Category Archives: grammar

Random Information

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As I’m getting back into the blogging swing, we’ll catch up with some random information this week.

Professional and Personal Titles. When using a professional title, do not use a personal title. For instance, Mr. John Jones, Esq. is incorrect. So is Dr. Julie Smith, M.D. Choose one or the other.

Plurals of Personal Titles. When addressing more than one person, you can pluralize the titles.

  • The plural of Mr. is Messrs.
  • The plural of Ms. is Mses. or Mss.
  • The plural of Mrs. or Mme. is Mmes.
  • The plural of Miss is Misses

Pages and lines. When you are referring to pages and/or lines in another document, you use “p.” for one page or “pp.” for multiple pages and “l.” for one line and “ll.” for multiple lines. Always pay attention to the range of your citation. If you are citing to a deposition excerpt at pages and lines 13:15-15:20, it would be pp. 13:15-15:20. Sometimes the writer will start with one page and just use “p.” everywhere, but if the citation is to multiple pages, you should change it.

Periods With Contractions. Do not use a period after a contraction. For instance, in my recent travels, I saw a sign for a national park that said “Nat’l. Park.” That is incorrect. “Nat’l” is a contraction for “National,” not an abbreviation, so it should not have a period at the end.

Signing Letters and Emails. When a non-attorney is using a signature block in a letter or an email, they should always include their title, i.e., Legal Assistant, Paralegal, etc., so the recipient knows that the communication is not from an attorney.

That is enough randomness for now. If you have random questions, leave a comment below and watch for the response in an upcoming post.

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CLARIFICATION–Numbers–Words Or Figures?

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One of the blog readers had a great question on the last post about numbers. I should have made it clear that in legal agreements and pleadings, using both words and figures for numbers leaves out any doubt about what number you are talking about–UNLESS there is an error in either the word or the figure version of the same number, so proofread those numbers carefully. For instance, when stating an amount of money, number, or a percentage in a legal document, you should write out the amount in words and then include the figures in parentheses.

Buyer agrees to pay Seller the sum of Fifty Thousand Dollars ($50,000.00) upon the signing of this Agreement, fifty percent (50%) of the remaining balance thirty (30) days after the date of this Agreement, and the entire remaining balance sixty (60) days after the date of this Agreement.

When you use both words AND figures in this way, it is absolutely clear and leaves one less thing to be litigated later. Thank you to Kim for asking the question to allow me to clarify.

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Numbers–Words Or Figures?

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A quick post this week about numbers. Here are a few rules:

  • Generally, spell out numbers one through ten and use figures for numbers over ten.
    • We had three printers on my floor.
    • There were 14 secretaries in the firm.
  • When you have numbers both below ten and above ten, use figures for all of them.
    • There were 4 paralegals working with the 20 associates.
  • You can use figures for numbers one through ten when you want to make sure there is quick comprehension.
    • Lines 1 through 3 on page 8 of the deposition should be highlighted.
    • Candidate number 3 would be the best fit.
  • Figures should always be used for statistical material, i.e., clock time, money, sports scores, academic grades, percentages, etc.
    • The gum was on sale for $1 per pack.
    • The Patriots won 4-2.
  • Use words for fractions and nontechnicalornonemphatic references to age, periods of time, and measurements.
    • My granddaughter just turned seven years old.
    • The cost for the apartment was one-half of her monthly salary.
  • Numbers in millions or higher should be the figure and the word representing the designation.
    • There were at least 20 million people in the stadium.

These are the simple rules regarding numbers. If you have other questions about numbers or questions about other proofreading topics, please let me know at [email protected].

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More Underlining and Italics

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17324196_sIn a continuation of last week’s article Should We Use Italics or Underline?, we will talk about titles of literary or artistic works.

