Attachment H ODHS and OHA Writing Style Guide~1.pdf

ODHS and OHA Writing Style Guide April 2023

MSC 9412 (04/2023)

iIntroduction

Contents The Writing Style Guide’s purpose ii

Introduction 1

Common mistakes and pointers 2

Other writing basics 5

Plain language 9

Word usage 12

Capitalization 25

Numbers 29

Punctuation 33

Spelling 41

Equity-centered communication 44

Government terms 76

Specialty writing for public health 79

Tips for making forms 81

Figures and tables 83

Citations 87

Report writing 88

Index 89 iiIntroduction

The Writing Style Guide’s purpose The ODHS and OHA Writing Style Guide is based on these values:

Language is ever-changing, so this guide is, too.

ODHS and OHA will regularly revise the Writing Style Guide to capture the newest, most equitable changes to the written word.

The words we use reflect our intention to be anti-racist, strength-based organizations.

Words carry power and impact. We choose words that are strength-based rather than deficiency-based or negative. When the written and spoken word align with these intentions, we can begin to address inequities.

ODHS and OHA work together to improve how our agencies communicate.

ODHS and OHA actively and intentionally collaborate to create this guide and work toward clearer, more equitable messages to and about the people we serve.

This guide is the foundation for improving how we communicate. But it’s only the beginning.

The ODHS and OHA Writing Style Guide gives the basics of how to write with ODHS and OHA standards in mind. However, employees need other help to learn to write clearly, succinctly and equitably. The agencies are working toward this goal as they plan training, employee feedback and electronic resources.

1Introduction

Introduction This Style Guide’s goal is to help you write more effectively and accurately. The information can help you write using correct grammar and plain language so all readers can understand our agencies’ communications.

This guide applies to all Oregon Department of Human Services (ODHS) and Oregon Health Authority (OHA) staff. Please follow this guide whether you are creating a report, an email, a social media post, a form, a slide show presentation or any other document.

You can also use these guidelines for all verbal communications.

ODHS and OHA use the most recent versions of the following style guides for all writing. These manuals are listed in priority order.

• ODHS and OHA Writing Style Guide

• American Heritage Dictionary

• The Associated Press (AP) Stylebook

Because the English language is ever evolving, these manuals are updated often and may not always agree. Where there is disagreement among these reference manuals, follow the usage recommendations provided in the highest priority manual on the list.

ODHS and OHA use the most recent versions of the following style manuals for specialty writing:

• Council of Science Editors’ Manual for Authors, Editors and Publishers for scientific reports and for tables, charts and indexes.

• Vancouver system for citations and bibliographies. Vancouver style is used by the National Library of Medicine and National Institutes of Health. For more information on the Vancouver system, go to https://www.nlm.nih.gov/bsd/uniform_requirements.html. Many universities also provide short Vancouver style guides for public use.

For help writing ODHS and OHA policy, please go to the Shared and Central Services Policy Committee Writing Tips on the OWL.

The purpose of using these manuals is to ensure that all written materials produced by ODHS, OHA and Shared Services staff represent the departments in a consistent, accessible and grammatically accurate manner. Shared Services policy 130-001 defines the role of Publications and Creative Services in creating materials for ODHS and OHA. These guidelines also relate to creating forms.

If you would like to suggest a change to or ask a question about this guide, please contact WritingStyleGuide.info@odhsoha.oregon.gov. You may also contact this email to sign up for our email list and receive updates to this guide as they happen.

How to search the guide

To search for a topic:

• Click on the magnifying glass symbol in Adobe Reader.

• Press “Ctrl” and “F” on Windows or “Command” and “F” on Mac, or

• Use the index at the back of this guide.

https://www.nlm.nih.gov/bsd/uniform_requirements.html https://dhsoha.sharepoint.com/teams/Hub-ODHSOHA-SSPC/SitePages/Policy-Writing-Tips.aspx https://dhsoha.sharepoint.com/teams/Hub-ODHSOHA-SSPC/SitePages/Policy-Writing-Tips.aspx https://apps.state.or.us/Forms/Served/me130-001.pdf mailto:WritingStyleGuide.info%40odhsoha.oregon.gov?subject=

2Common mistakes

Common mistakes and pointers We all make mistakes in our writing. Here are some common mistakes and pointers for better communication.

Audience

• Think about who you are writing for so you can match your tone and information to their needs.

• Are you writing for staff, partners, the public, legislators or the media?

Equity considerations

• Equity is a guiding model for language and action. Terms may change over time, and this guide will be updated as needed.

• Ensure information is written in plain language, is culturally responsive and is readily available in languages that represent the communities.

• Use gender-inclusive language.

• Be aware of ableism and how it enters the language we use when referring to people with and without disabilities.

• Write to empower the individual when making decisions about what terms to use.

• Work with community partners to identify priorities and communication strategies. This includes the need to build awareness and acceptance, and to rectify historical and contemporary injustices.

Text

• Size: 14 point is preferred, but 12 point is minimum. Use minimum 14-point font for

Aging and People with Disabilities.

• Fonts: Arial, Calibri or Helvetica.

• Colors: Use black text. Colored text is hard to read.

• Do not use italics — it is hard to read.

• Do not use a lot of bold or all-capitalized text.

• Only use underlining for links and hyperlinks. Go to the “Use of hyperlinks and links” section below.

Dates and time

• Write “June 2,” not “June 2nd.”

• Write “8 a.m.” rather than “8:00 a.m.” Always use a.m. or p.m. Use noon instead of 12 p.m. and midnight instead of 12 a.m.

