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Writing Business Documents - How to handle numbers

1. Spell numbers one through nine; use figures for 10 and above

• The project will be completed within two months.
• At least 20 people attended the forum.

2. Avoid starting a sentence with a number

• If you must begin with a number, use words not figures.

Preferred:

• Melbourne hosted the Olympic Games in 1956.
• Twenty thousand people were affected by the natural disaster.
• The natural disaster affected 20,000 people.

Avoid:

• 1956 saw the arrival of the Olympic Games in Melbourne.
• 20,000 people were affected by the natural disaster.

3. Use figures for all units of measurement if using abbreviations

• 14 kb
• 27 cm (not cms)
• 3 km
• Always leave a space between the numeral and the measurement.

4. Use figures for units of time

• 3.00 p.m.
• 3 o’clock

5. Fractions

• Spell out isolated fractions: “The building is one-third finished.”
• When with a whole number, use figures: “We need 2½ times as much.”

6. Ratios

• Always use figures: “The acid test ratio is 1.2:1.”

7. Percentages

• Always use figures for “per cent”. Both “percent” and “per cent” are acceptable.
• Examples:
  • 9 percent
  • 9 per cent
  • 9% is only appropriate for tables or when used consistently in text.

8. When two numbers follow each other

• Use one figure and one text: “The owner plans to build 2 two-bedroom homes.”

9. Always use figures in tables

10. Ordinal numbers in lists or races

• Spell out first to ninth. Use figures for 10th onwards.
• Examples:
  • He got fifth in the race.
  • He was placed 22nd in the world.

11. Zero

• Use the word “zero” in text, not the numeral.
• Example: “We have a zero defects policy.”