Publication Style Guide, Study notes of Public Law

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Publication Style Guide

The American Legion

Updated April 2017

Table of Contents

• Introduction
• Quick tips
• American Legion frequently used terms
• Military terms
• Military titles
• Common abbreviations/acronyms

Keep your text simple. Don’t use two words when one will do.

Not sure when to capitalize the “t” in The American Legion? Only when referring to the main organization or Sons of The American Legion. When the name is followed by another word or words, go with a lowercase “t”: the American Legion Family, the American Legion Riders, the American Legion Baseball program.

It’s often necessary to give readers a full term or name before using an abbreviation or acronym. For example, most people know the Department of Veterans Affairs as VA, but don’t know what CARES stands for (it’s the Capital Asset Realignment for Enhanced Services). On first reference, give the full name or term. Use the acronym in second and further references: American Legion posts nationwide are raising money for the National Emergency Fund. After that, use the acronym: the NEF provides direct financial assistance.

Avoid alphabet soup by using capitalization only where it’s needed and appropriate. When too many words are emphasized, none of the words stand out. Don’t say, American Legion Posts are full of Veterans who respect our Nation’s Flag. Do say, American Legion posts are full of veterans who respect our nation’s flag. Limit capitalization to the first word of a sentence, proper nouns (people, groups, places, etc.)., and titles preceding names.

What about titles? This rule is simple: capitalize a title preceding a name: President Donald Trump signed the bill. Don’t capitalize a title if it follows the name or is used without an individual’s name: the president visited Arlington National Cemetery. A few American Legion-specific examples include:

Preceding Following

National Commander Charles E. Schmidt Charles E. Schmidt, national commander

American Legion Auxiliary President Mary Davis Mary Davis, president of the American Legion Auxiliary

Department of Illinois Commander Cheri Stanton Cheri Stanton, commander of the Illinois American Legion

Post 48 Commander Joe Smith Joe Smith, commander of Post 48

National Americanism Commission Chairman Richard Anderson

Richard Anderson, chairman of the Legion’s National Americanism Commission

Abbreviate only a handful of titles. Most formal titles are spelled out, with the exceptions of Dr. (doctor), Gov. (governor), Lt. Gov. (lieutenant governor), Rep. (representative), Sen. (senator), and military titles. Avoid using Dr. as a formal title for individuals without a doctoral degree in dental surgery, medicine, optometry, or osteopathic, podiatric or veterinary medicine. If the context calls for using Dr. for an individual with another type of doctoral degree, indicate his or her specialty in the first or second reference.

Quick tips

Speaking of abbreviations, check those months and addresses. Write dates without st, nd, rd, th: April 3, not April 3rd. When a month is given with a specific date, abbreviate Jan. (January), Feb. (February), Aug. (August), Sept. (September), Oct. (October), Nov. (November) and Dec. (December). Spell out when using alone or with a year alone: October 2001. Do not use a comma to separate a month and year unless a date is given: July 27, 1975.

Spell out street names when used alone: Pennsylvania Avenue. With numbered addresses, use Ave. (Avenue), Blvd. (Boulevard) and St. (Street): 700 N. Pennsylvania Ave. Also spell out First through Ninth, and use numbers for 10th and above. Abbreviate compass points for the direction of a street, in numbered addresses: 412 N. 82nd St. Otherwise, North 82nd Street. City quadrants do not require periods: NE, SW.

Some cities and states are special. Per AP, the following U.S. city names can stand alone, without a state, in datelines and articles: Atlanta, Baltimore, Boston, Chicago, Cincinnati, Cleveland, Dallas, Denver, Detroit, Honolulu, Houston, Indianapolis, Las Vegas, Los Angeles, Miami, Milwaukee, Minneapolis, New Orleans, New York, Oklahoma City, Philadelphia, Phoenix, Pittsburgh, St. Louis, Salt Lake City, San Antonio, San Diego, San Francisco, Seattle, Washington. In datelines on press releases, be sure to use all capital letters.

In the case of other U.S. cities, the state should be included. Spell out Alaska, Hawaii, Idaho, Maine, Ohio, Texas and Utah.

