4

EDITORIAL STYLE GUIDE

4
Style Guide:
editorial
In concert with other Style Guide components, our documents and
presentations project a consistent image – one of strength, quality,
and reliability.

Our writing style is first person (us) speaking to second person

(reader), using active voice, and present tense.

The tone is direct; language concise; structure simple; and flow

Our Style Guide modules describe efficient.

who we are, what we value, and how Our message is evident and compelling. Focusing on our
audience’s needs, we write to be understood.
we present ourselves as a company.
By putting them in your hands, we’re
Overview of Table of Contents
putting the Jacobs brand in your care.
®

4.1 General

It’s your responsibility to own. 4.2 Jacobs Style Issues

4.3 Common Style Issues

Appendix
4.A Our Word-Treatment Conventions

4.B Examples of Displayed Lists

This document is maintained by Corporate Communications.
For more information, contact [email protected].

Ver. 7.0 06/10

JNet > About Jacobs > Our Identity

®
© Copyright 2010, Jacobs Engineering Group Inc. All rights reserved. Jacobs
®
and BeyondZero are trademarks of Jacobs Engineering Group Inc. 19310 06/10

2
table of contentS
4.1 General 4.2 Jacobs Style Issues 4.3 Common Style Issues

4.1.1 Editorial Style Hierarchy 4.2.1 Company Name 4.3.1 Abbreviations, Acronyms, & Initialisms

4.1.2 Active Voice 4.2.2 Organizational Names 4.3.2 Capitalization

4.1.3 First Person 4.2.3 Job Titles 4.3.3 Dates & Time

4.1.4 Present Verb Tense 4.2.4 Proper Names 4.3.4 Numbers & Measurements

4.1.5 Tone 4.2.5 Specific Word Use 4.3.5 Lists

4.1.6 Language 4.2.6 General Contact Information Numbered Lists

Be Clear 4.2.7 Web Sites & General Inquiry E-Mail Bulleted Lists

Business Language 4.2.8 Offices Worldwide Sentence Structure in Lists

Word Choice 4.2.9 Minimum Service List 4.3.6 Punctuation

Appropriate Nomenclature 4.2.10 Minimum Market List Commas

4.1.7 Structure 4.2.11 Standard Descriptor Hyphens

Sentences 4.2.12 Press Release Boilerplate Quotation Marks

Paragraphs 4.2.13 Stock Information Apostrophes

Transitions 4.2.14 Intellectual Property Parentheses

4.1.8 International Style Periods with Abbreviations

4.1.9 Proofing Marks Quotation Marks with Other Punctuation

Em Dash, En Dash, & Hyphen

4.3.7 Symbols & Spacing

4.3.8 Summary

Appendix

4.A Our Word-Treatment Conventions

4.B Examples of Displayed Lists

3
4.1 General

in this first section, we introduce the basic

building blocks of our editorial style: the
hierarchy of editorial style authority, active
voice, and verb tense.

> Back to Table of Contents 4

4.1.1 editorial Style HierarcHy

If an editorial style question comes up, below is a six-tier reference system.

EDITORIAL STYLE HIERARCHY

1) Client Requirements

2) Jacobs Style Guide

3) Local Usage

4) The Associated Press Stylebook

5) Dictionary

6) Personal Preference

How to Use the Style Hierarchy

Start at the top and flow down the hierarchy to find guidance on the client can best understand. The same is true for cultural
editorial style and usage. The goal is to speak in the language the expressions and phrases that don’t translate across languages: Use
reader understands best. So if the client uses a particular term the interpretation the audience understands the best.
differently than we do, adopt the client’s usage – that’s the language

> Back to Table of Contents 5

4.1.2 active voice

Active (Correct)
We write in first person, active voice, and
present tense. Our tone is direct, Our Project Manager allocates resources to meet
your project’s staffing requirements.
conversational, positive, and always
courteous. We use plain language and
Passive (Incorrect)
simple sentence structure. Paragraphs are
tight, transitions are smooth, and our Resourcing decisions are made based on the
project’s staffing requirements.
overall organization enhances readability.
Together, these stylistic preferences
comprise “the Jacobs voice.” “Action is eloquence.”
– William Shakespeare

Active vs. Passive Voice

Voice refers to the form in which you write verbs. Active voice yields In passive voice, the subject of the sentence receives the action or is
crisp, vigorous writing, so choose it over passive voice. In an active acted upon: The cheese was eaten by the mouse. Passive voice dilutes
sentence, the subject of the sentence does the action: The mouse ate vigor, adds words, and obscures responsibility. The doer, action, or
the cheese. Responsibility is clear. Verbs are strong and action is message may be unclear, and the reader may perceive us as
direct. Active voice conveys a confident, capable manner. uncertain or evasive.

> Back to Table of Contents 6

4.1.3 firSt PerSon

In writing, person is indicated by personal First Person (Correct)

pronouns: e.g., I, my, you, your, we, our, Your project requirements align with our transferable
ethylene process technologies [where “Your” is
or their. In first person, the author (as first Exxon and “our” is Jacobs].
person I or we) speaks directly to the
reader (as second person you).
Third Person (Incorrect)

“Think like a wise man, but communicate in Jacobs brings Exxon proven ethylene process
expertise.
the language of the people.”
– William Butler Yeats

Avoid Third Person How to Refer to Ourselves

We avoid third person because it is impersonal. Don’t use third- Use first-person pronouns like we, our, and us rather than the third
person pronouns such as he, she, her, him, it or their. Also steer clear person, Jacobs, when discussing our company, our work, and our
of proper nouns like Mr. Jones, the Project Manager or Oil Co. The people, including teaming partners. Write “our team” rather than
only exceptions are when these terms are necessary for clarity. “the Jacobs team,” “we provide” rather than “Jacobs provides.”

Take care to identify to whom “our” refers. Sometimes it’s our

company, sometimes our company plus teaming partners, and
sometimes it refers to our team plus the client. If the entity is
unclear, clarify. See Section 4.1.6, “Appropriate Nomenclature.”

continued

> Back to Table of Contents 7

4.1.3 First Person–Second Person, continued

Talk to the Audience Advantages of First Person

Use second-person pronouns (you, your) when addressing your By using first person, we can leverage several advantages to achieve
audience. They know you are writing to or presenting to them. Our our objectives in writing.
clients, including government entities, use first and second person
• It’s Personal — First person establishes a relationship between
in their writing. We should do the same. By promoting natural, open
author and reader.
communication, we reinforce our relationship-based culture.
• It’s Credible — We use first person verbally to recount our own
stories and experiences. When we use first person in writing, you
expect us to do the same: It lends credibility to the author.

• It’s Conversational — We use first person naturally as we speak:

Using it in writing lends a conversational tone to what we’re
writing and can make the document feel more comfortable.

• It’s Comfortable — Third person carries an impersonal tone to it,

which makes it feel formal. Quite the opposite: First person feels
personal and comfortable, even if the topic itself is formal.

> Back to Table of Contents 8

4.1.4 PreSent verb tenSe

Present tense is the most straightforward Present Tense (Correct)

and understandable of the 12 possible Our Quality Manager maintains a corrective action
checklist to track project performance.
tenses in the English language, so we
write in “the now.”
Past Tense (Incorrect)

“Yesterday is a canceled check; tomorrow is The Quality Manager maintained a corrective action
a promissory note; today is the only cash checklist that tracked project performance.
you have — so spend it wisely”
– Kay Lyons

Past, Present & Future Keep it Basic

Present tense keeps writing fresh. Your subject matter almost never requires past or future tenses; use
the most basic forms as possible.
Past tenses can make writing seem dated or detached.

Future tenses may lend a tentative or indefinite tone and indicate

something we say “will” happen, might not. Future tense also Be Strong
implies a guarantee on our part, which we want to avoid making.
Avoid weak verb phrases that contain the words “would” and “should.”

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4.1.5 tone

We are direct, conversational, and

upbeat. Our delivery is confident—
but not arrogant.
“We often refuse to accept an idea merely because
the tone of voice in which it has been expressed is
unsympathetic to us.”
– Friedrich Nietzsche

Consistent Tone Write for the Audience

Along with a consistent voice, our writing has a consistent tone. Above all, we extend a personal touch, showing awareness of and
Each document or presentation is “an easy read,” conveying that we respect for our audience. We consider their perspective and present
know enough to make the subject matter look simple. information tailored to their needs.

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4.1.6 lanGuaGe

A clearly worded message is easy to understand, and thus helps your reader make
informed decisions. You say more with less—so the shorter, the better.

