by Chelsea Lee
This post will address how to use
abbreviations in APA Style—specifically, how to use acronyms, which are abbreviations made up of the first letters of each word in a phrase. Consider it an FAQ about abbreviations! You can find abbreviations discussed in the Publication Manual in section 4.22 (starting on p. 106).
Click a question below to jump straight to its answer.
When should I use an abbreviation?
Use abbreviations sparingly and only when they will help readers understand your work. Ask yourself these questions each time you consider using a particular abbreviation:
- Is the reader familiar with the abbreviation?
- Use an existing, accepted abbreviation if one exists, because familiarity helps understanding. If a standard abbreviation does not exist, then you can create your own.
- Will you use the abbreviation at least three times in the paper?
- Use an abbreviation at least three times in a paper if you are going to use it at all. If you won’t use it three times, then spell out the term every time. The reader might have a hard time remembering what the abbreviation means if you use it infrequently.
- Would spelling out the term every time be overly repetitive and cumbersome?
- Use abbreviations to avoid cumbersome repetition and enhance understanding, not just as a writing shortcut. For example, it is usually easier to read a two-word phrase than it is to remember the meaning of a two-letter abbreviation. Longer phrases make better candidates for abbreviation.
- How many total abbreviations do you have in the paper?
- There’s no hard line of how many abbreviations is too many, but writing is generally easier to understand when most words are spelled out than when it is overflowing with abbreviations. Only abbreviate when it helps the reader.
How do I introduce an abbreviation in the text?
The first time you use an abbreviation in the text, present both the spelled-out version and the short form.
When the spelled-out version first appears in the narrative of the sentence, put the abbreviation in parentheses after it:
- Example: We studied attention-deficit/hyperactivity disorder (ADHD) in children.
When the spelled-out version first appears in parentheses, put the abbreviation in brackets after it:
- Example: The diagnosis (i.e., attention-deficit/hyperactivity disorder [ADHD]) was confirmed via behavioral observation.
After you define an abbreviation (regardless of whether it is in parentheses), use only the abbreviation. Do not alternate between spelling out the term and abbreviating it.
How do I abbreviate group authors in in-text citations and reference list entries?
If your reference has a group author, the name of the group can sometimes be abbreviated—for example, American Psychological Association can be abbreviated to APA. You are not obligated to abbreviate the name of a group author, but you can if the abbreviation would help avoid cumbersome repetition and will appear more than three times in the paper.
As with other abbreviations, spell out the name of the group upon first mention in the text and then provide the abbreviation.
If the name of the group first appears in the narrative, put the abbreviation, a comma, and the year for the citation in parentheses after it.
- Example: The American Psychological Association (APA, 2011) suggested that parents talk to their children about family finances in age-appropriate ways.
If the name of the group first appears in parentheses, put the abbreviation in brackets after it, followed by a comma and the year for the citation.
- Example: Children should learn about family finances in age-appropriate ways (American Psychological Association [APA], 2011).
In the reference list entry, do not include the abbreviation for the group author. Instead, spell out the full name of the group.
Correct reference entry:
American Psychological Association. (2011). Dollars and sense: Talking to your children about the economy. Retrieved from http://www.apa.org/helpcenter/children-economy.aspx
Incorrect reference entry:
American Psychological Association (APA). (2011). Dollars and sense: Talking to your children about the economy. Retrieved from http://www.apa.org/helpcenter/children-economy.aspx
If you have several references by the same group author, you only need to abbreviate the name once (see here for how to handle references with the same author and date). Note that if two different groups would abbreviate to the same form (e.g., both the American Psychological Association and the American Psychiatric Association abbreviate to APA), you cannot use the abbreviation in your paper—instead you must spell out the term every time to avoid ambiguity.
An exception to abbreviations in the reference list is when works have been published using abbreviations as part of the author, title, or source. Retain these abbreviations because the reader will need them to retrieve the source (you also do not need to define them—just present them as-is). See more about this in our post on cite what you see.
How do I present an abbreviation in conjunction with an in-text citation?
Sometimes an abbreviation is presented along with an in-text citation. For example, you might cite a test or measure that has an abbreviation and then provide its citation (for a common case, here is how to cite the DSM-5).
If the spelled-out version of the term appears in the narrative for the first time, put the abbreviation and the author–date citation in parentheses after it, separated by a semicolon. Do not use back-to-back parentheses.
- Correct: We assessed depression using the Beck Depression Inventory–II (BDI-II; Beck, Brown, & Steer, 1996).
- Incorrect: We used the Beck Depression Inventory—II (BDI-II) (Beck, Steer, & Brown, 1996).
If the spelled-out version of the term appears in parentheses for the first time, put the abbreviation in brackets after it, followed by a semicolon and the author–date citation.
- Example: Our assessment of depression (as measured via scores on the Beck Depression Inventory–II [BDI-II]; Beck, Steer, & Brown, 1996) showed significant incidence of this disorder in the population.
Can I use abbreviations in the title of a paper?
Avoid using abbreviations in the title of a paper. Writing out the full term in the title will ensure potential readers know exactly what you mean, and if your article is formally published, it will ensure it is accurately indexed.
Can I use abbreviations in the running head?
There is no official guidance on whether to use abbreviations in the running head. We recommend that you avoid them, unless the abbreviation is well-known and there is no alternative running head that would be better. If you do use an abbreviation in a running head, you can use it straightaway without definition. Instead, define the abbreviation the first time you use it in the text.
