inspection.

5.0 NUMBERS AND FIGURES

Numbers are often used in all forms of marketing and technical documentation. This section outlines the correct usage of numerals, figures, and other related elements to promote clarity.

5.1 Numerals

Spell out numbers one through nine. Use numerals for 10 and above.

• Example:

• The team installed three beams on Monday. They will install 12 more by the end of the week. However, there are exceptions to this rule.

Beginning of Sentence: Spell out numbers at the start of a sentence except for years.

• Example:

• Six people attended the conference.

• Fifty-three samples were taken. 2005 was when it happened. Avoid starting a sentence with complex large numbers. Rewrite the sentence to use numerals.

• Awkward:

• Three-hundred-and-forty-five parking spots were added to the parking lot.

• Concise:

• The parking lot now has an additional 345 parking spots.

Ages and Dates: Use numerals for ages and dates. Spell out ages only at the start of a sentence.

• Example:

• The bridge is 5 years old. The 5-year-old bridge is still in good condition.

• The 20-year-old runway was replaced last year.

• Eighty-year-old structures are within the project site. The groundbreaking ceremony was held on May 15, 2022.

Ages and dates should be written using numerals. The exception is when writing an age at the start of a sentence; however, you should try to rewrite the sentence to avoid doing so. This style preference overrides the standard use of spelling out numbers one through nine.

Consistency: If you use numerals once, use them throughout the sentence to remain consistent.

• Example:

• There were 12 cranes on site, and 6 of them were operational.

Counts of Numerals: Use both words and numerals to count items with numeric elements. The counting number should be spelled out, and the numeric element should use a numeral. This style preference overrides the standard use of numerals for 10 and above for the counting number.

• Example:

• The team installed three 12-foot poles. The project was funded through twelve $3 million grants.

The materials included twenty-seven 2-inch-long nails.

5.2 Addresses

Spell out numbered streets nine and under. Use abbreviations for street types (e.g., Ave., Blvd., St., etc.) with a numbered address. Spell them out when not paired with a numbered street address.

• Example:

The new office is located on Ninth Avenue.

• The client’s office is located on 15th Street.

• Their office is located at 7 Erie Ave.

• Their headquarters is located on Erie Avenue.

5.3 Ages

Use numerals for ages. Hyphenate ages when used as an adjective or a noun.

• Example:

• The contractor hired a 25-year-old apprentice.

• The assignment involved feedback from 12-yearolds at the local school.

• The 27-year-old runway was replaced.

No Hyphen After Noun: Do not hyphenate when the age is used as an adjective after a noun.

• Example:

The bridge is 20 years old.

Beginning of Sentence: Ages should be spelled out when written at the beginning of a sentence. However, you should try to rewrite the sentence to avoid starting it with an age since doing so can make your sentence appear awkward.

• Awkward:

• Twenty-two-year-old students attended the conference.

• Preferred:

• The conference was attended by 22-year-old students.

5.4 Dates

Spell out numbers one through nine and use numerals for 10 or more for centuries, decades, years, and dates.

• Example:

• The building was constructed in the 21st century. The firm has been operating for five decades.

• The project started on June 5, 2023.

Apostrophes in Dates: Use an apostrophe when omitting numbers and add an s to indicate plural decades.

• Example:

• The bridge was rebuilt in the ‘90s.

• Design trends from the 1980s influenced the project.

5.5 Decimals

Use a period and numerals for decimals.

• Example:

• The concrete mix requires 5.75 cubic yards.

Leading Zero: Include a leading zero for decimals less than one.

• Example:

• The tolerance is 0.24 inch.

Rounding: Use a period and numerals when rounding decimals. Remember to round up if the number is greater than five and round down if the number is less than five. Generally, do not exceed two or three decimal points when rounding.

• Example:

• The project cost about $2.25 million.

• The length of the bridge was measured at 123.456 meters.

5.6 Fractions

Spell out fractions that are less than one. Use a hyphen (-) to combine the numerals.

• Example:

• The beam was two-thirds of the specified length. Use Numerals for Larger Fractions: Use numerals for amounts larger than one or amounts as needed in technical documents. Convert to a decimal if the fraction is difficult to interpret.

• Example:

• The steel bars are 1.5 times stronger than the previous batch.

5.7 Millions, Billions, Trillions

Use a numeral followed by the appropriate word. No hyphen is necessary. The dollar sign ($) is included before the numeral without a space.

• Example:

• The project cost is estimated at $2.3 million. The $13.8 million expansion will be completed in the fall.

Rounding: Round to decimal places if necessary.

• Example:

• The company invested $3.75 billion in infrastructure.

5.8 Percent, Percentage, Percentage Points

Use the percent symbol (%) directly after numerals with no space.

• Example:

• The project’s completion rate increased by 15.3% this quarter.

• About 60% of residents agreed with the solution. Numerals for Percentages: Always use numerals for percentages.

• Example:

• Construction costs rose 2% last year.

Less Than 1%: Use a leading zero for amounts less than 1%.

• Example: The deviation was only 0.8%.

5.9 Telephone Numbers

Use a standard, recognizable format for phone numbers. Do not use periods to separate digits.

• Example:

For inquiries, contact us at (555) 123-4567.

• For inquiries, contact us at 555-123-4567.

Extensions: Use a comma to separate the main number from an extension.

• Example: For inquiries, contact us at (555) 123-4567, ext. 1.

• For inquiries, contact us at 555-123-4567, ext. 1.

5.10 Temperatures

Use numerals and decimals for temperatures.

• Example:

• The concrete must be poured at 75 degrees Fahrenheit for proper curing.

• The concrete must be poured at 85.5°F for proper curing.

• The temperature dropped to 20 C.

The degree symbol (°) is not required; however, if you choose to use it, be consistent with its usage throughout the document.

5.11 Time

Use numerals for time of day. Spell out numbers less than 10 when used alone or in modifiers.

• Example:

• The crew worked for nine hours straight. We have a five-minute window to complete the task.

Our team will arrive at 10:30 a.m. tomorrow.

• The contractor will arrive at 11 a.m.

The preferred format for abbreviating the Latin phrases ante meridiem (before noon) and post meridiem (after midday) is to use lowercase letters with a period following each letter. The abbreviation should be separated from the numerals by a single space.

• Example: 7:00 a.m.

• 3:30 p.m.

AM and PM are acceptable variations of a.m. and p.m.

• Example:

• 7:00 AM

• 3:30 PM

5.12 Units of Measure

Use numerals for units of measure. Be consistent whether you use abbreviations or full words.

• Example:

• The wall is 12 feet high. The tank holds 500 gallons.

• The 200 SF room will be renovated. Use lowercase forms unless capitalization is required.

• Incorrect:

• 12 Feet

• 12 FT 14 Gallons per minute

• 14 GPM

• Correct:

• 12 feet

• 12 ft

• 14 gallons per minute

• 14 gpm

Adjective Form: Hyphenate numerals and units of measure when they modify a noun.

• Incorrect:

17-FT-6-IN pole

• 22-mi. highway

• We installed a 12 inch long pipe.

• Correct:

• 17-foot-6-inch pole

• 22-mile highway

We installed a 12-inch-long pipe.

Adjective forms used after a noun are generally spelled out.

• Example:

The bridge is 24 feet long, 10 feet wide, and 3 feet high.

Punctuation often varies when abbreviating units of measure. Follow common practices and be consistent in your usage. Appendix D: Units of Measure includes a list of common abbreviations for units of measure.

Foot and Inch Marks: Lengths given in feet and inches can be abbreviated using apostrophes. A single apostrophe (‘) usually stands for feet. A double apostrophe (’’) or quotation mark (”) may indicate inches.

• Example:

• The pole is 17’6” long.

• The 17’6”-long pole is aluminum.

Units Less than One: When using a type of measure with a unit less than one, the singular form of the type of measure is preferred. This rule commonly applies to measures of distance.

• Example:

The park is 0.4 mile from the library.

6.0 NAMES AND THINGS

Whether you’re referring to a specific project, location, organization, or professional title, the correct capitalization and formatting of names helps promote clarity and professionalism in your communication. This section provides guidelines on how to handle proper names, titles, addresses, and other critical terms.

6.1 Proper Names

Capitalize common nouns that are integral to the full name of a place of structure. Lowercase them when used alone or in a general context.

• Example:

• We completed the design for Westmore Avenue. The avenue required extensive drainage work.