Ways to Keep Your Message Short & Sweet

• Strip unnecessary words and shorten lengthy phrases

• Replace long words with short ones “As to the adjective, when in doubt
strike it out.”
• Choose strong action verbs – Mark Twain

• Avoid nominalizations

Be Clear Business Language

We use language to convey meaning. To do this effectively, our English is the language of choice in written communication.
writing must be to the point. A clearly worded message is easy to However, be sensitive to the client’s language of preference.
understand and helps your reader make informed decisions. Keep it
Since our headquarters are in the United States, adopt North
simple. However, simple doesn’t mean simplistic. Make your words
American English spellings for any document global in scope.
easy to grasp without insulting your reader’s intelligence.

continued

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4.1.6 Language, continued

Word Choice Follow These Word Usage Guidelines

You say more with less—so the shorter, the better. Use words familiar
to your audience; this maintains their attention. Using the right Strip unnecessary words and shorten lengthy phrases
words simplifies and amplifies your message. • a large number of becomes many

Use Modifiers Sparingly • are an example of becomes demonstrate

Modifiers might be adjectives, adverbs, superlatives—any word or • is responsible for approving becomes approves
phrase that specifies another word or phrase. If they don’t clarify or
Replace long words with short ones; “million-dollar”
specify meaning, remove them. Especially avoid very, and watch for
words with common ones.
extremely, quite, and the like.
• utilize becomes use
Avoid Chest-Beating
• endeavor becomes try
Beware of “chest-beating” terms like industry leader or world class.
Always substantiate such claims; even then, such terms might come • cognizant becomes aware
across as arrogant.
Choose strong action verbs.
• Weak: helped to bring about
Substantiated (Correct)
• Stronger: accomplished, managed
With more than 2 million workhours and no Vary verbs. While some repetition is intentional (as a
lost-time incidents on your site, we plan a transitional device or to reinforce key concepts), a reader
safe, productive plant expansion. tires of over-used verbs.

Avoid nominalizations (weakening a verb by turning it

Empty (Incorrect) into a noun), marked by the words, “the ___ of.”

• Weak: The Project Manager is responsible for the formal

Our world-class safety record means better
approval of the baseline scope of work prior to the
morale on your site.
commencement of Phase II.

• Stronger: Our Project Manager approves the baseline scope of

work before Phase II begins.

continued

> Back to Table of Contents 12

4.1.6 Language, continued

Positive Over Negative Cultural Sensitivity

Choose positive words over negative ones. Be sensitive to cultural differences. When writing to a potentially
international audience (which could in fact be any audience today),
Positive (Correct) be sure you recognize which words may have cultural significance,
and write accordingly.
We are achieving full schedule and budget
compliance on our active delivery orders.
Appropriate Nomenclature
Negative (Incorrect) Client vs. Customer
In general, refer to our client as a client—not a customer. Call our
There are no schedule slippages or budget
clients’ business prospects customers.
overruns on our active delivery orders.
Clients’ Proper Names
In Section 4.1.3, “First Person,” we discuss our preferred use of
second-person pronouns (you and your) when addressing our client
Gender Neutral
or other audience. Occasionally, we need to use proper names to
Eliminate gender-based language. For example, don’t presume an
distinguish one external entity from another. Keep it brief when
unnamed individual is male or female. Rewrite sentences to avoid the
possible. Use a shortened version of the entity’s name. This tag might
awkward he/she, and replace gender-based words with gender
be a word, an acronym, or initials (See Section 4.3.1, “Abbreviations,
neutral ones.
Acronyms, & Initialisms”). Some company names are brief to begin
with; in such cases, you needn’t use a second name.
Neutral (Correct)
Be sure that your chosen tag is acceptable to the client or other entity,
craftsperson, workhour, etc. and then use it consistently. Clients may use a tag internally that they
prefer we didn’t use. To be safe, confirm appropriate nomenclature
with our client’s marketing, project, or operations management.
Biased (Incorrect)

craftsman, manhour, etc.

continued

> Back to Table of Contents 13

4.1.6 Language, continued

Our Proper Name Do Not Distinguish Between Our Subsidiaries

If you must use our company name, just use Jacobs. Our legal name— In both internal and external documentation, only distinguish
Jacobs Engineering Group Inc.—should be used on first reference in all between our subsidiaries and divisions (JEMCI did this, JRT did that)
business documents, and on subsequent references only for legal or if necessary for legal reasons. Calling attention to our individual parts
contractual designation. splinters our identity, from an external perspective. Internally, it can
foster an “us vs. them” mentality. Ultimately, only use the name Jacobs
In some contexts, we may need to distinguish between us and other
if “we” or “us” would confuse the reader.
related entities such as teaming arrangements, joint-venture partners,
or newly acquired firms. When using our name in such a context, use For More Information About Our Name
one word: Jacobs. See the Style Guide, “Name” module for more information about our
name, and see Section 4.2.1 “Company Name” for punctuation
guidelines. See the Style Guide, “Logo” module for information about
our affiliates and subsidiaries.

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4.1.7 Structure

Along with concise language, consistent

style, and clean format, lean structure
contributes to readable writing.

“Make everything as simple as possible,

but not simpler.”
– Albert Einstein

Keep It Lean Use Repetition

If unsure of structure, i.e., subject-verb agreement, revise your Use repetition to emphasize your main message (but don’t overdo
sentence. Keep sentences and paragraphs concise. Present them in it). In the introduction, body, and conclusion of your text, tell your
logical order, using organizational flow to guide your reader. reader what you’re going to tell them; then tell them; finally, tell
them what you just told them. In the body and conclusion, address
your key points in the same order as presented in the introduction.

continued

> Back to Table of Contents 15

4.1.7 Structure, continued

Sentences Example 2: Tighter (Correct)

Simple We developed solid working relationships

Our preferred sentence structure is simple. Use forthright with the local government during previous
construction like subject-verb-object. Eliminate bulky clauses and work at the site. Consequently, we can
complex punctuation. easily clear regulatory hurdles, minimizing
Short project delays.
Limit sentences to an average of 10–12 words and break up long- Two simpler sentences; 25 words combined

winded ones. Longer sentences (20-plus words) may pack in a lot of

message, but you’ll probably lose your reader. Intersperse
compound sentences with shorter ones (3–6 words) to break up
Example 2: Wordy (Incorrect)
monotony and balance your document.

Lean In order to avoid getting hung up in time-

In every sentence, eliminate unnecessary words. Sometimes this consuming local government regulatory
means striking empty modifiers or stripping fleshy verb phrases. obstacles, we have developed relationships
Sometimes it means revising a sentence completely. of a positive nature with virtually every
government agency that might affect the
client during past projects.
Example 1: Tighter (Correct)
One long sentence; 34 words

The programming team develops…

Example 1: Wordy (Incorrect)

The entire programming team is wholly

responsible for the development of…

continued

> Back to Table of Contents 16

4.1.7 Structure, continued

Paragraphs Transitions

Logical Structure Smooth

Prioritize your key issues and arrange your paragraphs accordingly. Smooth transitions between sentences and paragraphs guide your
Construct each paragraph around one main point, and make that reader through the document. Transitions might include words like
point early in the paragraph. Anchor it with supporting statements, consequently, similarly, and for example. Between paragraphs, they
then substantiate with examples. Create smooth transitions, and might be intentionally repeated key words or phrases, or obviously
trim any excess. If you can’t support a key statement, don’t use it. related concepts.

Lengths Planning
An average paragraph size is 5–10 sentences, but varying size keeps In general, effective transitions reflect the logical progression of
readers interested. For example, use a 1–3 sentence paragraph (like related material. Smooth flow derives from careful planning. Grow
this one) to break up the flow. A one-sentence paragraph (below) is your written argument from a compact, compelling outline, and the
especially effective when it highlights a key issue. reader easily follows your lead.

Include a Conclusion
Where possible, conclude each major section with a closing
paragraph that recaps key information.

> Back to Table of Contents 17

4.1.8 international Style

Write with an international style to help

readers with limited proficiency in the “Remember the waterfront shack with the sign
FRESH FISH SOLD HERE. Of course it's fresh,
document’s language. Write to be read. we're on the ocean. Of course it's for sale, we're not
giving it away. Of course it's here, otherwise the
sign would be someplace else. The final sign: FISH.”
– Peggy Noonan

Writing for Readers with Limited Proficiency

Regardless of what language you write your document in, your intent Common Areas of Confusion
is for it to be read. Following these basic guidelines helps readers Pay special attention to common areas of confusion:
with limited proficiency in the document’s language to read what
• Currency
you write:
• Dates and time
• Write in simple structures.
• Decimals
• Avoid idiomatic or colloquial expressions.
• Telephone numbers
• Avoid shortcuts, symbols, and abbreviations that could easily be
spelled out. • Units of measure

• Disclose units of data and provide conversions as appropriate. For More Information
For more information, see Section 4.3.3, “Dates & Time” and
• Write with cultural sensitivity in mind.
Section 4.3.4, “Numbers & Measurements.”

