How to capitalise correctly
By Tony Spencer-Smith (first published in our newsletter Exclaim!)
Learning to capitalise words correctly is a Big Deal and most people in Corporations overdo it.
Well, that’s a bad start! Neither big deal nor corporations should be capitalised, unless you want to look extraordinarily pompous. But it is certainly true that most corporations over-capitalise.
As a writing trainer and editor, I have waded through thickets of words and phrases that were unnecessarily capitalised. When in doubt, capitalise, seems to be the principle many organisations use. In fact, best practice is the opposite: don’t capitalise unless there is a strong reason to do so.
Modern style is to use as few capitals as possible. To quote the Style manual for authors, editors and printers: ‘Capitalisation is being influenced by minimalist trends.’ The Economist Style Guide says: 'A balance has to be struck between so many capitals that the eyes dance and so few that the reader is diverted more by our style than our substance ... If in doubt, use lower case unless it looks absurd.'
Capitalise proper nouns
The only words that need to be capitalised are proper nouns. These are names for specific people, places, titles and so on; in fact they are sometimes called proper names. They are different to common nouns, which refer to things in general and never take a capital.
Examples of proper nouns would be Jill Brown, Director of Communications in the Department of Finance. Each refers to a specific person, job title and department. But note how we use uncapitalised common nouns when we refer to generic or general terms.
When you refer to Brown afterwards it is simply as a director (or she, of course). Similarly you should not capitalise minister, manager or chief executive unless part of a specific title such as Minister for Foreign Affairs Julie Bishop.
Here are some other nouns that do not take capitals:
Here is a typical corporate sentence where every capitalisation is unnecessary: ‘It is up to our Team Leaders to ensure our Corporate Strategy enhances our Brand.' All of these are general terms over-glorified with capital letters. Some people call these pride or vanity capitals – they are a misguided attempts at trumpet fanfares to make things seem important.
Of course, as with all aspects of language, there are exceptions. In Australia, the words Aboriginal and Indigenous (referring to Indigenous Australians) are usually capitalised as a mark of respect. But you would not capitalise related words such as traditional owner.
Strictly speaking, the Internet, the Web and the Earth, for instance, should be capitalised. But the relentless process of minimalisation now sees these generally written in lower case.
Anyway, if you find yourself writing about your company’s Mission Statement being embodied in the exciting New Product Launch presided over by your Managing Director, take a scalpel to the capitals.
Want more handy writing tips, plus news and views on the eworld of words? Sign up now for our free newsletter Exclaim!
Learning to capitalise words correctly is a Big Deal and most people in Corporations overdo it.
Well, that’s a bad start! Neither big deal nor corporations should be capitalised, unless you want to look extraordinarily pompous. But it is certainly true that most corporations over-capitalise.
As a writing trainer and editor, I have waded through thickets of words and phrases that were unnecessarily capitalised. When in doubt, capitalise, seems to be the principle many organisations use. In fact, best practice is the opposite: don’t capitalise unless there is a strong reason to do so.
Modern style is to use as few capitals as possible. To quote the Style manual for authors, editors and printers: ‘Capitalisation is being influenced by minimalist trends.’ The Economist Style Guide says: 'A balance has to be struck between so many capitals that the eyes dance and so few that the reader is diverted more by our style than our substance ... If in doubt, use lower case unless it looks absurd.'
Capitalise proper nouns
The only words that need to be capitalised are proper nouns. These are names for specific people, places, titles and so on; in fact they are sometimes called proper names. They are different to common nouns, which refer to things in general and never take a capital.
Examples of proper nouns would be Jill Brown, Director of Communications in the Department of Finance. Each refers to a specific person, job title and department. But note how we use uncapitalised common nouns when we refer to generic or general terms.
When you refer to Brown afterwards it is simply as a director (or she, of course). Similarly you should not capitalise minister, manager or chief executive unless part of a specific title such as Minister for Foreign Affairs Julie Bishop.
Here are some other nouns that do not take capitals:
- east, west, north, south, unless part of a name such as South Africa or South America
- state or territory, unless part of a name for a particular region such as Australian Capital Territory
- agencies, banks or commissions unless part of a specific name such as the World Bank.
Here is a typical corporate sentence where every capitalisation is unnecessary: ‘It is up to our Team Leaders to ensure our Corporate Strategy enhances our Brand.' All of these are general terms over-glorified with capital letters. Some people call these pride or vanity capitals – they are a misguided attempts at trumpet fanfares to make things seem important.
Of course, as with all aspects of language, there are exceptions. In Australia, the words Aboriginal and Indigenous (referring to Indigenous Australians) are usually capitalised as a mark of respect. But you would not capitalise related words such as traditional owner.
Strictly speaking, the Internet, the Web and the Earth, for instance, should be capitalised. But the relentless process of minimalisation now sees these generally written in lower case.
Anyway, if you find yourself writing about your company’s Mission Statement being embodied in the exciting New Product Launch presided over by your Managing Director, take a scalpel to the capitals.
Want more handy writing tips, plus news and views on the eworld of words? Sign up now for our free newsletter Exclaim!