Transcript Business English At Work, 3/e

Chapter 6
Capitalization
McGraw-Hill/Irwin
Business English at Work, 3/e
© 2007 The McGraw-Hill Companies, Inc. All rights reserved.
Objectives
 Use capitalization rules for proper nouns, first
words in sentences, specific organizations,
committees, government agencies, boards, and
departments.
 Apply capitalization rules for publications, events,
holidays, acts, bills, laws, and titles.
 Apply capitalization rules for academic degrees,
languages, education levels and courses, and
ethnic and religious designations.
PP 6-1a
Objectives
continued
 Apply capitalization rules for time periods, seasons,
days and months, specific and general locations, and
directions.
 Apply capitalization rules for abbreviations, nouns
with numbers, trademarks, brand names, and
product names.
 Apply capitalization rules for direct and indirect
quotes, words after colons, and material within
parentheses.
PP 6-1b
Objectives
continued
 Identify appropriate items to capitalize in lists,
outlines, business letters, and legal documents.
PP 6-1c
Capitalization Rules
 Capitalize the first word in a sentence.
Managing time reduces stress.
 Capitalize proper nouns. Do not capitalize common nouns.
The Benbow Inn is in California.
We attended a time management workshop.
 Capitalize the names or nicknames of specific persons.
Elena Catelli
Nick
PP 6-2a
Capitalization Rules
continued
 Always capitalize the pronoun I. Do not capitalize other
pronouns unless they appear at the beginning of a
sentence.
I return my phone calls at 11 a.m.
He kept his urgent papers in a red folder.
 Capitalize specific names of geographic locations. Do
not capitalize general location names.
Kansas City is located in both Kansas and Missouri.
The village of Estes Park is in the mountains of
Colorado.
PP 6-2b
Capitalization Rules
continued
 Capitalize informal substitutions for proper nouns and
shortened versions of proper nouns. These
substitutions are often referred to as imaginative names
and nicknames.
the Oval Office
Air Force One
Mother Nature
a Big Mac
Big Brother (intrusive big government)
the Beltway (Washington, D.C.)
the Big Apple (New York City)
City of Angels (Los Angeles)
the Pacific Rim
PP 6-2c
Capitalization Rules
continued
 Capitalize adjectives formed from proper nouns. Do not
capitalize words formed from proper nouns that are
now commonly used and that are no longer identified
with those nouns.
Proper Adjectives
Italian leather
Greek food
Australian hat
Commonly Used Adjectives
french fries
manila folder
arabic numbers
PP 6-2d
Companies, Institutions,
and Clubs
 Capitalize the first letters of all major words in names
of companies, institutions, organizations, and clubs.
 Do not capitalize articles (a, an, the), conjunctions
(and, but, or, nor), and prepositions with fewer than
four letters (of, in, on, by) unless one of these words is
the first word of the name.
Valley of the Moon Camp
Inn at the Tides
The Pet Pantry
University of Wisconsin
PP 6-3a
Companies, Institutions,
and Clubs
continued

Do not capitalize words such as company,
club, institution, or organization when used as
general expressions.
company employees
our club’s policies
the mission of the college
PP 6-3b
Departments, Committees,
and Divisions
 Capitalize the specific names of departments,
committees, project teams, or divisions within
the organization with which the writer is
associated.
The Human Resources Department offers
time management seminars.
The Staffing Committee meets once a
week.
I work for the Research Division of our
company.
PP 6-4a
Departments, Committees,
and Divisions
continued
 Do not capitalize names of departments,
committees, project teams, or divisions (1) if the
names are used in a general way, and you are not
sure of the actual name or (2) if the names are not
precise.
Call someone in their accounting department
about your refund.
I have already contacted someone in your
customer service department.
PP 6-4b
Government Units
 Capitalize specific official names of foreign, national,
state, and local government units.
The Republic of Ireland
National Park Service
 Capitalize the names of agencies, divisions,
departments, offices, commissions, and boards.
Human Services Department
Cultural Heritage Board
 Capitalize short forms of the names of government units.
the House
the Congress
PP 6-5
Titles
 Capitalize a social, professional, religious,
academic, political, or military title that precedes a
name.
Mrs. Jamie Chen
Professor Desha Jackson
Dr. Bruce Comstock
Mayor Jessica McMurray
 Capitalize a title that follows the name of a highranking foreign, national, or state government official.
Capitalize a title that is used to substitute for the
complete name of a high-ranking government official.