> Back to Table of Contents 18

 4.1.9 ProofinG markS

Use these common proofing marks when editing text or copy to reduce errors
made in the revision process.
DELETING & INSERTING ALIGNMENT SPELLING & PUNCTUATION

Delete Move text left Abbreviate (or spell out if abbreviated)

Close up Move text right Capitalize

Delete and close up Align horizontally Lowercase

Insert here Align vertically Insert parentheses into the text

Disregard proof correction Center text Insert brackets into the text

Transpose

SPACING STYLE Apostrophe

Insert a space Italicize Colon
Indent Bold Comma

or Begin a new paragraph Plain Em dash

Break to next line Wrong font En dash
Underline Hyphen
Change to small capitals Period
or
Download the Proofing Marks Quick Reference Sheet Quotation marks
JNet > About Jacobs > Our Identity > Editorial (Style Guide) > Proofing
Semicolon
Marks Quick Reference Sheet (PDF)

> Back to Table of Contents 19

4.2 JacobS Style iSSueS

in this section, we discuss editorial style specific

to us, such as proper names of units within the
company and common industry terms.

> Back to Table of Contents 20

a common voice
our style is evident in the words we use, and reflected in the
conventions we follow — choices of which words we consistently
capitalize, or how we use punctuation. individual conventions may
stem from education or imitation, group consensus, or personal
preference. this creates a rich variety of writing styles, but poses a
challenge when multiple authors try to write in a “common voice.”

to consistently convey this “common voice,” we all need to follow the

same style conventions. these are the final, distinguishing touches of
our overall style. We encourage all our employees to adopt the
conventions presented in this section, except where explicit client
direction or cultural conventions dictate otherwise.

> Back to Table of Contents 21

4.2.1 comPany name

• Wordmark: Jacobs
®

• Legal name: Jacobs Engineering Group Inc.

Jacobs Engineering Group Inc. is pleased to announce...

No Comma After the Legal Name Possessive Form

• No comma after “Inc.” when used in a sentence. Because “Jacobs” ends in an ‘s,’ the possessive form simply follows
the name with an apostrophe (Jacobs’). If unsure whether the name
is possessive or not, try mentally substituting the word “Jacobs” with
Trademark Symbol on First Reference a proper name and read the sentence.

• Follow the wordmark with the registered trademark symbol (®) • As possessive: Jacobs’ or Jacobs Engineering Group Inc.’s
®
on the first, non-possessive use: Jacobs .
• Try to keep the reference on one line
• You may omit the registered trademark on subsequent uses.

For More Information

For information about our name including when to use the legal
Do Not Translate Our Name into Non-English Languages
name, wordmark, or logo, see the Style Guide, “Name.”See the
Regardless of a document’s language, leave our name in English. Style Guide, “Logo” module for information about our logo, and
This avoids problems with consistent translations and with any affiliates and subsidiaries.
unintended cultural meanings.

> Back to Table of Contents 22

4.2.2 orGanizational nameS

Corporate Departments Example Regions

Finance & Administration Asia-Pacific North America Infrastructure, East

Global Human Resources Eastern Region North America Infrastructure, West
Global Sales Global Buildings NA Northern Region
Health, Safety & Environment Global Construction Services Southern Region
Information Technology Global Maintenance Services U.K. & Ireland
Legal Department Jacobs Technology U.K. Infrastructure
Operations Mainland Europe Western Region
Quality Middle East

Note: This is not an exhaustive list of regions.

For Internal Use

Organizational names are typically reserved for internal use only.

We prefer to refer to ourselves in first person whenever possible and
as a unified body (Jacobs) when required. See Section 4.1.3, “First
Person” for more information.

> Back to Table of Contents 23

4.2.3 Job titleS

Capitalize job titles for clarity using the following guidelines.

Formal Title Before a Name Title in a Headline, Before or After a Name

Director of Environmental Science Pierre Luc Headline: Manchester Chemical Engineer Harry
Parker leads charity effort

Title Not Part of a Name Occupational Title Near a Name

Rajan Patel is our relationship lead as a transit Jacobs College has invited architect Lee Wu to
engineer in the Mumbai office. speak at the seminar.

Capitalize for Clarity

• Capitalize formal titles only immediately before a name. • Do not capitalize an occupational (generic or functional) title
when it immediately precedes an individual’s name.
• In headlines, capitalize job titles before and after a name.
• Do not capitalize common nouns that refer to a position in
• Do not capitalize the job title when it is not part of an
general (e.g., an engineer) or to a pool of personnel (e.g.,
individual’s name.
pipefitters or accountants).
• Capitalize a job title when it refers to a specific position, but the
See Section 4.3.2 “Capitalization” for more information.
person who fills (or will fill) the position is unnamed.

> Back to Table of Contents 24

4.2.4 ProPer nameS

Proper nouns go beyond people’s names to

one-of-a-kind, named things — from titles of
documents and awards to designations for
specific buildings and work units.

Individuals, Entities, & Organizations Projects & Programs

• Always capitalize an individual’s name. • Capitalize all the main words of a project’s or program’s full title,
including the word project or program itself.
• Always capitalize the proper name of an entity, department, or
other organization. • When the title is partial or abbreviated, “project” or “program” is
not capitalized.
See Section 4.2.3, “Job Titles” for capitalization rules about titles.
Comprehensive Long-term Environmental Action Navy
• Do not capitalize common nouns that refer to a position in
(CLEAN) Program
general (e.g., an engineer) or to a pool of personnel (e.g., pipefitters
or accountants). Pier 400 Dredging and Landfill Project for the Port
of Los Angeles
• Do capitalize the names of specific internal groups: e.g., the
Contracts Management Group, Human Resources or the Legal BASF’s expansion project
Department.
Chevron’s FCCU project

> Back to Table of Contents 25

4.2.5 SPecific Word uSe

The purpose of writing is to be understood, so

choose your words carefully. Each word should
be the one that best conveys your meaning.

Write in the Known Avoid Inconsistencies

Most importantly, use words that your audience knows. Wherever One of the most frequent problems in business writing is the
possible, use company-, industry-, or culturally standard terms inconsistent use of certain words and abbreviations. Areas of
consistently throughout your documentation. inconsistency include the use of periods, hyphens, and other
punctuation marks. Many inconsistencies concern compound
words — is it one word, two words or hyphenated?
Alternative English Spellings
To combat these inconsistencies, we maintain a list of word-
Consistent with writing to be relevant to your intended audience, treatment conventions as in “Appendix 4.A.” Consult the list to
consider using alternative spellings as expected by your audience. achieve greater consistency with other Jacobs writers who are
Since our headquarters are in the United States, adopt North doing the same.
American English spellings for any global document or for a
document with a mixed English audience.
continued

> Back to Table of Contents 26

4.2.5 Specific Word Use, continued

Some conventions offer guidance on words that have more than one Commonly Used Words
correct usage — e.g., cleanup and clean up. Other conventions deal
• design-build
with preferred spelling when more than one is correct — e.g., among
vs. amongst. • e-mail

• University — Lowercase in text for general use • groundwater

• Affect — Use as a verb meaning “to influence” • healthcare

• Effect — Use as a noun meaning “the result of an action” • home builders

• Percent — Spell out in text: 60 percent to 70 percent • Internet

• light-rail (adjective)
Prefix Rules
• light rail (noun)
• When joining a prefix with a word, use a hyphen if the prefix ends
• master plan (noun)
in a vowel and the word that follows begins in the same vowel:
re-election • online

• For situations where the word following the prefix does not begin • soundproof
with a vowel, use a hyphen if the definition of the new word • sulfur (North American English)
means “to do again.”
re-design (to design again) • sulphur (U.K. English)

• stormwater

Match Client Expectations • wastewater

If an external client requests specific word usage, make changes to fit • Web site or Web page
the client’s needs. • World Wide Web or the Web

• Use professionals, specialists, etc., instead of experts.

See Appendix 4.A: “Our Word-Treatment Conventions” for an

expanded list of words.

> Back to Table of Contents 27

4.2.6 General contact information

Use the general contact information when more specific information is not
available or desired.

HEADQUARTERS ADDRESSES

Street 1111 South Arroyo Parkway

Pasadena, CA 91105, USA

PO Box P.O. Box 7084

Pasadena, CA 91109-7084, USA

MAIN CORPORATE NUMBERS

Phone + 1.626.578.3500

Fax + 1.626.568.7144

How to Answer the Phone

Individual greeting style is up to the discretion of each performance
unit manager. Preferred greeting is our wordmark – “Jacobs.”

> Back to Table of Contents 28

 Web Site & General
4.2.7 inquiry e-mail

Only one Web site is authorized PREFERENCE URL

for external use. Web Site www.jacobs.com

General Inquiry E-Mail [email protected]

One Web Site Additional Web Sites

Promoting one Web site — its address is called a Uniform Resource While we have numerous Web sites (many as project-specific Web sites
Locator (URL) or a domain name — is less confusing for the viewer necessary for clients or joint ventures), we continue to consolidate Web
and removes internal boundaries. sites and promote the exclusive use of the official Web site URL. On
occasion, additional Web sites are necessary and a good business
decision. If you believe you need a Web site for such a purpose, please
General Inquiry E-Mail notify [email protected] to begin the process of evaluating your
request. Corporate Communications, IT, and the Legal Department
Corporate Communications staff monitors the general e-mail inbox
work together to review each request. New Web sites require approval
and forwards messages to appropriate parties as needed.
from senior management and possibly the CEO.