• The new project is located near the Mississippi River. The river’s flow patterns influenced the design.

Lowercase “state” when referring to a location but capitalize it when referring to a government entity.

• Example:

• We drove through the state of New Jersey.

The State of New Jersey funded the bridge construction. Words like “city,” “town,” and “state” are capitalized only when part of a proper noun. Lowercase them when used alone, even if used in place of the formal name.

• Incorrect:

• The city of Springfield hired us for the job. The City’s roads were in disrepair.

• Correct:

The City of Springfield hired us for the job. The city’s roads were in disrepair. Some government bodies or organizations may prefer to capitalize terms like “city” or “authority” when used in place of their formal name. Adjust your writing to match their preferred usage.

• Example:

The Indianapolis Airport Authority contracted CHA for the terminal expansion project. We exceeded the Authority’s expectations by completing the project within two weeks.

6.2 Cities, States, and Countries

Spell out “United States” on first use. “U.S.” is acceptable for subsequent references. In headlines, use US (no periods). USA (no periods) is the abbreviated form for United States of America. Always write out the names of other countries.

• Example:

• We are located throughout the United States and Canada. Our offices in the U.S. and Canada are listed on our website.

Lowercase “state” when referring to a location but capitalize it when referring to a government entity.

• Example:

• We drove through the state of New Jersey.

• The State of New Jersey funded the bridge construction.

Spell out state names fully when paired with a city and include a comma between the city and state.

• Example:

The new office is located in Springfield, Illinois.

• Other offices located in Buffalo, New York, and Atlanta, Georgia, can assist you.

You can also use two-letter postal codes when listing multiple locations.

• Example:

• Our projects span across Springfield, IL; Buffalo, NY; and Orlando, FL.

The term “commonwealth” is used in the official state names of four US states: Kentucky, Massachusetts, Pennsylvania, and Virginia. This distinction is only necessary in formal uses.

• Example:

• The Commonwealth of Kentucky filed a suit. For simple geographic reference, use ”state.”

• Example:

• We recently completed a project in the state of Kentucky.

Words like “city,” “town,” and “state” are capitalized only when part of a proper noun. Lowercase them when used alone, even if used in place of the formal name.

• Incorrect:

• The city of Springfield hired us for the job. The City’s roads were in disrepair.

• Correct:

• The City of Springfield hired us for the job. The city’s roads were in disrepair.

Some government bodies or organizations may prefer to capitalize terms like “city” or “authority” when used in place of their formal name. Adjust your writing to match their preferred usage.

• Example:

• The City of Hershey is one of our most valued clients. We look forward to working with the City on this exceptional project.

6.3 Formal Titles

Capitalize titles before a person’s name but lowercase them when used alone or set off by commas.

• Example:

Vice President Jane Doe attended the site inspection.

The vice president attended the site inspection.

• Jane Doe, the vice president, attended the site inspection.

Do not capitalize titles that are job descriptions.

• Example:

Project manager John Doe led the meeting.

• John Doe is the project manager for this site. If uncertain whether to capitalize a title, choose a construction where it would be lowercase.

6.4 Academic Degrees and Certifications

Use abbreviations like “B.A.,” “M.A.,” “Ph.D.,” and “PE” after a full name. Set them off with commas.

• Example:

Jane Doe, PE, led the engineering team.

• The report will be reviewed by John Doe, PE, Ph.D., and Jane Doe, PE.

Punctuation for degrees and certifications can vary. Appendix B: Education Degrees includes a list of commonly used degrees and certifications.

Avoid using abbreviations after just a last name or by themselves.

• Incorrect:

• Ms. Doe, PE, will lead the engineering team.

• The PE will review the report.

Use an apostrophe in phrases like “bachelor’s degree” and “master’s.” Do not use an apostrophe in phrases like “Bachelor of Arts” and “Master of Science.”

6.5 Company Names

Follow the spelling and style preferred by the company.

• Incorrect: We partnered with Jacob’s on the infrastructure project.

• Correct:

• We partnered with Jacobs on the infrastructure project.

Use an ampersand (&) if it is part of the company’s name.

• Incorrect:

• The contract was awarded to Johnson and Johnson.

• Correct: The contract was awarded to Johnson & Johnson.

Lowercase “the” unless it is part of the company’s formal name.

• Incorrect:

• We received a proposal from The Smith Group.

• The construction was completed by the Turner Corporation.

• Correct: We received a proposal from the Smith Group.

• The construction was completed by The Turner Corporation.

6.6 Departments, Divisions, Company Units, and Agencies

Use the full name on the first reference.

• Incorrect:

• The project was reviewed by the EPA for compliance.

• Correct:

• The project was reviewed by the Environmental Protection Agency (EPA) for compliance. Use acronyms for subsequent references.

• Incorrect:

• The Department of Transportation (DOT) approved the new highway design. The Department of Transportation will oversee the construction.

• Correct:

The Department of Transportation (DOT) approved the new highway design. The DOT will oversee the construction.

Lowercase words like “department, “agency,” and “organization” when used alone unless the organization prefers capitalization.

• Incorrect:

• The Engineering Department submitted the final design.

• According to the National Park Service (NPS), the project must meet strict environmental guidelines. The park service is known for its rigorous standards.

• Correct:

The engineering department submitted the final design.

According to the National Park Service (NPS), the project must meet strict environmental guidelines. The Park Service is known for its rigorous standards.

6.7 URLs and Websites

Spell out the full URL.

• Incorrect:

• For more information on the project, visit exampleconstruction.com.

• Correct:

• For more information on the project, visit www.exampleconstruction.com.

Break long URLs into two or more lines without punctuation.

• Example:

• Please download the report at www. exampleconstruction.com/reports/2024-roadconstruction-project-summary.

If the URL does not fit on one line, you can also separate it with a hard return or line break.

• Example:

• Please download the report at

• www.exampleconstruction.com/reports/2024road-construction-project-summary.

Omit “http://” or “https://” unless needed for clarity.

• Incorrect:

• Visit our site at http://www.exampleconstruction. com for updates.

• Visit our secure site at secure. exampleconstruction.com for confidential updates.

• Correct:

• Visit our site at www.exampleconstruction.com for updates.

• Visit our secure site at https://secure. exampleconstruction.com for confidential updates.

6.8 File Extensions

Capitalize file extensions without punctuation, such as “JPEG” or “PDF.”

• Example:

Please send me a PDF of the submission. Lowercase file extensions when included with a specific file name and use a period before the extension.

• Example:

• Please send me Project_Documents.pdf.

• Site_Photos.jpg is corrupted.

6.9 Trademarks and Brands

6.9.1

Trademarks

Trademarks are distinctive symbols, words, or phrases legally registered or established by a company to represent a product or service. Proper use of trademark symbols is essential to protect these rights and avoid legal issues. There are two primary symbols:

• ™ (Trademark): Use this symbol for unregistered trademarks. It can be used when a company wants to claim a brand, logo, or phrase as its own, even if it hasn’t been officially registered with the trademark office.

• Example:

• CHA’s new project management software, BuildFast™, is designed for engineering professionals.

• ® (Registered Trademark): This symbol is used only for trademarks that have been officially registered with the appropriate governmental body, such as the U.S. Patent and Trademark Office (USPTO).

• Example:

The EconSafe® concrete mix is now available for use in environmentally sensitive projects.

Proper Use of Symbols: The trademark or registered trademark symbol should be placed immediately after the mark, word, or logo in superscript (™ or ®).

While you do not need to include the symbol every time the trademarked term is used in a document, it should be used at least once in the first instance of the term and the most prominent references.

Legal Requirements: Make sure that trademarked names or phrases are followed by the appropriate symbol, particularly in legal documents, marketing materials, and any formal communication so that the trademark is protected.

Capitalization of Trademarks: Capitalize trademarks when used. If a trademarked term is commonly used in lowercase (e.g., eBay), follow the brand’s preferred capitalization style.

• Example:

• The company’s engineers used FlexSteel™ pipes for the new water treatment facility, enhancing durability and longevity.

Generic Terms: Whenever possible, use a generic term instead of a brand name, especially in technical documentation. Generic terms avoid favoritism and keep the content focused on functionality rather than specific brands.

• Example:

• Instead of referring to Kleenex®, use the term “facial tissue.”