3Common mistakes

Use of hyperlinks and links

• Use descriptions with embedded hyperlinks and links instead of URLs in electronic documents. However, if a document is print only or may be printed for better access, also write out the URL or clearly identify it another way so readers can access the link.

• Don’t use “Click here.” Just write out the link or hyperlink the words.

State, State of Oregon Do not use State of Oregon or capitalize state; just use Oregon. For the few exceptions to this rule, go to the “Capitalization” section.

Numbers

• In general, spell out numbers one through nine. However, write out the number if it is at the beginning of a sentence.

• Use commas for numbers 1,000 and higher.

Spaces between sentences Use one space after a sentence — not two.

Use of last name after first reference Use the person’s last name after the first reference to their full name. This is especially important in more formal messages. When you are writing a personalized message, you can choose to use first name after the first reference.

Page numbers and headers When writing a multi-page document, add page numbers in the footers at the bottom and headers at the top of the page. It helps the reader navigate.

Making documents accessible Integrate accessibility into all documents. Accessible documents are “usable by all people to the greatest extent possible without the need for adaptation or specialized design.”*

Accessible documents provide access for a broad range of users, including those who experience one or more of the following:

• Are blind or have low vision

• Are Deaf or Hard of Hearing

• Experience color blindness

• Have a learning disability

*Learn more about Universal Design at https://universaldesign.org/definition.

https://universaldesign.org/definition https://universaldesign.org/definition

4Common mistakes

• Have a mobility or dexterity disability

• May use assistive technology such as, but not limited to, screen readers, mouse alternatives or magnification tools.

Accessibility checkers are built into Microsoft Word and PowerPoint and can be used to identify incorrect use of headings, alt text, color, fonts, tables and charts. Learn more about how to fix accessibility checker errors in Word and PowerPoint. You can also check accessibility of Adobe PDFs.

https://support.microsoft.com/en-us/office/improve-accessibility-with-the-accessibility-checker-a16f6de0-2f39-4a2b-8bd8-5ad801426c7f https://webaim.org/resources/evaloffice/ https://helpx.adobe.com/acrobat/using/create-verify-pdf-accessibility.html

5Other writing basics

Other writing basics Audience

Most writing at ODHS or OHA is for a general audience — the public, clients, partners, employees and the media. Identify your audience first, then write or edit. Consider the audience’s perspective when it comes to text and presentation. What terms will be clear to them and which ones need description? What information will be most helpful to them?

When considering your audience, do the following:

• Write at an eighth-grade level for general audiences.

• Write at a 10th-grade level for internal ODHS or OHA audiences and legislators.

• Write at a 12th-grade level for expert audiences.

ODHS and OHA use the Flesch-Kincaid readability tests to measure a piece of writing’s grade level. Some people also use https://hemingwayapp.com/help.html and find it helpful as a tool to help improve their writing literacy. When writing, you should also consider layout, design and the terms your audience understands.

Acronyms Avoid using acronyms. If an acronym is essential and repeated, spell out what it stands for the first time you use it and follow with its acronym.

Ö Oregon Department of Human Services (ODHS) and Oregon Health Authority (OHA) support this policy. ODHS and OHA also support other language access policies.

The agencies’ acronyms are “ODHS” and “OHA,” not “the ODHS” and “the OHA.” Also, eliminate “the” before division and program names whenever possible.

Alternate (alt) text

• Include alt text in all documents.

Alt text tells people what is in an image, such as text or basic essential details. If an image fails to load, alt text will display in its place.

• Include descriptions for images.

An image description gives more details than alt text and allows someone to learn more about what is in an image that goes beyond alt text. Alt text gives the user the most important information, while image descriptions provide even more detail.

• How can I learn more about alt text?

Go to page 67 for more information about alt text.

Learn more about writing alt text at https://www.perkins.org/resource/how-write-alt-text-and-image-descriptions-visually-impaired/.

https://readable.com/readability/flesch-reading-ease-flesch-kincaid-grade-level/ https://hemingwayapp.com/help.html https://www.perkins.org/resource/how-write-alt-text-and-image-descriptions-visually-impaired/ https://www.perkins.org/resource/how-write-alt-text-and-image-descriptions-visually-impaired/

6Other writing basics

Bullets Use bullets rather than long sentences or paragraphs to help reduce reading level. Bullets are especially useful to help readers quickly identify key issues and facts. Try to make each bulleted item a complete sentence and use a period at the end of each. Simple “shopping list” types of bulleted items should not have any punctuation. Go to the entry on bullets in the “Punctuation” section for more information.

Capitalization of headlines, headings and document titles Capitalize the actual title of the document. Only capitalize the first word or any formal names or titles in headlines, section headings and subheadings.

Childcare, daycare, health care and home care Use the American Heritage Dictionary’s spelling of childcare, daycare and health care. Home care and health care are treated as two separate words, not combined and not hyphenated.

Follow these guidelines in all communications, including program titles. However, use “healthcare” — without a space — when it is used in the proper name of an organization, such as “Modern Healthcare” or “Agency for Healthcare Research and Quality.”

Commas Do not use a comma before “and” or “or” in a series unless one or more additional “and” or “or” is in the sentence, or when deleting the word creates confusion. (Using the final comma is also referred to as the Oxford comma.) For more information on using commas, go to the

“Punctuation” section.