Can I use abbreviations in the abstract?
In general, it is not necessary to use abbreviations in the abstract because the abstract is so short. However, if the abbreviation would help the reader recognize a term or find your article via search, then it is permissible to include an abbreviation in the abstract, even if it is not used three times. When you use an abbreviation in both the abstract and the text, define it in both places upon first use.
Can I use abbreviations in headings?
The Publication Manual does not offer official guidance on whether to use abbreviations in headings. We recommend that you avoid them—for example, the reader may skim the paper before reading it in full, and abbreviations in headings may be difficult to understand out of context. So, if a term you intend to abbreviate appears in a heading (e.g., the name of a test or measure), spell out the term in the heading and then when it first appears in the text, spell it out again and define it there.
Can I use abbreviations in tables and figures?
Yes, you can use abbreviations in tables and figures. All abbreviations used in tables and figures should be defined in the table note or figure caption, respectively, even though the abbreviations will be also be defined in the text if they are used there. The purpose of defining abbreviations in the table note or figure caption is that if other authors reuse your graphical display in a future paper, the definitions of the terms will be attached. Additionally, many readers will skim an article before reading it closely, and defining abbreviations in tables and figures will allow the readers to understand the abbreviations immediately.
Do all abbreviations needs to be defined?
Not all abbreviations need to be defined. Consult Merriam-Webster’s Dictionary to determine what to do: If the abbreviation has the designation abbr. after it in the dictionary, that means it needs to be defined; if it does not have this designation, the abbreviation is considered a word on its own and can be used straight off the bat, without definition. You also do not need to define abbreviations for units of measurement (e.g., cm for centimeters, hr for hour).
- Examples of abbreviations that are considered words: IQ, REM, HIV, AIDS, FAQ
How do I use the words a and an before abbreviations?
Use the article that matches the way the abbreviation is pronounced—an before a vowel sound and a before a consonant sound. Some abbreviations are pronounced as words (e.g., RAM), and some abbreviations are pronounced letter-by-letter, which is also called an initialism (e.g., HMO, IQ). If you are unsure of the pronunciation of an abbreviation, look it up in the dictionary or ask a colleague. If an abbreviation has multiple pronunciations, use the first one shown in the dictionary entry.
- Examples: an FBI agent, a DSM-5 disorder, a U.S. citizen, an IQ score
Are abbreviations written with periods?
Generally, do not use periods in abbreviations. Some exceptions are that you should use periods in the abbreviations for United States and United Kingdom when these terms are used as adjectives (don’t abbreviate them if they are used as nouns). And if you have created an identity-concealing label for a participant, use a period after each letter.
- Examples: U.S. Census Bureau, U.K. population, participant R.E.C.
How do I make an abbreviation plural?
To make an abbreviation plural, add an –s (or –es, for abbreviations ending in s already). Do not add an apostrophe. For more, see our dedicated post on plural abbreviations and numbers.
- Examples: IQs, RTs, CSes.
I don't see my question!
Got more questions about abbreviations? Ask us in a comment!
In academic writing, you will often need to use acronyms and initialisms. However, we frequently see them being used improperly, especially when they are introduced in an essay.
But how exactly do you use acronyms and initialisms in academic writing? And how to do you avoid using them incorrectly?
What is an Acronym?
Acronyms and initialisms are abbreviations formed from the first letters of the words in a phrase or an organisation’s name. Acronyms are pronounced as one word (e.g. UNICEF), while each letter in an initialism is pronounced separately (e.g. BBC).
We use these instead of the full terminology to save space or avoid repetition. For example, ‘UNESCO’ is much shorter than ‘United Nations Educational, Scientific and Cultural Organization’.
People sometimes think there is no need to introduce a well-known acronym or initialism. However, since many have more than one meaning, this can be confusing (as the World Wildlife Fund and the World Wrestling Federation ably demonstrated for many years).
Likewise, even if you are familiar with an acronym, other people might not be, especially if it is specific to your topic. As such, you should make the effort to define acronyms clearly when they are introduced in an essay.
How to Use Acronyms and Initialisms
When writing an essay, you should assume that your audience will not understand the abbreviations you use unless you have been told otherwise.
The first time you use one, write out the full terminology with the acronym/initialism in parentheses afterwards, like so:
The United Nations Educational, Scientific and Cultural Organization (UNESCO) was first established…
You can then continue to refer to it as ‘UNESCO’ throughout your essay.
The one exception here is when the acronym/initialism is more common than the actual name. The package delivery company United Parcel Service, for example, is better known as UPS.
In cases like this, give the shortened version first and full terminology in parentheses:
The delivery company UPS (United Parcel Service) is known for…
After introducing the term like this, you can use the shortened version throughout the rest of your essay.
Make Sure to Check the First Instance of the Acronym!
A common problem is that many people edit and re-structure their essays at the last minute. In doing so, you may accidentally overlook the fact that acronyms have now been used before being introduced with full terminology.
To prevent this, use the ‘find’ function to look for the first instance of all acronyms and initialisms in your work to make sure you have defined them all with full terminology.
- Make sure that acronyms and initialisms are explained the first time they are used
- Use the find function to check acronyms and initialisms have been defined
- Send your work off for a final proofread before submitting