George W. Bush, President of the United States
Thomas Vilsack, Governor of Iowa
PP 6-6a
Titles
continued

Do not capitalize the title of a company, institution, or
association official that follows a name or that is used
as a substitute for a complete name unless practice or
tradition indicates to the contrary.
Robin Matthews, president of Evergreen Nursery
Dan Johanson, secretary of United Farm Workers of
America
the secretary to the president
PP 6-6b
Titles
continued
 Do not capitalize occupational titles used in a
general way.
The manager reviewed our priorities.
 Capitalize a title used as a substitute for a complete
name in a direct address.
When will you vote on the bill, Senator?
 Capitalize a title used in place of a name in minutes
or bylaws.
The President called the meeting to order.
PP 6-6c
Family Titles
Capitalize the title of a family member when it is
used by itself or when it is used in direct address.
I always wondered how Father found time to coach
Little League.
I will not be home for dinner tonight, Mom.
Capitalize the title of a family member when it
precedes a name.
I ride to work with Aunt Julia.
PP 6-7
Publications
 Capitalize the first letters of all the words with four or
more letters in the title of a book, magazine, or
newspaper.
 Place these titles in italics.
 Do not capitalize articles, conjunctions, or
prepositions with fewer than four letters unless they
are the first or last words in the title.
Ames Daily Tribune
The Boston Globe
Travel and Leisure
Sports Illustrated magazine
PP 6-8a
Publications
continued
 Capitalize the first letters of all the main words in
titles of works such as chapters in books, magazine
articles, plays, musical productions, movies,
documentaries, speeches, radio and television
programs, and poems.
 Place quotation marks around these titles.
 Do not capitalize articles, conjunctions, or
prepositions with fewer than four letters unless they
are the first or last words in the title.
“The Death of a Salesman” (play)
“The Phantom of the Opera” (musical production and
movie)
PP 6-8b
Events and Holidays
 Capitalize the names of historical and
current events, holidays, and special
events.
Vietnam War
Thanksgiving
Labor Day
Leukemia Curathon
Summit Avenue Walking Tour
PP 6-9
Acts, Bills, and Laws
 Capitalize specific titles of laws, acts, codes,
and amendments.
Child Safety Law 102
Family and Medical Leave Act
 Do not capitalize general names of laws,
acts, codes, or amendments.
the animal control regulations
several conservation bills
PP 6-10
Academic Degrees
 Capitalize a specific academic degree
that follows a person’s name.
Jan Reynolds, Ph.D, teaches time management.
 Do not capitalize an academic degree
used in a general way.
She received her associate’s degree from Pikes
Peak Community College.
PP 6-11
Languages
 Always capitalize names of specific
languages.
Mark speaks Danish and Swedish fluently.
This computer program translates English into
Japanese.
PP 6-12
Education Levels, Subjects,
and Courses
 Capitalize a specific education course title.
Office Communications 202
 Do not capitalize the general name of a
course or area of study or a general level of
education.
majoring in computer applications at the community
college
earning an accounting degree at the university
completed classes in business English and
communications
PP 6-13
Ethnic Designations
Capitalize the names of nationalities, ethnic
groups, and races.
Native Americans
British
Asian
Hispanic
PP 6-14
Religious References
Capitalize the names of specific religious
groups, religious days and books, names of
churches, and any adjectives formed from
religious terms.
Judaism
Christians
Koran
Easter
PP 6-15
Days, Months, and
Seasons
Capitalize days of the week and months of
the year.
Monday
September
Do not capitalize the name of a season
unless it is listed with a specific year or is
included in the specific name of an event.
summer sales
Art in Autumn Festival
PP 6-16
Time Periods
Do not capitalize time periods, decades,
or centuries used in a general way.
first-quarter earnings
the last century
Do not capitalize a.m. or p.m. or general
times of the day.
The seminar began at 9 a.m.
Our luncheon will start at noon.
PP 6-17
PP 6-17
Compass Directions
Capitalize compass directions when they designate
specific regions of the country.
the Far East
in the South
Capitalize derivatives of specific regions.
Southerners
Westerners
Do not capitalize general compass points or
directions.
northern Minnesota
east side of Chicago
turn west on Interstate 5 travel north on Ely Road
Capitalize compass points that are part of a street
name.
250 South Eastman Lane 312 Swan Drive, SE
PP 6-18
Abbreviations
Capitalize an abbreviation representing a
proper noun.