Composition titles and names of forms Surround the following with quotation marks:

• The title of a composition, such as books, reports, brochures, movies, plays, poems, albums, songs, lectures and speeches

• Section and chapter titles within a document

Exceptions are titles of reference material and holy books such as the Bible, which are capitalized but do not have quotations marks around them when cited within the text.

Ö “2021 Climate Change Report”

Ö American Heritage Dictionary

Ö American Journal of Public Health

Ö Adult Foster Home Provider Complaint Form

Ö OHA Diversity & Inclusion/Affirmative Action Plan, “Training overview” section

7Other writing basics

Dashes

• Use hyphens in words that require hyphenation. Do not put a space before or after a hyphen.

• Use the endash in ranges such as dates or page numbers. Do not put a space before or after an endash.

• Use the emdash in the body of text to substitute for the phrase “that is” or to serve as parentheses. An emdash gets spaces on both sides. Go to the “Punctuation” section for more information.

Fonts (Go to the ODHS Graphics Standards Manual, OHA Graphic Standards Manual or Shared Services Brand Standards Manual for more information.)

Use the following fonts for all standard business writing (for example, reports, correspondence and testimony):

• Use minimum 12-point Times New Roman (serif) or Arial (sans serif). Note: Sans serif is preferred for disability access.

• Use 14-point font for Aging and People with Disabilities.

• You may use Arial Narrow when space is tight.

• Sans-serif 14-point type is best for accessibility.

One space between sentences, not two Use just one space between sentences. You no longer need to use two spaces, which were widely used during the days of the typewriter.

Policy writing For help writing ODHS and OHA policy, please go to the Shared and Central Services Policy Committee Writing Tips on the OWL.

They, she or he, other options Use “they,” “them” and “their” as singular gender-neutral pronouns when you don’t know the person’s gender and for people who identify as neither male nor female or ask not to be referred to as he, she, him or her.

The singular “they” has appeared in written and spoken speech for centuries. However, “they” and “their” are again becoming common as singular pronouns.

Ö “Each student should bring their own notebook.”

At this writing, at least one major media organization has changed its style guide to reflect this. This use of “they” or “their” can be confusing, however, unless the context is very clear.

https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/dhs2022.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/le2022.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me2810.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me2810.pdf https://dhsoha.sharepoint.com/teams/Hub-ODHSOHA-SSPC/SitePages/Policy-Writing-Tips.aspx https://dhsoha.sharepoint.com/teams/Hub-ODHSOHA-SSPC/SitePages/Policy-Writing-Tips.aspx

8Other writing basics

If possible, rewrite a sentence as plural. Do not use constructions such as he/she or s/he.

Ö “All students should bring their own notebooks” rather than “Each student should bring his or her notebook.”

Always make sure to clarify the context of who “they” or “their” references.

You can also use the singular they when referring to an individual who does not identify as male or female and prefers “they” as a pronoun.

Ö The manager is flexible in their approach.

URLs Use the full URL when writing a web address, including the http:// or https://. If the URL appears at the end of the sentence, place a period after the URL without a space between the URL and the period.

Do not use the phrase “log on to” unless you must enter credentials to gain access to the website.

The abbreviation “URL” is always capitalized. “URL” stands for “uniform resource locator.”

Ö The information is available at http://www.oregon.gov/DHS.

Ö If you need more help, contact us at https://secure.oregon.gov.

Ö You can reach the service desk by email at service@dhsoha.state.or.us.

website, web ODHS and OHA follow current AP guidelines, spelling “website” as one word in lowercase unless it begins a sentence. All forms of the word “web” related to the World Wide Web are lowercase.

Ö You will find it on the OHA website.

Ö I couldn’t find it anywhere on the web.

9Plain language

Plain language Oregon law requires all state agencies to prepare public communications in language that is as clear and simple as possible (ORS 183.750). This includes publications, forms and instructions, licenses, agency notices and administrative rules. HB 2702 specifies an additional standard for written documents.

Plain language is good for everyone. It saves time, resources and explanation for both staff and those we serve. When we write documents clearly and concisely, more people can understand them. In addition, documents written in plain language are easier to translate into other languages. Plain language serves clients well and makes them the priority.

Five plain language rules to follow:

1. Use common words that clearly and directly state what you mean.

2. Use short, simple sentences.

3. Share information in a logical order.

4. Avoid jargon or abbreviations.

5. Write like you talk.

For a handy guide with more information on ODHS and OHA plain language guidelines, go to https:// sharedsystems.dhsoha.state.or.us/ DHSForms/Served/me3835.pdf.

Common plain language mistakes

In order to, to

You can almost always remove “in order to” without changing the meaning of the sentence.

Just use “to.”

Instead of this

ODHS created the program in order to help families find after-school program resources.

Use this

ODHS created the program to help families find after-school program resources.

In the process of

You can almost always remove “in the process of” from a sentence.

Instead of this

ODHS is in the process of revising its policies.

Use this

ODHS is revising its policies.

https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me3835.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me3835.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/me3835.pdf

10Plain language

Of its, of the

In most cases, you can make your writing more concise by avoiding “of.” Use a possessive instead.

Instead of this

The council strives to reflect a variety of concerns and goals of its members.

The meeting of the board will be held Monday.

Use this

The council strives to reflect its members’ concerns and goals.

The board meeting will be held Monday.

Overused and vague words

Avoid these words whenever possible.

Instead of this aggregate implement impactful

Use this combined, total achieve, carry out, start effective

That are, who are

In almost all cases, the words “that are” and “who are” are unnecessary and should be deleted from a sentence. This also holds true for “that is” and “who is.”