6.9.2 Brands

Capitalize brand names if you need to use them in documentation or communication. However, if the trademark or brand name isn’t essential to the context, consider substituting it with a generic term to maintain neutrality.

• Example:

The crew used a Caterpillar® excavator on the construction site.

Instead of referring to Kleenex®, use the term “facial tissue.”

7.0 LEGAL AND LINGUISTIC INTEGRITY

The words and phrases we choose can have significant legal implications, affecting everything from contract enforcement to liability issues. This section provides guidance on how to navigate language that could carry potential legal ramifications. It also offers strategies to write messages that are not only clear and direct but also legally sound, helping make your communication uphold high standards of integrity and reduce the risk of misinterpretation or legal challenges.

7.1 Potential Legal Ramifications

Using the following terms without proper evidence or substantiation can mislead consumers and potentially result in legal repercussions. Some terms, such as “ensure” or “risk-free,” promise specific outcomes that may lead to legal consequences if results do not meet these expectations. Other terms, such as “copyrighted” or “certified,” suggest proper authorization or authentication, potentially leading to legal consequences if the certification is not valid or substantiated. Before using these terms, any claims associated with these terms must be legitimate and supported by verifiable evidence or certifications.

• Confidential: Implies an obligation to keep information private.

• Copyrighted: Suggests ownership of intellectual property.

• Guarantee/Ensure/Guaranteed: Promises specific outcomes.

• Exclusive: Suggests an absolute, which can be misleading.

• Risk-free: Suggests an absolute, which can be misleading.

• Certified: Implies that a product or service meets specific standards or qualifications.

• Verified: Suggests that a claim or statement has been confirmed or authenticated.

7.2 Writing Stronger Messages

When crafting communication materials, it’s crucial to use clear, precise language that accurately conveys the intended message. Certain words and phrases, while commonly used, can introduce ambiguity, exaggeration, or misleading implications. By carefully considering phrasing and adhering to these guidelines, we can enhance the clarity and effectiveness of our communication, making our messages resonate with accuracy and integrity.

7.2.1 Lack of Precision

Ambiguous or vague words and phrases denoting quantity lack precision and clarity, potentially causing confusion or misinterpretation. While these terms are often acceptable when making general marketing statements, providing specifics is preferred.

• Example:

• Many of (e.g., Many of our customers prefer our product.)

• A wide variety of (e.g., We offer a wide variety of colors to choose from.)

• An array of (e.g., Our store features an array of options.)

• Several of (e.g., Several of our models come with advanced features.)

• A host of (e.g., Our company provides a host of services to meet your needs.)

7.2.2

Quantitative Ambiguity

Combined quantities are ambiguous and don’t mean anything under scrutiny. A typical example of a combined quantity is “combined years of experience.” A “combined 80 years of experience” could mean four people with 20 years of experience or 80 people with one year of experience. It is preferred to state each individual’s experience clearly and precisely.

7.2.3 Buzzwords

Common business buzzwords can sound overly corporate. Don’t overuse them; instead, favor less cliched terms in public-facing material.

• Common Buzzwords:

• Synergy

• Holistic Leverage

• Bandwidth

• Deep-dive Unpack

• Customer-journey

• Pain points Next generation

• Buy-in

7.2.4

Superlative Overuse

Excessive superlative qualifiers are often read as superficial. These words should be used sparingly, preferably with evidence. If used, keep these words in the context of what we offer the client.

• Common Superlatives:

• Best

• Best-in-class

• Number one

• Unmatched

• Peerless Unsurpassed

• Top-tier

• Premier Foremost

7.2.5 Experience without Context

The intention of communicating experience is that experience signifies mastery of a concept, but quantity doesn’t necessarily equate to quality. We can say we have 50 years of experience building bridges, but if every bridge we’ve built has failed, then is our 50 years of experience really worth anything? This thought can be applied to all situations where a high quantity is intended to be indicative of quality. Any time we present a quantity of something, we should describe its benefits.

• Example:

• We have 50 years of experience building successful bridges from concept to delivery in only six months without sacrificing safety or structural integrity, an impressive feat for this project type.

7.2.6 Absolutes

Absolutes can be problematic because they often imply a level of certainty or universality that may not always be accurate or achievable. They can lead to skepticism or misinterpretation if not used judiciously. Claims made using absolutes must be substantiated and accurate.

• Free: Often exaggerates claims and can be misleading, implying no cost or risk.

• Absolute: Implies a complete or unconditional quality without exceptions.

• Always: Indicates consistency or permanence without exception.

• Completely: Suggests entirety or thoroughness with no exceptions.

• Exact: Implies complete accordance, which may not always be achievable or necessary.

• Every: Implies all individuals or instances without exception.

• Never: Denotes absence or prohibition of something in all instances

• No effect: Overly absolute; opt for terms like “little or no effect” for more accuracy.

• Totally: Suggests entirety or thoroughness with no exceptions.

7.2.7 Strong Claims

Strong claims, characterized by assertive language and absolute assertions, can influence the audience significantly. However, such claims carry the weight of responsibility, as they must be substantiated and reflect reality. By understanding the implications of these claims and employing them judiciously, we can make our messaging more compelling, credible, and ethically sound.

Often, using the word “help” can soften the strength of the following claims, making them read as more realistic (e.g., help eliminate, help minimize, help prevent, etc.).

• Complete/Total: Specify completion with proper context.

• Eliminate: This claim may not be achievable in all contexts.

• Highest/Maximum: These claims imply we will achieve or provide the most of something. Opt to use these claims sparingly, preferably supported by evidence.

• Immediately: This claim of urgency may not always be achievable. Opt for more realistic terms like “promptly” or “quickly.”

• Minimize/Maximize: These claims imply that we will achieve the most or least, which may not be universally applicable. Opt for terms like “reduce” or “enhance.”

• Optimize/Optimized for: These claims implying a direct improvement should be used with caution and evidence to support them.

• Prevent: This claim may imply absolute protection, which may not be achievable in all situations.

• Protect against or from: This claim can be overly absolute. Opt for more accurate terms like “help protect.”

• Resolve: This claim may imply a guarantee of resolution, which may not be realistic in all cases.

• Solve: This claim may not always be achievable. Opt for terms like “address” or “tackle.” If using the past tense (i.e., solved), provide evidence to support the claim.

• Unique: This claim may be subjective depending on context. Opt for more specific terms like “noteworthy” or “remarkable.”

Strong claims, characterized by assertive language and absolute assertions, can influence the audience significantly.

8.0 ARTIFICIAL INTELLIGENCE

Artificial Intelligence (AI) is transforming the way we work, offering powerful tools that can enhance productivity, creativity, and efficiency. However, with these capabilities come significant responsibilities, especially in the context of using AI within a professional environment. When utilizing any AI language model or GPT (Generative Pre-Trained Transformer) during your employment with CHA, you must adhere to specific guidelines designed to protect both the company and its clients.

AI tools, while advanced, are not infallible. They are intended for informational and business purposes only and should not be seen as substitutes for professional judgment or analysis. AI-generated content must always be carefully reviewed, edited, and fact-checked to confirm accuracy, coherence, and relevance. You also must remain vigilant about data security, especially when dealing with proprietary, confidential, or sensitive information. Understanding and following these AI Conditions of Use is critical to maintaining the integrity and confidentiality of our work.

AI Conditions of Use are subject to change without notice, and your continued use of GPT after any modifications constitutes acceptance of any revised terms.

8.1 AI Conditions of Use

By using AI tools like Microsoft Copilot during your employment with CHA, you must follow several conditions:

• Purpose and Limitations: AI tools are designed to assist with information processing and business tasks. They do not replace professional expertise and cannot guarantee the accuracy or completeness of their outputs. Always verify information independently before relying on AI-generated content.

• Data Security: Be aware that no online service can guarantee absolute security. Avoid sharing confidential, proprietary, or sensitive information during AI interactions. Additionally, check that CHA’s clients have appropriate policies regarding AI usage before disclosing any information.

• Proofreading: All AI-generated content must be thoroughly proofread by a human before being published or shared. Proofreading includes checking for spelling, grammar, and overall accuracy, as well as verifying that the content is factually correct and aligned with the intended message.

• Editing: AI-generated content should be edited for clarity, coherence, and engagement. Check that the content is logically structured and suitable for the target audience.

• Fact-Checking: All factual information, including statistics, data, and claims, must be verified for accuracy. Sources should be checked, and all information must be up-to-date and supported by reliable evidence.

