F. Bellissimo English Department Forest Heights Collegiate Institute. ENG Mr. Bellissimo

Transcription

1 ENG Mr. Bellissimo Punctuation: Pauses to The Printed Page Punctuation gives the silent page some of the breath of life. It signals to the reader s eye the pauses and emphasis with which speakers point their meanings. It is the writer s way of marking for the reader what the speakers can do with the voice. Loose punctuators forget what every good writer knows: that even silent reading produces an articulate murmur in our heads, that language springs from the breathing human voice, that the beauty and meaning of language depend on what the written word makes us hear, on the sentence s tuning of emphasis and pause. Commas, semicolons, colons, periods, and other punctuation transcribe our meaningful pauses to the printed page. Sheridan Baker and Lawerence B. Gamache The above quote captures the essence of punctuation and reminds us that written communication, like all forms of communication, is used to transfer meaning to our audience. We use punctuation to mark or organize our thoughts, observations, emotion, and expectations mark what speakers do with their voice. According to William Sabin, punctuation marks are the mechanical means for making the meaning of a sentence easily understood. Richard Lederer and Richard Dowis suggest that, punctuation contributes to clarity and readability by establishing the relationship of the parts of a sentence to each other and to the whole sentence. Punctuation also helps to set the pace of writing, and it contributes in no small way to meaning. Punctuation is indeed meaningful pauses to the printed page. Thank you for considering the following punctuation tips. This handy resource is designed to act as a quick reference and should not replace a comprehensive writing style guide. Also, the suggestions made in this resource are applicable to a general business and technical writing audience. The punctuation presented in the following pages represents the most widely used in today s writing. Many disciplines and organizations have adopted their own writing and style guidelines that best suit their own needs and those of their specific reader. F. Bellissimo English Department Forest Heights Collegiate Institute

2 The Period (.): Periods are used to indicate the end of a sentence that makes a statement, a command, an indirect question, or a question intended as a suggestion. Periods are also used as ellipses (...) to indicate omissions. Use a period indicate the end of a declarative or imperative sentence. All monthly expense reports must be submitted by the 10 th of the following month. Please send all correspondence to my office while I m out of the country. The only question she asked was when the report had to be on your desk. NOTE: The convention dealing with the number of spaces that follow a period is guided by the general rule that suggests using one space after the period, but two spaces when a stronger visual break is needed. Today, the use of proportional fonts (character width varies) is more commonly used. This standard uses one space between the period and the start of the next sentence. Use periods after independent and dependent clauses, or long phrases that are displayed separately in a list. Use periods after short phrases that are essential to grammatical completeness of the statement introducing the list. Please get me year-end figures on: a) Domestic sales revenues. b) Total operating costs. c) Net operating costs. NOTE: A period is not required after short phrases in a list if the introductory statement is a complete thought or the items in the list are like those on an inventory or shopping list. The office purchased the following low cost items: Paper Pencils Erasers Paper clips 2

3 The Comma (,): The comma has two basic functions: It is used to set off nonessential information, and it separates elements within a sentence to clarify their relationship to one another. Setting off requires two commas and separating requires one comma. When using a comma to separate, consider the following guidelines: Use a comma to separate two independent clauses in a compound sentence when they are joined by a coordinating conjunction (NOTE: Use the acronym BOYSFAN to help remember the seven coordinating conjunctions. But, Or, Yet, So, For, And, Nor). Our new computer system works well, but the printer is slow. We would like to have all staff attend the national conference, but we cannot afford the high costs. NOTE: Do not confuse a compound sentence with a simple sentence containing a compound predicate. James not only wants a higher discount but also a faster turnaround on his orders. Use a comma to separate three or more items in a series (in U.K. English this rule was optional. In North American English this convention is gaining greater acceptance because it allows for greater clarity). I placed an order for magazines, newspapers, journals, and newsletters. Random House, Bantam, Doubleday and Dell were individual publishing companies. We purchased milk, eggs, bread, and orange juice. Use a comma to separate two or more adjectives that describe a noun NOTE: To ensure the comma is being used correctly, place and where the comma would go. If the sentence sounds correct use the comma, if not, don t. James is a generous, outgoing person. They live in a large, well-designed, comfortable house. After introductory elements (word, phrase, or clause) that begin a sentence and come before the subject and verb of the main clause Yes, we can. Well, that depends. Look, we ve been through tougher situations before. Before we can make a final decision, we will need to run another needs analysis. 3