  • Do underline or italicize complete works (books, newsletters, magazines, newspapers, movie titles, etc.).
    • The latest issue of @Law magazine just arrived in my mailbox. OR
    • The latest issue of @Law magazine just arrived in my mailbox.
  • As an alternative, complete works may be in all caps; however, if the complete works are being prepared for publication, they must be underlined or italicized to show the publisher that it must appear in italics in the final version.
  • Do not underline or italicize the word “magazine” unless it is part of the title of the magazine.
  • Do italicize or underline when referring to the name of a publication that is the same as the name of the company, but do not underline or italicize when making reference to the company and not the publication.
    • Fortune included a list of the Fortune 100 this month.
  • Do not italicize or underline the name of a publication when it is an organizational name.
    • The Arizona Attorney Editorial Board is responsible for the content of the Arizona Attorney magazine.
  • Do italicize or underline titles of books, newspapers, and magazines that are published in electronic form.
  • Do not italicize or underline titles of video games or other games.
  • Do not italicize or underline titles of computer software.
  • General guidelines:
    • With a unit of two or more words that you want to emphasize, underline or italicize that unit:
      • She definitely thought the grass was always greener when she left her job last month.
    • Traditionally, the punctuation after an italicized word was also italicized. Now, however, the new guideline is to treat the punctuation the same as the main part of the text, not the same as the italicized word right in front of it.
      • Her favorite magazine was Motor Trend; however, she could be spotted from time to time reading Cosmopolitan.
    • However, if the punctuation is part of the italicized element, it will remain italicized.
      • Who’s Afraid of Virginia Woolf? plays at the amphitheater next Saturday.
    • When underlining, do not underline the punctuation unless it is part of the underlined element.
    • When using run-in headings, do not italicize or underline the punctuation that follows the heading.
    • When you have an italicized or underlined element or word being emphasized with a possessive or plural ending added, do not italicize or underline the ending.
      • the Encyclopedia Brittanica‘s index
      • there were too many whereases in the brief
    • The new guidelines are that parentheses either before or after an italicized or underlined element are not italicized or underlined, they are treated in the same way as the main text.

This reminds me of underlining or italics with case citations. When using et seq. or et al., since the period is part of the word, it is italicized or underlined. Any punctuation following that period (as in the second example) is not italicized or underlined.

That’s a lot about italics and underlining. Is there something you have a question about? Add a comment and we can learn together in another post on Proof That proofreading blog.

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Should We Use Italics or Underline?

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17324138_sIn legal documents, it seems that italic type is used more frequently than underlining—likely because The Bluebook: A Uniform System of Citations has changed the treatment of cases cited from underlining to italics as long as it meets court rule requirements. Well, that, and the fact that computers made the use of italics much easier. I think italics looks better than underlining, but that is personal preference. Here are some rules for italics and underlining.

  • Use italics for special emphasis:
    • When you are referring to a word by using “the term” or “the word,” that word should be in italics.
      • The word secretary originally meant the keeper of secrets.
    • Referring to letters as letters should be italicized or underlined if they are not capitalized. In this case, underlining may be preferable since the letter is so short that italics may not be readily apparent. Do not underline or italicize the pluralization of the letters, however.
      • He was looking for the value of x when y= 100.
      • He was looking for the value of x when y = 100. (This is also correct.)
      • She was reviewing the document to make sure she had dotted her i’s and crossed her t’s.
      • She was reviewing the document to make sure she had dotted her i’s and crossed her t’s.
    • Use all capital letters sparingly for emphasis. As you know, in email, all caps is considered screaming so it is not appropriate in business writing.
  • Use italics in formal definitions:
    • When you are defining a word in your writing, the word being defined is generally italicized.
      • A pilcrow is an alteration of a Middle English word and is a noun describing “a paragraph mark.”
    • An informal definition does not require special punctuation (but titles of TV series do).
      • I spent the weekend watching one episode after another, or binge-watching, Downton Abbey.
  • Use italics with foreign expressions:
    • Italicize foreign expressions that are not part of the English language.
      • We learned to say Buongiorno (or “good morning”) to the shopkeepers in Italy.
    • Once a foreign expression has become established as part of the English language, it is not italicized.
      • She ordered her pie à la mode.

We will continue this discussion next week with literary titles and artistic works and some basic guidelines.

