Current as of February 10, 2020
TABLE OF CONTENTS 1
WRITING STYLE GUIDE AND PREFERRED USAGE FOR DOD
ISSUANCES
TABLE OF CONTENTS
SECTION 1: GENERAL PRINCIPLES ................................................................................................... 2
1.1. General Principles. ............................................................................................................ 2
1.2. Rules Specific to DoD Issuances. ..................................................................................... 3
a. Referencing and References. .......................................................................................... 3
b. Helping Verbs. ............................................................................................................... 4
c. Generic Pronouns. .......................................................................................................... 4
d. Personal Pronouns and Point of View. .......................................................................... 4
e. Abbreviations and Acronyms. ........................................................................................ 5
f. Footnotes, Endnotes, and Use of the Term “Note.” ....................................................... 5
g. Use of the Term “See” and of Parenthetical Remarks. .................................................. 5
h. Use of Directional Terms. .............................................................................................. 6
i. Names of Ships, Exercises, and Operations. .................................................................. 6
j. Address Blocks in DoD Issuances. ................................................................................. 6
1.3. Resources for Writing DoD Issuances. ............................................................................. 6
a. DoD Issuance Website ................................................................................................... 6
b. Other Resources ............................................................................................................. 6
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES ..................................................................... 7
SECTION 3: LIST OF HYPHENATED MODIFIERS USED IN DOD ISSUANCES ..................................... 27
TABLES
Table 1. Characteristics and Examples of Passive and Active Voice ............................................ 2
Table 2. Examples of Parallel Construction .................................................................................. 3
Current as of February 10, 2020
SECTION 1: GENERAL PRINCIPLES 2
SECTION 1: GENERAL PRINCIPLES
1.1. GENERAL PRINCIPLES. Write DoD issuances clearly and concisely, applying the
following general principles of effective writing.
a. When drafting your document, use an outline. This will help you organize your issuance
and keep it focused and on track.
b. Use short, simple words. Limit sentences to one thought and keep them brief (an average
of 20 or fewer words).
c. Use the correct words. (See Sections 2 and 3 for the glossary of preferred usage and a list
of hyphenated modifiers used in DoD issuances.)
d. Write in the active voice instead of the passive voice; name an actor with the action being
taken immediately after the noun. See Table 1 for characteristics and examples.
Table 1. Characteristics and Examples of Passive and Active Voice
PASSIVE VOICE
ACTIVE VOICE
Frequently omits the doer of the action. Identifies the doer.
An information copy of the board meeting
minutes must be forwarded to the members.
The Chair must forward an information copy of
the board meeting minutes to the members.
A military chaplain of a particular religious
organization may be appointed as a
consultant.
The Board may appoint a military chaplain of a
particular religious organization as a consultant.
Frequently is longer and less direct;
frequently includes a “by” phrase.
Gets to the point.
A written agreement will be executed by the
parties.
The parties execute a written agreement.
Implementing instructions will be issued by
the DoD Components.
The DoD Components issue implementing
instructions.
e. Use parallel construction (i.e., the same grammatical structure for similar or related ideas).
See Table 2 for examples.
f. Avoid long, rambling paragraphs. If a paragraph is longer than 10 lines, it should
probably be restructured to include subparagraphs.
g. Organize the material. Where the issuance templates don’t provide a specific structure,
organize sections and appendices so that earlier paragraphs serve to make later paragraphs clear.
When possible, use paragraph headings to highlight important concepts so the reader can see at a
glance what the paragraph is about.
Current as of February 10, 2020
SECTION 1: GENERAL PRINCIPLES 3
Table 2. Examples of Parallel Construction
EXAMPLE 1
Not Parallel
1.1. The physical review of the ID card must verify that the identification matches the
beneficiary, the correct entitlement dates, whether medical care for the beneficiary is
authorized, and that no one has tampered with the card.
Parallel
1.1. The physical review of the ID card must verify that the identification matches the
beneficiary, the entitlement dates are correct, the beneficiary is authorized to receive medical
care, and the card hasn’t been tampered with.
EXAMPLE 2
Not Parallel
This instruction:
a. Reissues DoD Directive 1234.56 to establish policy and assign responsibilities for the
authorization and support of private organizations located on DoD installations.
b. DoD Manual 9876.54 is hereby cancelled.
c. DoD Instruction 2345.67 will continue to be authorized to establish procedures that
implement this instruction.
Parallel
This instruction:
a. Reissues DoD Directive 1234.56 to establish policy and assign responsibilities for the
authorization and support of private organizations located on DoD installations.
b. Cancels DoD Manual 9876.54.
c. Continues to authorize the publication of DoD Instruction 2345.67 to establish
procedures to implement this instruction.
1.2. RULES SPECIFIC TO DOD ISSUANCES.
a. Referencing and References.
(1) Citing Authorities. Always reference:
(a) The issuance that provides the purpose of (i.e., reason for) the issuance being
drafted and any other issuances that inform its content.
