Use the lists below to find correct spelling, capitalization, punctuation and hyphenation of commonly-used terms.
Recent updates, additions and comments
- Hyphens and dashes — We've added guidance on hyphens and dashes in the Capitalization, numbers and punctuation section below.
- We've added a link to the Native Governance Center's style guide in the Tips for clear and effective writing and the Writing and grammar resources sections below.
- cellphone / cell phone — Both the one-word and two-word options are now considered correct.
- Latine — This gender-neutral term is still unfamiliar to many people, but can be used in place of Latino or Latina if you are confident your audience is familiar with it. Do not use with materials that will be translated into Spanish, as the term is not as common in Spanish-speaking countries.
- Stakeholder — One who has a share or an interest; someone involved in or affected by a course of action. Be aware that there have been postings on social media claiming that stakeholder was used to define the taking of land by American settlers and the government during westward expansion in the 1800s. However, there is no linguistic record of it ever being used in American or British English to describe the taking of land. If you are concerned that your audience might be offended by stakeholder, you can use an alternative. For example:
- Use a descriptive phrase like, “those with interest in or are affected by your program”
- Use a specific list of the people involved, such as commissioner, sponsors, partners, etc.
- American Indian — After conversations with local leaders, Hennepin County now recommends using this term instead of Native American for local audiences. If you know what your audience prefers, you can instead use the specific tribe (such as Lakota Sioux or Navajo).
- Gender and sexuality — We've expanded the section on using inclusive language (in Tips for clear and effective writing) and added more terms to the word list.
Hennepin County terms
board — Lowercase when used by itself (the board). Capitalize only when part of of the official name (Hennepin County Board; Hennepin County Board of Commissioners).
county board — Note lowercase.
Hennepin County Board — Note capitalization.
Hennepin County Board of Commissioners — Note capitalization. After the first reference, use lowercase (the board; the commissioners).
board of commissioners — Note lowercase.
Commissioner / commissioner — Capitalize this term when used before a name (Commissioner Jane Brown). On further references, use the commissioner (note lowercase) or Brown (only last name is needed on second reference). Lowercase when used without a name or when listed after a name (Jane Brown, commissioner).
- When designating a commissioner district, use the capitalized term District followed by a numeral (Commissioner Jane Brown, District 1).
chair — The board elects a chair, not a chairman, chairwoman or chairperson. Capitalize the term when used with the full title, preceding a name (Hennepin County Board of Commissioners Chair Jane Brown). Lowercase in other situations (the chair, board chair, etc.).
committees and boards — When writing for the public, generally avoid including the names of committees or boards, and instead describe the work being done. If you must specify the committee or board, only capitalize when naming the full, official name (For example: Human Services Committee). After the first reference, simply use the committee or the board (note lowercase).
county — Lowercase when not preceded by Hennepin.
countywide — One word, no hyphen when used for an internal audience. If writing for a public audience and referring to a geographic region, use throughout the county instead.
courts — See Courts terms section below.
departments and offices — When writing for the public, generally avoid including the names of departments or offices. Instead, use terms like the county or program (note lowercase). If you must specify the department or office, only capitalize when naming the full, official department or office name (For example: Resident and Real Estate Services Department, Office of Budget and Finance). Capitalize Department and Office when part of the official title.
district — Capitalize the word district only when including the commissioner or legislative district number (For example: District 2, District 5, Fourth Judicial District Court).
divisions and programs — When writing for the public, generally avoid including the names of divisions and programs and instead describe the work being done. If you must specify the division or program, use lowercase. The only reason to capitalize is if a division or program name is non-descriptive or if it has been branded with capitalization to a large audience.
Fourth Judicial District Court — See Courts terms section below.
Hennepin — For most audiences, you should avoid using Hennepin without County, Health, or Healthcare (Hennepin County, Hennepin Health, Hennepin Healthcare). If communicating to employees only, you can use Hennepin on the second reference if the context is clear.
Hennepin County Library — When describing branches, include the phrase Hennepin County Library followed by a dash then the location (For example: Hennepin County Library — Maple Grove, Hennepin County Library — Eden Prairie, etc.). Do not capitalize the word library when used by itself.
Hennepin Healthcare — The integrated system of care, including hospital and clinics, formerly known as HCMC.
Hennepin-University Partnership — Note the hyphen. In most cases, avoid using the acronym HUP unless you are sure your audience understands and expects it. After the first reference, use the partnership.
job titles — Capitalize formal job titles when used immediately before a name, but lowercase when used alone or in constructions that set them off from a name by commas. Use lowercase at all times for terms that are job descriptions rather than formal titles.
- County Board Chair Jan Jones (formal title before a name)
- Jan Jones, board chair (title separated by a comma)
- The director (formal title used alone)
library — Lowercase, unless using the full, official title. See "Hennepin County Library" above.
locations / facilities — Capitalize the official name of the building / facility, then use the terms the building, the facility, etc. on further references (Adult Corrections Facility > the facility).
- Government Center: The official name is the Hennepin County Government Center. Use capitalized Government Center on further references.
- Towers and levels in the Government Center — Capitalize only the first letter of the tower or level (For example: Administration tower, C-tower, A-level).
- skyway level (note lowercase)
- Service centers: Only capitalize when including the location (For example: Ridgedale Service Center). On second reference use service center.
- Correctional facilities / jails: refer to each by its official capitalized name instead of using the term jail to avoid confusion between the facilities.
- Adult Corrections Facility
- Adult Detention Center — there are two downtown Minneapolis locations, but they are treated as one facility
- Juvenile Detention Center
- City Hall / courthouse: The official name is the Municipal Building. On second reference use the building.
- Rooms — In most instances, use lowercase (meeting room A404, employee training room).
- If a room is named after a person, capitalize the name only (Mark E. Johnson conference room)
- For libraries, see "Hennepin County Library" and “Library” above.
NorthPoint Health & Wellness Center — Note capital “P” in NorthPoint and the ampersand. It's fine to use NorthPoint on second reference.
Sheriff’s Office — Capitalized. On second reference it is fine to use the office. Note: Only the elected Hennepin County Sheriff is referred to as sheriff. Other officers are referred to as deputy / deputies. The term sheriff is only capitalized when used as a formal job title immediately preceding the name of the current county sheriff.
