NOAA/OE&R Writing Style and Usage Guide/

Speaking tips and Communications Guidelines---Version 2

**a, an** Use **a** before consonant [sounds]{.underline} (a historic
event, a one-year term). Use **an** before vowel sounds.

**Aboard vs. Onboard** People come *aboard* a vessel; things are brought
*onboard* a vessel

**academic degrees** Use only if it's necessary to establish
credentials.

[Examples in referencing post graduate degrees]{.underline}:

*Preferred*. Spell out degree.

*Examples of Preferred usage:*

John Jones, who has a doctorate in biology, presented his theory.

*Abbreviate*. Use if you are identifying many individuals and it is
cumbersome to spell out their degree.

*Examples of the proper use of abbreviations:*

Steve Hammond, PhD, spoke to NOAA management.

(Need to set degree off by commas.)

Wrong -- Dr. Pam Jones, PhD.

Correct -- Dr. Pam Jones, a chemist.

**acronyms** Try to avoid them. If necessary, put the acronym in
parentheses following the spelled-out first reference. Don't do this if
the acronym is not used later in the writing

**acting** lowercase before the name (...acting Deputy Director John
McDonough)

**adviser** not advisor.

**affect, effect** Usually *affect* is a verb, meaning \"to influence,\"
and *effect* is a noun, meaning \"result."

**a.m., p.m.** Lowercase with periods.

**archaeology** has an internal "a," rather than archeology.

**arctic** (n.) when referencing the ocean, use Arctic Ocean.

I will be going on a scientific expedition to the Arctic Ocean.

(adj.) it is appropriate to use arctic as an adjective.

Jane wore a heavy jacket to protect her from the arctic weather.

**Amidships vs. athwartships** The former refers to the middle region of
a vessel, the latter refers to something running across the vessel,
perpendicular to the centerline of the vessel, like a thwart

**brevity** Words are cheap today**.** Pretend you lived when
long-distance communication was largely by telegram, and there was a
cost to every word. Eliminate the unnecessary. Example telegram: George
Bernard Shaw to Winston Churchill in a wire inviting him to the opening
night of Pygmalion::

"Am reserving two tickets for you for my premiere. Come and bring a
friend---if you have one."

Churchill wired back: "Impossible to be present for the first
performance.Will attend the second---if there is one."

Quoted by William Manchester *The Last Lion,* Little, Brown 83

**Bow vs. Stem** these two words are often used interchangeably, the
former refers to the front area of a ship, while the latter is the
extreme bow, and specially the shape or structure of it -- as in, "a
sharp stem."

**capitol** should be capitalized only when referring to a place, such
as the U.S. Capitol.

**Caribbean** should be capitalized.

**Celsius** use instead of centigrade for temperature, and always
capitalize.

**centimeter** is one-hundredth of a meter, or about the width of a
large paper clip. Abbreviation = cm.

**Chine** the lengthwise break in the shape of a hull that distinguishes
it from a round-bottom vessel

**compose, comprise** The U.S. is composed of 50 states. The United
States comprises 50 states.

**data** is plural (e. g. the data provided [are]{.underline}....).
Datum is singular.

One **acquires** (rather than collects) sonar data

**database** written as one word, not data base.

**deep sea** written as two words except for the exception under
"deep-sea."

**deep-sea** hyphenate when used as an adjective (Deep-sea corals)

**disk** is the thin flat plate on which computer data is stored. Disk
is not spelled disc.

**ensure, insure** Ensure means guarantee---to ensure something will
happen. Insure refers to insurance as in a policy

**echosounder** should be used instead of fathometer. Fathometer is a
trade name.

**e.g.** abbreviation for the Latin phrase *exempli gratia* or for
example.

**entitled, titled** She was entitled to the promotion. The paper was
titled, "Papers are titled, not entitled."

**equator** Always lowercase.

**farther, further** *Farther* refers to additional distance, and
*further* refers to additional time, amount, or other abstract matters.
You may be **further** from an \"A\" than you think, so when you study,
go no **farther** than the best place to concentrate.