(b) For issuances approved by anyone other than the Secretary or the Deputy
Secretary of Defense, the instrument that provides that position the authority to sign it. This is
Current as of February 10, 2020
SECTION 1: GENERAL PRINCIPLES 4
typically the chartering DoD directive of the OSD Component head or Principal Staff Assistant
approving the issuance.
(2) Copying, Quoting, Paraphrasing. Don’t copy from, quote from, or paraphrase
material in a reference. Do explain the relationship between the issuance and each reference
cited; e.g., (emphasis added):
(a) “All proposals to construct new or modify existing DoD urban training facilities
must be evaluated in accordance with DoD Instruction 1322.27.”
(b) “Civilian manpower requirements must be sourced and designated in accordance
with the manpower policy and procedures in DoD Instruction 1100.22.”
(c) “The Assistant Secretary of Defense for Homeland Defense and Global Security
will serve as the Domestic Crisis Manager among other defense-wide crisis management
responsibilities assigned in DoD Directive 3020.44.”
(3) Referring to and Referencing Volumes in Multi-volume Issuances.
(a) Within the text itself, you will always say “...this volume” if you are just referring
to the volume itself. If you use the phrase “...this [instruction/manual],” you are referring to the
entire work (i.e., all the volumes).
(b) Cite each volume(s) individually in References (e.g., if you cite Volumes 2000
and 2003 of DoD Instruction 1400.25, they will both be included in References, rather than
simply listing DoD Instruction 1400.25). This will make the subject of the volume(s)
immediately clear to the reader rather than requiring him or her to go to the Directives Division
Website. The complete instruction or manual will only be referenced if you are referring the
reader to the document as a whole.
b. Helping Verbs. Use the following helping verbs as necessary to clarify the actor’s level
of obligation.
(1) Use “must” to denote a mandatory action.
(2) Use “will” to denote a required action in the future.
(3) Use “may” or “can” to denote an optional action that the actor is authorized to
perform (a right, privilege, or power that the actor may exercise at his or her discretion).
c. Generic Pronouns. Don’t use “he” or “she” or “his” or “her” separately as generic
(possessive) pronouns; use “he or she” or “his or her.” If possible, avoid gender specificity by
using “they” or “their.”
d. Personal Pronouns and Point of View. Don’t use the personal pronouns “I,” “we,” and
“you.” Always write in the third person, using “he or she,” “it,” and “they.”
Current as of February 10, 2020
SECTION 1: GENERAL PRINCIPLES 5
e. Abbreviations and Acronyms. Write terms out the first time they appear in the text and
place the abbreviation or acronym in parenthesis following it. Use the acronym consistently
thereafter: don’t repeat the term. A glossary of acronyms and abbreviations is mandatory for
issuances over 2 pages using acronyms other than “DoD,” “OSD,” or “U.S.” In accordance with
the Plain Writing Act of 2010, consider not using acronyms if the term is used infrequently in
your issuance. Do not establish acronyms if the term would be used fewer than three times in the
issuance, not including items in the table of contents or reference list.
(1) Acronym as Adjective Only. The acronym “U.S.” may be used in the adjective form
only. Spell out “United States” when using the noun form.
(2) Acronyms That Don’t Need to be Established. The acronyms “DoD,” “OSD,” and
“U.S.” don’t need to be established upon first use.
(3) Combatant Command Acronyms.
(a) The Combatant Commands are legally named “United States Central Command,”
“United States European Command,” etc. The acronyms are: USAFRICOM, USCENTCOM,
USCYBERCOM, USEUCOM, USINDOPACOM, USNORTHCOM, USSOCOM,
USSOUTHCOM, USSPACECOM, USSTRATCOM, and USTRANSCOM.
(b) The abbreviation for “Combatant Command” is “CCMD” – not “COCOM.” See
the DoD Dictionary of Military and Associated Terms; “COCOM” refers to “(combatant
command) command authority” and not to the Combatant Command itself.
(c) According to the DoD Dictionary of Military and Associated Terms, the
abbreviation for “Combatant Commander” is “CCDR.”
(4) Military Terms. Use the approved abbreviations and acronyms in the DoD
Dictionary of Military and Associated Terms.
(5) Article Usage Use of the articles “the,” ”a,” and “an” before abbreviations and
acronyms will be determined by basic rules of grammar. The use of “a” and “an” depends on the
sound of the acronym that follows, not on the first letter. For example, the vowel sound at the
beginning of the acronym “MP” (pronounced “em-pea”) requires that “an” be used. However,
“a” is used before “MOOTW,” since the acronym is pronounced “moo-twah.”
f. Footnotes, Endnotes, and Use of the Term “Note.” Don’t use the term “NOTE” in DoD
issuances. Don’t use endnotes in DoD issuances. Use footnotes only to indicate in the
References section where the reader may obtain a reference that isn’t readily available on a
government website.
g. Use of the Term “See” and of Parenthetical Remarks. When the term “see” is used as
directional material, place the phrase in parentheses at the end of the sentence as a stand-alone
sentence, as in the following parenthetical remark. (See Paragraph 1.2.f. for use of the term
“note.”) Avoid the use of other parenthetical remarks. If the information’s important to the
issuance, incorporate it into the appropriate sentence or paragraph.