• Starting Point, Not the Finished Product: AI-generated content should be viewed as a draft or starting point. Human creativity, critical thinking, and expertise are essential to refine and finalize the content.

8.2 Microsoft Copilot (Bing Chat Enterprise)

At CHA, the approved AI tool for work is Microsoft Copilot, which combines the generative AI capabilities of Bing Chat with commercial data protection. The benefits of this tool are that user and business data are protected, chat data is not saved, and no one at Microsoft can view or use the data to train underlying models.

To access this service, use your CHA work email ID to log into your enterprise account.

Microsoft Copilot is the only AI-GPT tool approved by CHA for work-related tasks.

8.3 Other AI-GPT Tools

While tools like Google Bard and ChatGPT are popular in the market, they are not recommended for use within the CHA environment for work-related purposes. These tools may expose personal or confidential business data to unauthorized entities, posing significant security risks.

As a result, employees are strongly discouraged from using Google Bard, ChatGPT, or similar AI-GPT tools for any workrelated tasks at CHA.

8.4 Additional Resources

CHA’s IT Department has developed guidelines providing information on Microsoft Copilot (Bing Chat Enterprise), useful information on how to use it, and prompts, including a section specific to marketing prompts. These guidelines can be located on the CHA Intranet.

• Resources:

CHA AI-GPT Overview

• CHA GPT Master Cheat Sheet

• CHA AI Policy

If you have any questions about Microsoft Copilot, please contact a member of CHA’s IT Department.

9.0 WRITING TIPS

Effective writing blends clarity, precision, and engagement. Whether you’re crafting a formal report, a persuasive proposal, or a compelling email, applying a set of general writing principles can significantly enhance the quality and impact of your work. This section will offer practical tips and best practices to refine your writing skills, making your messages not only more readable but also more persuasive and professional.

9.1 Clarity

Clarity is the cornerstone of effective communication. Clear writing is consistent, concise, specific, and well-organized. It allows readers to easily grasp your message and keeps them engaged, reducing the risk of misunderstandings.

To improve the clarity of your writing, consider these quick tips:

• Know your message: Be certain about what you want to communicate before you start writing.

• Assume nothing: Never assume your audience has the same level of knowledge as you.

• Clarify technical terms: Always explain technical jargon and provide context for complex information.

• Stay logical: Present your information in a logical sequence. Describe events in the order they happened.

• Keep it simple: Use short, straightforward sentences with a clear subject and verb.

9.1.1

True Value

When crafting any piece of writing, it’s crucial to identify and emphasize its true value: essentially, the core purpose or thesis behind your message. True value represents the main idea you aim to convey and how every detail within your writing supports this central thesis. Tailor your content to address your audience’s specific interests and needs while minimizing irrelevant information.

Understanding the “why” of your writing involves two key components:

• Our Main Message: Clearly articulate the primary point you want to communicate. For instance, “CHA is the premier choice for your needs, offering expert solutions that stand out in the industry.”

• Audience Expectations: Focus on what your audience is seeking from your writing. Catering to their expectations includes highlighting the services you offer and their benefits, providing evidence, and differentiating yourself from competitors.

Focusing on these aspects can make your writing deliver maximum impact and value.

9.1.2

Knowing Your Audience

Understanding your audience is key to clear communication. While many of our documents are intended for clients and regulators familiar with our work, others may become part of the public record. Writing in plain language helps make your content accessible and easily understood by all readers on their first read. Here are some tips for achieving clarity through plain language:

• Gauge your audience’s expertise: Tailor your writing to what your audience needs and wants to know.

• Organize effectively: Make your content easy to navigate with clear headings, topic sentences, transitions, and lists.

• Choose simple words: Use familiar words and phrases.

• Don’t say: “utilize,” “adjacent to,” “facilitate,” “evidenced.”

• Say: “use,” “next to,” “help,” “showed.”

• Be concise: Write short sentences and paragraphs. Remove unnecessary adjectives and adverbs.

• Be consistent: Use the same terms for the same concepts to avoid confusion.

• Use active voice and positive language: Active voice and a positive tone make your writing more direct and engaging.

9.1.3 Active Voice vs. Passive Voice

The choice between active and passive voice can significantly impact how your message is received. Active voice is direct and dynamic, clearly identifying who is doing what. It engages readers by making the subject of the sentence the doer of the action. Passive voice, while sometimes necessary, can make sentences feel less clear and less engaging by placing the action before the actor or omitting the actor altogether. Understanding when and how to use each voice effectively is key to crafting strong, precise, and impactful communication.

Active Voice: In the active voice, the subject of a sentence directly performs the action.

• Example:

• The client paid for the project.

Passive Voice: In the passive voice, the subject of the sentence receives the action. While sentences written in the passive voice are still accurate, they can feel less direct and engaging.

• Example:

• The project was paid for by the client.

Use active voice to enhance clarity and make your writing more concise.

Active sentences are easier to understand and often require fewer words. Watch out for signs of passive voice, like the words “was” and “by.” If you spot them, try reworking your sentence.

• Example:

• “The project was paid for by the client.” becomes “The client paid for the project.”

Active voice also makes it clear who is responsible for the action. Passive constructions can obscure this, making it seem like things just happen on their own.

• Confusing:

Geotechnical surveys were performed at the project site.

• Clear:

• The crew performed geotechnical surveys at the project site.

While active voice is generally preferred, there are times when passive voice is useful. It can emphasize the action over the subject, maintain a consistent focus, describe situations where the subject is unknown or irrelevant, or create an authoritative tone. It’s fine to use passive voice when appropriate, but be mindful not to rely on it too often.

9.1.4 Point of View

Point of view (POV) is the perspective from which your writing is presented. It shapes how the reader perceives the information and influences the tone of your document. There are three primary points of view:

• First Person: Uses pronouns like “I” and “we.” This POV is personal and direct.

• Second Person: Uses the pronoun “you.”

This POV addresses the reader directly, making it more conversational.

• Third Person: Uses pronouns like “he,” “she,” “it,” and “they.” This POV is objective and formal.

In technical writing, the third-person point of view is preferred. It maintains an objective and professional tone, helping to present information clearly and without bias. Avoid using first or second person in most cases, as these points of view can make your writing seem informal or subjective.

Limited use of the first or second person can be appropriate if it enhances clarity or when directly addressing the audience in specific contexts, such as instructions or user guides. Use these perspectives sparingly and purposefully to maintain the professionalism and objectivity of your writing.

9.2 Conciseness

Concise writing is effective writing. It means making your point in the fewest words. Every word you use should be specific, meaningful and relevant. The general idea is to shorten paragraphs and sentences. Here are some writing tips to follow.

9.2.1 Specific Words

Don’t use ambiguous words or phrases to convey an idea when a specific word for it exists.

• Wordy: The workers took apart the equipment piece by piece.

• Concise:

• The workers dismantled the equipment.

9.2.2 Unessential Words

Delete or replace words and phrases that don’t add anything meaningful to a sentence.

• Wordy:

• We provide a variety of services in order to repair all types of roadways.

• Concise:

• We provide services to repair roadways. The phrase “in order to” is a common instance of unnecessary wordiness. In general, this phrase should be written simply as “to.” However, the full phrase “in order to” can be used if it would increase clarity, and it is usually required in the negative: “in order not to.”

• Wordy:

• As well as In order to

• Were able to + verb (e.g., were able to perform)

• One of the main reasons

• Had the opportunity to + verb (e.g., had the opportunity to deliver)

• Would like to

• Has the ability to

• Provides a summary of

• After the conclusion of

• Is located in

• Concise:

• And

• To Past tense of verb (e.g., performed)

• A main reason

• Past tense of verb (e.g., delivered) Want

• Can

• Summarizes After

• In

9.2.3 Filler Modifiers and Intensifiers

Modifiers narrow or modify the meaning of a word. Intensifiers add extremity to a word or phrase. Modifiers and intensifiers are helpful in the appropriate context, but these words often don’t add anything meaningful to your sentences. Use them sparingly.

• Modifiers: Kind of

• Type of

• Sort of Generally

• Individual

• Specific

• Intensifiers:

• Really

• Very Quite

• Extremely

• Severely

• Certainly

9.2.4 Expletives at the Beginning of a Sentence

Expletive constructions often begin with “there is/are” or “it is.” Expletives can be effective for emphasis, but they tend to make sentences unnecessarily long. Their overuse should be avoided.