How to Use the Web Site URL & General Inquiry E-Mail Additional Web Sites
• Always include the “www” prefix as part of the URL: If you participate in the active upkeep of a Web site other than the
“www.jacobs.com” official Web site, please report the fact to [email protected].
• Always set all URLs and e-mail addresses in lowercase letters.

> Back to Table of Contents 29

4.2.8 officeS WorldWide

With more than 160 offices around the A List of Countries Wherein We Have a Presence

australia mexico
world, we truly are a global company. austria netherlands
belgium northern ireland
canada Poland
china Puerto rico
czech republic Scotland
england Singapore
finland Spain
france Sweden
Germany united arab emirates
Greece united States of america
india Wales
ireland
italy

Add to External Communications A List of Cities Wherein We Have an Office

Consider adding the phrase “Offices Worldwide” to any external For a list of cities and office locations, see the office lists on
communication that includes contact information. www.jacobs.com and on JNet:

Offices Worldwide JNet > Work Locations

> Back to Table of Contents 30

4.2.9 minimum Service liSt

Use this minimum service list to describe A Standard Service List You Can Use

what services we offer our clients. Architecture

Construction
Engineering
General Consulting
Maintenance
Operations
Planning
Scientific
Technical Services

Use the Minimum Service List

Use at least this minimum service list on any communication. You

may augment the list with specialized services relevant to your
message and audience, but do not remove any services from the
minimum list.

> Back to Table of Contents 31

4.2.10 minimum market liSt

Use this minimum market list to describe A Standard Market List You Can Use

the major markets in which we work. Aerospace & Defense

Automotive & Industrial
Buildings
Chemicals & Basic Resources
Environmental Programs
Food, Beverage, Forest & Consumer Products
Infrastructure
Oil & Gas
Pharmaceuticals & Biotechnology
Power & Utilities
Refining

Use the Minimum Market List

Use this minimum market list on any communication. You may

augment with specialized markets relevant to your message and
audience, but do not remove any markets from the minimum list.

> Back to Table of Contents 32

4.2.11 Standard deScriPtor

When a service list is not appropriate, STANDARD DESCRIPTOR

Abbreviated “T/P/S”
use the descriptor (abbreviated or
unabbreviated) to help convey the Unabbreviated “technical professional services company”

breadth of our capabilities.

Why a Descriptor?

We operate in a professional service industry that describes

participatory firms with standard descriptors such as “E/A” or
“E/A/C,” for example. Our breadth of services includes vastly more
than can be described using the standard industry abbreviations. So
while “T/P/S” is not a standard descriptor, it does capture the
majority of what we do and communicates to the reader that we are
a large, multifaceted company offering a wide range of services.

> Back to Table of Contents 33

4.2.12 PreSS releaSe boilerPlate

The term “Boilerplate” dates back to The Boilerplate

printing presses using movable type, but Jacobs is one of the world's largest and
most diverse providers of technical,
ours summarizes who we are today. It is professional, and construction services.
intended for use in news releases and
related media relations vehicles.

Always Include the Boilerplate Authorization Required

Include the boilerplate on all press releases intended for external All press releases must be authorized by the Vice President of
audiences. Marketing and Corporate Communications, and may require
additional approvals as needed.

Only on Press Releases

For More Information
Press releases are the only place we use a boilerplate.
See JNet for more information on Press Releases, including the press
release archive, tips on writing a release, templates for both local
and global releases, and training:

JNet > About Jacobs > Our Identity > Public Relations

> Back to Table of Contents 34

4.2.13 Stock information

We are traded publicly on the New York Stock Exchange (NYSE) under the
common stock symbol “JEC.”

Example of Our Stock Symbol Usage

‘JEC’ is the Name of Our Stock Symbol To Learn More

The “JEC” abbreviation refers to our stock symbol, not the company
For more information on Jacobs stock, see the Investor Relations
name. Never use “JEC” as a reference to the company.
section of www.jacobs.com.

> Back to Table of Contents 35

4.2.14 intellectual ProPerty

We have invented and invested in

®
solutions and products to help us deliver
value to our clients while setting us apart
from competitors in the marketplace.
TM
These ideas are our intellectual property.
Registered Trademark Pending Trademark Symbol
They are legally protected and collectively Symbol

give us an advantage.

Three Types of Intellectual Property

Patents Copyright
Patents are protected ideas, innovations and designs that must be Copyright does not require filing to be protected. The act of creating
filed with the appropriate patent office to gain protection. While not the expression is enough — such as writing an article or capturing a
discussed in any more detail in the Style Guide, we do own photograph. The expression is immediately copyrighted.
numerous patents. Contact the Legal Department for information.
For more information, see “Copyright” later in this section and in the
Trademarks Style Guide, “Images & Photography” module.
Trademarks are names or symbols that identify products and
services and must be filed with an appropriate trademark office to
gain protection. Continue reading for more information about some
of our trademarks.
continued

> Back to Table of Contents 36

4.2.14 Intellectual Property, continued

Trademarks: Staking Our Claim Logos for All Related Entities

Logos for all related entities are considered intellectual property and
To gain legal protection, we file products and innovations with the
should always be marked with a “TM” while registration is pending
appropriate trademark or patent office — usually starting with the
and the circle-R (®) once registration has been approved. All official
country of origin and progressing to other countries as necessary.
logo files have the appropriate mark built into the file — no
alterations are required.

Trademarks: List of Specific Properties

This section is not exhaustive: Other pieces of intellectual property

may exist or may be in various stages of discovery or filing.

®
BeyondZero
The U.S. Patent & Trademark Office registered the trademark for the
The Jacobs Wordmark ®
BeyondZero logo May 26, 2009, and the words “BeyondZero”
The Jacobs wordmark is considered intellectual property and should
shortly thereafter. Canadian and European Commonwealth
always be marked with the circle-R (®) on first reference in text and
registrations are pending. See Style Guide, “Logo” section for more
in all uses of the logo. All official logo files have the appropriate mark ®
information about BeyondZero .
built into the file — no alteration is required. Please do not crop off
the trademark when using the logo files. ®
SUPERCLAUS & EUROCLAUS
®

® ®
SUPERCLAUS and EUROCLAUS are both registered trademarks
Exception: Do not include the trademark symbol when fabricating
and part of our intellectual property. For general information about
signage using the logo. See Style Guide, “Usage & Examples” for more ® ®
SUPERCLAUS and EUROCLAUS , see www.jacobs.com.
information on signage.

continued

> Back to Table of Contents 37

4.2.14 Intellectual Property, continued

Trademark Laws & Using Other Entities’ Logos How to Use Service Mark & Trademark Symbols

Be careful in using a client or company’s logo in your proposals or When using intellectual property for which no guidelines exist (for
documents due to trademark law. example, a newly filed Jacobs invention or a teaming partner’s
innovation for which documentation does not exist), consider the
Companies are the trademark owners of their logo. They have the
following general specifications.
sole right to control copying, reproduction, downloading,
distribution, and display of their logo. Permission for use of their Always
logo must be granted by the company in writing. Keep the • Use the “SM” or “®” symbol on first reference of the intellectual
permission on file for documentation purposes. property. If the property is mentioned throughout your
document, you may omit the symbol on subsequent references.
Request Permission
Request permission to use a logo with a brief explanation of how • Set in Arial, Helvetica Neue or similar sans serif type.
and why you intend to use the other entity’s logo. Use the Jacobs
• Set the “SM” or “®” in black. If black is not available, use the
Image/Photography Release form to ask for logo permission:
darkest (or least-distracting) color available in the design.
JNet > About Jacobs > Our Identity > Images & Photography • Set the “SM” or “®” to the same size as surrounding letters, then
apply: all caps, superscript and superior formatting.
Look for a Media Library or Resource Page • If using professional page layout software (e.g. Adobe InDesign,
Some companies may have a media library or resource page on their QuarkXPress, etc.): For sizes 14 pt. and larger, set the “SM” or “®”
Web site permitting their logo to be downloaded and to be used by to 45 percent of the type size and adjust position so “SM” or “®”
agreeing to their terms and conditions. Look first: Verify whether the is resting on the x-height.
company has a permission page on its Web site before downloading
Never
and using its logo.
• Do not italicize the “SM” or “®” or place more emphasis on it
than on the trademarked word or phrase.

• Do not separate the “SM” or “®” from the protected word or

phrase by line breaks, spaces or punctuation.

continued

> Back to Table of Contents 38

4.2.14 Intellectual Property, continued

Copyright Using Other Entities’ Copyrighted Materials

Copyright is also intellectual property. In most countries, an idea is Be careful using another entity’s copyrighted materials in your
copyrighted the moment it is documented in a tangible form such as presentations, proposals, or documents — whether intended for
e-mail, video, programming code, image, etc. While copyright external or for internal circulation — without express permission
protects the expression of an idea, copyright does not cover the idea from the copyright holder due to copyright laws.
itself — to do so requires a patent on the idea instead.
Copyrighted materials are the property of the copyright holder, and
A Standard Copyright Statement You Can Use the holder has the sole right to control copying, reproduction,
Use this statement on all external communications and documents. downloading, distribution, and display of its materials. Examples of
Adjust the statement to include local customs as needed: common copyrighted materials include magazine and newspaper
articles, e-mails, Web sites, movies, music, and photographs.
© Copyright [year], Jacobs Engineering Group Inc. All rights reserved.
Request Permission
Permission to use the materials must be granted by the copyright
For more information about copyright, see the Style Guide, “Images holder in writing. Keep the permission on file for documentation
& Photography” module. purposes. Request permission to use the materials with a brief
explanation of how and why you intend to use the materials and an

©
estimate of your intended distribution (number of recipients).