Other state names are abbreviated as follows, unless they stand alone in copy: Ala. (Alabama), Ariz. (Arizona), Ark. (Arkansas), Calif. (California), Colo. (Colorado), Conn. (Connecticut), Del. (Delaware), Fla. (Florida), Ga. (Georgia), Ill. (Illinois), Ind. (Indiana), Kan. (Kansas), Ky. (Kentucky), La. (Louisiana), Md. (Maryland), Mass. (Massachusetts), Mich. (Michigan), Minn. (Minnesota), Miss. (Mississippi), Mo. (Missouri), Mont. (Montana), Neb. (Nebraska), Nev. (Nevada), N.H. (New Hampshire), N.J. (New Jersey), N.M. (New Mexico), N.Y. (New York), N.C. (North Carolina), N.D. (North Dakota), Okla. (Oklahoma), Ore. (Oregon), Pa. (Pennsylvania), R.I. (Rhode Island), S.C. (South Carolina), S.D. (South Dakota), Tenn. (Tennessee), Vt. (Vermont), Va. (Virginia), Wash. (Washington), W.Va. (West Virginia), Wis. (Wisconsin), Wyo. (Wyoming).

Need to identify a member of Congress? Abbreviate representative or senator, and set off the party and state by commas following the person’s name: Sen. Ben Sasse, R-Neb., Rep. Nancy Pelosi, D-Calif., Sen. Bernie Sanders, I-Vt. Include U.S. if necessary to distinguish the person from a representative or senator serving in state government: U.S. Sen John McCain, R-Ariz., U.S. Rep. Ruben Gallego, D-Ariz.

Bills, laws and all that stuff. Terminology is important here. Amendments, ordinances, resolutions and rules are adopted or approved. Bills are passed. Laws are enacted. In addition, be aware of accepted abbreviations for numbered resolutions, bills and laws: H. Con. Res. (House Concurrent Resolution), H.J. Res. (House Joint Resolution), H. Res. or H.R. (House Resolution), P.L. (Public Law), S. (Senate Bill), S. Con. Res. (Senate Concurrent Resolution), S.J. Res. (Senate Joint Resolution).

A word about race and ethnicity. Black and African-American are acceptable for American black persons of African descent. Use Negro or Afro-American only in names of organizations or quotations. Latino is the preferred term for a person from (or whose ancestors were from) a Spanish-speaking land or culture. Use Latina for women. Hispanic is acceptable, but follow a person’s preference. Use American Indians or Native Americans for those in the United States, naming the tribe if possible. In Alaska, indigenous groups include Aleuts, Eskimos and Indians, collectively known as Alaska Natives. Again, where possible, follow a person’s preference.

Quick tips

Constitution of The American Legion Uppercase in formal references: According to the Constitution of The American Legion, the Legion’s constitution.

convention Lowercase unless referring to a specific convention: the upcoming department convention, The American Legion’s national convention, the 98th National Convention of The American Legion, the American Legion Department of Wisconsin convention.

Court of Veterans Appeals CVA on second reference.

DD 214 Short for Certificate of Release or Discharge from Active Duty. Acceptable in all references.

Defense POW/MIA Accounting Agency DPAA on second reference.

department Capitalize only when referring to a specific American Legion department: the Department of Hawaii, five Legion departments. May be referred to as state (the Iowa American Legion) or department (The American Legion Department of Iowa). Do not abbreviate.

Department of Defense DoD acceptable on second reference. Not DOD.

department executive committee Capitalize when referring to a specific department: Wisconsin’s Department Executive Committee. Avoid abbreviating DEC.

department service officer DSO acceptable on second reference.

Direct Membership Solicitation DMS on second reference.

Director for Veterans Employment and Training DVET on second reference.

disabled Do not describe a person as disabled unless it is pertinent to the article. Avoid descriptions such as afflicted with or suffers from: he has PTSD, she has cancer. Avoid terms such as handicapped, crippled, confined to a wheelchair, wheelchair-bound.

Disabled Veterans Outreach Program DVOP on second reference.

district Spell out numbers fewer than 10: the Department of Indiana’s Third District, the 10th District

division Capitalize when referring to a specific American Legion division: division chairmen, the Legion’s Americanism Division.

executive Do not abbreviate.

Fall Meetings Capitalize when referring to the National Executive Committee’s October meetings: the National Executive Committee passed a resolution during its Fall Meetings in Indianapolis, the NEC’s Fall Meetings.