• Wordy:

• There are some construction techniques that are too complex to be viable.

• Concise:

• Some construction techniques are too complex to be viable.

The most common unnecessary use is an expletive followed by a noun and a relative clause beginning with “that,” “which,” or “who.”

To correct, remove the expletive construction, make the noun the subject, and omit “that,” “which,” or “who.”

9.2.5 Nominalizations

A nominalization is the noun form of a word that also has a verb form (e.g., requirement of, discussion of, removal of, responsibility of, etc). Use verbs when possible.

• Wordy:

• The contract has an indication that the consultant provides a design for a pedestrian bridge. Our approach to the preparation of a design is a good one.

• Concise:

• The contract indicates that the consultant designs a pedestrian bridge. Our approach to preparing a design is a good one.

Nominalizations are often overused in technical writing. The noun forms of verbs can help communicate abstract concepts; however, overusing them bloats sentences. While you cannot eliminate nominalizations, you should limit their use.

9.2.6 Redundancy

Repetition dilutes your message and clutters your writing. Avoid redundancy by making every sentence or phrase contribute something new. Streamline your

content by eliminating repetitive statements, unnecessary details, and overly long descriptions that simply rehash what has already been said.

• Redundant:

• The team completed the structural analysis. The structural analysis was finished by the team.

• The construction project is progressing on schedule. We are on track and moving forward according to our timeline.

• Revised:

• The team completed the structural analysis. The construction project is progressing on schedule.

By removing repetitive content, you keep your writing concise and engaging, making it easier for your audience to focus on the critical information.

9.3 Consistency

Consistency refers to making your document clear, professional, and easy to follow. When terms, styles, and formats remain consistent throughout a document, the reader can focus on understanding the content without being distracted by unnecessary variations. In technical writing, where precision and clarity are important, consistency is a necessity.

Variety in word choice or formatting may be appreciated in creative writing, but in technical documents, it can lead to confusion and misinterpretation. The way something is written the first time sets the standard for the rest of the document.

9.3.1 Names, Terminology, and Discussions

Be consistent in your word choice. Synonyms or descriptive changes make readers question whether the variation is intentional rather than a simple stylistic decision.

9.3.2

Names

When referring to individuals, consistency in name usage is key. Don’t alternate between “Seth Fowler,” “Mr. Fowler,” “Seth,” and “Seth Fowler II.” Choose one form of reference and stick with it throughout the document to avoid confusion and maintain professionalism.

CHA’s style preference is to refer to our staff members by first name, which is more grounded and personal.

9.3.3 Terminology

Avoid using synonyms for technical terms. Introducing variety can make readers question whether you’re discussing the same concept or something different. While it’s fine to mention common alternatives when you first introduce a term, stick to the specific term after that for clarity and precision.

9.3.4 Discussions

When discussing analytical results or data, consistency in wording is crucial. Every analytical discussion should be worded the same way.

• Example:

• Groundwater sample MW-12 contained zinc, gold, lead, and deadly ethel mertz at concentrations that were below their respective groundwater standard.

• Do not change it up by saying later:

Zinc, lead, and deadly ethel mertz compounds were found in groundwater sample MW-13 at concentrations that were below their respective groundwater standard.

Changing the phrasing makes it harder for readers to follow the discussion and may lead to misunderstandings.

9.3.5 Grammar and Style

Consistency in grammar and style is equally important. Variations in spelling, hyphenation, capitalization, or punctuation can confuse and disrupt the flow of information.

9.3.5.1 Spelling

Stick to one spelling throughout the document, especially when dealing with words that have alternative forms. For instance, choose between “catalog” and “catalogue” or “advisor” and “adviser” and use your chosen spelling consistently.

9.3.5.2 Hyphenation

Hyphenated compound words should remain hyphenated consistently throughout your document. Dropping the hyphen can change the meaning or make the text harder to understand. For instance, choose between “curb ramp” and “curb-ramp” and use your chosen spelling consistently.

9.3.5.3 Capitalization

Be consistent with capitalization. If a term is capitalized when first introduced, it should remain capitalized throughout the document. Inconsistency here can confuse the reader about whether the reference is to a specific entity or a general concept. Avoid unnecessary capitalization.

9.3.5.4 Punctuation

Punctuation should also be uniform, especially with the use of the serial comma. Refer to Section 4.4.1 for direction; however, if you use the serial comma in one list, use it in all lists to maintain clarity and consistency.

9.3.6 Formatting

Formatting consistency in headings, tables, lists, captions, and paragraphs is essential for maintaining a professional appearance. Inconsistent formatting can slow down comprehension and give the impression of sloppiness. Consistent formatting is especially important in documents with multiple contributors, where maintaining uniformity can be challenging. Make sure all contributors are aware of formatting guidelines from the start, and review the document thoroughly to check for consistency before finalizing it.

If the client has specific formatting requirements, these should always take precedence.

Formatting guidelines are included in CHA document templates.

9.4 Slang, Profanity and Jargon

The words we choose can significantly impact how our message is received and understood. This section focuses on the importance of avoiding slang, profanity, and unnecessary jargon, as well as the value of using positive language to convey ideas effectively.

9.4.1 Slang

Slang refers to informal, often regional language that might be popular in casual conversation but is typically inappropriate in professional settings. Avoid using it in professional communications.

• Informal:

• We’re killing it on this project!

• Professional:

• We’re making excellent progress on this project.

9.4.2 Profanity

Profanity includes offensive or vulgar language that should always be avoided in any formal communication. Instead, choose language that is respectful and maintains a positive tone.

• Unacceptable:

• This design is a total disaster! We need to fix these damn issues now.

• Acceptable:

• This design presents some significant challenges. We need to address them promptly.

9.4.3 Jargon

Jargon refers to specialized terms or phrases that are specific to a particular industry or field. While jargon can be useful when communicating with peers who understand the terminology, it can be confusing or alienating to those outside the field. When using jargon, it’s important to consider your audience and provide explanations for any terms that may be unfamiliar.

• Confusing:

• We need to upgrade the HVAC system.

• We need to assess the tensile strength of the material.

• Clear: We need to upgrade the heating, ventilation, and air conditioning (HVAC) system.

We need to measure how much force the material can withstand before breaking, also known as its tensile strength.

9.5

Positive Language

Positive language helps to create a constructive and solution-oriented tone in your writing. It emphasizes what can be done rather than focusing on limitations or obstacles.

• Positive:

• We can begin the construction phase as soon as the permit is approved.

• Negative:

• We can’t start the construction until the permit is approved.

9.6 Reader Engagement: Puns, Similes, and Metaphors

Engaging your readers goes beyond simply conveying information. It involves capturing their attention and making the content memorable. One way to achieve this is by incorporating puns, similes, and metaphors. These literary devices can add a layer of creativity to your writing, making technical content more relatable and impactful.

9.6.1 Puns

Puns play on words with multiple meanings or similar sounds, adding a touch of humor or wit to your writing. While puns should be used sparingly in technical writing, they can lighten the tone of marketing materials and make your content more approachable.

• Example:

We’re laying the groundwork for success, one foundation at a time. (This pun plays on the word “groundwork,” which can refer to both the literal construction work and the preparatory work needed to achieve success.)

9.6.2 Similes

Similes compare two different things using “like” or “as,” making it easier for readers to visualize or understand a concept by relating it to something familiar. Similes can help clarify complex ideas.

• Example:

• The new bridge design is as strong as steel and as sleek as a race car. (This simile compares the strength of the bridge to steel, emphasizing its durability while also highlighting its modern and streamlined design.)

9.6.3 Metaphors

Metaphors make direct comparisons by stating that one thing is another, allowing readers to draw parallels between unfamiliar concepts and those they understand more intuitively.

• Example:

• The construction project was a marathon, not a sprint, requiring careful planning and sustained effort over time. (This metaphor compares the lengthy and demanding process of the project to a marathon, underscoring the need for endurance and strategic planning.)

9.6.4

Tips for Using Puns, Similes, and Metaphors

Incorporating these elements thoughtfully can turn dry, technical content into something that resonates with readers, helping them connect with and retain the information more effectively. Here are some tips on how to best incorporate puns, similes, and metaphors into your writing:

• Know Your Audience: Consider whether your readers will appreciate or understand the literary device. Technical audiences may prefer clarity over creativity, so use these tools judiciously.