Current as of February 10, 2020
SECTION 1: GENERAL PRINCIPLES 6
h. Use of Directional Terms. Don’t use directional terms or phrases (e.g., “above,” or
“below”) when referring to a part of the issuance. Refer to the paragraphs being discussed by
number.
i. Names of Ships, Exercises, and Operations. Always use all caps for the names of ships
(e.g., “USS AGILE,” “USNS IMPECCABLE” – not “USS Agile,” “USNS Impeccable”) and
military exercises and operations (e.g., “Operation SOUTHERN WATCH” – not “Operation
Southern Watch”).
j. Address Blocks in DoD Issuances. In accordance with DoD issuance standards, mailing
addresses are the exception to the rule for paragraph numbering and indentation; they may stand
alone outside of a figure or table. The address block will be indented from the left margin equal
to the first line indent of the paragraph to which the address block belongs; e.g., if an address
block followed this paragraph, each line would be .25” from the left margin.
1.3. RESOURCES FOR WRITING DOD ISSUANCES. Use the resources in priority order
below when you have questions on English usage, writing style, format, content, and
organization of DoD issuances.
a. DoD Issuance Website
(1) Issuance Standards.
(2) This guide.
(3) Frequently Asked Questions.
(4) Common Mistakes.
(5) DoDM 5110.04, “DoD Manual for Written Material.”
(6) The DoD Dictionary of Military and Associated Terms.
b. Other Resources
(1) United States Government Printing Office Style Manual (current edition including
supplements), available online.
(2) Webster's New Collegiate Dictionary (current edition), available online.
(3) The Chicago Manual of Style.
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 7
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES
This section provides preferred capitalization, terminology, wording, and use of abbreviations
and acronyms for DoD issuances to ensure they are written simply, clearly, and consistently. For
military terminology, use the DoD Dictionary of Military and Associated Terms. For questions
about usage not answered in this glossary or the DoD Dictionary of Military and Associated
Terms, consult the resources in Section 3.
Term
Preferred Usage or Comment
A
a great deal of
much
a minimum of
at least
a number of
some
abrogate
abolish, cancel
accelerate
speed up, hasten
accompanied by
with
accompany
go with
accomplish
do
accorded
given
according to
Don’t use when citing a reference. Use “pursuant to” when the
action being taken is authorized or required by your reference.
Use “in accordance with” if the action being taken is consistent
with this particular reference, but the reference neither requires
nor forbids the action. “Under” should generally only be used to
cite the authority of an individual.
accordingly
so, then
accrue
increase, collect
activate
start, drive, turn on
active duty
Not capitalized. Includes active duty for training. To exclude the
training, use “active duty (other than for training).”
Active Component
Capitalized
active service
Not capitalized. Use when referring to military experience that
may be credited toward promotion or retirement. Don’t use
“active duty.”
adjacent to
next to
advantageous
helpful
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 8
Term
Preferred Usage or Comment
affect, effect
Often used incorrectly. The verb “affect” means “to influence”
and is used with an object. Don’t use the word “affect” as a noun.
The verb “effect” means “to bring about, accomplish, make
happen.” The noun “effect” means a “result” or “consequence” of
an action.
affix
put, attach
afford an opportunity
allow, let
AFRICOM
Don’t use. Approved acronym is USAFRICOM (see the DoD
Dictionary of Military and Associated Terms).
after the conclusion of
after
agency
Capitalized only when part of a proper noun.
aggregate
total, sum
all of
all
ambassador
Use lowercase, except when referring to a specific person.
ameliorate
improve
antedate
precede
antithesis
opposite, contrast
any of
any
any place
anywhere
apparent
clear, plain
appendix
plural = “appendices”
appreciable
many
approximately
about, close, near
are in receipt of
received
armed forces
In lowercase, a generic term for the military forces of a nation or a
group of nations.
Armed Forces of the
United States; U.S.
Armed Forces
Use “Military Services” for consistency throughout DoD
issuances. All three terms denote collectively all components of
the Army, the Navy, the Air Force, the Marine Corps, the Coast
Guard, and Space Force.
