Common Usage & Grammar Rules

Whether you're writing a training presentation, video script, web article, or any other company content, you should make sure that your writing is descriptive, coherent, and free from grammatical errors. This article discusses many of the issues you might encounter while writing.

Numbers

Generally, you should spell out any numbers between zero and nine.

• There are four major hazards you should watch out for.
• The second topic we will cover is site awareness.

Use the numeral form for numbers greater than or equal to 10. 

• He inspected 12 of the team's fire extinguishers.

Use the numeral form for numbers preceding weights, distances, and other units of measurement.

• The ladder was 6 feet tall.

If you need to begin a sentence with a number, you should spell out that number, unless you are referring to a full year.

• Twenty-four other accidents had occurred at the same intersection.
• 1927 saw an unprecedented revolution in media with the invention of the television.

When expressing a number as a decimal, you should round that number to a single decimal place. Exceptions to this include quantities less than 0.1, as well as references to official material that includes additional decimal places. For numbers less than one, be sure to include the numeral zero before the decimal point.

• The machine weighed 2.8 tons.
• A millimeter is approximately 0.04 of an inch.

When expressing a range, you should separate the numbers with the word to, rather than a hyphen or an en dash. However, you may use an en dash in cases where you are abbreviating a range using numerals instead of spelling out the numbers. The en dash should be separated from the numerals by a space on both sides.

• The training will be two to three hours long.
• Training length: 2 – 3 hours.

Units, Weights, & Measures

Most units, weights, and measures should be written out completely.

• 18 feet.
• 7 ounces.
• 5 minutes.

Abbreviate weights and measures in cases where the unit comprises more than one word. Also, abbreviate weights and measures in training materials when an expressed unit is followed by an equivalent metric measurement in parentheses.

• The speed limit is 35 mph.
• Trenches around the perimeter should be at least 4 feet (1.2 m) wide.

Use a degree symbol to denote an angle or temperature. If you are expressing a temperature, the degree symbol should be followed by a letter indicating the unit of degrees.

• The boom should be at a 30° angle.
• It is 67°F outside.

When writing out percentages, use the percent symbol.

• Never drive up or down a slope with a 10% grade or higher.

Units in multi-dimensional measurements should be separated by the word by. You can, however, separate abbreviated units of measurement with a lower-case letter x.

• The boxes in the truck measured 12 inches by 20 inches by 24 inches.
• The floor of the room is 16 feet by 22 feet (4.9 m x 6.7 m).

Acronyms

Acronyms should be written in all caps. Use a lower-case s to denote the plural form of an acronym.

• JHA, JHAs

Generally, you should avoid adding periods between the letters in an acronym unless that acronym might potentially be confused for another word in the sentence. The AP Stylebook contains several exceptions, such as U.S., U.K., and B.C. Refer to the AP Stylebook if you have questions about the spelling of a particular acronym.

Abbreviations 

You should write out the full names of states and provinces whenever possible.

• These standards may not apply to worksites in Texas and Nebraska.

Pronouns

Use the pronouns he/her, him/her, his/hers when the gender of the subject is clearly established.

• When Jack finished working, he decided to go home.
• Lisa finished packing her things into the box.

When the subject's gender is not specified, you can use the words they and their to refer singularly to that person.

• When the inspector arrived, they unlocked the door to the breaker room.
• The employee took their broken chainsaw to a mechanic.

However, be careful when using they and their as a singular pronoun since it can often lead to ambiguity. Avoid using these terms when it isn't clear which subject they refer to.

• Incorrect: After a couple of hours, the employee finished taking the training course. Then, the trainer wrote their name down on the certificate.
• Correct: After a couple of hours, the employee finished taking the training course. Then, the trainer wrote the employee's name down on the certificate. 

Italics

There are several uses in our content for italics, but you should use them sparingly. The more you use italics, the less impactful it becomes.

You may use italics to emphasize vitally important words in a sentence. You should limit this kind of emphasis to only a few words at a time, however, and never italicize an entire sentence or passage.

• You must establish direct eye contact with the operator of the excavator before you approach.
• The person in charge of the fire watch must remain at the site for at least 30 minutes after the hot work has concluded.

Additionally, you should use italics instead of quotation marks when you introduce a specific word or expression that you are referring to in the sentence. 

• Incorrect: The term "heavy machinery" can refer to many different types of construction equipment. 
• Correct: The term heavy machinery can refer to many different types of construction equipment.
• Incorrect: In hazard communication, post Danger signs to indicate the risk of contacting an immediate, life-threatening hazard. Post Warning signs to indicate potential or less severe hazards. 
• Correct: In hazard communication, Danger indicates an immediate, life-threatening hazard, while Warning indicates potential or less severe hazards.

Punctuation

The following entries discuss some common issues that arise concerning punctuation. These are not comprehensive instructions for using these punctuation marks, and not all punctuation marks have been included. For more in-depth guidelines on using punctuation, refer to the AP Stylebook.

Commas

When writing out a list of items, make sure to include a comma after the second-to-last item in the list. This is often referred to as an Oxford comma.

• Incorrect: Open the hood of your vehicle and inspect the battery, timing belt, oil and fluid levels.
• Correct: Open the hood of your vehicle and inspect the battery, timing belt, oil, and fluid levels.

The AP Stylebook recommends using a comma to separate duplicate words in a sentence.

• What safety training is, is necessary and effective.

Important: While you may choose to follow this guideline while writing Safety Provisions content, it is highly recommended that you rewrite any sentences containing duplicate words to improve their clarity instead.

Parentheses

In Safety Provisions content, the most common function of parentheses is to set off acronyms and converted measurements. These should be written directly following the term or measurement they relate to.

• Cardiopulmonary Resuscitation (CPR) is a common life-saving technique.
• The employee was attached to the lift using a 6-foot (1.8 m) lanyard.

For information regarding other parenthetical material, see Dashes & Hyphens.

Ampersand

Safety Provisions content uses the ampersand (&) in place of the word and in most titles and headings.

You should not use an ampersand, however, in cases where it could interfere with navigation or cause the text to render improperly, such as in file names and .csv documents.

Dashes & Hyphens

Em dashes, also known simply as dashes, can be used to set off parenthetical material where commas do not seem sufficient. You should always format an em dash with a space on either side.

• Safety standards — where they pertain to employees wearing fall-protection equipment near and above bodies of water — can vary widely depending on where the job takes place.

For information about using en dashes to express a range of numbers, see Numbers.