Credit the Source

Always cite the original source and provide enough information for
the reader to be able to obtain access to the original materials if
desired. When possible, include a URL for online materials.
Copyright Symbol
Acknowledging the source of the copyrighted material does not
substitute for obtaining permission.

For More Information

To learn more about U.S. copyright law, see the U.S. government’s
Web site at:

www.copyright.gov

> Back to Table of Contents 39

4.3 common Style iSSueS

in this section we address commonly asked

editorial style issues, such as date formatting,
measurements, and punctuation. our
guidelines presented here are in agreement
with associated Press (aP) style.

> Back to Table of Contents 40

 abbreviationS,
4.3.1 acronymS, & initialiSmS

An acronym is an abbreviation that can be pronounced as a word;

an initialism is an abbreviation that is pronounced letter by letter.
Both are convenient shorthand for longer phrases repeated often in
text. However, limit your use of such abbreviations. Abbreviations
you are familiar with may mean nothing to your audience. Every time
you send them from text to an acronym list, you disrupt their
concentration — and jeopardize your message.

Master Acronym List

Corporate Communications maintains a master acronym list, which

we update periodically.

Download the List

Download the master acronym list from JNet:

JNet > About Jacobs > Our Identity > Editorial (Style Guide) > Master

Acronym List (MS Word)

continued

> Back to Table of Contents 41

4.3.1 Abbreviations, Acronyms, & Initialisms, continued

First Appearance Specific Scenarios

Spell out acronyms and initialisms at their first appearance in the Junior or Senior After a Name
main body text, followed by the acronym or initialism in • Use Jr. or Sr.
parentheses. Then, consistently use the acronym or initialism from
• Do not precede with a comma
that point forward; don’t switch between the full phrase and the
shortened version. Academic Degrees
• Use bachelor’s degree, master’s degree, Bachelor of Arts,
If the phrase first appears outside the main body text (e.g., in a
Master of Arts.
heading, caption, or visual), you may include the parenthetical
shortened version there. However, define again on the first mention • Abbreviate to B.A., M.A., LL.D. and Ph.D. only with multiple
in the text. Finally, only capitalize the major words in the full phrase names and degrees.
if it is a proper noun.
Avenue, Boulevard, & Street
Spell Out Inconsequential Abbreviations • Abbreviate when paired with a numbered address:
If using an abbreviation that is inconsequential (e.g., the 111 Main St.
abbreviation does not save much space compared to its full phrase 979 Kings Rd.
or the abbreviation is only used a few times), or if using an Al Slam Street (not abbreviated since no numbered address)
abbreviation is confusing (e.g., similar abbreviations back-to-back),
Expressways, Highways, & Motorways
consider spelling out the full phrase instead. Doing so enhances
• When paired with a number, use the following abbreviations:
your document’s readability and helps readers who are not
M8, A290, G3, U.S. 1, State Route 34
proficient in the document’s language.
Route 1 or Route 1A
China National Highway 109, Interstate 95.

Examples: • On second reference, abbreviate if possible: I-95

• Operable Units (OUs) 1 and 2
‘United Kingdom’ & ‘United States’ in Text
• Mine Safety and Health Act (MSHA) • Use the abbreviation U.K. and U.S. when used as an adjective
before a noun:
• methyl tertiary butyl ether (MTBE)
U.K. rugby team
• material safety data sheets (MSDS) U.S. hockey team

continued

> Back to Table of Contents 42

4.3.1 Abbreviations, Acronyms, & Initialisms, continued

Celsius & Fahrenheit Download Quick Reference Sheets

• Representation of Celsius in text: Use C For information about common abbreviations for provinces, states
and territories, download the quick reference guides from JNet:
• Representation of Fahrenheit in text: Use F

Provinces, States, & Territories in Text JNet > About Jacobs > Our Identity > Editorial (Style Guide)

• When used alone, spell out entire region name.

• When used with a city, county, or military base name, follow AP

style: Abbreviate all regions except regions with fewer than five
letters. In referring to U.S. states, exceptions are Idaho, Iowa, Maine,
Ohio, Texas, Utah, Alaska, and Hawaii.

• Spell out entire region name when used in contact information

that is not part of an address block:
Pasadena, California
+ 1.626.578.3500

• Only in an address block, use postal abbreviations and include

ZIP/postal codes:
1111 South Arroyo Parkway,
Pasadena, CA 91105 USA

> Back to Table of Contents 43

4.3.2 caPitalization

In a capitalized phrase, capitalize the first Capitalization in Text

word as well as the initial letters of main • Capitalize individual names of regions, units and
groups: Northern Region
words (nouns, pronouns, verbs, modifiers)
• Capitalize proper and common nouns when they
that follow. This is called “initial caps.” become part of the name for a person, place or
thing: the English Channel
Some formats call for "all caps," meaning
• Capitalize specific geographic regions: Central Italy
every letter of a word or phrase
• Capitalize “room” when used with a specific name
is capitalized. or number: Green Room, Room 101

• Lowercase common nouns when they stand alone.

• Lowercase seasons (spring, summer) except when

used with a formal name.

• Capitalize the first letter and all words four letters

or longer in composition titles. Do not capitalize
“a,” “an” or “the.”

Titles

In addition to the first and main words, always capitalize the last word Examples:
of a title, regardless of word type or length. However, do not capitalize • One Company Around the Globe
articles (like a or the), conjunctions (like and, but or or), and short
• Jacobs Values: Building on the Core
prepositions (like to and on) — unless they are the first or last word.
continued

> Back to Table of Contents 44

4.3.2 Capitalization, continued

Additional Emphasis Common Nouns Followed by Identifiers

Beyond capitalization, it is unnecessary to further emphasize titles
If a common noun is followed by an alpha or numeric identifier,
with italics or quotation marks, with two exceptions:
capitalize the resulting proper noun.
• Book or periodical titles, chapters, and articles
Examples:
• Titles of awards and certificates • Phase II

• Building 18

Titles: Books, Periodicals, Chapters, & Articles • Well 3A

Book and periodical titles are italicized, while chapters and articles • Operable Unit 2
are set within quotation marks (no italics).
• Level C

• Schedule 40
Titles: Awards & Certificates
When the numbers are absent, the common nouns are not
Capitalize and italicize (no quotation marks) titles of awards, capitalized, e.g., project phases, site buildings, and operable units.
certificates, and other honorary designations, including the word
award or certificate. In the following examples, note that the issuing
agency is not italicized, nor is further categorization of the award: First Words After Colons

Examples: Capitalize the first word after a colon only if it is a proper noun or the
• The New Delhi, India office’s Jacobs Office Safety Award for start of a complete sentence.
commitment to a culture of caring
Examples:
• The Houston Business Roundtable’s Customer Satisfaction Award • Future plans: A new 34-megawatt gas turbine is planned to come
in the Large Industrial Maintenance Contractor category on line in 2010.

• The two systems interact: JSTEPS (Jacobs System to Ensure

Project Success) and Jacobs’ Sustainable Development
Methodology.

> Back to Table of Contents 45

4.3.3 dateS & time

Write about dates and times so the reader is clear about

exactly what time period you are referring to. Choose a format
that is most helpful to your audience – especially critical for
readers who may not be proficient in your document’s
language. In all cases, be consistent.

Dates Expressed as Numbers: Year-Month-Day Time Expressed as Numbers: 12-Hour versus 24-Hour

Numeric date formats are expressed left-to-right starting with the Our preference is to express time in a 12-hour format starting with the
largest unit — year, month, and day — separated by hyphens. This largest unit — hour, minute, and second — separated by colons. If
format solves ambiguities in formats used among the United States, your audience is spread across disparate, multiple time zones,
Canada, United Kingdom, and others, and is used in many Asian expressing time in a 24-hour format might be clearer.
languages. Add leading zeros to months earlier than October.
• Be consistent in your document with the format you choose.
2008-08-18
2010-10-31 • Include enough information for the reader to understand the time
(e.g., including ‘a.m.’ or ‘p.m.,’ time zones, etc.).

• Include leading zeros for hours earlier than 10:00 when using the
24-hour format.

continued

> Back to Table of Contents 46

4.3.3 Dates & Times, continued

Time Zones & Coordinated Universal Time (UTC) No Endings on Days of Month in Text

If writing for an audience across multiple time zones or in a different • Do not use “nd,” “rd,” or “th” as ending: August 2
time zone, be sure to include time zone information following time.