Veterans Services — Capitalized with no apostrophe.
Court terms
There are 10 district courts in Minnesota, with the Fourth Judicial District Court serving all of Hennepin County. Within the fourth district there are divisions for civil, conciliation, criminal and traffic, family, housing, juvenile, and probate / mental health court.
court – For public audiences, capitalize the full proper names of courts at all levels, but lowercase shortened references. The national Supreme Court is always capitalized, even if U.S. is dropped.
- Capitalize:
- Fourth Judicial District Court
- Fourth Judicial District Family Court
- Lowercase:
- district court
- family court
- juvenile court
honorifics – These respectful forms of address (the Honorable Jane Doe, the First Lady) may be used in ceremonial contexts and should be capitalized. However, avoid them in most other instances.
judge / justice – Capitalize these titles when used immediately before a name, but lowercase when used alone or in constructions that set them off from a name by commas. Only judges who serve on a Supreme Court are referred to as Justice.
- Judge Jane Jones (formal title before a name)
- Associate Justice John Jones (formal title before a name)
- Jane Jones, judge (title separated by a comma)
- The judge released the court transcript (formal title used alone)
Exceptions – In ceremonial contexts, such as event programs, titles can be capitalized even when following a name.
Do not use the word court as part of a person’s title unless it would be confusing without it:
- No court in the title:
- Fourth Judicial District Judge John Jones
- U.S. Circuit Judge Jane Jones
- Court needed in the title:
- Juvenile Court Judge John Jones
- Criminal Court Judge John Jones
- Supreme Court Chief Justice Jane Jones
Internet terms
- Capitalize the following:
- CSS (stands for cascading style sheet)
- Ethernet
- HTML
- URL
- Wi-Fi
- XHTML
- XML
- Use lowercase for:
- blog
- extranet
- homepage
- internet
- internet service provider
- intranet
- link
- online
- web
- webcam
- webcast
- webmaster
- website
- When writing URLs:
- Do not include "http://" or "https://"
- In most instances, you should not include "www," especially if you can make the text an active link (with email or websites)
- Do include "www" if there is a chance that your readers could be confused
- For more information, see the web standards.
- Spell email without a hyphen.
- All other "e" words use a hyphen between the "e" and root words (e-subscribe, e-gov, e-seminar, etc.). Do not capitalize "e" or the root word unless in a title. Never use lowercase "e" with capitalized root word.
- Include email addresses and URLs within the text (if linking to short, intuitive URLs).
- Good: “For more information, send an email to john.doe@hennepin.us.”
- Good: “Information about SHAPE is available at www.hennepin.us/shape.”
- Not good: “For more information, click here.”
- See alphabetical list below for login, log-in, sign-in, etc.
A to Z list
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P
Q
R
S
T
U
V
W
X
Y
Z
A
a lot — Two words; not alot.
ableism — Discrimination or prejudice against people with disabilities. It includes stereotypes, generalizations, and demeaning views and language.
acronyms — Generally, avoid using unless you are sure your audience understands and expects them. When using acronyms, use all caps, no spaces, and do not include periods (For example: CPR, USA, SUV). For plural acronyms, do not include an apostrophe (PACs, SUVs).
academic degrees — See entries for bachelor's degree, master's degree, and Ph.D.
accept (v.), except (adj.) — Accept means to receive or agree with. Except means apart from or to exclude.
addresses — See the Capitalization, numbers and punctuation section on numbers.
a.m. — Lowercase, with no space after first period. Include a space between the number and a.m. (9 a.m.).
add-on (n., adj.), add on (v.) — Note hyphen when used as a noun or adjective. Two words when used as a verb. Examples:
- Noun: Add-ons cost an additional $10.
- Verb: To add on more features, you will be charged an additional $10.
affect, effect —Affect is normally used as a verb, meaning to influence (Taxes affect spending.) or to make a show of or pretend (She affected cheerfulness to hide her concern.). Effect is most often used as a noun, meaning result (His warning had no effect.). As a verb, effect means to bring about or accomplish (We can effect change only through compromise.).
African American — Two words, no hyphen. Acceptable for an American Black person of African descent. Black may also be used. If you are writing for a specific community, use the term they prefer. If describing someone from Africa, use the terms African-born or African immigrant.
African-born — Note hyphen and lowercase second word.
African immigrant — Note lowercase second word.
ampersand symbol — Avoid unless part of branded logo. Use and instead.
all right — Two words; not alright. Hyphenate when it precedes the word it modifies. Examples:
- Do you feel all right?
- It was an all-right day — not great, but not bad, either.
allusion, illusion — Allusion is an indirect or casual reference to something. Illusion is an unreal or false impression of reality.
American Indian — Two words, no hyphen. Follow audience or the subject’s preference, which may be to use the specific Nation (such as Lakota Sioux or Navajo).
Asian — Used to describe people from Asia. Avoid using Asian as shorthand for Asian American when possible.
Asian Pacific Islander — Do not use this term unless referring to Pacific Islanders of Asian descent. The term Pacific Islander describes the Indigenous people of the Pacific Islands and should be used for people who are ethnically Pacific Islander, not for those who happen to live in Pacific Islands. Do not describe Pacific Islanders as Asian Americans, Asians or of Asian descent.
Asian American — Two words, no hyphen. Acceptable for an American of Asian descent. When possible, refer to a person’s country of origin or follow the person’s preference.
B
baby boom / baby boomer — Note lowercase.
bachelor's degree — Do not abbreviate academic degrees in text. Use lowercase with an apostrophe. If writing the formal title of a particular degree, capitalize and remove the apostrophe (Bachelor of Arts in History). When abbreviations are used, capitalize and use periods (B.A.).
backup (n., adj.), back up (v.) — One word when used as a noun or an adjective. Two words when used as a verb. Examples:
- Noun and adjective: When the backup is complete, you’ll see a list of all backup files.
- Verb: We automatically back up our website.
biannual(ly), bimonthly, biweekly — Don’t use any of these words. They can mean either every other year, month, or week, or twice a year, month, or week. Instead, use the longer but unambiguous every two years, months, or weeks, or twice a year, month, or week.