• Keep It Relevant: The comparisons should be directly related to the subject matter. Irrelevant or forced comparisons can confuse rather than clarify.

• Balance and Tone: Use these devices to enhance engagement, but don’t overdo it. A well-placed pun or metaphor can add flavor to your writing, but too many can detract from the main message.

9.7 Inclusive Language

The words we choose have the power to shape perceptions and influence how others see the world. Language that might seem neutral to one person can carry specific and personal meanings to another. Writing with inclusive language means using words and phrases that make everyone feel welcome, respected,

and valued. This practice involves avoiding terms that demonstrate bias, perpetuate stereotypes, or discriminate against groups based on gender, race, ability, socioeconomics, or other factors.

While striving for inclusivity in language might seem challenging, the goal isn’t perfection. Instead, focus on being thoughtful and respectful in your communication. With care and consideration, you can create content that resonates positively with diverse audiences, even when you’re unsure of the best word choice. Start by using thoughtful consideration when discussing the following topics:

• Age

• Gender

• Class & Socioeconomic Status

• Disabilities

• Sexual Orientation

• Race & Ethnicity

• Religion

9.7.1

Person-first Language

Understanding the difference between person-first (“people with disabilities”) and identity-first language (“ disabled people”) is key. Person-first language emphasizes the individual rather than their condition, while identity-first language places the condition at the forefront. Generally, person-first language is preferred, but some individuals may favor identity-first terms. When possible, try to determine which approach the person prefers. If their preference is unclear, a mix of both styles can be acceptable.

When relevant, aim to highlight the person rather than their attributes:

• Identify-first:

• Autistic person

Female engineer

• Homeless person

• Person-first:

Person with autism

• Woman on the engineering team

• Person experiencing homelessness

9.7.2 Gender-inclusive Language

Gender-inclusive language treats people equally and acknowledges those whose gender identity is not strictly male or female. As this language evolves, balance inclusivity with common sense, respect, and an understanding of context. Avoid making assumptions.

Use Gender-Neutral Terms: You should opt for job titles and roles that apply to any gender.

• Example:

• Business owner

• Chairperson

• Firefighter

• Workforce

Avoid Unfamiliar Constructions: Steer clear of awkward or rarely used terms.

• Example:

• Snowperson Baseperson

• Freshperson

• Siblinghood

Inclusive Greetings: Use greetings that address everyone.

• Example: Friends

• Folks

• Everyone Distinguished guests

In general, use “female” and “male” as adjectives rather than nouns. Avoid referring to groups as “males” or “females” outside of technical contexts.

• Example:

The study included males ages 10 - 21.

• She is the first female governor of North Carolina.

Use –man,–woman, or other gendered terms if specified by a client or organization.

9.7.3 Pronouns

With the growing use of “they/them/their” as genderneutral pronouns, you should strive to use these pronouns correctly. Although using “they” as a singular pronoun can be confusing to some readers, it is often the most inclusive option. When writing about people who identify as non-binary or whose gender is unspecified, “they” is appropriate. Always pair it with a plural verb.

Clarity is Key: If there is potential confusion, explain or consider rephrasing the sentence.

• Clear:

• Hendricks, who uses the pronoun they, said they are thrilled about the new job.

• Rephrased:

• Hendricks said “The new job is a thrill.”

Avoid defaulting to male (he/his/him) or female (she/ hers/her) pronouns unless contextually appropriate.

9.7.4

Precise Language

Precision in language helps avoid misrepresentation and makes descriptions more accurate and respectful. Be specific when referring to people or groups to avoid broad generalizations.

• Unspecific:

Young Asian men

• Older adults

• Specific:

• Japanese American men in their 20s

• People over 70

Limit the use of “community” to describe groups (i.e., the [___] community), as it can imply uniformity and overlook diversity within the group.

• Implies Uniformity:

• The LGBTQ+ community

The immigrant community

• The disabled community

• The Hispanic community

• Revised:

• LGBTQ+ individuals

• Immigrants

• People with disabilities

• Hispanic people

Avoid “the [___]” terms when describing groups of people.

• Avoid:

• The homeless The blind

• The mentally ill

• The poor

• Revised:

• People experiencing homelessness

• Individuals who are blind or visually impaired

People with mental health conditions

• Individuals with low income or people living in poverty

9.7.5 Universal Phrases

Not everyone shares the same background and experiences, so you should strive to use language that is inclusive and accessible. Avoid jargon, acronyms, and idioms that may not translate well across different cultures or languages.

Know Your Audience: Use plain language, with common words and simple structures, so that readers can understand content the first time they read it.

Avoid Slang and Jargon: Limit using industry jargon outside of appropriate contexts. Explain unfamiliar terms if you need to use them.

Explain Acronyms: Include the full term before using acronyms or abbreviations and avoid overloading text with them.

Be Respectful: Never use culturally appropriative or pejorative language.

9.7.6 Self-Identification

When in doubt, ask people how they prefer to be identified. Give people the opportunity to self-identify rather than make assumptions.

Recognize that terminology evolves and that different groups may prefer different terms. Stay informed about how various groups in your area or field prefer to identify.

When in doubt, ask people how they prefer to be identified.

10.0 CAPTIONS AND COPYRIGHTED IMAGES

Photography and visual elements significantly boost the impact and engagement of documents. The right images can bring technical content to life, illustrate complex concepts, and capture the audience’s attention more effectively. To maximize their effectiveness, images should be accompanied by compelling captions that enhance their meaning. Additionally, you must respect copyright laws and make sure that all images used are properly sourced and credited.

10.1 Captions

Captions play a vital role in enhancing the impact of an image or graphic. They should be more than just descriptive; they should engage the reader by providing context, adding insights, or highlighting key details. Captions can vary in length from a single word to a brief sentence. Always capitalize the first word, and if the caption is a complete sentence, end it with a period.

10.1.1 How to Write Effective Captions

Here are some general tips on how to write effective captions.

Be Specific: Highlight unique details or facts that are not immediately obvious in the image.

• Example:

• Instead of “Bridge construction,” use “Final stages of bridge construction over the Ohio River.”

• Instead of “Interstate bypass,” use “Completed section of the interstate bypass near Springfield.”

Add Context: Provide background information or explain the relevance of the image.

• Example:

• Engineers reviewing structural integrity before final approval.

• Inspection of the new water treatment facility in progress. Engage the Audience: Use captions to spark curiosity or interest.

• Example:

• The strengthened bridge withstands a load of over 10,000 vehicles daily.

• The solar array installation will power 1,200 homes.

10.2 Copyrighted Images

A copyrighted image is the intellectual property of its creator or a designated entity, such as a company that has purchased the rights. When using images, you must respect copyright laws to avoid legal complications. Adhering to copyright laws may involve including proper photo credits within a document.

10.2.1 Guidelines for Using Copyrighted Images

Here are some general guidelines for using copyrighted images.

Use CHA-Owned Content: Whenever possible, use photos and graphics owned by CHA. Using CHA-owned content means there are no legal barriers to their use.

Stock Images: If you need additional visuals, ask the graphics team to source them from reputable stock image sites. Confirm the usage rights for any image before including it in any materials.

Permission Requests: If a specific copyrighted image is necessary, you may need to obtain written permission from the creator or rights holder. The graphics team can assist with this process so that proper credit is given if required. You may need to include a credit somewhere in your document.

• Example:

• Photo courtesy of John Doe Photography.

Check with CHA’s Graphics Department if you think an image is copyrighted.

10.2.2 Public Domain

Some works, particularly older ones, are no longer under copyright and are considered public domain. These can be used freely. Examples include many historical photos from before 1945. The Library of Congress is an excellent resource for public domain images.

10.2.3 Creative Commons

Creative Commons licenses allow creators to share their work with some restrictions. Before using a Creative Commons image, check the specific license terms for compliance. CHA’s Graphics Department can help determine the proper usage.