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Academic Degrees, Professional Designations, and Periods

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Since it’s the season of graduations, I thought it appropriate to talk about how to use academic degrees and professional designations.

Typically, abbreviations of academic degrees are written with periods after each element of the degree:

  • B.A.
  • Ph.D.
  • LL.B.
  • M.D.
  • R.N.

The term “MBA” is commonly written without periods when talking about an executive with certain training rather than the degree itself. The degree is still “M.B.A.” with the periods.

When using the degree as part of the name, do not use personal titles before the name and only use the degree when using a person’s full name:

  • Dr. John Powell, M.D. SHOULD BE John Powell, M.D.
  • Mr. John Smith, Ph.D. SHOULD BE John Smith, Ph.D.

However, other titles may precede the name when they do not convey the same meaning as the degree that follows the name:

  • Dean John Smith, Ph.D.

When two or more academic degrees follow a name, they should be listed in the order they were awarded and honorary degrees should follow earned degrees.

Professional designations are generally written without periods when used alone, but with periods when used with academic degrees:

  • Frank Brown, CPA
  • Frank Brown, B.S., M.B.A., C.P.A.
  • Kathy Sieckman, PP, PLS, ACP

List professional designations only where one’s professional qualifications are relevant to the topic under discussion. I take this to mean that when you have worked hard to earn professional certifications, they should be used whenever you are representing your profession.

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Personal Titles and Capitalization

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There is some confusion over when to capitalize personal titles. Here are the “rules”:

  • Capitalize official titles of honor and respect when they precede a personal name
    • Personal Titles—Mr. John Jones
    • Executive Titles—President Hank Brown
    • Professional Titles—Professor Sue Allen
    • Civic Titles—Councilman Frank Thomas
    • Military Titles—Sergeant Sharon Smith
    • Religious Titles—Bishop Samuel Stone
  • Do not capitalize these titles when the personal name follows, set off by commas, as a description of the title
    • The professor, Sue Allen, teaches on Wednesdays and Thursdays.
    • The president, Hank Brown, is in meetings all day today.
  • Do not capitalize occupational titles when they precede a name.
    • The work of attorney John Jones is full of grammatical errors.

To determine whether it is an official title as opposed to an occupational title, decide if you can use the title with just the last name. You would not say “Lawyer Jones,” “Director of Marketing Smith,” etc. Do not use a title before a person’s name unless it is short and you would actually say the title when you address that person. For instance, you might say Professor Allen, but you would not say Professor of Literary Arts Allen. Instead, that sentence would start “Sue Allen, professor of literary arts, . . .”

  • When you have a title that would be capitalized, be careful not to confuse it with a more generic expression that would not be capitalized:
    • Judge John Jones
    • BUT NOT: Federal Judge John Jones or federal Judge John Jones
  • Generally, you would not capitalize titles of honor and respect when they follow a personal name or are in place of a personal name:
    • Hank Brown, president of XYZ Corporation, attended the meeting this morning.
    • The president of XYZ Corporation attended the meeting.
    • Jerry Hawkins, director of ABC Corporation, was the only dissenting vote of the board of directors.
    • The directors of ABC Corporation voted on the CEO’s pay increase.

However, when that title is for a high-ranking national, state, or international official and follows or replaces the personal name, it is capitalized:

  • Chuck Hagel, Secretary of Defense
  • Ambassador John Phillips

Modern usage is even changing parts of this rule. Some sources now recommend that these titles not be capitalized when they follow or replace a proper name of a high-ranking official as in “The queen will visit the prime minister of Australia during her visit there.” If you will use this style, remember to give both officials the same treatment so that “queen” and “prime minister” are both not capitalized. The same rule applies when using two high-ranking officials with their position and name, i.e. “Queen Elizabeth will meet with President Obama in Washington, D.C.” NOT “Queen Elizabeth will meet with the president.” Just use equal treatment.