BIPOC — Acronym, which stands for Black, Indigenous and people of color. Avoid using in most instances unless your audience is familiar with the term and prefers it to alternatives. No prominent style guide or dictionary currently recommends using the acronym or phrase. The term is:
- Not widely understood – While regularly used on social media, it is not yet a well-known term to most English speakers.
- Not specific enough:
- While BIPOC can be valuable as a way of thinking about the traumatic histories and experiences of Black and Indigenous people in the U.S., it also blurs the differences between the two groups.
- It lumps a wide diversity of people into a generic people of color category. Most of us want to be named and recognized, not amalgamated into a broad group.
Instead, use specific language when referring to specific groups of people or situations. For example:
- Funding is available for Black, Asian, Latino/x, and Native American businesses.
- Black men and women experience a significantly higher rate of police use of force.
- The county is increasing funding for communities that have been underrepresented in government contracting.
- These programs are designed for people and communities experiencing racism.
Black — Capitalize when used as an adjective in a racial, ethnic or cultural sense (such as Black people, Black culture, Black literature). African American may also be used when it is certain that the person is American. If you are writing for a specific community, use the term they prefer.
blog — Preferred to weblog. Can be used as a noun, adjective or verb.
C
calendar months — Always spell-out months, even in titles. Do not use abbreviations.
cannot — Use instead of can not whether used as adjective, adverb or noun.
capital, capitol — Capital means wealth or assets, or a city that serves as the seat of government or specific activity. It can also mean uppercase letters. Capitol refers to specific government buildings (At the state capitol, legislators discussed capital punishment and the naming of a new capital city.).
Caucasian — Avoid as a synonym for White.
cellphone / cell phone — Both the one-word and two-word options are now considered correct.
chair, chairperson — Use these gender-neutral terms rather than chairman or chairwoman.
checkout (n., adj.), check out (v.) — One word when used as a noun or an adjective. Two words when used as a verb. Examples:
- Noun: You enter this information during checkout.
- Adjective: The checkout process is quick and efficient.
- Verb: You’ll find that you can check out quickly and efficiently.
cisgender — People whose gender identity matches the sex they were assigned at birth.
citizen — In most cases, avoid using this term as a general description of residents because it implies legal status.
city — Lowercase in most instances (the city), but capitalize when referring to the official name of a particular city (City of Minnetonka).
- cities is always lowercase (cities of Minnetonka, Edina and Minneapolis).
citywide — No hyphen.
cleanup (n., adj.); clean up (v.) — One word when used as a noun or an adjective. Two words when used as a verb. Examples:
- Noun: The fall cleanup will take place on October 17.
- Adjective: The cleanup project should take about an hour.
- Verb: Make sure to clean up the room after meetings.
co- — Generally, use a hyphen between this prefix and a root word unless the word is in the dictionary (cooperation, coordinate, coworker). Always use a hyphen when the resulting word denotes a shared occupation or status (co-creator).
complement, compliment — Complement means to complete something (The tie complements the suit.). Compliment means to give praise.
comprise, compose — While many people get this wrong, comprise means to contain (The house comprises seven rooms). With comprise, the word comes before the contained items (seven rooms), and you generally should not use is comprised of. Compose means to put together or make up (Many ethnic groups compose our nation). With compose, the items (ethnic groups) come before the word, and you can use is composed of. Another option is to rewrite using made up of (The group is made up of participants from various local community agencies.).
continual, continuous — Continual means often repeated, but occasionally interrupted. Continuous means uninterrupted.
coronavirus — A family of viruses, some of which cause disease in people and animals, named for the crownlike spikes on their surfaces. The term coronavirus is generally acceptable in references to the pandemic: coronavirus cases, coronavirus tests, coronavirus variants. Use the term COVID-19 when referring specifically to the disease: COVID-19 treatments, COVID-19 patients, COVID-19 deaths, recovering from COVID-19.
county — Lowercase when used without Hennepin.
countywide — No hyphen.
court — Lowercase when referring generally to the court/s. Capitalize when referring to an official court (Fourth Judicial District Court).
COVID-19 — Note hyphen. Stands for coronavirus disease 2019. When referring specifically to the virus, the COVID-19 virus and the virus that causes COVID-19 are acceptable. Do not shorten to COVID. because COVID-19 is the name of the disease, not the virus, it is not accurate to write a virus called COVID-19.
CSS — Abbreviation for Cascading Style Sheets. Abbreviation OK after first explanation.
D
days of the week — Capitalize (Monday, Friday) and do not use abbreviations.
daylight saving time — Lowercase in all uses. Note singular saving, not savings.
decision maker — Two words, no hyphen.
decision making (n.), decision-making (adj.) — Two words when used as a noun, hyphenated when used as an adjective.
delta variant — Note lowercase.
deputy — Officers of the Hennepin County Sheriff’s Office.
directions — Lowercase geographic directions (north, south, east, west, northeast, etc.).
disability / disabled — In general, refer to a disability only if relevant. If it is relevant, do not use the term disabled by itself as a noun (the disabled). Instead use a person-first phrase like persons with disabilities. However, disabled people are not monolithic, and use diverse terms to describe themselves. When possible, ask people how they want to be described. Be mindful that the question of identity-first vs. person-first language is vital for many.
discreet (adj.), discrete (adj.) — Discreet means to be thoughtful or reserved. Discrete means to be separate or distinct. To avoid confusion, you might want to consider using a synonym.
double-click — Note hyphen. Can be used as a noun, adjective or verb.
downtown — Lowercase.
drop-down menu — Hyphenated when used as a noun or an adjective (drop-down menu).
E
e- (e-subscribe, e-seminar, e-gov, etc.) — Insert a hyphen between this prefix and root words. Do not capitalize "e" or the root word unless in a title. Never use lowercase "e" with capitalized root word.
east — Note lowercase. Do not capitalize descriptive words that indicate direction only (east Hennepin County).
effect, affect — Effect is most often used as a noun, meaning result (His warning had no effect.). As a verb, effect means to bring about or accomplish (We can effect change only through compromise.). Affect is normally used as a verb, meaning to influence (Taxes affect spending.) or to make a show of or pretend (She affected cheerfulness to hide her concern.).
e.g., — Abbreviation meaning for example. Note periods and lack of space after the first period. Include a comma after the last period. Be careful before using this abbreviation as many readers are not familiar with it. Instead, use "for example."
