Check shortened or generic names to be sure they have been defined.

The first time you see a shortened or generic name, look at the previous paragraphs of the document to be sure that it has been defined. If it has not been defined, inform the author so he or she can correct the problem by inserting a definition the first time the shortened or generic term is used:

EXAMPLE:

"An effective CMT must include executives responsible for finance, risk management, legal matters, personnel, public relations and whoever is earmarked to be the chief negotiator in the event of an extortion threat.

Especially among the top echelons of the Fortune 500, there is a need for crisis-management teams to be able to cope with terrorist attacks if and when they happen."

Query to the author: Mr. Shannon, I noticed you used "CMT" in the first paragraph without prior definition. I suggest we insert the definition "crisis-management team" before "CMT," then use "CMT" thereafter.

 

Check the definition format to be sure it is appropriate and used consistently.

Check the format of shortened or generic names to be sure they follow an acceptable format. Then, make sure all subsequent references using the name are in the same format. If the format changes, query the author to determine which format the author would prefer.

Whatever format the author chooses, check to be sure that it is used consistently throughout. If it is used inconsistently, query the author about the format so you know the format the author prefers.

Generally, defined terms have the initial letter capitalized, but the author may choose not to capitalize it, or to capitalize the entire defined term. Whatever he or she chooses, check for consistency and point out to the author any inconsistencies you see.

Incorrect:

"There is a fundamental variable that tells you what the best management style is in a particular situation. That variable is called the TRM of the subordinates. The task-relevant maturity is a combination of the degree of their achievement orientation and readiness to take responsibility, as well as their education, training, and experience. A person's TR-maturity can be very high, given a certain level of complexity, uncertainty, and ambiguity."

Correct:

Query to the author: Mr. Stanton, since "TRM" is the shortened term for "task-relevant maturity," I suggest that we define it in the first sentence, and then use it consistently throughout:

"There is a fundamental variable that tells you what the best management style is in a particular situation. That variable is called the task-relevant maturity ("TRM") of the subordinates. The TRM is a combination of the degree of their achievement orientation and readiness to take responsibility, as well as their education, training, and experience. A person's TRM can be very high, given a certain level of complexity, uncertainty, and ambiguity."

 

Check defined terms to be sure that they, not the original names, are used throughout:

  1. Do a separate check for defined terms. Locate the first instance of a defined term in the document. Use your word processor's search function to search the document for use of the original name instead of the defined term.
  2. Also do a visual search of the printed document looking for instances where the original name is used instead of the defined term.
  3. Wherever you locate use of the original name, suggest to the author that he or she substitute the defined term.

Incorrect:

The University of Trayton ("The University") insists that the case is without merit. The University of Trayton also states that the College had no liability.

Correct:

The University of Trayton ("The University") insists that the case is without merit. The University also states that it had no liability.

Check defined terms to be sure they are spelled consistently throughout:

  1. Do a separate check to be sure the defined term is used with the same spelling and format throughout.
  2. Check to be sure that the defined term has all of the parts that were included in the definition.
  3. Query the author suggesting any changes that are necessary.

Incorrect:

The University of Trayton ("The University") insists that the case is without merit. The Trayton University also states that it had no liability.

Correct:

The University of Trayton ("The University") insists that the case is without merit. The University also states that it had no liability.

 

Capitalize defined terms.

Incorrect:

The plaintiff is Johnson Capital, Inc. ("plaintiff").

This contract is between Tailgate Productions ("tailgate productions") and the City of Blaystream (hereinafter "city").

Correct:

The plaintiff is Johnson Capital, Inc. ("Plaintiff").

This contract is between Tailgate Productions ("Tailgate Productions") and the City of Blaystream (hereinafter "City").