Instead of this

The people who are going to the concert left earlier.

The programs that are most important are being funded.

The person who is in the waiting area is a woman.

Use this

The people going to the concert left earlier.

The most important programs are being funded.

The person in the waiting area is a woman.

The reason is, because

These terms mean the same thing. Use either “the reason is” or “because,” but not both.

Using both is redundant.

Instead of this

The reason we are doing this is because evidence shows it works.

Use this

We are doing this because evidence shows it works.

11Plain language

Words containing “ize”

Writers often tack “ize” on to nouns to change them into verbs. However, “izing” words often reduces clarity, precision and correct tone. You should use the simplest version of a word whenever possible.

Instead of this incentivize* operationalize utilize, utilization contextualize systematize

Use this boost, motivate begin, initiate use explain arrange, frame

*The only exception is “incentivized metrics” in Medicaid.

Before using an “ize” word, check your dictionary. Make sure the word has a unique meaning and sounds correct.

Ö OHA’s Tobacco Prevention and Education Program report humanizes the struggles of people who are trying to quit smoking. (The report makes the struggles seem more human.)

Legal language can be plain language ODHS and OHA should work with the Oregon Department of Justice (DOJ) to support plain language requirements. Language provided or approved by DOJ does not have to be left in the original language if it is hard to understand. When possible, ODHS and OHA staff should collaborate with DOJ to promote plain language.

If legal information such as Oregon Administrative Rules must be included in the document, a viable option is to include a plain language version in the text and cite the actual legal language on the back of a document or as a footnote. In the end, clearly communicating the required message should be your top priority.

Plain language resources Go to https://www.oregon.gov/das/Pages/writingplainlanguage.aspx for information and resources.

Go to https://www.plainlanguage.gov/resources/ for more resources on the value of plain language and writing tips from today’s plain language experts.

https://www.oregon.gov/das/Pages/writingplainlanguage.aspx https://www.plainlanguage.gov/resources/

12Word usage

Word usage This section offers some basic rules of grammar, usage and style. It is organized alphabetically.

A, an To determine whether to use “a” or “an” before a word or term that does not begin with a vowel, pronounce the phrase out loud. If the next word begins with a vowel sound, use “an.”

Ö An 11th grader asked me a question about history.

Ö It was an $8 million program.

Ö It was an honorable cause.

Ö Hurricane Katrina was a horrible event.

Ö The holiday was created to recognize a historic event.

Ö The insurance won’t pay for an MRI.

About, approximately According to the Associated Press (AP), “about” and “approximately” can both be used to mean an estimate or almost exactly. “About” is more casual and shorter.

Ö Salem, Oregon, is about 50 miles south of Portland.

Ö Oregon’s bonus was an increase of approximately $13.4 million over the state’s 2009 award.

Ö It’s about a block from here.

Adverse, averse “Adverse” = harmful or hostile; “averse” = opposed to.

Ö The wildfire created adverse conditions for many Oregon communities.

Ö I am averse to this legislation.

Affect, effect “Affect” used as a verb means to change something.

“Effect” used as a noun means the result or outcome of something.

Ö Their testimony will affect the decision.

Ö The decision will have a positive effect on the program.

13Word usage

Affect, impact The verb “affect” means to change something. The verb “impact” means to hit or strike; as a noun, it means the effect of one thing on another. It is best to avoid using “impact” as a verb. The exception is using “impact” to describe consequences of racial and ethnic bias and discrimination; “harm” may also be used in this instance. Also avoid other forms of “impact,” such as “impactful” and “impacting.” Avoid using “impact” in business writing;

use “affect” as a verb and “effect” as a noun.

Ö The budget cut will significantly affect the program.

Ö The budget cut had a major effect on the program.

Ö The budget cut had a major impact on the program.

Afterward, forward, backward and toward Do not include an “s” on the end of these words.

Aid, aide “Aid” = help or assist; “aide” is the person who does the helping.

Ö The county requested aid from state agencies to respond to the disaster.

Ö Her aide helped finalize the details.

All right (not alright) “All right” is always two words. Do not use “alright.”

Ö It’s all right to take that action.

Ö He said, “All right, I’ll do it.”

Alternate, alternative “Alternate” is an adjective meaning a choice between two or more options. “Alternative” is mostly used in its noun form.

Ö They had no alternative but to leave.

Ö They had an alternate plan.

Ö ODHS and OHA use the alternate format statement at the end of most documents.

14Word usage

Assure, ensure, insure “Assure” means to remove doubt or cause a person to feel sure.

“Ensure” makes sure something happens.

“Insure” is what insurance companies do.

In almost all cases, you should use “assure” only immediately before a reference to a person or group.

Ö They assured us that all the information was correct.

Ö I ensured that the commissioner signed the letter before sending it.

Ö DAS insures all agency-owned vehicles.

Because, since “Because” denotes a cause-and-effect situation. “Since” implies the passage of time.

Ö They took that action because the rules required it.

Ö It has been a long time since the board changed the rules.

Before (not prior to) Use the preposition “before” rather than “prior to” in all instances. “Prior” can be used as an adjective (prior engagement).

Ö If you plan to attend, please notify the contact person at least 24 hours before the meeting.

Believe, think “Believe” = to accept as true or real. “Think” = to reach a decision through reason or logic.

“Think” is preferred in business writing; an alternative is “estimate.”

Ö Department staff think approximately 100,000 people are eligible.

Ö Department staff estimate approximately 100,000 people are eligible.