Election Day— Note capitalization. Other election-related terms (For example: election, election results, precinct, primary, primary day, etc.) are lowercase.
elicit, illicit — Elicit means to draw out or provoke. Illicit means improper or not sanctioned by custom or law.
email — One word, no hyphen, lowercase. Plural: email messages and emails are both acceptable.
ensure, insure — Ensure means to guarantee or make certain. Insure refers to insurance.
epidemic — The rapid spreading of disease in a certain population or region. COVID-19 transitioned from an epidemic to a pandemic.
etc. — Abbreviation for etcetera. Note lowercase and the period at the end.
Ethernet — Note capitalization.
equality, equity — Equity involves giving people what is fair and just so they can enjoy full, healthy lives. Equality, in contrast, aims to ensure that everyone gets the same things, regardless of where they start from.
except (adj.), accept (v.) — Except means apart from or to exclude. Accept means to receive or agree with.
F
fall — Lowercase the season name. See also “seasons.”
FAQ — Capitalize. Stands for frequently asked question and generally refers to a list of such questions.
farther, further — Farther applies to distance. Further means more or additional, but is not related to distance (We need further discussion on the topic.).
fax — Note lowercase.
federal government — Note lowercase.
fewer, less — Fewer applies to countable items (We made fewer mistakes.). Less can refer to countable items, but typically refers to quantities that cannot be individually counted (If they made less noise, I could concentrate better.). However, most people are fine with less in some situations (10 items or less; Submissions must be 500 words or less.).
firefighter — Use this term instead of fireman or firewoman.
first responder — Acceptable in general references to police, fire, medical, hazmat or other professionals who respond to emergencies.
Flash — Capitalize when referring to Adobe Flash multimedia technologies.
flow chart (n.), flow-chart (adj., v.) — Two words when used as a noun, hyphenated when used as an adjective or a verb.
flyer — This spelling is preferred over flier.
Friday — Note capitalization.
FTP — Abbreviation for File Transfer Protocol. Abbreviation is always OK. Verb usage is also OK (Please FTP that file if it’s larger than 3MB.).
function keys — Lowercase. Refers to the F1 through F12 keys on a keyboard.
further, farther — Further means more or additional, but is not related to distance (We need further discussion on the topic.). Farther applies to distance.
G
gender-inclusive language — Hennepin County strongly supports the use of language that is gender- and sex-inclusive. See Tips for clear and effective writing for more information.
gender nonconforming — Adjective describing people whose identities or expressions do not follow gender norms.
Generation X, Generation Xer, Gen Xer — All are acceptable. Note capitalization.
Generation Y, Gen Y, Gen Yer — All are acceptable. Note capitalization.
geolocation — One word. The geographic location of an Internet-connected computer, or the process of determining that location.
geotagging (n.), geotag (v.) — One word. The verb means to add geographic data (such as longitude and latitude coordinates) to a photo or other media file.
GIF — Acronym for Graphic Interchange Format. Acronym is always OK. Plural: GIFs. All capitals.
govt. — While you should generally avoid abbreviations, this one is the acceptable abbreviation for government when space is tight. Note period.
GPS — Abbreviation for global positioning system. Abbreviation is always OK.
H
health care (n.); health-care (adj.) — Two words (not healthcare) when used as a noun. Hyphenate when used as an adjective (health-care reform).
Hispanic — A person from, or whose ancestors were from, a Spanish-speaking land or culture. Latino, Latina or Latinx are sometimes preferred. Follow the person’s preference. Use a more specific identification when possible, such as Cuban, Puerto Rican or Mexican American.
homeless — Mention that a person is homeless only when relevant. In general, avoid using the term homeless person because it defines someone by their living situation. Instead, use person / people experiencing homelessness.
homepage — One word, lowercase.
homophone / homograph / homonym — Homophones are words that sound the same (e.g., rose and rows). Homographs are words that are spelled the same (e.g., I can eat a can of beans). Homonyms are words that both sound the same and are spelled the same (I signed the document with my pen, then retrieved my pet pig from its pen).
honorifics – These respectful forms of address (the Honorable Jane Doe, the First Lady) may be used in ceremonial contexts and should be capitalized. However, avoid them in most other instances.
how-to — Note hyphen when used as a noun or an adjective. Examples:
- Noun: How-tos include insider tips.
- Adjective: Download the how-to guide.
HTML — Abbreviation for Hypertext Markup Language. Abbreviation is always OK. All capitals and no periods.
hyperlink — The term is dated. Use link instead.
I
I, me, myself — I is a subject pronoun – it does something (I will drive to the meeting.). Me is an object pronoun – it has something done to it (Please let me know if you have any questions.). Myself is a reflexive pronoun; like a reflection – it is used when you refer to yourself a second time in the same sentence (I’m going to treat myself to a large doughnut.). In most cases, you won’t use myself; you’ll use me or I.
Other pronouns follow the same pattern:
- She will drive to the meeting.
- Please let her know if you have any questions.
- She is going to treat herself to a large doughnut.
When there is more than one person listed in a sentence, it can seem complicated. The simple trick is to think about how you would write a sentence if there were only one person.
- Please contact Jane, John, or me/myself/I with questions. (Please contact me with questions.)
- Jane, John and me/myself/I are going to the conference. (I am going to the conference.)
ID — Acronym for identification. All capitals, no periods, no space. Not Id or id. Other acceptable forms: IDs, ID’ed.
i.e., — Abbreviation meaning that is or in other words. Note periods and lack of space after the first period. Include a comma after the last period. Be careful before using this abbreviation as many readers are not familiar with it. Instead, use "such as."
illicit, elicit — Illicit means improper or not sanctioned by custom or law. Elicit means to draw out or provoke.
illusion, allusion — Illusion is an unreal or false impression of reality. Allusion is an indirect or casual reference to something.
IM — Acronym for instant message. All capitals, no periods, no space. Other acceptable forms: IMs, IM’ed, IM’ing. Can be used as a noun, adjective or verb.
imply, infer — Imply means to suggest. Infer means to deduce from evidence. A writer / speaker implies, while a reader / listener infers.
inclusion — In a social context, inclusion goes beyond numerical representation. It involves full participation and a true sense of belonging.