**[f]{.underline}ewer, less** Use fewer for individual items, and less
for bulk or quantity (I had less than \$50. I had fewer than 50 1\$
bills)

**gender** Use his when an indefinite antecedent may be male or female
(A reporter attempts to protect his (not his or her) sources. Note use
of reporter rather than newsman. (Better is "Reporters attempt to
protect their sources.")

**i.e.** abbreviation for the Latin phrase *id est* or that is.

**email** *email* has recently been gaining ground over the forms
*E-mail* and *e-mail,* especially in texts that are more technologically
oriented.

**in order to** Why not just "To...?"

**Institution** Woods Hole Oceanographic, Harbor Branch Oceanographic,
Smithsonian are Institutions, not Institutes

**inquire, inquiry** not enquire/enquiry

**its, it's** It's means it is. Its, on the other hand, indicates
possession.

**less, fewer** *Less* refers to bulk amounts, whereas *fewer* refers to
separate (countable) items. Those with **less** knowledge receive
**fewer** high grades.

**lie, lay** The action word is lay in that it takes a direct object (
(I will lay the book on the table ) Past tense is laid. Lie takes no
direct object (He lies on the beach all day ) Past tense is lay

**Lautenbacher** Vice Admiral Conrad C. Lautenbacher, Jr., U.S. Navy
(Ret.)

**attribution** Under Secretary of Commerce for Oceans and Atmosphere
and NOAA administrator.

**meter** equivalent to 39.37 inches or 3.2808399 feet.

**millimeter** is one-ten-thousandth of a meter, or roughly the
thickness of a paper clip. Abbreviation = mm.

**more** see explanation under over.

**multibeam** is one word.

**Mr.** the plural form is Messrs.

**Mrs.** the plural form is Mmes.

**numbers** one digit numbers should always be spelled out; numbers of
two or more digits should be expressed as numerals, e.g., Three
experiments or 13 experiments.

*Exception* -- When a sentence contains a series of numbers, where at
least one is of more than one digit, then all of the numbers should be
expressed as numerals, e.g., I gave water to 3 scientists, milk to 6
scientists, and coke to 11 scientists.

**ocean** is singular. There is one ocean on Earth, with many ocean
basins.

**principle, principal** Principle is a rule, a law, etc. Principal
means, chief, head, as in Princip[al]{.underline} Investigator.

**punctuation**

**[possessives]{.underline}**

add 's to plural nouns not ending in s....women's rights

add only an apostrophe to plural nouns ending in s...ships' wake

its/it's... It's means it is. Its, on the other hand, indicates
possession

**[colon (:)]{.underline}**

at end of a sentence to introduce lists... There were three goals:
mapping, maintenance time and more mapping.

For emphasis....He had only one hobby: mapping.

**[comma (,)]{.underline}**

to separate elements in a series, but do not before the conjunction in a
simple series.....The flag is red, white and blue.

Introducing a direct quote...Jeremy said, "What is that?"

At quote's end, before attribution and within quote mark..... "That is
my lunch," said the other Jeremy

**[Hyphen]{.underline}**

To avoid ambiguity....The president spoke to small-business men

To join compound modifiers....a first-quarter touchdown,

But not for very or adverbs ending in "ly"...a very good time, an easily
remembered rule

**[Quotation marks]{.underline}**

Direct quotes.... "What time is it," she asked.

Irony..... The "debate" turned into a free-for-all

First mention of an unfamiliar term..... Frequencies are measured in
"kilohertz."

Quotes within Quotes....alternate " " with ' '

**ranks** (NOAA Commissioned Corps---before names) Rear Adm., Capt.,
Cmdr., Lt. Cmdr., Lt., Lt. j.g., Ensign

**ship (NOAA)** In material for release to the media, or to NOAA
employees in a NOAA news source (Access NOAA, NOAA Report, etc.), it is
NOAA ship *Ronald H. Brown*. When cited in internal NOAA business
documents, it is NOAA Ship RONALD H. BROWN.

