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Cornell
College data entry and style guide
Goals
Consistency, professionalism, simplicity, ease of entry, ease
of readability, and compliance (except where noted) with postal usage.
Proper names
Abide by the preferred spelling, spacing, abbreviation, and capitalization.
Exception: Do use periods, commas, apostrophes (O'Brien) and hyphens (Hanna-Bennett).
In that rare instance that space does not permit using a complete name,
use these abbreviations:
Assoc. |
Corp. |
Intl. |
Bros. |
Div. |
Ltd. |
Co. |
Fed. |
Mfg. |
Com. (Committee) |
Fnd. |
Natl. |
Comm. (Communications) |
Inc. |
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Preferred name
Use their preference. If a doctor wishes to be Marcus Welby,
M.D. rather than Dr. Marcus Welby, or if a priest wishes to be Father
John Dowling rather than Rev. John Dowling, that's fine. But, no comma
before “Jr.” or “Sr.”
Initials
J.F. Kennedy (no space between initials)
J. Edgar Hoover
Degrees
Put a comma before degrees: Craig Allin, Ph.D.
B.A., B.S.S., B.Ph., B.M.
B.S.
B.D. (Bachelor of divinity)
D.C. (chiropractor)
D.D. (Doctor of divinity) |
D.D.S. (dentist)
D.O. (osteopath)
J.D. (attorney)
L.L.D. (doctor of laws)
M.A. |
M.B.A.
M.D.
M.S.
Ph.D.
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Titles
Mr.
Mrs.
Ms.
Miss |
Dr.
Gov.
Hon.
Prof. |
Rep.
Sen.
Jr. (no comma before)
Sr. (no comma before) |
Military titles
(See the Associated Press Stylebook in OCC for a complete listing)
Army: |
1st Lt. |
2nd Lt. |
Brig. Gen. |
Capt. |
Col. |
Cpl. |
Gen. |
Lt. Col. |
Lt. Gen. |
Maj. |
Maj. Gen. |
Pfc. (private first class) |
Pvt. 2 (private 2) |
Spc. (specialist) |
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Navy: |
Adm. |
Cmdr. |
Ensign |
Lt Cmdr. |
Rear Adm. |
Vice Adm. |
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Religious titles
Fr. (Father is OK if preferred by the priest)
Friar
Mon. (Monsignor)
Rabbi
Rev. (including priests)
Sr. (Sister is OK if preferred by the nun)
Addresses
For a detailed list of abbreviations, see http://pe.usps.gov/.
Click on Postal Addressing Standards, taking you to a
PDF document that includes abbreviations for streets [appendix C], county,
state and local highways [appendix F], secondary unit designators [appendix
C] and much more.
Cities:
Spell out Mount, as in Mount Vernon. Spell out directions, as in
West Des Moines.
Streets (not cities):
Applies only to street names, not city names; for example, the “Mount”
in Mount Vernon and the “Fort” in Fort Dodge are not abbreviated
as they would be in a street name.
Ave.
Blvd.
Bldg.
Cir.
Ct.
Dr.
Ft.
Hwy.
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Jct.
Ln.
Mt. (street only)
Pkwy.
Pl. (Place)
Plz. (Plaza)
Pt.
Rd.
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Rdg. (Ridge)
Rte.
R.R.
St. (Street or Saint)
Ter. (Terrace)
Trl. (Trail)
Vlg. (Village)
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Box numbers:
For U.S. Post Office boxes, use P.O. Box. For on-campus boxes, just
use Box.
Directions:
N, S, E, W, NW, SE, etc. (no periods)
Numbers:
Use numerals for street names. Example: 326 1 st St. E; 326 10 th
St. E.
Apartment numbers:
706 1 st St. W, Apt. 326
Secondary Unit Designators:
Apt.
Bsmt.
Bldg.
Fl.
Lbby. (lobby)
Lowr.
Ste. (Suite)
Uppr.
Addressing international mail
See http://www.usps.com/global/addressingintlmail.htm
Updated 11/04
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