Indigenous — Note capitalization. Refers to original inhabitants of a place. Can be used in place of Native American and American Indian, or you can use the specific Nation (such as Lakota Sioux or Navajo).
info / information — Information is generally preferred, especially when communicating to public audiences which may have non-native English speakers.
in-line — Hyphenated when used as a noun or an adjective (in-line links).
institutional racism — Racial inequity within institutions and systems of power, such as places of employment, government agencies and social services.
insure, ensure — Insure refers to insurance. Ensure means to guarantee or make certain.
instant message (n.), instant-message (adj., v.) — Two words when used as a noun. Note hyphen when used as an adjective or a verb. See also “IM.” Examples:
- Noun: She got an instant message from her boss.
- Adjective: The instant-message conversation proved informative.
- Verb: I’ll instant-message you when I arrive.
internet — Note lowercase. OK to abbreviate as Net.
internet service provider — Note capitalization. OK to abbreviate as ISP.
intranet — Note lowercase.
IP — Be careful using this abbreviation as it can stand for Internet Protocol or intellectual property.
irregardless — Do not use; it is a double negative. Regardless is correct.
ISP — Abbreviation for internet service provider. Note capitalization. Plural: ISPs.
its versus it’s — Its is a possessive pronoun parallel to his, hers, yours, theirs. It’s is a contraction meaning it is.
J
Java — Capitalize when referring to the programming language and related technologies.
JavaScript — One word. Note capitalization of the “J” and “S.”
JPEG — Abbreviation for Joint Photographic Experts Group. Generally used to refer to any graphic image file produced by using the JPEG standard. Abbreviation is always OK. All capitals and no periods. Plural: JPEGs.
judgment — This is the preferred spelling, without an "e" after the "g."
Juneteenth — Note capitalization. U.S. federal holiday celebrated on June 19, the traditional commemoration date of the emancipation of enslaved people in the United States.
K
KB — Abbreviation for kilobyte. All capitals. Don’t include a space between a numeral and KB.
keyword — One word, lowercase when referring to terms that are used on a webpage to optimize it for search engines.
kilobyte — OK to abbreviate as KB. Must use abbreviation when referring to a file attachment on a webpage.
L
LAN — Acronym for local area network. Acronym OK to use after initial explanation. All capitals and no periods.
Latin American — Note capitalization. This gender-neutral term can be used in place of Latino or Latina. When possible, be more specific (Colombian, Mexican American, Puerto Rican, etc.).
Latino, Latina — Note capitalization. When possible, be more specific (Colombian, Mexican American, Puerto Rican, etc.). Current recommendation is to use these terms or Latin American rather than Hispanic. Latino refers to men; Latina refers to women. Plural: Latinos, Latinas.
Latine, Latinx – Note capitalization. These gender-neutral terms are still unfamiliar to many people, but can be used in place of Latino or Latina if you are confident your audience is familiar with them. Do not use with materials that will be translated into Spanish, as the terms are not as common in Spanish-speaking countries.
lay, lie — Lay requires an object that is acted on (I will lay the book [the object] on the table.). The past tense of lay is laid (Last night I laid the book on the table.). Lie does not require an object (I'm going to lie down.). The past tense of lie is lay (Last night, I lay on the couch for a brief rest.). And yes, that's confusing.
Legislature — Capitalize Minnesota Legislature and State Legislature (meaning a specific one, such as Minnesota’s). Lowercase when used to mean any legislature and in plural references.
less, fewer — Less typically refers to quantities that cannot be individually counted (If they made less noise, I could concentrate better.), but is fine in certain situations with countable items (10 items or less). Fewer applies to countable items (We made fewer mistakes.).
link — Can be used as a noun, adjective or verb.
LGBT / LGBTQ — Acceptable in all references for lesbian, gay, bisexual and transgender; or lesbian, gay, bisexual, transgender and questioning and / or queer. Acronyms OK to use without an explanation. For more information on gender- and sexually-inclusive language, see Tips for clear and effective writing and the GLAAD Media Reference Guide.
LGBTQ+ — Acceptable acronym for lesbian, gay, bisexual, transgender, questioning and / or queer with "+" added in recognition of all non-straight, non-cisgender identities. For more information on gender- and sexually-inclusive language, see Tips for clear and effective writing and the GLAAD Media Reference Guide.
LGBTQIA — Acceptable acronym for lesbian, gay, bisexual, transgender, questioning and / or queer, intersex and asexual and / or ally. For more information on gender- and sexually-inclusive language, see Tips for clear and effective writing and the GLAAD Media Reference Guide.
login (n., adj.); log in, log in to (v.) — One word when used as a noun or an adjective. Two words when used as a verb, which may be followed by the preposition to. Example:
- Go to the login (adjective) screen and log in (verb).
logoff (n., adj.), log off (v.) — One word when used as a noun or adjective. Two words when used as a verb. See “login” for similar example.
logon (n., adj.); log on, log on to (v.) — One word when used as a noun or adjective. Two words when used as a verb, which may be followed by the preposition to. See “login” for similar example.
logout (n., adj.), log out (v.) — One word when used as a noun or adjective. Two words when used as a verb. See “login” for similar example.
M
Mac — Abbreviation for Macintosh. Abbreviation is always OK.
mailbox — One word. Note lowercase.
mail carrier — Two words. Use this term instead of mailman.
manpower — Don’t use. Use staff, workforce, or other words instead.
master's degree — Do not abbreviate academic degrees in text. Use lowercase with an apostrophe. If writing the formal title of a particular degree (Master of Arts in English), then capitalize. When abbreviations are used, capitalize and use periods (M.A.).
MB — Abbreviation for megabyte. All capitals and no periods. Don’t include a space between a numeral and MB.
Mbps — Abbreviation for megabits per second. Note capitalization — especially the lowercase "b," which distinguishes this from MBps, a different measurement. Don’t include a space between the number and the abbreviation.
MBps — Abbreviation for megabytes per second. Note capitalization — especially uppercase "B," which distinguishes this from Mbps, a different measurement. Don’t include a space between the number and the abbreviation.
me, myself, I — I is a subject pronoun – it does something (I will drive to the meeting.). Me is an object pronoun – it has something done to it (Please let me know if you have any questions.). Myself is a reflexive pronoun; like a reflection – it is used when you refer to yourself a second time in the same sentence (I’m going to treat myself to a large doughnut.). In most cases, you won’t use myself; you’ll use me or I.