Family Support Network FSN on second reference.

federal Capitalize when part of a proper name: the federal government, the Federal Trade Commission.

fiscal The 12-month period that a corporation or government body uses for bookkeeping. The U.S government’s fiscal year begins three months ahead of the calendar year, in October. Do not abbreviate FY: fiscal year 2015, fiscal

flag Lowercase in all references: the flag, the U.S. flag. Capitalize Grand Old Flag, Old Glory and the Star- Spangled Banner.

flag amendment Refers to proposed constitutional amendment that would return to states the right to pass laws protecting the U.S. flag from desecration. Lowercase unless referring to a specific bill.

flagpole

Foreign and Outlying Departments and Posts of The American Legion FODPAL on second reference.

Founding Fathers Capitalize when referring to the authors of the U.S. Constitution. Lowercase when referring to The American Legion’s founders.

four pillars Phrase refers to The American Legion’s central missions: Veterans Affairs & Rehabilitation, National Security, Americanism, and Children & Youth. Sometimes shortened to Veterans, Security, Americanism, Youth. Lowercase preferred: the four pillars upon which The American Legion was founded, the Legion’s four pillars.

Fourth of July, July Fourth, Independence Day Do not use 4th of July, July 4th.

fundraising, fundraiser

GI Government issue. Do not spell out or use periods. Use soldier unless talking about the GI Bill of Rights.

global war on terrorism Lowercase. Do not abbreviate GWOT.

American Legion frequently used terms

Gulf War Illness GWI acceptable on second reference.

half-mast, half-staff On ships and at naval stations ashore, flags are flown at half-mast. Elsewhere ashore, they are flown half-staff.

health care Two words, except when combined as part of a proper name: the Miami VA Healthcare System. Hyphenate when using as an adjective: the state’s health-care system.

homefront

House Committee on Veterans’ Affairs Note the apostrophe. Avoid abbreviating HVAC. House VA committee preferred on second reference.

junior, senior Abbreviate when following a name but do not precede by a comma: Martin Luther King Jr.

Junior Shooting Sports Program The American Legion Junior Shooting Sports Program is preferred, or Junior Shooting Sports. JSSP is acceptable on second reference.

killed in action KIA acceptable on second reference.

Korean War Do not use Korean conflict or Korea veteran.

Legacy Run American Legion Legacy Run is preferred, and Legacy Run on second reference: the American Legion Legacy Run, the 10th annual Legacy Run.

Legacy Scholarship American Legion Legacy Scholarship is preferred, and Legacy Scholarship on second reference: the American Legion Legacy Scholarship was created after 9/11, she received a Legacy Scholarship.

legislature Capitalize when preceded by the name of a state: the Colorado Legislature.

Local Veterans Employment Representative LVER on second reference.

Local Veterans Outreach Representative LVOR on second reference.

Legionnaire A member of The American Legion.

login, logon, logoff Use two words for verb form: I log in to my computer.

long time, longtime They have known each other a long time. They are longtime friends.

Membership Management Information System MMIS on second reference.

Membership & Post Activities M&PA acceptable on second reference.

military treatment facilities MTFs acceptable on second reference.

missing in action MIA acceptable on second reference. POW/MIA acceptable in all references.

Montgomery GI Bill, Montgomery GI Bill-Selected Reserve MGIB, MGIB-SR on second reference.

National Association of Department Historians of The American Legion NADHAL on second reference.

National American Legion Press Association NALPA on second reference.

national anthem Do not capitalize: she sang the national anthem. Proper title is “The Star-Spangled Banner.”

national commander On first reference, include the organization: American Legion National Commander Charles E. Schmidt. Uppercase only when preceding a person’s name: National Commander Charles E. Schmidt, the national commander of The American Legion or Charles E. Schmidt, national commander.

National Emergency Fund NEF on second reference.

National Executive Committee, National Executive Committeeman NEC, NECman on second reference.

national judge advocate NJA acceptable on second reference.

National Personnel Records Center NPRC on second reference.

No. Use when identifying a resolution or rule number. Do not use #.

noncombat, noncombatant

nonprofit No hyphen: nonprofit groups.

OCW On first reference, identify as The American Legion’s Operation Comfort Warriors program. OCW acceptable on second reference.