Armed Services
Use “Military Services.”
arrived at a decision
decided
as a basis for
for
as a matter of fact
in fact
as a means of
to
as a result of
because
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 9
Term
Preferred Usage or Comment
as of
by
as prescribed by
pursuant to
as to whether
whether
ascertain
find out, learn
assignment
Use to refer to an order to a particular duty, organization, or
station for a long or indefinite time.
assist
help, aid
assure
ensure
at all times
always
at an early date
soon
at the present time
now
at the time of
during
attached hereto
attached
attains the age of ...
becomes # years old
attempt
try
augment
raise, expand, add to, extend, enlarge, increase
B
based on the fact that
because
be cognizant of
know
before-mentioned
Avoid using this term as it’s usually redundant.
benefit
help
biannual, biennial
“Biannual,” like “semiannual,” means twice a year. “Biennial”
means every 2 years.
bimonthly
Means every 2 months. Use “semi-monthly” (or “twice a month”)
to express twice monthly.
businessman or
businesswoman
business executive, manager, entrepreneur, business owner
by means of
by, with
by virtue of
by, under
C
calculate
compute
can
Use if an action is optional/conditional.
cease
stop
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 10
Term
Preferred Usage or Comment
CENTCOM
Don’t use. Approved acronym is USCENTCOM (See the DoD
Dictionary of Military and Associated Terms)
chairman or
chairwoman
chair or chairperson
close proximity
near
COCOM
Don’t use as an acronym for “Combatant Command.” Use
“CCMD.”
Code of Federal
Regulations
Capitalized; correct abbreviation is “CFR.”
cognizant of
aware of, knows, understands, comprehends
coincidentally
at the same time
Combatant Command
Correct abbreviation is “CCMD.”
Combatant
Commander
Correct abbreviation is “CCDR.”
combine
join
comes into conflict
conflicts
Commander-in-Chief
Use only when referring to the President of the United States.
commence
begin
compare
Use “compare to” when discussing similarities between objects
that are different; use “compare with” when discussing
similarities or differences between objects that are the same.
concerning
about, on
conclude
end, close
concur
Use “concur with” when concurring with a person; use “concur
in” when concurring in an idea, proposal, document, or
recommendation.
Congressman or
Congressperson
Use “Member of Congress” or “Congressional Representative.”
consummate
complete, bring about
contained in
in
contain
has
contiguous
next to
continuously,
continually
Often used incorrectly. The first word means “without
interruption;” the second, “intermittently at frequent intervals.”
contribute
give
councilman
council member
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 11
Term
Preferred Usage or Comment
course of time
time
crewman
crew member
criterion
standard, norm
D
daughter or son
child, children
decision maker,
decision making
Hyphenated only when used as an adjective: “decision-making
abilities.”
deem
consider
defense
Capitalized only when referring to an OSD Defense Agency (go
to “DoD and OSD Component Heads” on the DoD Issuances
Websites for a listing of the OSD Defense Agencies) or when part
of a proper noun.
Defense Agency
Capitalized when referring to the OSD Defense Agencies.
demonstrates
shows
depart
leave
dependent
Avoid using this word except when required by law; e.g., use of
the word “dependent” may be required to satisfy explicit statutory
requirements about entitlement to benefits or privileges. Instead,
use such terms as “family member,” “spouse,” “parent,”
“unmarried child,” or “beneficiary.”
depict
describe, show
deprivation
loss
despite the fact that
although, though
detail
Use to define a particular duty, organization, or station as
temporary.
determine
decide, find
discontinue
drop, stop
disseminate
issue, circulate, send out
downward adjustment
decrease
due to the fact that
because, since, due to
during periods when
when
during such time
while
E
echelons
levels
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 12
Term
Preferred Usage or Comment
effect, affect
Often used incorrectly. The verb “effect” means to “bring about,
accomplish, or make happen.” The noun “effect” means a
“result” or “consequence” of an action. The verb “affect” means
“to influence” and is used with an object. Don’t use the word
“affect” as a noun.
effect an improvement
improve
e.g. and i.e.
Often used incorrectly. The abbreviation “e.g.” means “for
example” (describing one of many examples). The abbreviation
“i.e.” means “that is” (only the items mentioned apply). Neither
of these terms can be used with “etc.”
elementary
simple, basic
elicit
draw out, bring out
eliminate
cut, drop, end
elucidate
explain, clarify
e-mail
Hyphenate; don’t use “email.”
emphasize
stress
employ, employed
use, used
enclosed herewith
enclosed
encompass
enclose, include
encounter
meet
encourage
urge, persuade
endeavor to ascertain
find out
enlisted man or woman
enlisted member, enlistee
ensure
Use “insure” only when referring to monetary insurance. Avoid
use of “ensure” when assigning responsibilities or describing
procedures in DoD issuances as it’s passive and difficult for the
individual or agency responsible to measure success or failure.
Use more active verbs (oversee, direct, require).
enumerate
count, list
equitable
fair
equivalent
equal
EUCOM
Don’t use. Approved acronym is USEUCOM (see the DoD
Dictionary of Military and Associated Terms).
evident
clear
exacerbate
make worse
Executive Branch
Capitalized
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SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 13
Term
Preferred Usage or Comment
Executive Order
Capitalize when citing number; e.g., “Executive Order 12334.”
Only capitalize “Executive” when the meaning’s general; e.g.,
“those Executive orders,” and you are referring to the orders
issued by the President. Correct abbreviation is “E.O.”