Photo courtesy of Robert Benson Photography

APPENDIX

A. General Acronyms and Abbreviations

3DLS: 3D Laser Scanning

A/E: Architectural/Engineering

ABC: Accelerated Bridge Construction

ACEC: American Council of Engineering Companies

ACI: American Concrete Institute

ADA: Americans with Disabilities Act

ADAAG: ADA Accessibility Guidelines

AI: Artificial Intelligence

AIA: American Institute of Architects

AICP: American Institute of Certified Planners

ARFF: Aircraft Rescue and Firefighting

AssocRICS: Associate, Royal Institution of Chartered Surveyors

ASCE: American Society of Civil Engineers

ASLA: American Society of Landscape Architects

ASTM: Association of Standard Testing Methods

ATMS: Advanced Traffic Management System

BIDS: Baggage Information Display Systems

BD+C: Building Design + Construction

BESS: Battery Energy Storage Systems

BIM: Building Information Modeling

BMS: Building Management System

CAD: Computer-Aided Design

CADD: Computer-Aided Design and Drafting

CAE: Computer-Aided Engineering

CAM: Computer-Aided Manufacturing

CCCP: Cross Connection Control Program

CDMOs: Contract Development and Manufacturing Organizations

CHMM: Certified Hazardous Materials Manager

CHP: Combined Heat and Power (Cogeneration)

CHPDH: Combined Heat and Power District Heating

CM/CI: Construction Management/Construction Inspection

CQA: Construction Quality Assurance

CQC: Construction Quality Control

CSO: Combined Sewer Overflow

CCUS: Carbon Capture Utilization and Storage

DB: Design-Build

DBE: Disadvantaged Business Enterprise

DEIB: Diversity, Equity, Inclusion and Belonging

DEQ: Department of Environmental Quality

DMR: Discharge Monitoring Report

DOC: United States Department of Commerce

DOE: United States Department of Energy

DOT: Department of Transportation

DPW: Department of Public Works

EIS: Environmental Impact Statement

ENR: Engineering News-Record

EPC: Engineering, Procurement, and Construction

EPCMV: Engineering, Procurement, Construction Management, and Validation

EPA (or USEPA): Environmental Protection Agency

EPDM: Ethylene Propylene Diene Monomer

FAA: Federal Aviation Administration

FEMA: Federal Emergency Management Agency

FIDS/BIDS: Flight Information Display System/Baggage Information Display System

FRA: Federal Railroad Administration

FRICS: Fellow, Royal Institution of Chartered Surveyors

GHG: Greenhouse Gas

GIS: Geographic Information System

GMP: Guaranteed Maximum Price

GSE: Ground Service Equipment

H2: Hydrogen

HAZWOPER: Hazardous Waste Operations & Emergency Response

HUD: United States Department of Housing and Urban Development

HVAC: Heating, Ventilation, and Air Conditioning

IBT: Intermediate Bulk Container

IEEE: Institute of Electrical and Electronics Engineers

ITS: Intelligent Transportation System

JOC: Job Order Contracting

LAFA: Locally Administered Federal-Aid

LCRR: Lead and Copper Rule Revisions

LEED AP: Leadership in Energy & Environmental Design Accredited Professional

LEED: Leadership in Energy & Environmental Design

LID: Low Impact Development

LOI: Letter of Intent

LRT: Light Rail Transit

MAOP: Maximum Allowable Operating Pressure

MBE/WBE: Minority and Women Business Enterprises

MEP: Mechanical, Electrical, and Plumbing

MRICS: Member, Royal Institution of Chartered Surveyors

MRO: Maintenance, Repair, and Operations

MTBF: Mean Time Between Failures

MTTR: Mean Time to Repair

NAVAID: Navigational Aid

NCAA: National Collegiate Athletic Association

NCEES: National Council of Examiners for Engineering & Surveying

NEPA: National Environmental Policy Act

NFPA: National Fire Protection Association

NMOC: Nonmethane Organic Compounds

NPDES: National Pollutant Discharge Elimination System

NSPS: National Society of Professional Surveyors

NYSAPLS: New York State Association of Professional Land Surveyors

NYSDEC: New York State Department of Environmental Conservation

NYSERDA: New York State Energy Research and Development Authority

OPM: Owner’s Project Manager or Owner’s Project Management

OSHA: Occupational Safety and Health Administration

PAS: Publicly Available Specification

PCC: Portland Cement Concrete

PE: Professional Engineer

PIP: Process Improvement Plan

PLM: Product Lifecycle Management

PLS: Professional Land Surveyor

PM: Project Manager

PMCM: Project Management Construction Management

PPE: Personal Protective Equipment

PS&E: Plan, Specification and Estimate

QA/QC: Quality Assurance/Quality Control

RA: Registered Architect

RCC: Roller-Compacted Concrete

RFP: Request for Proposal

RFQ: Request for Qualifications

RNG: Renewable Natural Gas

ROI: Return on Investment

RTMC: Regional Transportation Management Center

SCADA: Supervisory Control and Data Acquisition

SEQRA: State Environmental Quality Review Act

SLA: Service Level Agreement

SVP: Senior Vice President

SWMP: Solid Waste Management Plan

SWPPP: Storm Water Pollution Prevention Plan

TMDL: Total Maximum Daily Load

TQM: Total Quality Management

TSMO: Transportation Systems Management and Operations

UPS: Uninterruptible Power Supply

VISAIDS: Visual Aids

VP: Vice President

VOC: Volatile Organic Compounds

WBS: Work Breakdown Structure

WWTP: Wastewater Treatment Plant

B. Educational Degrees

A.A.: Associate of Arts

A.S.: Associate of Science

B.A.: Bachelor of Arts

B.B.A.: Bachelor of Business Administration

B.E.: Bachelor of Engineering

B.F.A.: Bachelor of Fine Arts

B.S.: Bachelor of Science

B.Sc.: Bachelor of Science (alternate abbreviation)

D.B.A.: Doctor of Business Administration

D.E. or D.Eng.: Doctor of Engineering

Ed.D.: Doctor of Education

J.D.: Juris Doctor (Doctor of Law)

LL.M.: Master of Laws

M.A.: Master of Arts

M.B.A.: Master of Business Administration

M.D.: Doctor of Medicine

M.Div.: Master of Divinity

M.F.A.: Master of Fine Arts

MEng. or M.Eng.: Master of Engineering

M.L.I.S.: Master of Library and Information Science

M.P.H.: Master of Public Health

M.Phil.: Master of Philosophy

M.S.: Master of Science

M.Sc.: Master of Science (alternate abbreviation)