Other pronouns follow the same pattern:
- She will drive to the meeting.
- Please let her know if you have any questions.
- She is going to treat herself to a large doughnut.
When there is more than one person listed in a sentence, it can seem complicated. The simple trick is to think about how you would write a sentence if there were only one person.
- Please contact Jane, John, or me/myself/I with questions. (Please contact me with questions.)
- Jane, John and me/myself/I are going to the conference. (I am going to the conference.)
media — Can be either singular or plural, depending on your intended meaning.
- Singular verb when referring to a monolithic group — The media plays a key role in election campaigns.
- Plural verb when referring to multiple outlets — Various media are covering the story differently: Print newspapers seem to be burying it, but TV stations and online sites are highlighting it.
message boards — Two words. Lowercase when used generically.
million — Use numerals with million. Don’t hyphenate the numeral and million, even before a noun (2.8 million, a $3 million budget, etc.). As part of a hyphenated compound, use a hyphen between the numeral and million (a 7-million-year-old fossil).
Minnesota — Do not abbreviate, unless it is part of a mailing address. Capitalize the “S” if using State of Minnesota.
minority — Only use this term when describing a group that is smaller and different from a larger group, not as a generic term for non-whites. People / person of color is preferred.
MNsure — The State of Minnesota health insurance marketplace. Note the lowercase "s."
mobile — Acceptable as a noun when it’s a shortened form of mobile phone. Mobile phone is interchangeable with cell phone.
Monday — Note capitalization.
months — Always capitalize and spell-out each month. Do not use abbreviations.
mouseover (n.), mouse over (v.) — Do not use to describe the action of holding the mouse pointer over an area of the page. Use roll, move, pass your mouse cursor over, or an equivalent phrase.
MP3 — Abbreviation for MPEG-1 Audio Layer 3. All capitals, no spaces, no periods. Abbreviation is always OK. Plural: MP3s.
multiracial — Acceptable, when clearly relevant, to describe people with more than one racial heritage. Usually more useful when describing large, diverse groups of people than individuals. Avoid mixed-race.
myself, me, I — I is a subject pronoun – it does something (“I will drive to the meeting.). Me is an object pronoun – it has something done to it (“Please let me know if you have any questions.”). Myself is a reflexive pronoun; like a reflection – it is used when you refer to yourself a second time in the same sentence (“I’m going to treat myself to a large doughnut.”). In most cases, you won’t use myself; you’ll use me or I.
Other pronouns follow the same pattern:
- She will drive to the meeting.
- Please let her know if you have any questions.
- She is going to treat herself to a large doughnut.
When there is more than one person listed in a sentence, it can seem complicated. The simple trick is to think about how you would write a sentence if there were only one person.
- Please contact Jane, John, or me/myself/I with questions. (Please contact me with questions.)
- Jane, John and me/myself/I are going to the conference. (I am going to the conference.)
N
Native American — Note capitalization. Can be used with a national audience. However, use American Indian for local audiences or use the specific Nation (such as Lakota Sioux or Navajo).
nickel-metal hydride — Lowercase the written-out form of this battery type.
Ni-MH — Acceptable abbreviation for nickel-metal hydride, a type of battery. Note capitalization and hyphen.
non- — Generally, do not include hyphens unless the root word starts with a capital letter (noncommercial, nonfiction, nonprofit, non-Darwinian, etc.).
nonbinary — Term used by some people who experience their gender identity and / or gender expression as falling outside the categories of man and woman. For more information on gender- and sexually-inclusive language, see Tips for clear and effective writing and the GLAAD Media Reference Guide.
north — Note lowercase. Do not capitalize descriptive words that indicate direction only (north Hennepin County).
northeast — Note lowercase. Do not capitalize descriptive words that indicate direction only (northeast Hennepin County).
North Minneapolis — Note capitalization when used for generally accepted names for areas.
Northeast Minneapolis — Note capitalization when used for generally accepted names for areas.
O
OK — All capitals. Not okay, Ok, or ok.
omicron variant — Note lowercase.
online — One word. Note lowercase.
onscreen — One word. Note lowercase.
open source (n.), open-source (adj.) — Two words when used as a noun. Hyphenated when used as an adjective (e.g., open-source software).
opt-in (n., adj.), opt in (v.) — Hyphenated as a noun or an adjective. Two words as a verb. Examples:
- Noun: The opt-in has been disabled.
- Adjective: Read our opt-in policy.
- Verb: To receive electronic statements, you must opt in.
OS — Abbreviation for operating system. OK to abbreviate after initial explanation. Plural: OSes.
P
Pacific Islander — Two words, no hyphen. Refers to the native peoples of Polynesia (including Hawaii, Samoa, Tahiti, and Tonga), Micronesia (including Guam, the Northern Marianas, and Palau), and Melanesia (including Fiji and Papua New Guinea).
pandemic — An epidemic that has spread worldwide.
password — One word.
password-protect — Note hyphen in this verb (Be sure to password-protect sensitive files on the intranet.).
PayPal — One word. Note capitalization of both “Ps.”
PC — Abbreviation for personal computer. Abbreviation is OK as long as context is clear (abbreviation can also mean politically correct). Plural: PCs.
PDF — Abbreviation for Portable Document Format. Used to refer to files created by using Adobe Acrobat. All capitals and no periods. Plural: PDFs.
peer-to-peer — Note hyphens.
people of color — The term is acceptable when necessary in broad references to multiple races other than white. However, in most instances use specific language when referring to specific groups of people or situations (Black Americans, Hmong Americans, etc.).
percentages — Use figures and the percent symbol (%) with no space between them (We had a 7% response rate.).
personal protective equipment — Note lowercase. Can use abbreviation PPE after first use.
person-centered language — See the Tips for clear and effective writing section below for information on a strengths-based approach to word choice.
Ph.D. — Note capitalization and periods.
physical distancing — Measures that reduce contact between groups of people. Use numerals when describing the distance required (For example: Maintain 6 feet / 2 meters of physical distance.).