Executive Department
Capitalized
Executive Secretary,
OSD
Executive Secretary of the Department of Defense
exercise care
be careful
expedite
hasten, speed
F
fabricate
construct, make, build, invent
facilitate
ease, help
failed to
didn't
father or mother
Use “either parent” or “parent.”
feasible
possible, practical
federal, federally
Not capitalized; but when writing about the Federal Government
in its official capacity using the term as an official title, you
should capitalize both Federal and Government.
female or male
Use “person” or “individual.”
finalize
complete, finish
fireman
firefighter
for the month of…
for
for the purpose of
for
for the reason that
because, since
foreman
supervisor, manager
forfeit
give up, lose
formulate
make, devise, prepare
fullest possible extent
as much as possible
functional Combatant
Commands
United States Cyber Command; United States Special Operations
Command; United States Space Command; United States
Strategic Command; United States Transportation Command
fundamental
basic
furnish
give, supply, send
G
generally
Avoid using this word unless contrasted with “specifically.”
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 14
Term
Preferred Usage or Comment
geographic Combatant
Commands
United States Africa Command; United States Central Command;
United States European Command; United States Northern
Command; United States Indo-Pacific Command; United States
Southern Command
give consideration to
consider
give encouragement to
encourage
government
The designation “government” is capitalized only if used as a part
of a proper name, as a proper name, or as a proper adjective. For
example, “U.S. Government,” but “government” (in general
sense), “European governments.” It may be used to refer to State,
local, or foreign governments. If you intend to refer only to the
Federal Government of the United States, use “U.S.
Government.”
grade and rank
Use “grade” to designate pay grade; e.g., “O-1” or “E-2.” Use
“rank” to refer to the order of precedence or seniority within a
grade.
grandfather or
grandmother
Use “grandparent” or “grandparents.”
H
has the capability to, of
can
have need for
need
have the effect of
effect
he, him, his; she, her,
hers
Avoid gender-specific language; if possible, use “they” and
“theirs.” If not, use “he or she” instead of he; “him or her”
instead of him; “his or hers” instead of his.
held a meeting
met
henceforth
from now on
heretofore
until now, up to now
husband or wife
spouse
I
identical
same
i.e. and e.g.
Often used incorrectly. The abbreviation “e.g.” means “for
example” (describing one of many examples). The abbreviation
“i.e.” means “that is” (only the items mentioned apply). Neither
of these terms can be used with “etc.”
illustrate
show
impede
block
imperative
urgent
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 15
Term
Preferred Usage or Comment
implement
carry out
in a case in which
when, where
in a situation in which
when
in addition
also, besides, too
in an effort to
to
in case
if
in accordance with
Use “in accordance with” if the action being taken is consistent
with this particular reference, but the reference neither requires
nor forbids the action. Use “pursuant to” when the action being
taken is authorized or required by your reference. “Under” should
generally only be used to cite the authority of an individual.
in connection with
by, in, for
in coordination with /
in conjunction with
The term “in coordination with” is used when the main party must
consult with other parties, but those parties are not necessarily an
equal voice in the process.
“In conjunction with” is used when two or more parties are
equally involved, and the task cannot be accomplished without the
involvement or consent of all.
in lieu of
instead of, in place of
in order that
so that
in regard to
about
in relation to
related to, for
in spite of the fact that
though, although
in the amount of
for
in the case of
when, where
in the course of
during, in, while
in the event of
if
in the majority of cases
usually
in the near future
soon
in view of
since, because
inception
start
incorporate
merge, join
indicate
show
initial
first
initiate
begin, start
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 16
Term
Preferred Usage or Comment
INDOPACOM
Don’t use. Approved acronym is USINDOPACOM (see the
former “USPACOM” in DoD Dictionary of Military and
Associated Terms).
innate
basic, native, inborn
insure
ensure, unless referring to monetary insurance
integrate
combine
inter-Service
Use only when referring to the Military Services.
is authorized and
directed
will
is authorized to
may
is cognizant of
knows
is dependent upon
depends on
is directed
will
is entitled to
may
is responsible for
selecting
selects
it is obvious that
clearly, obviously
it is the responsibility
of...to
will
J
journeyman
trainee, beginner
justify
prove
K
L
last and latest
“Last” means final; “latest,” most recent.
least and less
Use “least” when more than two persons or things have been
mentioned; use “less” when only two have been mentioned.
Legislative Branch
Capitalized when referring to the U.S. Government.
lengthy
long
like
Never use “like” to introduce a subject and its verb; e.g., “He
wrote as (not “like”) he spoke.”
locate
find
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 17
Term
Preferred Usage or Comment
M
magnitude
size
mailman
mail carrier
make a decision
decide
make a determination
determine
make application
apply
make every effort
try
make inquiry regarding
inquire, ask
make provisions for
provide
male or female
Use “person” or “individual.”
man or woman
person, human, human being, individual
manhour
work hour, staff hour
mankind
humanity, human beings, humankind
manmade
artificial, synthetic, manufactured
manned
staffed
manpower
human resources, workforce, labor force
manufacture
make
Marine Corps and
Navy, U.S.