If your audience is spread across multiple countries, consider using

Full Date in Text
Coordinated Universal Time (UTC) expressed as “Z” and local time
zones in parentheses expressed as the number of hours from UTC. Jan. 2, 2010 or July 4, 2010
The renderings post at 15:00Z.
The renderings post at 15:00-0800 (PST)
Abbreviate Months When Used With a Date

Always Never
Noon & Midnight
• January Jan. • March
• Use noon for 12 p.m. (or 12:00)
• February Feb. • April
• Use midnight for 12 a.m. (or 00:00)
• August Aug. • May

• September Sept. • June

‘a.m.’ & ‘p.m.’
• October Oct. • July
• Lowercase with periods separating letters: 6 p.m. or 6 a.m.
• November Nov.

• December Dec.
Time as an Adjective

• Use numerals; hyphenate when combined with word(s) as an

Years as Decades
adjective: 24-hour
• Never use an apostrophe before the “s”: ’60s or 1960s

Dates with Only Month & Year in Text

Years & Dates with Words Preceding
October 2010
• Use numerals and hyphenate: Late-1990s, pre-9/11

> Back to Table of Contents 47

4.3.4 numberS & meaSurementS

Write about numbers and measurements so the reader is

clear about the amount or dimension you are referring to.
Choose a format that is most helpful to your audience –
especially critical for readers who may not be proficient in
your document’s language. Provide conversions and
equivalents, and, in all cases, be consistent.

Spell Out Numbers Smaller than 10

Spell out all numbers smaller than 10. • Percentages: 4 percent

Exceptions (if not beginning a sentence) • Proportions: 5 parts water

• Addresses: 7 Victor St.
• Speed: 9 km per hour
• Ages, even for inanimate objects: The 9-year-old car
• Temperatures: 6°
• Cents: 6 cents
• Times: 6 p.m.
• Dates: Jan. 1, 2003

• Dimensions: 4 m tall
Amounts Less than One
• Currency: $3
• Spell out all amounts less than one:
• Expressways, Highways, and Motorways: M8, U.S. Route 6 three-fourths
two-thirds
continued

> Back to Table of Contents 48

4.3.4 Numbers & Measurements, continued

Million & Billion Sums Currency

• Use figures with million or billion: Express all amounts in these three currencies: U.S. dollars, British
3 million people pounds sterling, and euros. Either lead with the currency most relevant
256 billion to your audience or the amount’s original currency followed by the
other two in parentheses and separated by a comma or semicolon.
• Consider using decimals, but no more than two decimal places:
£5.1 million Symbols or Currency Codes
7.51 million people Use the appropriate currency symbol or the International
Organization for Standardization (ISO) currency code:
• Exceptions: financial reports (e.g., annual/quarterly reports)
• U.S. dollar: $ or USD

• British pound sterling: £ or GBP

Digit Groups & Decimals (Comma vs. Period)
• Euro: € or EUR
Use the appropriate punctuation for your audience to mark digit
groups (e.g., thousands) and decimals: typically the comma or Punctuating Currencies
period. You may omit punctuation in visuals, if space is tight. • If using a currency symbol, lead with the symbol and do not insert
a space between the symbol and the amount:
• Set off each group of three numerals with a comma or period:
£6.2 million ($9.5 million, €7.2 million)
20,227 in the United States
€1,900 ($2,500; £1,640)
20.227 in Spain
• If using the currency code, lead with the amount and insert a
• Exceptions: years (e.g., 2004), addresses, and telephone numbers
non-breaking space between the amount and the currency code.
• Use punctuation to mark decimals: Set the code in capital letters.
5.25 in Singapore 25,000 USD (18,900 EUR; 16,300 GBP)
5,25 in Argentina
Disclose Conversion Rate
Be Consistent Across Your Document Indicate which conversion rate you use with a disclosure statement
Choose a format depending upon your audience, and be consistent somewhere in your document, such as the text or fine print:
in implementing your choice across your document.
All currency conversions in this document based upon
Use North American English for Global Documents exchange rates from April 30, 2010, except where noted.
Adopt North American English formats for global documents: Use
commas to indicate digit groups and a period to mark a decimal. continued

> Back to Table of Contents 49

4.3.4 Numbers & Measurements, continued

Rounding Specific Combinations

• When rounding very large numbers, combine the number with an • A dimension less than 10 as an adjective:
appropriate quantifying word, as below: 9-by-12 rug
€4.3 billion
• A compound adjective less than 10:
5 million workhours
three-story atrium

Numbers with Endings

Telephone Numbers
• Do not use superscript: 11th, 21st century
Begin telephone numbers with a plus sign (+) to represent any
numbers a caller must dial to place a call. Follow the plus sign with a
space, the country code, city code and number. Represent breaks in
Plural Numbers
national numbering plans with a period or a non-breaking space.
• Attach an “s” but not an apostrophe: 1920s
Freephone & Toll-free Numbers
Format freephone and toll-free numbers according to your
audience’s expectations.
Numbers at Beginning of Sentence
Toll Numbers
• Spell out numbers at the beginning of a sentence:
When available, include a toll number. Freephone and toll-free
Six brown foxes jumped over the lazy dog.
numbers are difficult to dial globally: Providing a toll number allows
• Exception: years, e.g., 1990 was a very good year. the caller to contact us no matter where they are calling from.

Examples:
Two or More Quantities The phone number for our headquarters is + 1.626.578.3500.
The phone number for our Calgary office is + 1.403.258.6411.
When two or more quantified items appear in a sentence and at least The phone number for our Hong Kong office is + 852.2880.9788.
one of them is 10 or above, use a numeral for each item: The phone number for our Warsaw office is + 48.22.564.06.00.
The area of study contains 2 underground storage tanks,
4 discolored areas, and 13 reported spill sites.

continued

> Back to Table of Contents 50

4.3.4 Numbers & Measurements, continued

Metric & U.S. Customary Units of Measurement Symbols for Select Metric Units
• gram g
Use the measurement system most appropriate for the audience. If
writing for a global audience or a mixed audience, use both • kilogram kg
International System of Units (SI) — also called metric — and U.S. • metric ton t
customary units. Follow the measurement with the converted • millimeter mm
equivalent in parentheses. For a global document, lead with U.S.
• centimeter cm
customary units.
• meter m
Punctuating Units of Measurement
• kilometer km
Use a non-breaking space between measurements and their units
unless the measurement is used as an adjective (in which case, use a • milliliter mL

hyphen instead). • liter L

• Never follow a metric unit symbol with a period unless at the end
of a sentence. Abbreviations for Select U.S. Customary Units
• pound lbs.
• Metric unit symbols are unaltered in the plural.
• ton tn.
• Never hyphenate a metric unit symbol, even when used as an
• inch in.
adjective.
• foot ft.
• Always spell out U.S. customary units when used as an adjective.
• yard yd.
Examples: • mile mi.
Use the 150 L drum.
• gallon gal.
The beam weighs 375 kg.
20-mile road

continued

> Back to Table of Contents 51

4.3.4 Numbers & Measurements, continued

Numbers Used in Measurements Distance & Area

• Use Arabic numerals for numbers preceding units of measure — Distance as an Adjective
whether of time, distance, or volume — and to denote • Spell out distances less than 10: eight-kilometer pipeline
percentage. This applies to numbers less than 10, as well, unless
Area as an Adjective
used as an adjective:
• Hyphenate when used as an adjective modifying a noun:
2 minutes, 3 kilograms
24-acre
• However, the numerals used with units of measure do not affect 2,400-square-foot building
treatment of other numerical expressions within the sentence:
• Do not hyphenate when the measurement comes after the noun:
Site 12 is a 6-by-50-foot oval area adjacent to three underground The building was 1.100 square meters.
storage tanks that were installed 2 years ago.
• Always spell out U.S. customary units when used as an adjective:
In the example above, note that “12” is part of a proper noun. Like 50-foot pole
units of measure (e.g., “2 years”), this does not affect the treatment of 10-ton truck
other numerals in the sentence, so the “three” is spelled out.

> Back to Table of Contents 52

4.3.5 liStS

A “displayed list” is a stacked grouping of items that belong

together. Use lists to contribute to readable writing.
By stretching out information with a displayed lists, you add
white space to a page and relieve the monotony of
uninterrupted paragraphs.