PIN — Abbreviation for personal identification number. All capitals and no periods. Not PIN number.
plug-in (n., adj.), plug in (v.) — Note hyphen when used as a noun or adjective (Downloading the plug-in (noun) will allow users to access additional content.).
p.m. — Lowercase, no space. Include a space between the number and p.m.
podcast — One word, lowercase.
police officer — Use this term instead of policeman or policewoman. When referring to a Hennepin County employee, use the term deputy.
pop-up (n., adj.), pop up (v.) — Note hyphen when used as a noun or adjective. Two words when used as a verb. Never popup. Example:
- Get rid of pop-ups (noun) before they pop up (verb).
post- — Generally, close up this prefix with root words unless the root word starts with a capital letter. If it does, insert a hyphen (postgame, posttrial, postproduction, post-Victorian, etc.).
postal worker — Use this term instead of postman or postwoman.
PPE — Abbreviation of personal protective equipment. Abbreviation OK after first explanation of what it stands for.
pre- — Generally, close up this prefix with root words unless the root word starts with an e or a capital letter. If it does, insert a hyphen. (pre-enrollment, preproduction, pre-MP3, etc.).
preventive, preventative — Preventive is the original and preferred adjectival form of the verb, prevent. Preventative means the same thing and is a less accepted form. When using as an adjective, use preventive (preventive medicine).
principal, principle — Principal is a person or thing that has the highest authority or importance (The school principal talked about the principal reason for the meeting.). Principle means a fundamental truth, doctrine, or policy (It's important to stick to our principles.).
printout (n.), print out (v.) — One word when used as a noun. Two words when used as a verb. Example:
- I’ll print out (verb) a copy of the article and mark my edits on the printout (noun).
pronouns — The third person personal pronouns that a person goes by (a few of the many examples include: she/her/hers, he/him/his, they/them/theirs, and ze/zir/zirs). If you aren't clear which pronoun a person uses, it's OK and often advised to ask them. Don’t make assumptions about a person’s gender identity based on their pronouns, or vice versa. Don’t assume a person’s pronouns based on their first name. Finally, They as a singular pronoun may be confusing to some readers, but it more accurately describes and represents a person who uses that pronoun.
pull-down — Hyphenated when used as a noun or an adjective (pull-down menu).
Q
Q&A — Abbreviation for question and answer. All capitals, no spaces. Note ampersand.
R
race — Categorization of humans largely based on physically-observable features, such a skin color and ancestry. For recommendations on how to write about race, see the Tips for clear and effective writing section.
racism — Both individual beliefs and a complex system of racial hierarchies and inequities.
- Individual racism — Personal belief that different races have different traits and capacities and that those differences produce an inherent superiority of one race over another or racial discrimination or feelings of hatred or bigotry toward people of another race.
- Systemic (institutional, structural) racism — Social, economic, and political systems and cultures that contribute to racial inequality in areas such as employment, health care, housing, the criminal justice system and education.
RAM — Abbreviation for random access memory. Abbreviation is always OK. All capitals and no periods.
re- — Generally, close up this prefix with root words unless the root word starts with an e or a capital letter. If it does, insert a hyphen. Exceptions: re-create, re-cover, and re-sent (to avoid confusion with recreate, recover, and resent).
right-click — Note hyphen.
RSS — Acronym for Really Simple Syndication. All capitals and no periods. Abbreviation is always OK, but avoid using RSS on its own, since many people don’t know what it means. Use news feed, RSS news feed, or RSS newsreader as appropriate.
S
Saturday — Note capitalization.
screen reader — An assistive technology (typically software) that vision-impaired people can use to hear the words on a webpage.
seasons — Lowercase the names of seasons and derivatives (springtime, wintertime, etc.). Do not include a comma between a season name and a year (The county email system launched in fall 1990.).
s/he — Avoid this usage. Use gender-neutral language instead.
self- — Hyphenate this prefix (self-employed, self-esteem, etc.).
sexual orientation — Use this term, not sexual preference.
sheriff — Only the elected Hennepin County Sheriff is referred to as sheriff. Other officers are referred to as deputy / deputies. The term sheriff is only capitalized when used as a formal job title immediately preceding the name of the current county sheriff.
sign-in (n., adj.); sign in, sign in to (v.) — As a noun or an adjective, it’s hyphenated. As a verb, it’s two words, which may be followed by the preposition to. Examples:
- Noun: Choose your preferences for sign-in and security.
- Adjective: All visitors must use the sign-in page.
- Verb: Visitors can sign in to their email account automatically.
sign-out (n., adj.); sign out, sign out of (v.) — As a noun or an adjective, it’s hyphenated. As a verb, it’s two words, which may be followed by the preposition of. For similar examples, see sign-in.
sign-up (n., adj.), sign up (v.) — Hyphenate when used as a noun or an adjective. Two words when used as a verb. Examples:
- Noun: Sign-up is free.
- Adjective: Fill in the sign-up form.
- Verb: Sign up for the service.
SIM card — SIM stands for subscriber identity module, a card used in cell phones. Abbreviation is always OK. Note capitalization and no periods.
site map — Two words.
slideshow — One word.
smart card — Two words.
smartphone — One word.
SMS — Abbreviation for short message service, used for text messaging. Abbreviation OK to use after initial explanation. No capitalization and no periods.
snowplow — One word.
social distancing — This term for measures that reduce contact between people can be confusing. Instead, use phrases like, "keep 6 feet apart," or "physical distancing" instead.
Social Security number — Note capitalization. Can also use SSN.
SOGI — Acronym for sexual orientation and gender identity. Avoid using the acronym unless you are sure your audience recognizes the term.
south — Note lowercase. Do not capitalize descriptive words that indicate direction only (south Hennepin County).
southeast — Note lowercase. Do not capitalize descriptive words that indicate direction only (southeast Hennepin County).
southwest — Note lowercase. Do not capitalize descriptive words that indicate direction only (southwest Hennepin County).
spacebar — One word.
spell-checker, spell-check — Note hyphen.
spokesperson — Use this term instead of spokesman or spokeswoman.
spring, springtime — Lowercase the season name.
SSN — Abbreviation for Social Security number. Do not use SSN number.
Stakeholder — One who has a share or an interest; someone involved in or affected by a course of action. Be aware that there have been postings on social media claiming that stakeholder was used to define the taking of land by American settlers and the government during westward expansion in the 1800s. However, there is no linguistic record of it ever being used in American or British English to describe the taking of land. If you are concerned that your audience might be offended by stakeholder, you can use an alternative. For example:
- Use a descriptive phrase like, “those with interest in or are affected by your program”
- Use a specific list of the people involved, such as commissioner, sponsors, partners, etc.
state — Lowercase in most instances (the state), but capitalize when referring to the official name of a particular state (State of Minnesota).