Although they are in the same Military Department and under the
same Secretary, the Marine Corps and the Navy are separate
Military Services. Therefore, the term “Navy” doesn’t include the
Marine Corps.
maximize
increase
maximally
to the maximum extent possible
may
Use if an action is optional/conditional.
memorandum
plural = “memorandums”
military and naval
Don’t use. The term “military” includes “naval.”
Military Departments
The Department of the Army, the Department of the Navy, and
the Department of the Air Force, including the Reserve
Components, which include the Army and the Air National
Guards of the United States.
Military Secretaries
When referring to the Secretaries of the three Military
Departments and the Secretary of Homeland Security (for the U.S.
Coast Guard when it isn’t operating as a Service in the Navy), use
“the Secretary concerned.”
When referring only to the Secretaries of the three Military
Departments, use “the Secretary of the Military Department
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 18
Term
Preferred Usage or Comment
concerned,” “the Secretary of each Military Department,” or “the
Secretaries of the Military Departments.”
Don’t use “the Secretaries of the Army, the Navy, and the Air
Force,” or “the Secretary of the Army, the Secretary of the Navy,
and the Secretary of the Air Force.”
Military Service Chiefs
Use when referring to the heads of the six branches of the U.S.
Armed Forces (Army, Navy, Air Force, Marine Corps, Coast
Guard, Space Force). Also referred to as “Service Chiefs.” If you
mean to delegate responsibility to the highest level of authority,
you should do so to the Secretaries of the Military Departments
rather than to the Service Chiefs.
Military Services
The branches of the Armed Forces of the United States,
established by an act of Congress, in which persons are appointed,
enlisted, or inducted for military service, and which operates and
is administered within a Military or Executive Department.
The Military Services are the Army, the Navy, the Air Force, the
Marine Corps, the Coast Guard, and Space Force. The term
“Military Services” includes the Reserve Components, which
include the Army and the Air National Guards of the United
States.
minimal
least, lowest, smallest
minimally
at a minimum
minimize
reduce
mitigate
lessen, ease
modification
change
monitor
check, watch
mother or father
“either parent” or “parent”
must
Use if an action is mandatory.
N
Nation
national
Don’t use. Refer to the United States by name. When referring
to another governmental state, use “nation.”
Capitalized only when part of a proper noun.
National Command
Authorities
Don’t use. Refer to the President or the Secretary of Defense.
National Guard
Take special care with the National Guard. The State
organizations, which are the Army National Guard and the Air
National Guard, must be distinguished from their federal
counterparts, which are the Army National Guard of the United
States and the Air National Guard of the United States.
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 19
Term
Preferred Usage or Comment
Taken together, the State organizations make up the “National
Guard.” The federal organizations, however, cannot be taken
together because the Army National Guard of the United States is
a component of the Army, while the Air National Guard of the
United States is a component of the Air Force.
The National Guard, together with the Navy Militia, make up the
organized, federally-recognized militia of the 50 States. When
members of the National Guard enter active service, they are
“called into federal service.” Once on duty, they are “in federal
service.”
Navy and Marine
Corps, U.S.
Although they are in the same Military Department and under the
same Secretary, the Navy and the Marine Corps are separate
Military Services. Therefore, the term “Navy” doesn’t include the
Marine Corps.
necessitate
cause, need, require
negligible
small, trifling
nevertheless
however, even so, but
normal, normally
Avoid using these words unless contrasted with “not normal” or
“not normally.”
NORTHCOM
Don’t use. Approved acronym is USNORTHCOM (see the DoD
Dictionary of Military and Associated Terms).
not infrequently
often
not later than
by, before
not often
seldom
numerals
Use Arabic numerals for units of measurement, time, and money.
Otherwise, use an Arabic numeral for the number 10 or more; for
a number smaller than 10, write the number out.
numerous
many, most
O
obtain
get
obviate
prevent
officer
Don’t refer to a civilian official as an “officer.” Refer to a civilian
official as a “person,” “employee,” or “official.”
on account of
because
on and after July 1,
1990
after June 30, 1990
on behalf of
for
on his or her own
application
at his or her request
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 20
Term
Preferred Usage or Comment
on the occasion
when, on
originate
start
OSD
Office of the Secretary of Defense. Use acronym only. Acronym
doesn’t need to be established.
ought
should
over
Use “more than” when referring to a number; e.g., “There were
more than (not “over”) 500 people at the meeting.”
owing to the fact that
since, because
P
parameters
limits, boundaries
parenthetical
expressions
Avoid placing phrases in parentheses when they are stronger as
part of the sentence.
participate in
take part
party
Avoid using when referring to a person.
per
Don’t use this word for the English article “a.” Avoid the Latin
terms “per annum” and “per day.” Instead, use “a year” and “a
day.” Don’t use this word for “in accordance with” or “pursuant
to.”
percentum
percent
perform
do
permit
let, allow
person
If referring to a member of a Military Service, use “Service
member,” “member,” “officer,” or “enlisted member.”