4 Use a comma to separate digits into groups of thousands (NOTE: The comma is generally omitted in four-digit whole numbers except in columns with large numbers that require commas). 40,000 12, or 3,500 5, 300,000 Use commas to set off words, phrases, and clauses. When using two commas to set off, consider the following guidelines: Use commas to enclose nonessential information in nonrestrictive clauses, phrases, and parenthetical elements that are not necessary for the meaning or structural completeness of the sentence. Our new factory, which began operations last month, should add 35 percent to total output. Mrs. Ballantine, who has been a copywriter for six years, will be our new copy chief. We can, of course, expect their lawyer to call us. It is critical, therefore, that we adjustment the cost estimates. Use commas to set off words, phrases, and clauses when used as afterthoughts, transitional expressions, independent and descriptive comments, dates, and names that break the flow of a sentence. They have sufficient funds, don t they, to cover these losses? Send us your check as soon as you can, please. We are determined, nevertheless, to finish on schedule. I, too, was not expecting the raise. My brother, Paul Smith, may join us as well. On January 1, 2003, I plan to retire and open my own business. The final report will be due in March NOTE: A comma is not required when only the month and year are given. Omit the comma when using the day-month-year sequence. 4

5 The Semicolon (;): The semicolon is used to both link and separate thoughts. The semicolon links independent clauses that balance or contrast each other. When used to separate, the semicolon provides greater clarity with a series of thoughts that contain internal commas. The semicolon provides a greater break between sentence elements. Use a semicolon to separate two closely related independent clauses that are NOT joined by a coordinating conjunction. The new web site was a success; every department reported increased online sales. Bob is going for his M.B.A.; Janet already has hers. When independent clauses are linked by a transitional expression (however, moreover, accordingly), place a semicolon in front and a comma behind. The test results are not complete; therefore, I cannot make a recommendation. Our costs have started to level off; our sales, moreover, have continued to grow. Use a semicolon when one or both clauses have internal commas or to separate items in a series if any items already contain commas. All in all, we are satisfied with the job Chen Associates did; and in view of the tight deadlines they had to meet, we are pleased that they came through as well as they did. The company will be represented by Jane Smith, Director of Public Affairs; Clayton Harris, Vice President of Manufacturing; and Evelyn Jacob, Director of Environmental Systems. The Colon (:): The colon is a punctuation mark that informs the reader of the connection between the preceding statement and what follows. The colon shifts the emphasis forward and generally links an independent clause with a dependent clause. The colon is also used to separate hours from minutes, volumes from pages, titles from subtitles, and the first part of a ratio from the second. In business correspondence, the colon punctuates the salutation in a formal letter. 5

6 Two topics will be discussed: the new accounting system and the new bookkeeping procedures. The management development study revealed the need to monitor these crucial phases: Initial organization Design and development Fabrication and quality control 9:30 a.m. Matthew 14:1 From The Ground Up: The Basics of Flight Training 1:2 Dear Henry Aubin: Dear George: The Dash ( ): The dash performs a number of important punctuation functions like linking, separating, and enclosing. As a result, it can be used in place of the comma, semicolon, colon, and parentheses. Dashes are an excellent way to emphasize key ideas and to set off explanatory information. However, be aware of its overuse as a break within a sentence. Dashes come in different lengths and that length determines its use. The em-dash, which is the width of the upper case M, is used with text. The en-dash, which is the width of the upper case N, is used to indicate number ranges (pp ). The en-dash is used to mean up to and including. The en-dash is half the length of the em-dash but longer than a hyphen. Most word processing software provides special character keys that allow you to create the em-dash. They do this to ensure the emdash appears as a solid line rather than two separate hyphens. Hitting the hyphen key twice can also create the em-dash. When using North American convention, space is not required before and after the em-dash (I do the work he gets the credit). In United Kingdom convention, a space is used before and after the em-dash (I do the work he gets the credit). Writers also use two other dashes two-em dash and three-em dash. The two-em dash is used to indicate that letters are missing from a word. The two-em dash can also be created using four consecutive hyphens (Mr. J---- asked not to be identified). The three-em dash is used to indicate that an entire word has been left 6