M.S.E.: Master of Science in Engineering

M.S.Eng.: Master of Science in Engineering

M.Sc.Eng. or MScEng: Master of Science in Engineering

M.Sc.Tech. or MScTech: Master of Science in Technology

M.S.W.: Master of Social Work

Ph.D.: Doctor of Philosophy

Sc.D.: Doctor of Science

C. Technical Units of Measurement

AMP: Ampoule

BBL: Barrel

CC: Cubic centimeter

CUFT: Cubic foot

CUIN: Cubic inch

CUM: Cubic meter

CUYD: Cubic yard

CYL: Cylinder

DB: Decibel

°C: Degree Celsius

°F: Degree Fahrenheit

DR: Dram

DM: Drum

FLOZ: Fluid ounce

FT: Foot

GAL: Gallon

GM: Gram

GPD: Gallons per Day

GPM: Gallons per Minute

GPS: Gallons per Second

GR: Gross

HR: Hour

IN: Inches

KG: Kilogram

KM: Kilometer

LGTH: Length

LFT: Linear foot

LTR: Liter

M: Meter

MT: Metric ton

MG: Milligram

ML: Milliliter

MM: Millimeter

MIN: Minute

MO: Month

NM: Nautical mile

OZ: Ounce

PT: Pint

LB: Pound

QT: Quart

QTR: Quarter

RM: Ream

SQCM: Square centimeter

SF: Square feet

SQIN: Square inch

SQKM: Square kilometer

SQM: Square meter

SQYD: Square yard

TON: Ton

UNIT: Unit

WK: Week

YD: Yard

YR: Year

D. Units of Measurement

General Measurements

Ampoule: AMP

Barrel: BBL

Bit: b

Board feet (feet board measure): fbm

Brinell hardness number: Bhn

Byte: B

Candle: cd

Chemical: chem

Chemically pure: cp

Circular: circ

Circular mil: cmil

Coefficient: coef

Cologarithm: colog

Concentrate: conc

Conductivity: cndct

Constant: const

Cord: cd

Degree: de or °

Diameter: dia

Dozen: doz

Dram: dr

Efficiency: eff

Electric: elec

Elevation: el

Engine: eng

Engineer: engr

Engineering: engrg

Equation: eq

External: ext

Free on board: fob

Fusion point: fnpt

Grain: gr

Greatest common divisor: gcd

Gross: gr, gro

Latitude: lat

Least common multiple: lcm

Liquid: liq

Logarithm (common): log

Logarithm (natural): ln

Magnetomotive force: MMF

Mathematics (ical): math

Maximum: max

Mean effective pressure: mep

Potential difference: pd

Standard: std

Tangent: tan

Temperature: temp

Tensile strength: ts

Weight: wt

Concentration

Microgram per cubic meter: µg/m³

Milligram per liter: mg/L

Parts per billion: ppb

Parts per million: ppm

Electrical

Alternating Current: AC

Ampere: A

Ampere-hour: amp hr

Direct Current: DC

Electromagnetic compatibility: EMC

Electromagnetic unit: EMU

Electromotive force: EMF

Kilovolt: kV

Kilovolt-ampere/hour: KVA-h or kVah

Kilovoltampere: kVA

Kilowatt: kw, kW

Microampere: µA

Millivolt: mV

Power factor: pf

Reactive volt-ampere meter: rva

Volt: V

Volt-ampere: VA

Watthour: Wh Energy

British thermal unit: Btu

Calorie: cal

Joule: J

Kilowatt-hour: kWh

Watt: W

Flow Rate

Gallons per day: gal/day or GPD

Gallons per minute: gal/min or GPM

Gallons per second: gal/sec or GPS

Liter per hour: L/h

Liter per minute: L/min

Liter per second: L/s

Frequency and Time

Audio Frequency: AF

Extremely high frequency: EHF

Extremely low frequency: ELF

Frequency modulation: FM

Gigahertz: GHz

Hertz: Hz

Intermediate frequency: IF

Low frequency: LF

Medium frequency: MF

Megahertz: MHz

Very high frequency: VHF

Hour: h or hr

Minute: MIN

Second: s or sec

Millisecond: ms

Microsecond: µs

Week: wk

Length

Centimeter: cm

Centimeter-gram-second

(system): cgs

Cubic centimeter: cc or cm³

Cubic foot: ft³ or cu ft

Cubic inch: in³ or cu in

Cubic meter: m³ or cu m

Cubic millimeter: mm³ or cumm

Cubic yard: yd³ or cu yd

Foot: ft

Inch: in

Meter: m

Mile: mi

Millimeter: mm

Nautical mile: NM

Square centimeter: cm² or sq cm

Square foot: ft² or sq ft or sf

Square inch: in² or sq in

Square kilometer: km² or sq km

Square meter: m²

Square yard: yd²

Yard: yd

Mass Flow Rate

Metric ton per year: t/yr

Ton per day: t/d

Tons per hour: tph

Nautical Measurement

Knot: kn (nautical miles per hour)

Pressure

Atmosphere: atm

Barometer: baro

Boiler pressure: bopress

High pressure: hp

Low pressure: lp

Bar per second: bar/s

Kilopascal: kPa

Megapascal: MPa

Newton per meter: N/m

Newton per square meter: N/m²

Pascal: Pa

Pound per square inch: psi

Rotation and Speed

Revolution per minute: rpm

Revolution per second: rps

Temperature

Ambient Temperature: AT

Degree Celsius: °C

Degree Fahrenheit: °F

Kelvin: K

Maximum Temperature: Max T

Minimum Temperature: Min T

Operating Temperature: OT

Rankine: °R

Resistance Temperature Detector: RTD

Temperature Coefficient: TC

Temperature Difference: ΔT

Thermocouple: TC

Thermometer: TH

Velocity

Foot per minute: ft/min

Foot per second: ft/s

Meter per hour: m/h

Meter per minute: m/min

Meter per second: m/s

Volume and Capacity

Barrel: bbl

Fluid ounce: fl oz

Gallon: gal

Liter: l

Pint: pt

Quart: qt

Ream: RM

Weight and Mass

Atomic weight: at wt

Gram: g

Kilogram: kg

Metric ton/tonne: t, mt, MT

Milligram: mg

Molecule: mo

Molecular weight: mol wt

Ounce: oz

Pound: lb

Ton: T

E. Challenging Language

Accept/Except

• Accept: To receive willingly

• Except: To omit or exclude

Adapt/Adopt

• Adapt: To change something

• Adopt: To make something one’s own

Adverse/Averse

• Adverse: Strongly opposed to something

• Averse: Merely reluctant

Affect/Effect

• Affect (as a noun): Used in psychology to refer to feeling or emotion

• Effect (as a noun): A result

• Affect (as a verb): To influence or change

• Effect (as a verb): To bring about or to execute

Allude/Elude

• Allude: An indirect reference to

• Elude: To evade or escape from

Allusion/Illusion

• Allusion: An indirect reference

• Illusion: The act of deceiving the eye or mind

Amount/Number

• Amount: Applies to quantities that are measured

• Number: Applied to quantities that are counted

Appraise/Apprise

• Appraise: To judge the value of something

• Apprise: To inform

Any/Either

• Any: Used when there are three or more choices

• Either: A choice between one of two

Award/Reward

• Award: Usually given by a judge

• Reward: Received for service done

Bad/Badly

• Bad: An adjective

• Badly: An adverb

Beside/Besides

• Beside: Next to

• Besides: In addition to

Between/Among

• Between: Refers to two

• Among: Refers to more than two

Bring/Take

• Bring: Toward the person speaking

• Take: Away from the person speaking

Capital/Capitol

• Capital: Money or assets

• Capitol: A building where a state or national government is located

Complement/Compliment

• Complement: To complete (remember e in complete)

• Compliment: An expression of praise

Discover/Invent

• Discover: To locate something that had been there all along

• Invent: To create something that had not already existed

Do’s/Don’ts

• Do’s: Plural of do (typically avoided in favor of “dos”)

• Don’ts: Contraction of do not

Ensure/Insure/Assure

• Ensure: To make sure and certain

• Insure: To guarantee against harm

• Assure: To provide confidence

Farther/Further

• Farther: Physical distances

• Further: Figurative and nonphysical distances; can also mean additionally

Fewer/Less

• Fewer: Refers to people or things that can be counted

• Less: Refers to a smaller quantity

Healthcare

• Healthcare: Write as one word

i.e.,/e.g.,

• i.e.,: Roughly means “that is” or “in other words”; use with a comma in parentheses (i.e., roads and bridges)

• e.g.,: Means “example given” or “for example”; use with a comma in parentheses (e.g., roads and bridges)

Its/It’s

• Its: Possessive

• It’s: Contraction of it is

Lead/Led

• Lead (Verb): Present tense form meaning to guide or follow.

• Lead (Noun): Refers to foremost position, a person or thing that leads, or information that helps guide (rhymes with seed); refers to the soft toxic material (rhymes with head)

• Led (Verb): Past tense of the verb “lead”

Like/As

• Like: Used to compare two things, meaning “similar to” (I ran like the wind)

• As: Used to compare two things, meaning “same as” (I was quiet as a mouse)

Of/Have

• Of: Always use have (I should have completed the…)

Over/More Than

• Over: Generally refers to spatial relationships; can be used with numerals

• More than: May be preferable for numerical comparisons

Peek/Peak/Pique

• Peek: Taking a quick look

• Peak: A sharp point

• Pique: To provoke or instigate

Personal/Personnel

• Personal: Refers to a person

• Personnel: Refers to any group of people employed in one place

Principal/Principle

• Principal: Both an adjective (main) and a noun (leader)

• Principle: A fundamental rule

Regard/Regards

• Regard: The correct phrase is “in regard to,” but “concerning” or “about” are preferable; use “as regards” to introduce a topic

Rights-of-way

• Rights-of-way: Use this term rather than “right-of-ways”

Site/Cite/Sight

• Site: A place or location; can also mean to situate or locate

• Cite: To quote or refer to something; to summon to court; or to issue a violation or notice

• Sight: The ability to see; something worth seeing; a device to aid the eye; to perceive with the eyes; and to aim

That/Who

• That: Used for objects

• Who: Used for people

Then/Than

• Then: Mainly an adverb used to situate actions in time

• Than: Conjunction used for comparisons

They’re/Their/There

• They’re: Contraction for they are

• Their: Refers to something owned by a group

• There: Refers to a place

Toward/Towards

• Toward: Always use toward

Who/Whom

• Who: Used to identify a living pronoun

• Whom: Used to describe someone receiving something

Whose/Who’s

• Whose: Used to assign ownership

• Who’s: Contraction for who is