American Legion frequently used terms

traumatic brain injury TBI on second reference.

TRICARE Capitalize all letters.

undersecretary One word.

underway

United Nations Spell out unless used as an adjective: U.N. meetings, U.N. officials. UN permitted in headlines.

United States Spell out unless used as an adjective: U.S. forces, U.S. officials. US permitted in headlines.

VA The Department of Veterans Affairs. VA on second reference (no periods). Do not use the VA.

versus Spell out in ordinary speech and writing: proposals to privatize VA versus proposals to reform the cabinet-level agency. In short expressions, abbreviation is permitted: the guns vs. butter debate.

veteran, veterans Do not capitalize: Vietnam War veterans. Avoid using vets.

Veterans Affairs Medical Center VAMC on second reference.

Veterans Affairs Regional Office VARO on second reference.

Veterans Affairs & Rehabilitation VA&R acceptable on second reference.

Veterans Affairs Voluntary Service VAVS on second reference.

Veterans Benefits Administration VBA on second reference.

Veterans Day No apostrophe. Formerly Armistice Day, the federal legal holiday is observed Nov. 11.

Veterans Employment and Training Service VETS on second reference.

Veterans Health Administration VHA on second reference.

Veterans Integrated Service Network VISN on second reference.

veterans service organization No apostrophe. VSO acceptable on second reference.

Vietnam One word. Do not use Viet Nam.

Vietnam War era When referring to veterans who did not serve in theater, use Vietnam War-era veteran.

vice chairman, vice commander, vice president No hyphen.

wartime

website, webcam, webcast, webmaster But Web, Web page, Web browser, Web feed.

Wi-Fi

women veterans Preferred over female veterans.

World War I, World War II Do not abbreviate WWI, WWII.

American Legion frequently used terms

active-duty training ADT acceptable on second reference.

Air Force U.S. Air Force or Air Force. Do not abbreviate USAF. In 1941, Congress established the U.S. Army Air Forces. Prior to that, the air arm was called the U.S. Army Air Corps. The U.S. Air Force was created in

Air Force base Do not abbreviate AFB. Per the U.S. Air Force, bases in the United States use Air Force base in their title and air base for overseas installations: Lackland Air Force Base, Aviano Air Base.

Air National Guard Do not abbreviate ANG.

aircraft Use a hyphen when changing from letters to figures. No hyphen is necessary when adding a letter after figures: F-15 Eagle, C-17A Globemaster III.

anti-aircraft

anti-ballistic missile ABM acceptable in all references, but the term should be defined in the story. Avoid ABM missiles.

Army U.S. Army or Army. Do not abbreviate USA.

Army and Air Force Exchange Service AAFES acceptable on second reference.

Army Commendation Medal Do not abbreviate.

Army Reserve Do not abbreviate USAR.

AWOL Acceptable in all references for absent without leave.

battalion Capitalize when referring to a numbered group: the 10th Battalion.

battlefield, battleground, battleship But battle stations.

basic allowance for housing BAH acceptable on second reference.

basic allowance for quarters BAQ acceptable on second reference.

battle dress uniform BDU acceptable in all references.

cadet Proper title for men and women enrolled at West Point Military Academy, the Air Force Academy, Coast Guard Academy and Merchant Marine Academy.

caliber Use hyphen when giving a measurement: a .22-caliber rifle, a .45-caliber pistol.

cavalry Do not abbreviate.

cease-fire Verb form is cease fire.

chief of naval operations Do not abbreviate CNO.

Combat Infantry Badge CIB acceptable on second reference.

Coast Guard U.S. Coast Guard or Coast Guard. Do not abbreviate USCG.

Coast Guardsman Lowercase guardsman when it stands alone.

commander in chief No hyphens.

company Capitalize only when part of a proper name: D Company. Do not abbreviate.

continental United States CONUS acceptable on second reference.

court-martial, courts-martial

cyberspace, cybersecurity

D-Day Refers to June 6, 1944, the day the Allies invaded Western Europe in World War II.

Distinguished Flying Cross Do not abbreviate.

