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Acronyms are terms made by using the first letter of each word in a phrase. They are useful as a kind of shorthand that is recognized by people in the same field. However, indiscriminate use of undefined acronyms causes confusion because many acronyms are unfamiliar to those outside a particular specialty. Acronyms fall into several overlapping categories:
Words that are so common that many people don’t even realize they’re acronyms are appropriate for use in any document although nonexperts may need to have the term explained. A simple definition of such acronyms won’t help a person understand a concept such as laser.
EXAMPLES
SCUBA self-contained underwater breathing apparatus
LASER light amplification by stimulated emission of radiation
Acronyms that most people recognize as words while still realizing that they’re acronyms are also appropriate for any document. Often, people know what the term means but cannot identify the specific words from which the acronym is constructed.
EXAMPLES
NASA National Aeronautics and Space Administration
BASIC beginner’s all-purpose symbolic instruction code
Acronyms accepted in specific industries and recognized by most professionals in that field can be used in documents written for all levels of readers in a particular academic or industrial specialty. Outside these fields, however, such acronyms should be used sparingly.
EXAMPLES
ANSI American National Standards Institute
PVC polyvinylchloride
Acronyms that would be familiar only to a specific organization and recognized by few others should be used with caution.
EXAMPLES
VISSR visible/infrared spin/scan radiometer
HAC Hughes Aircraft Company
Writers who use an acronym should first decide whether readers are likely to be familiar with the term. In any case, the first time the term is employed, the entire phrase should be spelled out, followed by the acronym in parentheses.
EXAMPLE
In 1990, Congress passed the Americans with Disabilities Act (ADA), a civil rights law that is meant to ensure access by people with disabilities to voting rights, housing, and state and federal funds, buildings, and programs.
The second time the term is used, the readers should recognize the acronym. If the second use follows within a few sentences, readers can look back to check the meaning. If the second use is several paragraphs or pages later, readers would probably benefit from repetition of the spelled-out phrase in parentheses. After that, the acronym alone will suffice. Acronyms are also appropriate entries for a glossary if a document needs one.