Between When using the construction “Between a and b,” always use “and,” not “to.”

Ö Between 1,000 and 2,000 people attended the rally.

Ö The item will cost between $500 and $600.

Ö It will last between six and 12 months.

Between, among “Between” = two; “among” = more than two.

Ö Conflict existed between the two of them.

Ö Conflict existed among the three of them.

15Word usage

Biannual, biennial, semiannual “Biannual” and “semiannual” = occurring twice a year, such as the equinox. “Biennial” = occurring every two years, such as the legislative session.

For clarity, use “semiannual” instead of “biannual” when you mean something occurs twice a year.

Ö The Legislature used to meet on a biennial basis.

Ö I get my teeth cleaned on a semiannual basis.

Capital, capitol “Capital” = cash, money, power, importance and greatness. Therefore, having capital means having money; capital letters are important letters; capital ideas are great ideas; and the capital city of Oregon is Salem. Capitalize when referring to the building by its proper name.

“Capitol” = the building, which has a dome.

Ö She acquired enough capital to start her own business.

Ö The Legislature meets in the Oregon State Capitol.

Ö The group’s annual gathering in the capital city filled many restaurants and hotels.

Caregiver, caretaker A caregiver takes care of people. A caretaker takes care of places or things.

Chair, chairman, chairwoman, chairperson Whenever possible, use “chairperson.” However, the best rule is to follow the usage of the organization or group. Capitalize only when used as a formal title before a person’s name.

Ö Jane Doe is the committee chairperson.

Ö The committee chairperson is Grace Kainani Cruz .

Ö Budget Committee Chairperson José Hernandez convened the meeting.

Compared to, compared with “Compared to” shows the likeness between items; “compared with” shows the differences.

Ö “They compared her tennis to Serena’s” means she plays at Serena’s level.

Ö “She’s short compared with Serena” means their heights are different.

16Word usage

Complement, compliment “Complement” makes something complete or goes along with something; “compliment” says something nice and polite. “Complimentary” is something free.

Ö The new program complements the department’s mission.

Ö I compliment you on your writing.

Continual, continuous “Continual” = occurring regularly, such as loan payments; “continuous” = occurring without interruption, such as a waterfall.

Ö We process paychecks on a continual basis.

Ö We fed a continuous form into the printer.

Counsel, council “Counsel,” as a noun, means “advice.” When used as a verb, it means “to advise.”

Ö They provided counsel to the department director.

Ö She counseled the department director.

“Council” means a group of people. “Council” is always a noun.

Ö The city council provided counsel to the mayor.

Ö The Baker City Council passed the resolution. (Capitalized because it is a formal title.)

Data “Data” typically takes a singular verb and pronoun when you are writing for general audiences.

Ö The data is sound.

In scientific and academic writing, data is plural, datum is singular.

Ö Sea level is the assumed mean level of the sea, serving as a datum to calculate land elevation.

Emigrate, emigrant; immigrate, immigrant “Emigrate” = exiting from [one place]; “immigrate” = incoming into [one place].

Emigrant = someone who leaves [one place]; immigrant = someone who comes in [to another place]

Ö Many people who emigrate from California immigrate to Oregon.

Ö He is an emigrant from Canada.

Ö I am an immigrant to Minnesota.

17Word usage

Farther, further “Farther” = a physical distance; “further” = to a greater degree.

Ö The town is 10 miles farther down this road.

Ö After yesterday’s hearing, the Legislature is even further from agreement on this issue.

Fewer, less Use “fewer” for plural nouns referring to individual items. Use “less” for singular nouns related to bulk or quantity.

Ö There are fewer pieces; there is less pizza.

Fewer than, over; above, more than, under “Fewer than,” is used for numbers or individual items. “Over” means physically on top of something.

Ö There are fewer than 100 lights over the floor.

The same is true of “above” and “under,” which show physical location, and “more than,” which is used for numbers or individual items.

Ö More than 10 squirrels were under the tree and above the rocks.

First, third person The department always refers to itself in the third person in all written materials produced for external audiences. This includes correspondence, reports and legislative testimony. When writing about the department’s programs or activities or positions on issues, never say “we,” “us” or “our” if the audience is external.

Ö The Oregon Department of Human Services supports this proposal.

Ö The Oregon Health Authority’s success in this effort is encouraging.

For example and that is (not e.g. and i.e.)

Spell out “for example” or “that is” whenever possible rather than using their abbreviations (e.g. and i.e.).

Ö The director (that is, Sonja Jung) says to do this.

Ö For example, writers Du Bois, Garcia Marquez and Yu say to do this.

Ö She wore her favorite color (that is, red).

18Word usage

Gender, sex Gender is a social identity. Sex is a biological identity. When referring to male or female in text or charts, sex is the correct term. Go to the “Equity-centered communication” section and the ODHS and OHA Gender Identity and Expression policy for more guidance.

Good, well “Good” is an adjective that describes nouns and pronouns; “well” is an adverb that describes verbs.

“I feel good” means I’m healthy; “good” describes me.

“I feel well” means my fingers work; “well” describes “feel” (the verb).

Ö The soup tastes good. (“Good” describes the soup.)

Ö The car runs well. (“Well” describes “runs.”)

Historic, historical “Historic” = something or someone important or famous in history; “historical” = whatever happened in the past, whether it was important or not.

Ö Creation of the Oregon Health Plan was a historic event.

Ö The historical use of this service has been minimal.

Ö Historical injustices harmed the group.