Distinguished Service Cross Do not abbreviate.

drill instructor Do not abbreviate DI.

front line Hyphenate when using as an adjective: front-line forces.

improvised explosive device IED acceptable on second reference. Roadside bomb preferable.

infantry division Do not abbreviate ID: he commanded an infantry division, the 3rd Infantry Division.

intercontinental ballistic missile ICBM acceptable on second reference. Avoid ICBM missiles.

Joint Chiefs of Staff Also the Joint Chiefs, but lowercase the chiefs or chiefs of staff.

LST Landing Ship Tank. Do not spell out.

LCI Landing Craft Infantry. Do not spell out.

LCVP Landing craft, vehicle, personnel. Do not spell out. Commonly known as Higgins boat.

M1, M16 No hyphens when referring to these rifles.

Marines U.S. Marines, the Marines, the Marine Corps. Do not abbreviate USMC. Do not refer to Marines as soldiers. Use troops if a generic term is needed.

Marine Amphibious Unit MAU acceptable on second reference.

Military terms

Use AP style for military rank rather than the service branches’ system of abbreviation (e.g. COL for colonel, CDR for commander). On first reference, use the title, and on subsequent references use the person’s last name only.

ARMY, MARINE CORPS, AIR FORCE COMMISSIONED OFFICERS

O-10 general Gen.

O-9 lieutenant general Lt. Gen.

O-8 major general Maj. Gen.

O-7 brigadier general Brig. Gen.

O-6 colonel Col.

O-5 lieutenant colonel Lt. Col.

O-4 major Maj.

O-3 captain Capt.

O-2 first lieutenant 1st Lt.

O-1 second lieutenant 2nd Lt.

NAVY, COAST GUARD COMMISSIONED OFFICERS

O-10 admiral Adm.

O-9 vice admiral Vice Adm.

O-8 read admiral (upper half ) Rear Adm.

O-7 rear admiral (lower half ) Rear Adm.

O-6 captain Capt.

O-5 commander Cmdr.

O-4 lieutenant commander Lt. Cmdr.

O-3 lieutenant Lt.

O-2 lieutenant junior grade Lt. j.g.

O-1 ensign Ensign

Note: The special ranks of general of the Army, general of the Air Force and fleet admiral are reserved for wartime only.

WARRANT OFFICERS

W-5 chief warrant officer 5 Chief Warrant Officer 5

W-4 chief warrant officer 4 Chief Warrant Officer 4

W-3 chief warrant officer 3 Chief Warrant Officer 3

W-2 chief warrant officer 2 Chief Warrant Officer 2

W-1 chief warrant officer 1 Chief Warrant Officer 1

Note: The Air Force does not have warrant officers. The Navy and the Coast Guard no longer use the grade of Chief Warrant Officer 1, and the Coast Guard does not have a Chief Warrant Officer 5.

Military titles

ARMY ENLISTED

E-9 sergeant major of the Army Sgt. Maj. of the Army

E-9 command sergeant major Cmd. Sgt. Maj.

E-9 sergeant major Sgt. Maj.

E-8 first sergeant 1st Sgt.

E-8 master sergeant Master Sgt.

E-7 sergeant first class Sgt. 1st Class

E-6 staff sergeant Staff Sgt.

E-5 sergeant Sgt.

E-4 corporal Cpl.

E-4 specialist Spc.

E-3 private first class Pfc.

E-2 private Pvt.

E-1 private Pvt.

MARINE CORPS ENLISTED

E-9 sergeant major of the Marine Corps Sgt. Maj. of the Marine Corps

E-9 sergeant major Sgt. Maj.

E-9 master gunnery sergeant Master Gunnery Sgt.

E-8 first sergeant 1st Sgt.

E-8 master sergeant Master Sgt.

E-7 gunnery sergeant Gunnery Sgt.

E-6 staff sergeant Staff Sgt.

E-5 sergeant Sgt.

E-4 corporal Cpl.

E-3 lance corporal Lance Cpl.

E-2 private first class Pfc.

E-1 private Pvt.

AIR FORCE ENLISTED

E-9 chief master sergeant of the Air Force Chief Master Sgt. of the Air Force

E-9 command chief master sergeant Command Chief Master Sgt.

E-9 chief master sergeant Chief Master Sgt.

E-8 senior master sergeant Senior Master Sgt.

E-7 master sergeant Master Sgt.

E-6 technical sergeant Tech. Sgt.

