Category Archives: paralegal

The Updated State of Capitalizing “State

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State (4)Check out the updated article at ENCORE – The State of Capitalizing State

Murphy’s Law: Anything that can go wrong, will go wrong. I have lots of issues that tend to attract Murphy’s Law into my life. Thankfully a very attentive NALS member brought to my attention that the last Grammar Nuggets article on capitalizing the word “state” had a glaring error. The Murphy’s Law part of that is that that article was correcting a 2014 blog post, so we are correcting it again and I’m hoping the third time is the charm. I apologize for getting the information wrong. The reference in the The State of Capitalizing “State” post to The Gregg Reference Manual should actually have been a reference to The Bluebook. This clerical error made a confusing topic even MORE confusing. Here is the correct information:

According to the Gregg Reference Manual ¶ 335:

  • Capitalize state only when it follows the name of a state or is part of an imaginative name:
    • The state of Arizona is known as the Grand Canyon State.
    • One of my favorite places to visit is Washington State.
  • Do not capitalize state when it is used in place of the actual state name
    • She is an employee of the state. Note, however, that people who are actually working for state government will probably write it as “State.”

According to The Bluebook, capitalize the word “state”:

  • When it is part of the full name of the state
    • The State of Arizona is the 48th state admitted to the Union.
  • When the word it modifies in capitalized
    • In Michigan, the State Corrections Director is in charge of the correctional system.
  • When referring to the state as a party to litigation or a governmental actor
    • The State filed a Motion to Dismiss.

Obviously, The Bluebook is not a grammar guide—it is a style guide for legal citation. The only grammar guide that seems to disagree with part of the Gregg Reference Manual is the Chicago Manual of Style, which says “where the government rather than the place is meant, the words state, city, and the like are usually capitalized.”

  • The State of Florida’s statutes regarding corporations are codified at Title XXXVI.

I have made and will continue to make mistakes and I will continue to learn right along with you. While I hate making errors and hate even more when others catch them, I am always happy that they are brave enough to bring it to my attention and give me the opportunity to fix it. So as I said in the original article, capitalization of the word “state” is very confusing. But hopefully we’ve made it a little clearer—and more accurate—this time.

 

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Grammar Giggle – Advertising Matters

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I pulled this out of my mailbox this weekend and noticed three errors before I even got back to my house. When the part of an advertisement intended to catch your eye has a glaring error, it really makes the company look bad. While they were consistent with their mistake, there was another anonymous placement of a comma.

Piano1

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Grammar Giggle-Painting and Grammar

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I recently went to a painting party. I had a great time and ended up with a beautiful picture, which I’m still not convinced I actually painted. While on a break, I noticed their scrolling information about future classes on monitors throughout the facility. I saw these two errors. Even if your business is not grammar, you have people reading everything you have there and, perhaps, making judgments about your business based on that. A review of these slides should have caught the mistakes.

PaintPaint2

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The State of Capitalizing “State”

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State

Check out the updated article at ENCORE – The State of Capitalizing State

I need to clarify something in a blog post published in 2014 on Capitalization in Legal Documents. The capitalization of the word “state” is obviously very confusing depending on your preferred resource.

According to the Gregg Reference Manual, “state” should be capitalized:

  • When it is part of the full name of the state as in the State of Arizona
  • When the word it modifies is capitalized as in the State Corrections Director
  • When referring to the state as a party to litigation or a governmental actor as in “The State filed a Motion to Dismiss”

Most other sources I’ve found disagree with Gregg’s first example and say that “state” should not be capitalized when used as a proper noun but is capitalized when used in place of a particular state or referring to a specific governmental body:

  • The residents of the state of California have a reputation for being healthier than most.
  • The corporation, registered to do business in the state of California, is actually an Arizona corporation.

According to another favorite resource of attorneys, the Chicago Manual of Style, “where the government rather than the place is meant, the words state, city, and the like are usually capitalized.”

  • The State of Florida’s statutes regarding corporations are codified at Title XXXVI.

Another resource simplifies it as when you are using “state” as a common noun, you would not capitalize it:

  • She loved visiting the Northwestern states because she loved the rain.
  • The state of California has a beautiful coastline.

But do capitalize “state” if it is part of a proper name

  • I love visiting Washington State (as opposed to Washington, D.C.—although I love visiting there too).
  • I have visited New York City, but not the rest of New York State (capitalized to differentiate between New York City and New York State).

All resources agree that “state” should be capitalized when it is a party to litigation.

  • The response to the Motion to Dismiss was filed by the State yesterday.

The only comfort in all this confusion is that obviously everyone is confused. In fact, in many recent U.S. Supreme Court cases, “state” is capitalized in different instances, which may be a holdover from style from the 18th Century when many common nouns are capitalized.

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