Hopefully, hope, hoped “Hopefully” is how dogs wag their tails and children look at candy. In pretty much all business writing, use “hope” or “hoped.”

Ö The director hopes the new system will improve service.

Ö The new system has delivered the hoped-for results.

However, however Always use a comma after “however” when you start the sentence or after a semicolon.

Ö I like Bob. However, I don’t like his driving.

https://apps.state.or.us/Forms/Served/me010-021.pdf

19Word usage

I, me, myself “I” is the subject; “me” is the object; “myself” is the reflexive. To choose among “I,” “me” and “myself” in a sentence, use a simple test. Eliminate the other person(s) and see if the sentence sounds right.

Incorrect

[Ramon and] me went to the meeting. “Me went to the meeting?”

[Ramon, Nikita and] myself went to the meeting. “Myself went to the meeting?”

Correct

[Ramon and] I went to the meeting. “I went to the meeting?”

[Ramon, Nikita and] I went to the meeting. “I went to the meeting?”

Use “myself” in a sentence only when you are doing something to yourself. The same usage pattern is true of all pronouns that end in “self” or “selves.” These are used when the sentence’s subject and objects are the same.

Ö I buy clothes for myself.

Ö My son feeds himself.

Ö She dresses herself.

Ö You drive yourself to work.

Ö They purchased a home for themselves.

ID, I.D.

The correct term for identification is “ID” in upper case without periods. I.D. is an abbreviation for inside diameter.

Ö She showed their ID when they entered the building.

Ö She pulled out several IDs.

Imply, infer “Imply” = to suggest, “infer” = to assume.

Ö She implied (suggested) the bill would pass.

Ö I inferred (assumed) she had inside information.

Irregardless “Irregardless” is not a word. “Regardless” is correct.

Ö I took walks regardless of the weather.

20Word usage

Last, past “Last” = final or ultimate. “Past” = gone by or earlier.

The correct use of these words depends on whether you use “the” in front of them. Use “the past” to refer to the past week, month or year. Using “the last” can be confusing because it implies that it was the final occurrence. Without “the” it’s OK to say “last.”

Ö This event took place during the past year.

Ö It was the last year the event took place.

Ö I went to a movie last year.

Lead, led, lead “Lead” when pronounced “leed” is the present tense of the verb. The past tense is “led.”

When the noun “lead” is pronounced like “led,” it’s a metal.

Ö She will lead the committee.

Ö She led the committee.

Ö Eating lead is bad for you.

Lie, lay “Lie” = to rest or recline, or tell a falsehood; “lay” = to place or put an object somewhere.

Ö The dog lies in his bed most of the day.

Ö Was that the truth or a lie?

Ö Please lay the completed tests on the table.

Ö I laid the book on the table.

Like, such as Use “like” as a preposition to compare nouns and pronouns. It requires an object. “Such as” introduces examples while “like” indicates only similarity and cannot be used for examples.

Ö The department has many offices, such as Child Welfare and Vocational Rehabilitation.

Ö The truck rides like a car.

Loan, lend “Loan” is a noun; “lend” is a verb. You apply for a loan; the bank lends you money.

Log in, login “Log in” is a verb. “Login” is a noun.

Ö You log in to a computer.

Ö You use your login to access a program.

21Word usage

Moneys, monies Use “moneys” when referring to the plural of “money.”

Ö The program is supported by General Fund moneys.

None, no one Use a singular verb after “none” if it is being used to mean “no one” or “not one.”

Ö No one is going.

Ö None of the parts fits.

OK, okay The correct term is “OK” with no periods.

Ö It’s OK to attend the meeting.

On Do not use “on” before a day or date.

Incorrect

We met on May 3.

The meeting will take place on Friday.

Correct

We met May 3.

The meeting will take place Friday.

Only Use the word “only” immediately before the exact word you are describing. Otherwise, you risk altering the meaning of the sentence.

Ö Only clients can attend the January event. (No one but clients is allowed to attend.)

Ö Clients only can attend the January event. (They can’t do anything else regarding the event, such as read about it.)

Ö Clients can attend only the January event. (They cannot attend an event any other month.)

Ö Clients can attend the January event only. (Who knows what this means, because “only” has nothing after it.)

Orient (not orientate) The correct term is “orient.”

Ö The tour guide will help orient you.

Ö There is a group orientation to help you get oriented.

22Word usage

Preventive (not preventative) “Preventive” is correct.

Ö We support preventive medicine.

Ö We will take preventive measures.

Principal, principle “Principal” is an adjective or a noun depending on its use; “principle” is something you believe in. In modern usage “principal” also refers to a person, because the word “administrator,” “partner” and other nouns that used to follow the word “principal” have been dropped and the adjective is used as a noun. It also references money.

Ö The principal goal of the legislation is to save lives.

Ö Our program values the principles of trust, respect and teamwork.

Proved, proven “Proved” and “proven” are both acceptable as the past participle of “to prove.” Use “proven,” however, as an adjective before a noun.

Ö The vaccine has proved [or been proven] effective.

Ö COVID-19 is a proven killer.

Recur, reoccur “Recur” describes something that occurs regularly. “Reoccur” is just something that happens again, but not regularly.

Ö The staff meeting recurs every Tuesday.

Ö The violation reoccurred later that month.

Stationery, stationary “Stationery” is paper; “stationary” is when you stand still.

Ö The program’s stationery includes its logo on both the envelopes and the paper.

Ö The boulder was stationary while the rescue crew moved around it.

Than, then “Than” is used for comparisons. “Then” is a time.