**ships** Italicize. R/V *Seward Johnson, or* RMS *Titanic*

**side scan** is two words as in side scan sonar.

**scientific** the genus name is the first part, and the species name is
the second

**nomenclature** name. The genus name is always capitalized, and the
species name is not.

The **Tufted** Titmouse\'s scientific name is ***Parus bicolor*.**

**split infinitives** in the "to" form of a verb as in to go, to say.
Splitting the infinitive is to place an adverb or phrase between the
"to" and the verb.

"He want to quickly go," includes a split infinitive

"He wants to go quickly," does not.

(Note: It's OK to have a split infinitive if it cant's be"fixed" without
changing the meaning.

**that, had** words that often may be eliminated.

*Wordy.* The president said [that]{.underline} he [had]{.underline}
signed the bill.

*Simpler.* The president said he signed the bill.

**titles** Capitalize formal titles before a name. (Chief Scientists Bob
Embley said...) Lower case and spell out titles used alone or after a
name. (The chief scientist said.. or, Bob Embley, chief scientist,
said...)

**United States** Spell out when used as a noun. Use U.S. only as an
adjective

**utilize** Why not "use?"

**Web** We go with "Web," and "Web site." However, the transition from
*World Wide Web site* to *Web site* to *website* seems to have
progressed as rapidly as the technology itself. The development of
*website* as a single uncapitalized word mirrors the development of
other technological expressions which have tended to evolve into
unhyphenated forms as they become more familiar. Similarly, there has
been an increasing preference for closed forms like *homepage, online,*
and *printout.*

Communications Guidelines

**Writing for effect:**

-   Identify your audience

-   Use the most effective means to convey the message to that audience

    -   Cut the deadwood

    -   Use simple words and sentences

    -   Make your verbs work as hard as possible

    -   Relate to your audience, use "you", "we", "your" when possible

    -   Ensure that everyone will get the [same]{.underline} message

    -   Get to the point -- Quickly!

-   Write like you talk style -- articles written in a conversational
    style are more likely to be retained and recalled than articles
    written in a formal style.

    -   Unless the article is meant a reference, where precision matters
        over understanding, and the writing is to be *referred to* not
        *read and learned from*, there is almost no need to write in
        formal style.

The question*: [How does NOAA benefit the audience
(s)]{.underline}*[?]{.underline} should be clear upfront and reinforced
throughout the presentation. A presentation is not successful unless
listeners/readers are clear about how NOAA is benefiting *their lives*
and contributing socio-economically to *their* communities and society
as a whole. Wherever possible, some economic data should be included.
(Please use *NOAA Economic Statistics.*)

**Inspiration is valuable**, and just about all NOAA efforts offer the
opportunity to inspire. As one example: *In many ways, we are still at
the edge of a vast frontier -- 200 million years of history lie on the
still-largely unexplored sea floor. No doubt there are many
not-even-yet-imagined treasures that will benefit humankind waiting to
be discovered. When it comes to discovering and protecting them, every
one of us is a stakeholder. Here's why:* (this can serve as a lead-in to
much of NOAA's work)

**[Communication drivers:]{.underline}**

-   *Upfront*, clearly link NOAA's *value* to audience interests.

-   As applicable, weave in NOAA's 4 mission goals, making clear that
    milestone goals are being achieved. (See *New Priorities for the
    21^st^ Century: NOAA's Strategic Vision.*) **Goal #1 applies to OE &
    R: "Protect, Restore and Manage the Use of Coastal and Ocean
    Resources Through an Ecosystem Approach to Management"**

-   Weave in NOAA messages. (Please see below.)

-   Whenever possible, recognize NOAA's exploration and research
    contributions.

-   Less is usually better -- have 1-3 clear themes and underscore each
    with audience-specific examples and a few reinforcing stats instead
    of piling on more themes.

-   With most audiences, keep technical details, the "how" of process to
    a minimum.

-   No acronyms/jargon with any audience (even within our own
    community), or you'll lose them.

