How to Write a Locality

In Specify, the Locality Name should be a unique reference to a specific locality (also called a "named place"). It can be different from the Verbatim locality, and it often will be very different. This document is for writing a Locality Name based on any given verbatim locality. It is not an exact science, and there will not always be an perfect fit for each situation. However, by using these standards, you will end up with a locality set that contains fewer duplicates, is easier to read, and will make things easier for bulk georeferencing in GeoLocate (similar localities will be grouped together so that you only have to georeference once!). It will NOT eliminate duplicates from the database, but it will at least reign things in a bit. 

This document is not for writing good localities in the field, although they are similar subjects. Here is a good link for writing good localities within your field notes http://mvz.berkeley.edu/Locality_Field_Recording_Notebooks.html

Abbreviations
mi = miles
m = meters
yd = yards
junct. = junction
E  (no periods)
S
W
N
Hwy = highway
I-10 = Interstate Highway 10
FM = Farm to Market
Bldg = building
Rte = route
Rd = road (if you are using the word "road" as in "down a dirt road", then do NOT abbreviate)
River (do NOT abbreviate "River")
Co = County
Co Rd = county road
intersection = intersection (no need to abbreviate as intersect.)
ca. = circa (approximately) - this is used simply because "ca." takes up less space on a label
trib. = tributary

for distance, always have at least 2 numbers NOTE: this method implies a higher level of accuracy within the data. For example: "a half mile" suggests that the collector was making a guess, whereas 0.5 miles seems more precise. You can use "ca. 0.5 mi" if you wish to suggest less precision. This standard is recommended only in that it keeps the data tidy (fewer duplicates) and easy to read. It may not be the best solution for other museum collections. 
1.0 mi = 1 mile
0.5 mi = 1/2 mile. Do not use ".5"
12 mi = 12 miles. You don't need a decimal if you have at least two numbers 

Accents special characters and other diacritical marks
remove special keyboard characters and accents when entering data
Curacao, not Curaçao
jalapeno, not jalapeño
jacare, not jacaré

Locality names are not sentences. 
Do not capitalize the first word (or any word for that matter) of the locality unless it is a word that requires captilization. Also, do not end your locality with a period.

ex: near Montpelier
ex: Lake Travis, near Austin

Always put water body first, then specifics, then city - county and state data is entered into the Geography field. Specify is set up to add geography data to the end of the Locality Name when viewing localities. (the locality name below will appear as: Lake Travis, W of Austin, Travis County, Texas, USA)
ex: Lake Travis, W of Austin
ex: Colorado River, 1.0 mi W of Bend

If the specific locality is unknown, but you have other data:

ex: if no locality given, then the locality name is "no locality data"

ex: if all you have is Rusk County, TX, then locality name is "unknown locality, Rusk Co" (abbreviate county)

ex: if all you have is Texas, then the locality name is "unknown locality, TX" (abbreviate the state)

ex: if all you have is USA, then the locality name is "unknown locality, USA"

ex: if all you have is a foreign country, then the locality name is "unknown locality, Name of country (do not abbreviate)

a note on rivers: many rivers run through multiple counties and/or multiple states. It is best to create a name that gives more specific data.
ex: if verbatim data says Colorado River, Texas, then the locality name is "Colorado River, TX"
ex: if verbatim data says Colorado River, Travis Co, TX, then locality name is "Colorado River, Travis Co"
Don't just create a locality named "Colorado River" 
It may seem redundant to have geography in the locality name, as well as in the geography section, but this keeps the locality names distinct within Specify.

Locality Numbers:
When using locality numbers, enter the locality number as part of the locality name. Always enter the locality number at the beginning of your locality name. Ex: 251-T-4, 0.5 mi W of South Bend.
Know the difference between a locality number and a field number. Field numbers and other locality reference numbers are sometimes used by individuals as a reference to their field notes and localities. It is generally best to enter those numbers in the Events Section rather than the Locality section, because localities can be used by many individuals who may use different locality numbers, or no locality number at all. NOTE: locality numbers are not usually added to a Locality Name, but the NPL adds it here for search purposes when entering data into Specify. Be sure to also add the locality number to the locality number field within the locality form. 

When adding your own information, use [ ] - this is not generally used when writing Localitie Names. It is primarily used when writing the Verbatim Locality, but is a good practice overall.
ex - if verbatim locality is cut off or illegible, your verbatim locality could be: "2.0 mi W of [illegible], Alabama" – your Locality Name would then be "unknown locality, AL" 

ex verbatim locality: Lake Ontario, near Austin, TX [there is no Lake Ontario near Austin]

When adding remarks in any remarks field, be sure to indicate who is making the remark.
ex: W bank of Lake Ontario, under bridge - C. Garvie; I'm assuming that C. Garvie intended "Lake Travis" - L. Appleton

Locality Name examples
incorrect:  One mile W. of Bend on Colorado River., San Saba County, Texas, United States
correct: Colorado River, 1.0 mi W of Bend, San Saba County, Texas, United States

incorrect: Pasture next to dirt road,1 M. E. of town of Bend, parallel to Colorado River., San Saba County, Texas, United States
correct: pasture next to dirt road, parallel to Colorado River, 1.0 mi E of Bend, San Saba County, Texas, United States

incorrect: Colorado River, 1 M. E. of Upton & 0.4 M. downstream of mouth of Ridge Creek, Bastrop County, Texas, United States
correct: Colorado River, 0.4 mi downstream from mouth of Ridge Creek, 1.0 mi E of Upton, Bastrop County, Texas, United States

incorrect: Colorado River bluff, at Webberville, Travis County, Texas, United States
correct: Colorado River bluff, Webberville, Travis County, Texas, united States

incorrect: Near Ardmore OK, Carter County, Oklahoma, United States
correct: near Ardmore, Carter County, Oklahoma, United States

incorrect: From Cherokee take Hwy. 16 N., go 11.3 M. , San Saba County, Texas, United States
correct: Hwy 16, 11.3 mi N or Cherokee, San Saba County, Texas, United States

incorrect: Near Brownwood, Coleman County, Texas (with locality remarks Wilson Clay pit on FM 1850 W. from Hwy. 279.) -- see image incorrect_use_locality_remarks.jpg
correct: Wilson Clay pit, FM 1850, W of Hwy 279, near Brownwood

It is sometimes useful to check new localities on a map
In this case, the verbatim locality data was:
Pavillion Drive Caldwell Knob, Colorado

A quick search of google maps made it clear that there is no such place in the state of Colorado.
a general google search revealed Caldwell Knob is in Cedar Creek, Bastrop county TX. Pavilion was mispelled, and "Colorado" referred to the Colorado River. Caldwell Knob Colorado are references to the Paleo Context Section. Lithostrat: Seguin Formation, Caldwell Knob Member.
so the correct locality should be 
Pavilion Dr, Cedar Creek, Bastrop County, Texas, United States