Ö If I stand on a stool, then I will be taller than you.

23Word usage

That, which “That” introduces essential clauses; “which” introduces nonessential clauses. However, you can often delete “that” without changing the meaning.

Ö Say “the report that the manager prepared” if there are lots of reports and it is essential to mention you’re looking for the one the manager wrote. In most cases “that” can be eliminated and the sentence still will make sense.

Ö Say “the report the manager prepared, which I read last week, is very thorough” because the fact that I read it isn’t really essential to the message. The real message is that the report is thorough. A comma usually precedes “which” in a sentence, and the sentence won’t make sense if “which” is eliminated.

Instead of this

The director decided that the problem was more complex than it first appeared.

Use this

The director decided the problem was more complex than it first appeared.

That, which, who “That” and “which” refer to places, objects and generic animals.

“Who” refers to a person or persons. “Who” is also used for named animals.

Ö Many people who receive Medicaid have low incomes.

Ö The legislators who serve on the committee are interested in this.

Ö Timmy was saved by Lassie, who pulled him out of the well.

They, she or he, other options The use of “they” or “their” as a singular personal pronoun is common in spoken English and is gaining acceptance in written English: “Each student should bring their own notebook.” This use of “they” or “their” can be confusing, however, unless the context is very clear.

It is often possible to rewrite a sentence as plural: “All students should bring their own notebooks” is better than “Each student should bring his or her notebook.” Do not use constructions such as he/she or s/he.

If a rewritten sentence is too awkward, or if you end up with multiple uses of “he or she” and “she or he” in one passage, use of the “singular they” is permissible. Always make sure, however, that it is clear from the context who “they” or “their” is referring to.

(Consider adding a footnote to the first use of this construction to let the reader know it was intentional.)

24Word usage

The singular “they” can also be used when referring to individuals who may not identify as male or female or who use “she/they” or “he/they” pronouns. “They” should be used if that is an individual’s identity.

In any case, be consistent throughout the document. Go to the “Equity-centered communication” section for more information.

United States, U.S.

Use “United States” when the term stands alone. Use “U.S.” with both periods as an abbreviation only when it is used as an adjective.

Ö The United States is changing its foreign policy.

Ö U.S. policies tend to change with each administration.

Ö The U.S. Department of Justice occasionally audits state agencies.

Use (as a noun — “yooce”), usage Except for times when “usage” is appropriate (a measure of use, or the accepted rules for speaking or writing a given language), write “use.”

Ö Water use is an environmental issue.

Ö The new meters will measure water usage.

Ö I looked in the dictionary for the proper usage.

Versus, vs., v Spell out “versus” when used in a sentence. Use “vs.” in headings and titles. Use “v” when referring to court cases.

Ö It’s a question of efficiency versus effectiveness.

Ö The judge ruled on the “Smith v Jones” last week.

Who, whom “Who” = he, she or they (subject). “Whom” = him, her or them (object).

Who asked whom = she asked them.

To know whether to use “who” or “whom,” try answering the question the sentence asks.

Only use “whom” if you could answer “him,” “her” or “them.” If your answer would be “he,” “she” or “they,” use “who.”

Ö Whom did you ask? (I asked them.)

Ö Who went to the dance? (He went to the dance.)

Ö I know who did it. (I know she did it.)

25Capitalization

Capitalization ODHS and OHA capitalize proper names and titles. This includes the title of the document.

Only capitalize the first word in the section headings and subheadings. This is also the case for titles (including axis titles) of graphs, tables, figures and charts. Go to the “Figures and tables” section for examples.

Bullets When using a bulleted list in text, always capitalize the first word of each bulleted item.

Ö How to feel better:

• Get plenty of rest.

• Drink plenty of fluids.

• Soothe a sore throat with ice chips, cold drinks, Popsicles, smoothies or milkshakes.

• Use lozenges (only for those more than 6 years of age).

• Use a clean humidifier or cool mist vaporizer.

• Take acetaminophen, ibuprofen or naproxen to relieve pain or fever.

Ö Our business continuity plan contains these options:

• Require staff to meet at a designated location to conduct work.

• Enable staff to work from home or to work irregular schedules.

Compass directions and regions Use designations such as “north” and “eastern” in lowercase when referring to a compass direction. Capitalize these terms when referring to a region.

Ö They lived southwest of Salem.

Ö He lived in Southwest Oregon.

Director, director Only capitalize “director” when using it as a title before a proper name.

Ö Oregon Health Authority Interim Director James Schroeder updated the weekly COVID-19 statistics.

Ö Fariborz Pakseresht, ODHS director, made the announcement.

Federal, federal Always use “federal” in the lowercase unless it is part of a formal title.

Ö The department has published the new federal policies.

Ö The Federal Bureau of Investigation issued a report.

26Capitalization

Funds and fund types Go to the “Government terms” section.

Graphs, tables, figures and appendices When referring to a graph, table, figure or appendix in a document, capitalize “graph,” “table,” “figure” and “appendix” only when referring to it by its specific name or number.

Ö Go to the figure below for specific rates.

Ö Go to Graph 1 or the table in Appendix F for the top 10 issues.

Go to the “Figures and tables” section for more guidance.

Headlines, headings, title of the document Only capitalize the first word and any formal names or titles in headlines, section headings and subheadings. For the document’s actual title, capitalize all words except minor ones (such as “a,” “the” and “of”) that are not the first or last word of the title.

internet Do not capitalize “internet.” Use “website” as one word and not capitalized.

Ö The internet is a rich source of information.