If not a member of a Military Service, refer to him or her as a
“person.”
pertaining to
about, of, on
Planning,
Programming,
Budgeting and
Execution
If you’re referring to the specific process of the DoD - the major
program that is a cornerstone of DoD’s mission - then it is
capitalized. If you are simply referring to the acts of planning,
programming, budgeting, etc., it’s lowercase.
policeman
police officer
portion
part
possess
have
practicable
possible, workable
practically
Vary this overused word with “virtually,” “almost,” and “nearly.”
preclude
prevent
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 21
Term
Preferred Usage or Comment
predicated
based
predominant
dominant, main, chief
preeminent
chief, outstanding, foremost, first
prepared
ready
prevail upon
persuade
prevalent
widespread
preventative
preventive
previous
past
previously, previous to,
prior to
before
Principal Staff
Assistant
Capitalized
probability
chance, likelihood
process of preparation
being prepared
promulgate
issue, publish
prototype
first or original, model
provided, provided that
if
provides guidance for
guides
providing
Don’t use when the meaning is “if” e.g., “Providing low-cost
houses is a problem, but the problem will be solved if the builders
get supplies.”
provisions of
Avoid using this term as it’s usually redundant.
public law
Capitalize when citing section and number (e.g., “Section 456 of
Public Law 98-176”). Use lowercase when the meaning’s general
(e.g., “those public laws”). Correct abbreviation is “PL.”
purchase
buy
pursuant to
Use “pursuant to” when the action being taken is authorized or
required by your reference. Use “in accordance with” if the
action being taken is consistent with this particular reference, but
the reference neither requires nor forbids the action. “Under”
should generally only be used to cite the authority of an
individual.
Q
R
reach a decision
decide
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 22
Term
Preferred Usage or Comment
reason is because,
reason is that
because
recipient of
gets, got
reflect
show
Reserve Components
Capitalized
retain
keep
retirement pay
retired pay
rudiments
first steps, basics
S
Service
Used as an adjective when referring to the Military Services; e.g.,
“Service member,” “Service-level”. When used as a noun, use
“Military Service(s).”
Service Chiefs
Use when referring to the heads of the five branches of the U.S.
Armed Forces (Army, Navy, Air Force, Marine Corps, Coast
Guard, Space Force). Also referred to as “Military Service
Chiefs.” If you mean to delegate responsibility to the highest
level of authority, you should do so to the Secretaries of the
Military Departments rather than to the Service Chiefs.
shall
Must, will; or use the applicable active verb only (e.g., “The DoD
Component heads approve nominations”).
should
Action is required unless justifiable reason exists for not doing so.
so as to
to
SOCOM
Don’t use. Approved acronym is USSOCOM (see the DoD
Dictionary of Military and Associated Terms).
solicit
ask for
some of
some
son or daughter
child, children
SOUTHCOM
Don’t use. Approved acronym is USSOUTHCOM (see the DoD
Dictionary of Military and Associated Terms).
SPACECOM
Don’t use. Approved acronym is USSPACECOM (see the DoD
Dictionary of Military and Associated Terms).
specified (as in
mentioned or listed)
named
Specified Command
Don’t use. Use “Combatant Command” or name the specific
command.
spokesman
spokesperson
State
Capitalize when referring to one or more of the United States.
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 23
Term
Preferred Usage or Comment
STRATCOM
Don’t use. Approved acronym is USSTRATCOM (see the DoD
Dictionary of Military and Associated Terms).
subsequent
later, after, next
subsequent to,
subsequently
next, later, following, then, after
successfully completes
or passes
completes or passes
T
terminate
end
terrible disaster
disaster
terms to avoid
Avoid using pairs of words having the same effect, such as those
below. Instead, use the broader or narrower term, as the meaning
requires.
“any and all”
“authorized and directed”
“authorized and empowered”
“by and with” (except for Senate confirmation cases)
“desire and require”
“each and all”
“each and every”
“final and conclusive”
“full and complete”
“full and adequate”
“full force and effect”
“means and includes”
“necessary or desirable”
“null and void”
“order and direct”
“over and above”
“sole and exclusive”
“terms and conditions”
“type and kind”
“unless and until”
that and which (to
begin restrictive and
nonrestrictive clauses)
“That” introduces a restrictive clause; “which” introduces a
nonrestrictive clause. A test of whether a clause is one or the
other is to omit it. If the omission changes the meaning, results in
a statement that doesn’t make sense, or is incomplete, the clause is
restrictive. If the clause can be omitted without changing the
meaning, it’s nonrestrictive.
