Grammar and punctuation
Rules and examples for grammar and punctuation at WorkSafe.
WorkSafe content best practice
Following are the most common issues encountered in the production of content. A few examples are detailed in each section. If you can’t find what you’re looking for here, refer to the AGSM.
Use the Australian Government Style Manual
The Victorian Government uses:
- the Australian Government Style Manual (AGSM) for decisions about grammar, usage, structure and referencing
- the Macquarie Dictionary for spelling.
Grammar and punctuation tips
Spelling
Use Australian not US spelling. Microsoft’s spell check defaults to US English.
For spelling tips not covered in this manual or the AGSM, use the Macquarie dictionary.
Log in details:
Username: [email protected]
Password: LiBrary001$$
The AGSM has specific guidance for certain terms and phrases such as:
Capitalisation
Capitalise the first word in a sentence. Use lower case for all other words unless those words include proper nouns. This is called ‘sentence case’.
When referring to the title of a document use single quotation marks and sentence case. For example ‘Worker’s injury claim’ form.
When referencing parts in a form, use title case. For example, Part A of the ‘Worker’s injury claim form'.
For titles, honours and First Nations community refer to the AGSM.
Use of technical/complex terms
People with higher literacy prefer plain English because it helps consume the information as quickly as possible. This is because people with the highest literacy levels and the greatest expertise tend to have the most to read.
If you must use technical terminology, find a way to explain its meaning first. Alternatively, use simpler terminology.
Punctuation
Minimal punctuation helps users read and understand the content. Screen readers work best with minimal punctuation.
Effective writing should reduce the need for punctuation.
Use punctuation that makes the sentence grammatically correct and the meaning clear.
Use correct spacing around punctuation marks. No spaces before and after a forward slash unless it’s an official dual place name.
Acronyms and initialisms
Both replace full names and special terms in text. Use them only if people will recognise and understand them.
Acronyms are made up of the initial letter of the words in a term and are pronounced as a word, for example Qantas or TAFE.
Initialisms are made up of the initial letters of the words in a term and are pronounced as letters, not a word. For example, NDIS or GST.
Write the full term the first time and follow with the shortened term in parentheses. Only use the shortened term if it is used again.
Remember to use the full term at the start of a paragraph.
Lists
Unless it’s a full sentence or the last list item, don’t use a full stop.
Don’t use a semicolon after each bullet list item. Don’t use an ‘and’ or ‘or’ between list items.
Avoid using multi-level lists.
Your introduction to a list should end in a full stop if it is longer than 25 words. The word limit applies to the entire list.
Example:
During this case conference we will talk about:
- certification upgrade
- recovery timeframes
- identification of suitable duties
- relationships between stakeholders.
Numbers
In certain fonts, the numbers ‘0’ and ‘1’ are difficult for some users to read. Only spell out ‘zero’ and ‘one’ and use numerals for 2 and above in text.
However, use the word for numbers when starting a sentence.
Use all numerals in the following situations:
Hyperlinks
Write link text that makes the destination clear. Links like ‘click here’ don’t give the user or screen reader information about the destination. Put the links at the end of sentences so users read all your content.
Dashes
For the long and short of when to use en and em dashes, refer to the AGSM.
Other tips
Make sure you use spell check once you've drafted content.
Find and replace any double spaces with single spaces.
Check accessibility.