UPS
AFLAC
United Parcel Service
American Family Life Assurance
Company
Capitalize some shortened forms of common
nouns.
CPA
PC
CEO
certified public accountant
personal computer
chief executive officer
PP 6-19
Nouns With Letters and
Numbers
Capitalize nouns when they precede a letter or
number.
Volume 5
Highway 126
Do not capitalize the first letters of the words
line, paragraph, page, size, and verse when
they precede a number.
page 3
paragraph 4
PP 6-20
Trademarks, Brand Names,
and Product Names
Capitalize trademarks or specific brand
names.
Maytag
Kleenex
Do not capitalize the type of product.
appliances
tissues
PP 6-21
First Words
Capitalize the first word of a direct quotation that is
a complete sentence.
Brenda said, “We are finishing a project.”
Do not capitalize the first word of a quotation
that cannot stand as a complete sentence.
My manager said there is no “free lunch.”
Do not capitalize the first word of the second part
of an interrupted quotation.
“Wasted time,” Elaine said, “helps you reduce
tension.”
PP 6-22
Capitalizing Words
Following a Colon
Capitalize the first word following a colon if two or
more complete sentences are involved.
Consider these ideas for overcoming
procrastination: Set a deadline and stick with it.
Start with small portions of the project.
Do not capitalize the first word of material following a
colon if it is not a complete sentence.
Shelly said that time wasters are categorized into
two types: internal and external.
PP 6-23a
Capitalizing Words
Following a Colon
Continued
 Capitalize the first word of a sentence that follows a
colon if the sentence states a formal rule
(regulation) or needs emphasis.
Remember: Do priority tasks first.
 Do not capitalize the first word of a sentence that
follows a colon if the sentence simply expands or
completes the first part of the sentence.
Michelle had one major goal for the day: she wanted
to complete the report.
PP 6-23b
Capitalizing Words
Following a Colon
continued
 Capitalize the first word of a complete sentence
that stands by itself in parentheses.
Jessica needs more time to research the project. (She
estimates that her research will take a week.)
 Do not capitalize the first word of a sentence in
parentheses that is within a sentence.
The research time (this was expected to take one
week) is taking longer than anticipated.
PP 6-23c
Outlines
 Capitalize the main words in all headings
preceded by a roman numeral.
 Capitalize the first letter in each word in second-
level headings.
 Capitalize the first word and use lowercase for
remaining words in third-level headings.
PP 6-24a
Outlines
continued
I. TIME MANAGEMENT SUGGESTIONS
A. Set Goals
B. Prioritize Tasks
1. Attach deadlines
2. Say “no”
C. Prepare “To Do” List
PP 6-24b
Business Letters and
E-mail Messages
 Capitalize only the first letter of the first word in a
complimentary closing.
Sincerely yours
Very truly yours
 Capitalize the first letter of a salutation or greeting and all
nouns that follow. Capitalize the first letters of the main
words in a salutation not directed to a specific individual.
Dear Manager:
Dear Selection Committee:
Dear Ms. Jackson:
PP 6-25
Inside Addresses in
Business Letters
 Capitalize the first letters of major words in
inside addresses.
Ms. Suzanne Briggs
The Law Office of Sheila McCourt
405 Oak Street
Cleveland, OH 44125
PP 6-26
E-Mail and
Web Site Addresses
 Do not capitalize e-mail and Web site
addresses unless specifically indicated.
 Use the letters and symbols exactly as
indicated by the correspondent or advertiser.
http://www.foreign-currency.com
[email protected]
PP 6-27
Addresses on
Envelopes
 Capitalize all letters in all words used in an address on
an envelope. Postal guidelines specify this format
(including no punctuation marks) for large mailings to
allow electronic equipment to read the addresses and
speed mail delivery.
 Using initial capitals and lowercase letters in the inside
address is also acceptable as long as the font meets
the standards of the United States Postal Service.
MR JUSTIN RAND TREASURER
SAN BENITO COUNTY COURTHOUSE
125 OAK STREET
HOLLISTER CA 99362
PP 6-28
Legal Documents
 Capitalize amounts of money written in words in legal
documents. Do not capitalize the word after the hyphen
in written numbers 21 through 99.
Five Hundred Twenty-Five Dollars ($525)
Sixteen Hundred Thirty-one Dollars ($1631)
 Capitalize every letter in words such as
RESOLVED and WHEREAS.
WHEREAS, we the members
PP 6-29