Ö Find the information on the OHA website.

intranet Do not capitalize “intranet.”

Ö The intranet is a rich source of information.

Ö If you cannot find it on the OHA intranet, try the internet.

President, president Capitalize president only as a formal title before one or more names. Lowercase in all other uses:

Ö President Joe Biden

Ö Former Presidents Donald Trump and Barack Obama

Ö The president said she will look into the matter.

Ö They are running for president.

Ö Lincoln was president during the Civil War.

Go to “Titles” for more information.

Use the first and family name on first reference to a current or former U.S. president or the president-elect: former President Barack Obama, President Joe Biden, President-elect Joe Biden. On subsequent references, use only the last name.

27Capitalization

For presidents of other nations and of organizations and institutions, capitalize president as a formal title before a full name. On second reference, use only the last name.

Ö President Emmanuel Macron of France

Ö President Amanda Nabih of Acme Corp.

State, state You can almost always use “Oregon” without the words “state of” preceding it.

Instead of this

The status of people with disabilities in the state of Oregon.

Use this

The status of people with disabilities in Oregon.

When referring to forms of employee identification, do not use “state of Oregon ID” because this could also refer to a driver’s license. Instead, refer directly to the office it is coming from.

Instead of this

Please bring your state of Oregon ID in order to access the building.

Use this

Please bring your official OHA identification badge to access the building.

When it is part of a title created by another agency, it is appropriate to use “State of Oregon.” Although it is not required to change the name of previously created documents, new documents should simply be written as “Oregon” whenever possible. Where “state of Oregon” is the choice, do not capitalize state.

Ö “Oregon Diversity, Equity and Inclusion Plan.”

Titles When using a full, formal title in front of a person’s name, capitalize the title.

Ö OHA Director John Kapena supports the bill.

Ö Hoku Miyamoto, OHA director, spoke in support of this bill.

Ö Juan Morales, chief operating officer, approved the budget.

Ö The Office of Human Resources administrator needs to be involved.

Note: If the title is used in a list, such as a list of speakers at a conference, the title can be capitalized.

28Capitalization

Titles upon first, subsequent references, acronyms Use the full name or title upon first reference. Place the acronym in parentheses after it if you are going to refer to the name later in the text. In subsequent references, use the acronym unless there are several pages between acronym references, in which case you should repeat the full name and acronym to remind the reader. If you are not going to use the term again after the first reference, do not list the acronym.

Ö We will ask the Centers for Medicare & Medicaid Services (CMS) to change the requirements. The decision will be up to CMS. Oregon Health Authority (OHA) is changing its requirements. By doing so, OHA hopes to improve customer service.

Acronyms are all caps, but the terms they stand for are only capitalized if they are proper names.

Ö CCO: coordinated care organization (generic meaning; no specific CCO)

Ö EOCCO: Eastern Oregon Coordinated Care Organization.

In a news release, you do not need to put the acronym in parentheses. Simply use the acronym the next time you refer to the noun you are shortening.

It is occasionally appropriate to delete the title on first reference, for example, when an individual has become well known.

Ö Kate Brown declared Juneteenth a state holiday. The governor’s proclamation followed federal legislation making Juneteenth a national holiday.

29Numbers

Numbers Dates, days

Do not use nd, th, rd or st in dates. Use only the number.

Ö We met May 2.

Do not use the word “on” before a day or date, unless getting rid of “on” would be confusing or if “on” is at the beginning of a sentence. Abbreviate months (except March, April, May, June and July) when part of a full date (month, date, year).

Ö We met Monday.

Ö We met Dec. 2, 2011, in a four-hour session.

Ö The manager hired his executive assistant on Friday. Their name is Friday Esquivar.

Ö On Tuesday, the Legislature passed the bill.

Dimensions Use figures and spell out “inches,” “feet,” “yards,” etc., to indicate depth, height, length and width. Hyphenate adjectives before nouns.

Ö He is 5 feet, 6 inches tall [or] the 5-foot-6-inch man

Ö The 5-foot man is on the team.

Ö The basketball team signed a 7-footer.

Ö The car is 17 feet long, 6 feet wide and 5 feet high.

Ö The rug is 9 feet by 12 feet [or] the 9-by-12 rug.

Ö The building has 6,000 square feet of floor space.

Dollar amounts Do not use any digits after the decimal point when writing whole dollar amounts in text. Use digits after a decimal point for a whole dollar amount only in charts and tables.

Ö The ticket cost $10.

Ö The ticket cost $10.50.

Fractions Spell out fractions in text unless the fractions are combined with a whole number. When using digits for a whole number and fraction combination, place a hyphen between the whole number and the fraction. When you are referring to half of something, just say “half,” not “one-half.”

Ö Two-thirds of the staff attended.

Ö The meeting room was three-fourths full.

Ö The speech lasted 8-1/2 minutes.

Ö Half the audience fell asleep.

30Numbers

Numbers In most uses, spell out the numbers “one” through “nine” and use digits for “10” and higher.

There are exceptions when you are referring to a person’s age, a percent, a dollar amount or a measurement. In these cases, always use digits. Go to the “Specialty writing for public health” section for more information.

Ö She is 6 years old.

Ö We saw seven 7-year-olds.

Ö The 6-year-old lives in a three-year-old building.

Ö More than 50 percent of U.S. residents were born after 1968.

Ö Just two of us went to the movie.

Ö Just 4 percent of the movie’s audience was younger than 10.

Ö We paid $4 for a coffee.

Ö By the next day the price had risen…