7 out or needs to be provided. The three-em dash can be created by using six consecutive hyphens (We expect to find sales by year end). Use dashes to set off a nonessential element that requires special emphasis. Dashes provide more emphasis than commas while parentheses tend to reduce the importance of the enclosed material. Only one person the president can authorize such action. Only one person, the president, can authorize such action. Only one person (the president) can authorize such action. Dashes are used to show an abrupt break in thought or to separate an afterthought from the main sentence. NOTE: When indicating an afterthought, leave one or two spaces before the next sentence. It was hot near the ovens steaming hot. I wish you would Is there any point in telling you what I wish for you? Parentheses ( ): Parentheses are used enclose explanatory information. The information enclosed clarifies a sentence without altering its meaning. Parentheses can, as seen above, serve the same function as a dash. The major difference is that parentheses set off nonessential information while the dash sets off essential and nonessential information. A general guideline to follow is that dashes emphasize and parentheses de-emphasize. Use parentheses to enclose explanatory information that is independent of the main thought. The parenthetical information may be a single word, a phrase, an entire sentence, a number, or an abbreviation. NOTE: Brackets are used to set off a parenthetical item that is already enclosed within parentheses. He severely bruised his shin (or tibia), and he tore the cartilage in his knee (or meniscus). I tried to reach you last Tuesday (I called just before noon); however, no one knew where you were. We should be sure to give Jonathan Smith (and his brother James [ ]) credit for his role in founding the institute. 7

8 The Apostrophe ( ): An apostrophe is used to form contractions, to indicate the omission of letters, to show possession, and to occasionally indicate the plural of letters and symbols. Use an apostrophe with omitted letters in a contraction. An apostrophe is inserted at the exact point where letters are omitted. Periods should not be used except at the end of a sentence. you re could ve don t let s Adding an s alone pluralizes capital letters and abbreviations ending with capital letters (Three Rs, M.D.s, 1990s, HMOs). However, in some cases the apostrophe is used and only if it reduces confusion for the reader. Three A s too many I s 1990 s Use an apostrophe to show possession. Singular nouns generally show the possessive case by adding s and plural nouns show the possessive case by adding only the apostrophe (manager s desk, managers desks). To form the possessive of a singular noun that ends in an s sound, consider the following guidelines: If a new syllable is formed in the pronunciation of the possessive, add an apostrophe s (boss s daughter, witness s testimony, bus s schedule). If the addition of an extra syllable creates sibilance (a hissing sound), add the apostrophe only (Mr. Phillips request, Moses flight from Egypt, Achilles heel, the old boys network) To form the possessive of a plural noun, add an apostrophe only except for nouns that have irregular plurals (men, people, child) and are treated as if they were singular when possessives are formed. 8

9 Sources and References Alred, Gerald, J., Charles T. Brusaw, and Walter E. Oliu The Business Writer s Handbook 7 th ed. New York: St. Martin s Press. Baker, Sheridan, and Lawrence B. Gamache The Canadian Practical Stylist 4 th ed. Don Mills: Addison Wesley Longman Ltd. Dowis, Richard, and Richard Lederer Sleeping Dogs Don t Lay. New York: St. Martin s Press. Franklin Covey Franklin Covey Style Guide: For Business and Technical Communication 3 rd ed. Salt Lake City: Franklin Covey. Sabin, William, A., The Gregg Reference Manual 9 th ed. New York: Glencoe McGraw-Hill. Smith, Debra A., and Helen R. Sutton Powerful Proofreading Skills. Menlo Park: Crisp Publications Inc. 9