SELECTED PUNCTUATION
Use
these rules to help you select punctuation.
Semicolon (;) No Conjunction (nc)
Use
a semicolon to separate two independent clauses if there is no coordinating
conjunction between them.
Colon (:)
Enumeration (enu)
Use
a colon after an expression that introduces and enumeration.
Example:
We need the following supplies: paper, pencils, and pens.
When
enumerated or bulleted items are placed on separate lines for special emphasis,
start each with a capital and end each with a period.
Example:
Look
for the following features in a new car:
A
large motor.
An
automatic transmission.
An
electric clock.
Period
- Courteous Request (cr)
When
a request is phrased as a question but calls for an answer in the form of
action, use a period at the end of the sentence.
Example:
May we have your check by return mail.
If the question calls for
a yes-or-no answer, use a question mark.
Example: May I have an interview?
Quotation Marks (“ “)
Use
quotation marks to set off the exact quoted words.
Introduce
a short quotation with a comma.
Periods
and commas are placed inside the final quotation mark.
Examples:
She
said, “My work is completed.”
“I
cannot see you today,” he said.
Introduce
a long quotation with a colon.
Example:
Mr.
Keith explained: “This job must
be completed immediately. Our
next job begins next month. We
cannot handle both at the same time.”
Do
not use quotation marks to set off indirect quotations.
Example:
She said that she would
be able to attend the convention.
Place
question marks inside or outside the quotation marks according to the meaning of
the sentence.
Examples:
He
asked, “When are you going?”
Did
you say, “I will leave tomorrow”?
Place
colons and semicolons outside the final quotation mark.
Examples:
Your letter was marked
“Confidential”; mine was not.
The following
files should be marked “Closed”: the Smith file, the Green file, and the
Gates file.
Hyphens:
Hyphenate
a compound expression before a noun.
Example: Please
pay your past-due account.
Do
not hyphenate a compound expression after a noun.
Example:
Your account is not past due.
An
expression that must be kept together for logic is a “one-thought” modifier.
Hyphenate “one-thought” modifiers before and after a noun.
Examples:
We
sell tax-exempt bonds.
The
bonds are tax-exempt.
Do
not hyphenate a compound expression when the first word is an adverb ending in
ly.
Example:
He is a widely known writer.
Apostrophes
Add
`s to make a singular noun show possession.
EX:
The boy’s work is good.
Add
an apostrophe to make a plural noun ending in s show possession.
Add
`s to make a plural noun not ending is s show possession.
EX:
The children’s pictures are here.
Do
not use apostrophes in possessive pronouns.
EX:
It is ours, not yours.
Dash (--)
A dash is typed as two
hyphens with no space between them.
Use a dash instead of other
punctuation when special emphasis is required. In business writing,
dashes should be used very sparingly.
Examples:
One chapter is especially
interesting – the last one.
We must show the
public – as well as the government
officials – that we mean business.
When a
parenthetical expression contains internal commas, set off the complete
expression with dashes.
Example:
All the committee
members – John, Mary, Sue, and Carlos – were absent today.
Use a dash to set off an
afterthought. (Note:
There should really be very few afterthoughts in business writing!)
Example:
The meeting was scheduled
for today – or was it tomorrow?
Parentheses ( )
Place parentheses around
explanatory expressions to de-emphasize them.
Example: Our
offices are in the Smith Building (formerly the Jones Building) on the top
floor.
Place parentheses around
reference information.
Example: Our
profits are up (see attachment).
Use
parentheses around numbers or letters accompanying enumerated items within a
sentence. For bulleted
statements, do not surround the number in parentheses.
Example:
Please include:
(1) the names of several references, (3) the name of your last employer, and
(3) a personal data sheet.
Exclamation Point (!)
An
exclamation point may be used to express strong feeling, urgency, or enthusiasm.
In business writing, exclamation points should be used very rarely.
There
is never an occasion to use more than one exclamation point at the end of a
sentence.
Example:
It cannot be true!
An
exclamation point may be used after a single word.
Example:
Congratulations! I knew
you could do it.
When
exclamations are mild, a period or comma is sufficient.
Example:
No, a decision has been made.
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