  • Titles of organizational officials are generally not capitalized when they follow or replace the officer’s name EXCEPT in formal minutes, rules, and bylaws.
    • The director of membership is responsible for greeting new members.
    • The President called the meeting to order at 6:45 p.m. (In formal minutes.)
  • Do not capitalize job titles when they stand alone. In someintercompany memos and announcements, the title may be capitalized for special emphasis.
    • Please join us in congratulating John Jones, who was promoted to Paralegal Manager today. (Interoffice announcement.)
    • Please see the paralegal manager for your next assignment.
  • Do not capitalize titles when you are using it as a general term of classification
    • all of the senators
    • the kings

HOWEVER, because of the special position of the President of the United States, that title is always capitalized even when used as a general term of classification

  • all U.S. Presidents

In a letter’s inside address, writer’s signature block, envelope, and on business cards, the titles are ALWAYS capitalized whether they are before or after the proper name.

I hope this helps clear up some confusion in using personal titles correctly.

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Are Entities Singular or Plural?

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As we’ve learned before, a verb must always agree in number and person with the subject. See Singular Verb, Plural Subject, Both . . . and, It’s All About the Agreement. But what if the “person” is an entity? Do you then use a singular or plural verb?

Typically, if you are talking about the entity as a unit, you use singular verb:

  • The committee meets on the third Thursday of each month.
  • The firm has earned many accolades.

If the entity is a company, it is usually treated as a unit. Just be sure that you carry the treatment as singular or plural every time you are talking about that entity. For instance:

  • ABC Corporation has ended its lease term. It is now looking for new office space.
  • NOT: ABC Corporation has ended its lease term. They are now looking for new office space. This example is inconsistent in treatment. If you are going to treat ABC Corporation as a single entity, then it is looking for space.

If you are want to emphasize that the members of the entity are acting independently, then a plural verb is correct:

  • The committee left the meeting together.
  • The staff have successfully staggered their vacations.
  • The jury left their notes in the jury box.

To help figure it out, replace the entity with “it” and replace members of the entity with “they” to make sure you are using the right verb. Using the examples above, replace the entity with the word in parenthesis to see how it works:

  • The committee (it) meets on the third Thursday of each month.
  • The firm (it) has earned many accolades.
  • The committee (they) left the meeting together.
  • The staff (they) have successfully staggered their vacations.
  • The jury (they) left their notes in the jury box.

Hopefully that was useful to you. If it was, please share this post so others can be as smart as you are!

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Generational Designations and Commas

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JrWhen a father and son have the exact same name (first, middle, and last) the son would use Jr. and the father would use Sr. If a son/grandson continues with the same exact name, the grandson would use III and father and grandfather could continue using Jr. and Sr. or could change to II and I, respectively. The Roman numeral designation II can also be used where a child is named after another relative like an uncle or grandfather. Royalty would always use the Roman numeral designations. The issue comes with whether or not to use a comma. According to the Gregg Reference Manual, the trend is not to use a comma to set off those elements, but the person’s preference should always be respected. If you know that the person prefers the comma in their name, follow these rules:

  • When the name is on a line all by itself, use only one comma between the name and the designation.

John Jones, Jr.

  • When there is language following the name, use a comma before and after the designation.

John Jones, Jr., is my son’s best friend.

  • When the name is possessive, drop the second comma after the designation.

John Jones, Sr.’s car is being repossessed.

  • When the name is followed by a stronger punctuation mark–such as an opening parenthesis, a semicolon, or a dash.

John Jones, Jr. (he is the president of the business club)

  • When the name is inverted, for example in a list in alphabetical order by last name, set off the designation with commas.

Jones, John K., Jr.

When preparing a letter from someone using the Jr., Sr., I, II, or III designation, you do not need to use the designation in the reference initials unless you need it to distinguish this person from another person in the same organization. For instance, a letter I type for Henry R. Miller, Jr. at Miller and Miller Law, P.C., a firm where his father also works, would show the reference initials hrmjr/kas.

Remember that these rules are in instances where the person prefers a comma before their generational designation. In cases where they do not prefer a comma, all of this information is unnecessary, but hopefully at least interesting.

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