E-5 staff sergeant Staff. Sgt.

Military titles

Common abbreviations/acronyms

In the case of most of acronyms, spell out the term on first reference and use the acronym on second and all further references. Per AP, avoid following an organization’s full name with the acronym in parentheses or set off by dashes. If an acronym wouldn’t be clear on second reference without doing so, don’t use it.

Acronyms marked with asterisks do not need spelled out ; they are allowed in all references, though context should be considered.

A&A Aid & Attendance

ABMC American Battle Monuments Commission

ACLU American Civil Liberties Union

ADA Americans with Disabilities Act

AFRH Armed Forces Retirement Home

ALS amyotrophic lateral sclerosis

AMVETS * American Veterans

AP Associated Press

ARVN Army of the Republic of Vietnam

BAMC Brooke Army Medical Center

BRAC Base Realignment and Closure

BSA Boy Scouts of America

BVA Blind Veterans Association

CASA court-appointed special advocate

CBO Congressional Budget Office

CBT cognitive behavioral therapy

CDC Centers for Disease Control and Prevention

CEO chief executive officer

CFO chief financial officer

CHAMPUS Civilian Health and Medical Program of the Uniformed Services

CHAMPVA Civilian Health and Medical Program of the Department of Veterans Affairs

CIA * Central Intelligence Agency

CMN Children’s Miracle Network

COLA cost-of-living adjustment

COO chief operations officer

COPD chronic obstructive pulmonary disease

COTA Children’s Organ Transplant Association

CPA certified public accountant

CPR * cardiopulmonary resuscitation

CQ Congressional Quarterly

CR continuing resolution

CRS Congressional Research Service

CWT Compensated Work Therapy

DAV Disabled American Veterans

DEA Drug Enforcement Agency

DHS Department of Homeland Security

DMZ demilitarized zone

DNC Democratic National Committee

DoE Department of Energy

DoJ Department of Justice

DoL Department of Labor

DPRK Democratic People’s Republic of Korea

EEOC Equal Employment Opportunities Commission

EMT emergency medical technician

ER emergency room

ESGR Employer Support of the Guard and Reserve

EU European Union

FAA Federal Aviation Administration

FAQ * frequently asked questions

FBI * Federal Bureau of Investigation

FDA Food and Drug Administration

FEMA Federal Emergency Management Agency

FOIA Freedom of Information Act

GDP gross domestic product

GPS * Global Positioning System

GOP * Grand Old Party (use only on second reference to Republican Party)

HHS Health and Human Services

HUD Department of Housing and Urban Development

ICC International Criminal Court

ICE Immigrations and Customs Enforcement

INS Immigration and Naturalization Service

Common abbreviations/acronyms

OTJ on-the-job training

PAC political action committee

PAY-GO Pay-As-You-Go

PC political correctness

PRC People’s Republic of China

PSA public service announcement

PVA Paralyzed Veterans of America

RNC Republican National Committee

RN registered nurse

ROK Republic of Korea (South Korea)

SBA Small Business Administration

SCHIP State Children’s Health Insurance Program

SCRA Servicemembers’ Civil Relief Act

SDI Strategic Defense Initiative

SDVI Service Disabled Veterans Insurance

SF 80 Standard Form 80

SGLI Servicemen’s Group Life Insurance

SMC Special Monthly Compensation

SSDI Social Security Disability Insurance

SSN Social Security number

START Strategic Arms Reduction Talks

SUV sport utility vehicle

TAPS Tragedy Assistance Program for Survivors

TSA Transportation Security Administration

U.S.C. United States Code (U.S. Code on first reference)

UAE United Arab Emirates

UCMJ Uniform Code of Military Justice

UK United Kingdom

USAID U.S. Agency for International Development

USDA U.S. Drug Administration

USERRA Uniformed Services Employment and Reemployment Rights Act

USO* United Service Organization

Common abbreviations/acronyms

USPS U.S. Postal Service

VC Viet Cong

V-E Victory in Europe

VFW Veterans of Foreign Wars

VGLI Veterans Group Life Insurance

VIP * very important person

V-J Victory Over Japan

VVA Vietnam Veterans of America

WMD weapons of mass destruction

WRNMMC Walter Reed National Military Medical Center

Common abbreviations/acronyms