Parallel Construction Use Numbers or Bullets

Use parallel construction in displayed lists. This means all items are Within a list, numbers or bullets introduce the individual items.
alike, whether each is a word, a phrase, or a complete sentence. If
they are complete sentences, they should have similar purpose —
e.g., instructional or descriptive. Displayed lists are strongest when Capitalize the First Word
they begin with the same type of word — whether it is an action verb
Capitalize the first word of every item, even if it’s not a complete
or an article or any other part of speech.
sentence or a proper noun.

continued

> Back to Table of Contents 53

4.3.5 Lists, continued

Mixed List Types Example of a Numbered List (Same list as 4.B.1)

The lead-in to this list is a complete sentence, punctuated with a
Any document may have several different kinds of lists. What’s
colon because of the direct transition “following.” The items are
important is treating each type of list consistently within a single
numbered because this is a ranking — the numbers mean
document. “Appendix 4.B, Examples of Displayed Lists” contains
something. Periods are unnecessary after the individual items
examples of common displayed lists. (In the following paragraphs,
because they are not sentences nor is a period necessary after the
the alpha-numeric references in parentheses — e.g., “4.B.1.” —
last item, because the lead-in was already a complete sentence.
reference an example of the type of list described.) While the
(A complete sentence can end in a colon as well as a period, if the
examples are punctuated differently, they are all appropriate — and
sentence sets up what immediately follows.)
correct.
Fortune magazine’s March 1, 1999, issue places us at the
top of the list of “Most Admired Companies” in the
Numbered Lists Engineering, Construction category. The ranking follows:

Use numbers in a displayed list when ranking or sequencing items, 1. Jacobs Engineering Group Inc.
as in weight of importance or order of occurrence (4.B.1). Also use
2. Halliburton
them when describing a stepped process, where “1.” means “do this
first” and “2.” means “do this second.” 3. Pulte

Numbers are also appropriate as reference points when one, some, 4. Turner Corp.
or all of the items are referred to elsewhere in the text.
5. Centex

6. Emcor

7. Fluor

8. Kaufman & Broad Home

continued

> Back to Table of Contents 54

4.3.5 Lists, continued

Bulleted Lists Example of a Bulleted List (Same list as 4.B.5)

The lead-in to this list is not a complete sentence so it requires no
If numbers are meaningless, use bullets instead. You may imply
punctuation. Rather, the entire list is one complete sentence; the
importance by placing the most significant items early in the list, but
individual items are punctuated consistent with how a long sentence
this ranking is subtler than outright numbering.
would be punctuated (e.g., semicolons separating the long
Bulleted lists are especially appropriate when all items are of equal individual phrases, one of which already contains commas). Also
importance (and no item requires a reference point from elsewhere note the conjunction “and” in the second-to-last item.
in the text).
The training center’s mission is to
In such cases, items are arranged in random order; if the items begin
• Foster excellence throughout the company;
with words and not numbers, the order may be alphabetical.
• Perpetuate our unique culture, core values, and operating
Punctuating a Bulleted List
philosophy;
When the introduction to the list is a complete sentence punctuated
by a period or a colon, and the bulleted items are incomplete • Institutionalize success by passing on best practices and
phrases or simply a string of words, none of the bullets end with a lessons learned;
period.
• Prepare key project staff to meet upcoming client
See “Appendix 4.B, Examples of Displayed Lists.” requirements; and

• Stimulate open communication and proactive problem

solving.

continued

> Back to Table of Contents 55

4.3.5 Lists, continued

Sentence Structure in Lists When the introduction to the list is a complete sentence punctuated
by a period or a colon, and the bulleted items are incomplete
Your audience expects to encounter full, complete thoughts. When
phrases or simply a string of words, none of the bullets end with a
reading, the inner voice should be speaking the same words as
period—including the last one (4.B.2). If the reader sees a “laundry
though you were reading aloud.
list,” the inner voice expects to read one; so the closing punctuation
As you develop lists, be sure you don’t omit words, leaving the is unnecessary.
reader to fill in the blanks. That makes for a choppy read.
When each listed item is a complete sentence (remember that if one
For example, if you introduce a bulleted list with an incomplete is, they all are), each ends with a period (4.B.3, 4.B.4). This is true,
sentence, make the entire list a complete thought by leading directly too, if the items each contain more than one complete sentence
into the first item without punctuation (i.e., no colon); including any (4.B.6, 4.B.8). In either case, the introductory sentence ends with a
conjunctions necessary to make the entire list a complete sentence; colon or a period, depending on the presence or absence of direct
and placing a period after the final bulleted item. You may end each transition words like “follow” or “appear below.”
item with the appropriate punctuation (e.g., a comma or a
semicolon) or leave blank (4.B.5, 4.B.7). Just remember to apply that
style—for that type of list—consistently throughout your document.

> Back to Table of Contents 56

4.3.6 Punctuation

Punctuation rules are countless, and depending on the

source, sometimes contradictory. They also change, as
our language changes.

A Place to Start Commas

We do not intend this guide to be a comprehensive overview of Use a comma after each item within a series of three or more words,
established rules or a bulletin on changing rules. Our intent is to phrases, or clauses, in series linked with “and” or “or.” This avoids
serve as a start-off point for consistent — and correct — usage. ambiguity caused by unintentionally merging the last two items.

Consequently, we devote this section strictly to those punctuation Maintenance personnel replaced the rocker arm bracket, the hinge
situations we know to be trouble spots. pin, and the wheel assembly.

We use site trailers for data management, personnel orientation

and sanitation, and equipment storage.

continued

> Back to Table of Contents 57

4.3.6 Punctuation, continued

Hyphens Parentheses

• Use hyphens to link two or more adjectives in a phrase when the Fragments
adjectives appear before the word they are modifying. Place a period outside a closing parenthesis if the material inside is
not a sentence (such as this fragment).
six-year study
Complete Sentences
• Do not use hyphens if proper nouns and / or adjectives are
Place the period inside the closing parenthesis to end the sentence it
included in the phrase.
punctuates if the material is a complete sentence (or several).
• Do not use a hyphen when “very” is part of the concept.
(An independent parenthetical sentence such as this one takes a
• Do not use a hyphen to link adverbs ending in -ly. period before the closing parenthesis.)

Dependent Clauses
When a phrase is placed in parentheses (this one is an example) that
Quotation Marks
would normally qualify as a complete sentence but is dependent
Use with direct quotes, titles of books, movies, plays, operas, poems, upon the surrounding material, do not capitalize the first word or
songs, speeches, lectures, works of art, television programs, and end with a period.
software titles.
Expressive Clauses
If a parenthetical phrase at the end of a sentence ends with an
Apostrophes exclamation point or question mark, still place a period after the
closing parenthesis.
• With single letters, use an apostrophe before the “s.”
K’s Each client wants customized service (who wouldn’t?).

• With multiple letters, do not use an apostrophe.

ABCs

continued

> Back to Table of Contents 58

4.3.6 Punctuation, continued

Periods with Abbreviations The latter is true, even when the material within the marks is only a
word or two—even a letter or number or symbol, as below:
Use periods in abbreviations, as indicated below:
Be careful when forming the possessive of a company name that
• Academic: B.A., B.S., M.A., M.S., Ph.D., J.D.
ends with an “s.”
• Registrations and certifications: P.E., R.P.G., C.I.H., C.P.G.

• Geographic: U.S., U.S.A., and U.K., but CA, WA, etc. (no periods in
Em Dash, En Dash, & Hyphen
U.S. state postal abbreviations)
Em Dash
• Time of day (ante meridiem and post meridiem): a.m., p.m. (note
A dash the width of a lowercase “m,” the em dash (—) is the longest
space between clock time and abbreviation: 3:15 p.m.)
dash. Em dashes emphasize the material set off (as opposed to
parentheses, which de-emphasize their contents).

Quotation Marks with Other Punctuation • Use two em dashes — one on each side — to mark an abrupt break
in sentence flow.
The following examples illustrate appropriate placement of
quotation marks with other punctuation. • Use one em dash to set off a clause, for emphasis, at the end of a
sentence.
• A colon follows the closing “quotation mark”: The preceding
sentence demonstrates this rule. • Put a space on both sides of an em dash in all uses except the start
of a paragraph.
• A semicolon also follows the closing “quotation mark”; this
example demonstrates the rule. En Dash
A dash the width of a lowercase “n,” the en dash (–) is a medium
• “A comma always falls inside the closing quotation mark,” the style
dash.
guide notes.
• Use an en dash to denote a range, in place of the word “to”:
• The guide also notes, “So does a period.”
3–5 years
1908–1998

continued

> Back to Table of Contents 59

4.3.6 Punctuation, continued

• Use en dashes (not hyphens) to create the next subdivision under

a bullet, in presentations and displayed lists.

• Use an en dash rather than a hyphen when creating a unit

modifier (two or more words that describe another word or
phrase) in which some words are not hyphenated:
Green Bay, Wisconsin–based subsidiary

• Do not leave spaces on either side of an en dash; rather, run it

together with adjacent words.

Hyphen
The hyphen (-) is the smallest dash.

• Use for line-end hyphenation between syllables in ragged right

text.

• Use for compound words and unit modifiers in which all words
are hyphenated:
24-hour

> Back to Table of Contents 60

4.3.7 SymbolS & SPacinG

Generally, spell out symbols in text for readability unless doing so threatens legibility
or if conserving space is a priority.

