How to Abbreviate Text for Labels

Use an abbreviation, acronym or truncated word dictionary to create abbreviated labels.

Labels are very helpful in describing contents in a category. Often, general categories result in simple labels that are easy to use. As a category becomes more complex, it is often more challenging to fit the content descriptive inside a limited-length label size. Once a maximum label length is in place, you may discover text that is too long for the length. Establish an abbreviation dictionary so that you can shorten the description to fit the label, while ensuring the shortened word is consistent for all the labels in your system.

Things You'll Need

• Tape measure
• Abbreviations dictionary

Instructions

1. Measure the maximum length of the label. Determine the font (the style of lettering used) height and size for the label. Different styles use up varying amounts of character space. The font size often indicates the height of the lettering, and the larger the size, the more space each character uses.

2. Identify the text or words frequently used within your label system to determine the most likely choices for abbreviation and truncating. Look up words that may already have a truncated form in common use such as "rd" for "road." Use an abbreviation, acronym and truncation dictionary to research. When you find an acronym or abbreviation for a word or section of text, document the phrase, cluster of text or word to establish an abbreviation dictionary for your labeling system.

3. Adopt sections of text, phrases, names or words based on frequency of use and when the item already has a commonly truncated form available. Abbreviate text and phrases by selecting the longest word and removing the vowels (except for the first letter). Truncate each word in the phrase, and remove some connecting words ("a," "an," and "the" and prepositions such as "by"). Reduce names by using initials and a last name for a personal name and by using initials for a company name such as "NYT" for "The New York Times," for example. Convey the descriptive in its shortest readable form.

4. Create a spreadsheet in Excel or a similar sorting spreadsheet software program to insert the word, phrase or section of text and the abbreviation, acronym or truncation you have selected for that item. Establish a consistent basis for the replication of the abbreviation to give a newcomer to the system an easy way to read truncated labels.

5. Periodically print a copy of the abbreviation dictionary for easy reference. Keep the copy with the labeling system for easy reference.

Tips & Warnings

• Many labeling systems have category-specific abbreviations. These are frequently specialized abbreviations that deal with a specific type of product, industry or object. For example, "HN" may mean "hex nut" in sorting nuts and bolts and "hydrogen nitrate" in another industry. Clearly define what your abbreviations mean within your specific system.

References

• ArcGIS: Abbreviating And Truncating Words For Labels
• Abbreviations: Common Abbreviations