-   Ensure all communications with Congressional members or staff is
    approved in advance

**[Key NOAA Messages]{.underline}**: (top 3 can be factored into
everything; remaining messages can be adapted as useful)

-   **NOAA, where science gains value** (main theme)

-   **NOAA touches every one of our lives \-- *every day* of the year**.
    Each day NOAA services touch at least \$3 trillion of America's
    economy. That's about 30% of our nation's GDP. (See *NOAA Economic
    Statistics.*)

-   From the deep ocean to radiation from the surface of the sun, there
    is no part of our ocean and atmospheric environment that NOAA is not
    investigating and forecasting. ***NOAA is there**.* Via partnerships
    at all levels, NOAA's 12,000+ staff shape a public trust, in the
    atmosphere, the sky, over land and under the seas. Grounded in sound
    science, the aim is to foster a healthier environment and economy,
    now and for future generations. **Sound science is the harbinger of
    sound policy**.

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-   **Since our planet's systems don't work in stovepipes, NOAA is being
    managed to move through the 21^st^ century in the same interrelated
    manner as the environment we observe, forecast and protect.** This
    includes **matrix teams** that are citizen-centered,
    results-oriented and grounded in market-based principles. When it
    comes NOAA's priorities \-- ecosystem-based management; climate;
    weather & water; and commerce & transportation \-- there are now
    voices for a range of Earth sciences heard around one table. To
    sustain the environment and economy and understand our ever-changing
    world, there is need to understand the interrelationships among our
    planet's systems.

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-   **To truly understand our planet, we must be able to take Earth's
    pulse everywhere it beats -- which is all over the globe.** Until we
    do, there will always be "blind spots" in understanding how Earth
    works. Merely listing the parts of a submarine or Boeing 777 won't
    tell us how they work. The same is true of systems on Earth.

-   **For the benefit of all humankind, one integrated system will be
    able to observe**

**globally, model regionally and act locally**. Dozens of nations plus
the European Commission have now joined in agreeing to the development
of a 10-year global Earth

Observation System implementation plan. Kick-off was the first-ever
Earth

Observation Summit on July 31, 2003. (See
[http://earthobservations.org](http://earthobservations.org/))

**[Key "Ocean Literacy" Messages
(]{.underline}[www.coexploration.org/oceanliteracy](http://www.coexploration.org/oceanliteracy)[)
for K-12.]{.underline}**

1.  [The Earth has one big ocean with many features]{.underline} (Covers
    about 70% of the planet, one ocean with many basins, size of basin
    and its features vary due to tectonic plate movements, one
    interconnected circulation system powered by wind, tides, Earth's
    rotation, the sun and water density differences.

2.  [The ocean and life in the ocean shape the features of the
    Earth.]{.underline} (Many earth materials and geochemical cycles
    originated in the ocean. Sea level changes over time shaped the land

3.  [The ocean is a major influence on weather and climate (controls
    weather and]{.underline} climate by dominating Earth's energy, water
    and carbon systems. Absorbs much of solar radiation---loses heat by
    evaporation, driving atmospheric circulation producing rain.
    Condensation of water evaporated from warm seas provides energy for
    hurricanes/cyclones. El Nino changes weather patterns Absorbs about
    half of all CO2 added to atmosphere)

4.  [The ocean makes Earth habitable]{.underline} (Most of the oxygen in
    the atmosphere comes from photosynthetic organisms in the ocean. The
    first life is thought to have started in the ocean.

5.  [The ocean supports a great diversity of life and
    ecosystems]{.underline} (smallest virus to the largest animal that
    ever lived on Earth, the Blue Whale. Most ocean life is
    microbes---primary producers. Ocean has most of the living space on
    Earth. Environmental factors affect habitats producing areas rich in
    life and others barren. Deep ocean ecosystems exist near vents and
    seeps with life based on chemicals.)

6.  [The oceans and humans are inextricably interconnected]{.underline}
    (Ocean affects every human life supplying fresh water (from rain),
    more than half the Earth's oxygen. It moderates climate, influences
    weather and affects human health. Provides food, medicines, mineral
    and energy resources and is a highway for commerce. Most humans live
    near the ocean. Humans affect the ocean via pollution, physical
    changes to beaches, shores, fishing, etc. and must care for and
    manage ocean resources)

7.  [The ocean is largely unexplored]{.underline} (New technologies and
    tools are available to interdisciplinary teams of scientists.)