- states is always lowercase (states of Minnesota, Iowa and Wisconsin).
statewide — No hyphen.
structural racism — Social, economic, and political systems and cultures that contribute to racial inequality in areas such as employment, health care, housing, the criminal justice system and education.
style sheet — Two words, lowercase.
sub- — Generally, close up this prefix with root words unless the root word starts with a capital letter (subheader, subcategory, etc.). If it does, insert a hyphen.
summer, summertime — Lowercase the season name.
Sunday — Note capitalization.
T
text — Acceptable short form of text message. Plural: texts. Other forms: texted, texting.
text message (n.), text-message (adj., v.) — Two words when used as a noun. Note hyphen when used as an adjective or a verb. Examples:
- Noun: Did you get my text message?
- Adjective: She had a heated text-message argument with her boyfriend.
- Verb: I’ll text-message you with the details.
than, then — Than is used for comparisons (Some education is better than none at all.). Then is used to note time or a sequence of events (I wrote the text, then edited it.).
that, which — Use that before restrictive clauses — the part of a sentence that you can't get rid of because it specifically restricts some other part of the sentence (The phone that has a cracked screen needs to be fixed). Use which if what follows could be deleted without changing the meaning of the sentence (Cell phones, which can be expensive, function like mini computers). Which often comes after a comma.
their, there, they're — Their means belonging to them (Where is their car?). There signifies a place (Let's visit there.). They're is a contraction of they are.
they / their — In addition to plural, they and their can also be used as a singular, gender-neutral pronoun (The client should be told at the outset how much they will be required to pay.). This usage of they has a long history, first noted in 1375. However, because this use of they can be confusing for some readers, you might want to rewrite your sentence to make the pronoun match the subject (Customers should save their receipts.).
thumb drive — Two words, lowercase.
Thursday — Note capitalization.
time —Lowercase with periods and no spaces (a.m., p.m.).
to (v.), too (adv.), two — To often precedes a noun and means toward or against (He went to the store. She pressed her face to the glass.). It also can be combined with a verb to form an infinitive (I need to write.). Too means also and in excess (I too had too many tacos for lunch.). Two signifies the number 2.
toolbar — Lowercase when used generically.
transgender — Umbrella term for people whose gender identity and / or gender expression differs from the sex they were assigned at birth. For more information on gender- and sexually-inclusive language, see Tips for clear and effective writing and the GLAAD Media Reference Guide.
Tuesday — Note capitalization.
Twin Cities — Note capitalization.
U
UI — All capitals and no periods. Abbreviation for user interface. Generally avoid unless communicating to an audience familiar with the term.
upper-left corner — Note hyphen. Not upper-left-hand corner.
upper-right corner — Note hyphen. Not upper-right-hand corner.
up-to-date / up to date — Hyphenate as a compound modifier before a noun (Our website has the most up-to-date information.). Otherwise, no hyphen (My calendar is up to date.).
URL — All capitals and no periods. Plural: URLs.
U.S. — Acceptable abbreviation for United States. Note periods and no space. Not US or U. S.
USA — Acceptable abbreviation for United States of America.
USB — Abbreviation for Universal Serial Bus. Abbreviation is always OK. All capitals and no periods.
user — Because of the techie, impersonal nature of this term, consider using member, subscriber, customer, reader, visitor, or similar.
username — One word, lowercase.
V
vaccine; vaccination — A vaccine is a product that stimulates the body’s immune system to make antibodies and provide immunity against a specific virus or other germ. Vaccination is the act of giving a vaccine. Do not refer to a vaccine as a drug, medicine or serum. Do not say anti-COVID-19 vaccine or anti-coronavirus vaccine. Instead, say COVID-19 vaccine or coronavirus vaccine.
Use the manufacturer’s name to refer to a specific vaccine (Pfizer, Moderna, etc.).
variant — A new form of a virus. If a variant is different enough in certain ways than previous ones, it might be designated as a new strain. Variant and strain are not interchangeable terms. Avoid using numbers given to specific variants (B.1.1.7 variant) and avoid country labels like the South Africa variant. Instead, write the variant first detected in South Africa.
videoconference — One word, lowercase.
videophone — One word, lowercase.
virtual meeting — Do not use this term. Meetings are real, not virtual. The preferred terms are online meeting and videoconference.
virus — An infectious agent that replicates only within the cells of living hosts, mainly bacteria, plants, and animals.
vlog — Short for video blog. One word, lowercase.
voicemail — One word, lowercase.
VPN — Abbreviation for virtual private network. Abbreviation OK after initial explanation. All capitals and no periods.
W
web — Note lowercase.
webcam — One word, lowercase.
webcast — One word, lowercase.
web conference — Two words, lowercase.
web feed — Two words, lowercase.
web hosting — Two words, lowercase.
webinar — A seminar conducted online. One word, lowercase.
weblog — Do not use. Use blog instead.
webmaster — One word, lowercase.
webpage — One word, lowercase.
website — One word, lowercase.
Wednesday — Note capitalization.
well-being — Note hyphen.
west — Note lowercase. Do not capitalize descriptive words that indicate direction only (west Hennepin County).
White — Note capitalization when used as an adjective referring to race. Lowercasing white implies it is the default or standard, and devoid of race. This term is preferred over Caucasian.
Wi-Fi — Note capitalization and hyphen.
wiki — Lowercase. Plural: wikis.
winter, wintertime — Lowercase the season name. See also seasons.
word-of-mouth — Note hyphens when used as a noun or adjective.
X
XHTML —Abbreviation for Extensible Hypertext Markup Language. Depending on audience, may require explanation on first reference. All capitals and no periods
XML —Abbreviation for Extensible Markup Language. Depending on audience, may require explanation on first reference. All capitals and no periods.
Y
your, you're — Your means belonging to you (Your briefcase is over there.). You're is a contraction of you are.
YouTube — One word. Note capitalization of “T.”
Z
Hennepin County — After the first reference, use the county (lowercase). The term Hennepin without county may not be used.