Examples of Currency Symbols

$ € £
Dollar Sign Euro Sign Pound Sign

General Use of Symbols: Spell Out Degrees

Spell out percent, pound, inches, and feet in text. The symbols and • Use the symbol ° to denote degrees in both text and visuals:
abbreviations %, #, ", ' are acceptable only in visuals. Water freezes at 32°F.

continued

> Back to Table of Contents 61

4.3.7 Symbols, continued

Ampersands Spacing

Do Not Use In Text • One space between sentences

Generally, we do not use ampersands (&) as shorthand for “and” in
Consult The Associated Press Stylebook for additional guidance.
text, but certain exceptions apply:

• In some of our lines of business (see Appendix 4.A)

Non-Breaking Space
• In the phrase engineering & construction (E&C)
Use a non-breaking space character anytime you do not want your
• In the phrase health & safety (H&S) or safety & health (S&H)
application to automatically insert a line break at a space. Example
• In the phrase black & white (b&w) (as in printing) uses include: between measurements and units; between amounts
and currency codes; and to align data in charts or visuals.
Note that, in each abbreviation, there are no spaces between the
ampersand symbol and the adjoining letters.

OK to Use In Display, Agate, & Visuals Currency Symbols

Generally, we do use ampersands (&) as shorthand for “and” in
Generally, we do use currency symbols in text, especially: $, €, and £.
display (e.g., headlines and subheads), in agate (charts, graphics and
For more information about currencies, see Section 4.3.4, “Numbers
tables), and in other visuals where conserving space is a priority.
& Measurements.”
• Use spaces on either side of the ampersand unless using one of
the specific exceptions listed above.

• Do not leave an ampersand hanging at the end of a line break;

instead, bring it down to the beginning of the next line.

> Back to Table of Contents 62

4.3.8 Summary

Use this guide as a single, central reference source that

offers general guidance on known trouble spots. It is not a
comprehensive review of grammar rules, nor is it a rigid
directive on style conventions.

Share Solutions For More Information

Do follow the conventions we recommend, but don’t stop there. As If you’re stumped on a particular point of style that isn’t covered
you encounter other areas of inconsistencies in your writing and here, e-mail us at [email protected]. We’ll respond to your
document production, select the most appropriate — and correct — individual request, if you have an immediate need; or we’ll log it for
convention for the situation. Share that convention with others in future consideration in the Style Guide (as demand warrants).
your circle of influence.

Create a Style Sheet

Wherever possible, create a style sheet that builds on these

conventions for each core client or major document. When
developing style sheets, consider client preference and audience
usability above all.

> Back to Table of Contents 63

4 aPPendix

4.a our Word-treatment conventions

4.b examples of displayed lists

> Back to Table of Contents

 aPPendix 4.a:
4.A our Word-treatment conventionS

A&E constructability FY 99, FY 00

aboveground C.P.G. groundwater

among (not Amongst) data are /datum is hand out (verb)

assure (avoid — use be sure instead) database handout (noun)

B.A. design-build hard copy

baseline DoD (lowercase “o”) Health & Safety (H&S)

belowground DOE (uppercase “O”) healthcare

black & white or b&w e-mail home builders

B.S. earthwork in-house

checklist engineering & construction in situ (no hyphen or italics)

C.I.H. E&C insure (avoid unless you are writing

about insurance)
citywide ensure (avoid — use be sure instead)
Internet or the Net
cleanroom environmental graphics (or wayfinding)
J.D.
clean up (verb) ex situ (no hyphen or italics)
judgment (not judgement)
cleanup (noun or adjective) expert (avoid — use professional or
specialist instead) jumpsuit
collocate
fast-track kick-off (adjective)
companywide
field work kickoff (noun)

continued

> Back to Table of Contents 65

4.A, continued

life cycle shut down (verb) underrun

light-rail (adjective) shutdown (noun or adjective) U.S. (not US)

light rail (noun) site work wastewater

long-standing sitewide Web site or Web page

M.A. soundproof work area

mainframe spreadsheet work force

M.S. standalone workhour

master plan (noun) start up (verb) work site

nationwide startup (noun or adjective) workbook

online stormwater workload

outsource sulfur (North American English) workplace

overrun sulphur (U.K. English) worksheet

P.E. team building workstation

percent timeframe World Wide Web or the Web

Ph.D. timesheet worldwide

recordkeeping toward (not towards)

R.P.G. U.K. (not UK)

Safety & Health (S&H) underground

> Back to Table of Contents 66

 aPPendix 4.b:
4.B examPleS of diSPlayed liStS

4.B.1 4.B.2

The lead-in to this list is a complete sentence, punctuated with a The lead-in to this list is a complete sentence, punctuated with a
colon because of the direct transition “following.” The items are colon. (As the sentence lacks a direct transition like “follows,” it
numbered because this is a ranking — the numbers mean could also end with a period.) Periods are unnecessary after the
something. Periods are unnecessary after the individual items individual items because they are not sentences.
because they are not sentences nor is a period necessary after the
The company’s backlog reflects steady growth over the
last item, because the lead-in was already a complete sentence.
past few years:
(A complete sentence can end in a colon as well as a period, if the
sentence sets up what immediately follows.) • $1.0 billion in 1997

Fortune magazine’s March 1, 1999, issue places us at the • $3.0 billion in 1998
top of the list of “Most Admired Companies” in the
• $4.3 billion in 1999
Engineering, Construction category. The ranking follows:

1. Jacobs Engineering Group Inc.

2. Halliburton

3. Pulte

4. Turner Corp.

5. Centex

6. Emcor

7. Fluor

8. Kaufman & Broad Home

continued

> Back to Table of Contents > Back to 4.3.5, Lists 67

4.B, continued

4.B.3 4.B.4

The lead-in to this list is a complete sentence, punctuated with a The lead-in to this list is a complete sentence. It ends with a period
colon. The individual items each end with a period because they are because it lacks a direct transition like “follows.” (It could also end
all complete sentences. (Remember that if one item is a complete with a colon.) The individual items each end with a period because
sentence, all must be.) they are all complete sentences (the subject is implied).

Our mentor-protégé agreement helps meet this challenge, Several of the habits from Covey’s principle-centered
and all parties benefit: paradigm match our culture and our vision of what we
hope to accomplish.
• AFCEE and other federal clients have access to an
enhanced talent pool. • Be proactive.

• CAPE draws on our strength, experience, and industrial • Begin with the end in mind.
diversity.
• Put first things first.
• Alabama A&M enjoys expanded curricula and funding.
• Seek first to understand, then to be understood.

continued

> Back to Table of Contents > Back to 4.3.5, Lists 68

4.B, continued

4.B.5 4.B.6

The lead-in to this list is not a complete sentence so it requires no The lead-in to this list is a complete sentence, lacking a direct
punctuation. Rather, the entire list is one complete sentence; the transition like “follows.” The individual items are short paragraphs,
individual items are punctuated consistent with how a long sentence each with a short title punctuated with a period. In addition to the
would be punctuated (e.g., semicolons separating the long titles (set in italics for contrast), every complete sentence ends with a
individual phrases, one of which already contains commas). Also period.
note the conjunction “and” in the second-to-last item.
Different strategies, applied individually or in
The training center’s mission is to combination, can lead to increased market share.

• Foster excellence throughout the company; • Quality Improvement. Most companies concentrate on
improving the quality of their work processes to exceed
• Perpetuate our unique culture, core values, and operating
client expectations and increase market share.
philosophy;
• Concentration on Core Business. Many companies focus
• Institutionalize success by passing on best practices and
on their core business. This allows them to perfect their
lessons learned;
services while expending money and energy where it
• Prepare key project staff to meet upcoming client counts: on their core competencies.
requirements; and
• Acquisition. Some companies simply “buy” market share
• Stimulate open communication and proactive problem by acquiring their competition. Acquisition also expands
solving. global reach and increases the breadth of available
products or services.

continued

> Back to Table of Contents > Back to 4.3.5, Lists 69

4.B, continued

4.B.7 4.B.8

The lead-in to this list is not a complete sentence so requires no The lead-in to this sentence is a complete sentence punctuated with
punctuation. The individual items complete the sentence. The first a colon. (It could also end in a period, lacking a direct transition like
item ends with a comma; the second item ends with a comma and “follows.”) The individual items are short paragraphs. Note the
the conjunction “and”; and the last item ends with a period. parallelism in all items: Each consists of two sentences and contains
the “Then” and “Now” construction.
Consistent project execution enables us to
The changes we’ve undergone are illustrated by the stark
• Trim schedules by working on a single project from
contrasts between then and now:
multiple locations,
• Then, we were called Jacobs Engineering Co., working out
• Produce high-quality work in a safe work environment,
of one office in Los Angeles. Now, Jacobs Engineering
and
Group Inc. is one of the largest engineering and
• Reduce your operating costs. construction (E&C) firms worldwide.

• Then, our yearly revenues were measured in K, for

thousands of dollars. Now, we measure annual revenues in
B, for billions.

• Then, our business dealings were confined to Southern

California. Now, we are a decentralized, global entity.

> Back to Table of Contents > Back to 4.3.5, Lists 70

1111 South Arroyo Parkway 91105
Post Office Box 7084
Pasadena, CA 91109-7084 USA

+ 1.626.578.3500 | www.jacobs.com