A restrictive clause isn’t set off by commas; e.g., “The fish that I
caught is a pike.” A nonrestrictive clause is set off by commas;
e.g., “The talks, which ended Monday, concerned export
equipment.”
the following
this, these
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 24
Term
Preferred Usage or Comment
the question as to
whether
whether
there is no doubt that
doubtless, no doubt
this date
today
thus
so
to the extent that
as far as
transcend
go beyond
TRANSCOM
Don’t use. Approved acronym is USTRANSCOM (see the DoD
Dictionary of Military and Associated Terms).
transmit
send
transpire
happen, occur
U
under
“Under” should generally only be used to cite the authority of an
individual. When citing a document as your authority (reference),
use “pursuant to” when the action being taken is authorized or
required by your reference. Use “in accordance with” if the
action being taken is consistent with this particular reference, but
the reference neither requires nor forbids the action.
unified command
Don’t use. Use “Combatant Command” or name the specific
command.
uniformed services
Not capitalized. The uniformed services are the Army; the Navy;
the Air Force; the Marine Corps; the Coast Guard; the
Commissioned Corps of the U.S. Public Health Service,
Department of Health and Human Services (DHHS); the
Commissioned Corps of the National Oceanic and Atmospheric
Administration (NOAA); and the United States Space Force
(USSF). Proposed issuances that apply to the Commissioned
Corps of DHHS and NOAA, must be coordinated with those
organizations.
uniformed Service
member
If intended to refer to a member of the Army, Navy, Air Force,
Marine Corps, U.S. Coast Guard, or Space Force, recommend you
not use this term as it will cause confusion with the term
“uniformed services,” which, as defined in the DoD Dictionary of
Military and Associated Terms, applies to the U.S. Public Health
Services and National Oceanic and Atmospheric Administration
as well as the Military Services.
Suggest using either “Service member in uniform” or, if you must
use the term “uniformed Service member,” it must be clearly
defined in your Glossary as not including USPHS or NOAA
members.
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 25
Term
Preferred Usage or Comment
United States, U.S.
Use the abbreviation only as an adjective; spell the term out when
used as a noun. Abbreviation doesn’t need to be defined upon
first use or included in the glossary.
When the definition exceeds the continental limits of the United
States, use “the United States, its territories and possessions, and
all waters and airspace subject to its territorial jurisdiction.”
United States Armed
Forces
See “Armed Forces of the United States.”
United States Code
Capitalized; correct abbreviation is “U.S.C.”
until such time as
until
upon
on
U.S. Government
Capitalized; used to refer to the Federal Government of the United
States.
USAFRICOM
United States Africa Command
USCENTCOM
United States Central Command
USCYBERCOM
United States Cyber Command
USEUCOM
United States European Command
USINDOPACOM
United States Indo-Pacific Command
USNORTHCOM
United States Northern Command
USSOUTHCOM
United States Southern Command
USSOCOM
United States Special Operations Command
USSPACECOM
United States Space Command
USSTRATCOM
United States Strategic Command
USTRANSCOM
United States Transportation Command
utilize, utilization
use
V
validate
confirm
value
cost, worth
verbatim
word for word, exact
viable
workable
virgule (/)
Use “and,” or “or,” depending on the meaning; e.g., instead of
“production/deployment,” use “production and deployment,”
“production or deployment.” Occasionally use of “and/or” may
be appropriate, but it should be restricted to avoid confusion.
W
Current as of February 10, 2020
SECTION 2: PREFERRED USAGE FOR DOD ISSUANCES 26
Term
Preferred Usage or Comment
website, Website
When referring to a website in general, it will be lowercase.
When referring to a website by name, e.g., “DoD Issuances
Website,” it must be capitalized.
whenever
when
whereas
since, while
whereby
by which
wherein
in which, where
whether or not
whether, if
which (to begin a
nonrestrictive clause)
“Which” introduces a nonrestrictive clause. A test of whether a
clause is nonrestrictive is to omit it. If the clause can be omitted
without changing the meaning, it’s nonrestrictive. A
nonrestrictive clause is set off by commas; e.g., “The talks, which
ended Monday, concerned export equipment.”
widow or widower
surviving spouse
wife or husband
spouse
will
Use if an action is required/required in the future.
with a view to
to, for
with reference to
on, about
with regard to
on, about
with respect to
on, about
with the exception of
except for
with the purpose of
to
workman
worker
workman's
compensation
worker's compensation
X
X-ray
Don’t use as a verb. Use “examine,” “treat,” or “photograph with
X-rays.”
Y
Z
Current as of February 10, 2020
SECTION 3: LIST OF HYPHENATED MODIFIERS USED IN DOD ISSUANCES 27
SECTION 3: LIST OF HYPHENATED MODIFIERS USED IN DOD
ISSUANCES
built-in
high-level
high-speed
cargo-handling
in-depth
case-by-case
intelligence-related
combat-ready
common-use
joint-interest
computer-based
joint-Service
container-handling
cost-effective
land-based
cross-country
large-scale
life-cycle
day-to-day
live-in
decision-making
long-distance
DoD-appropriated
long-haul
DoD-associated
long-range
DoD-established
long-term
DoD-incurred
DoD-wide
military-controlled
double-spaced
minimum-essential
energy-related
off-base
exclusive-use
off-campus
off-duty
first-class
off-the-shelf
first-rate
on-board
flag-raising
one-time
full-scale
full-time
part-time
general-purpose
personnel-intensive
government-controlled
point-to-point
government-owned
post-development