APPENDIX II

Punctuation

Punctuation is a worrisome thing, not the least because experts differ in their interpretation of its rules. Here we present the system we believe is most useful in business writing. You may encounter other opinions of what is “correct.” No matter. Be consistent with your own usage, and remember the cardinal rule: The purpose of punctuation is to help readers follow your meaning.

apostrophe ( ' )

The apostrophe indicates omission, possession, and sometimes the plural of certain letters, nouns, numbers, and abbreviations.

1. The possessive pronouns—its, hers, his, ours, yours, theirs—do not use an apostrophe.

2. The possessive of plural nouns ending in “s” is formed by adding an apostrophe: 10 days' trial.

3. Joint possession is indicated by adding an apostrophe and an “s” to the last noun only: Ben and Jerry's Ice Cream. To indicate separate possession, add the apostrophe and an “s” to each noun: Ben's and Jerry's ice cream cones.

4. Add an “s” with no apostrophe to form the plurals of letters, nouns, numbers, and abbreviations, if it is possible to do so without causing confusion: several YWCAs and YMHAs; in the 1960s; in fours and fives.

5. Add an apostrophe and an “s” to form the plurals of lowercase letters used as nouns, abbreviations using periods, and capital letters that would otherwise be confusing: C.P.A.'s; a's and b's; I's, A's, U's.

colon ( : )

The colon warns the reader that what follows will complete what was promised in the preceding words.

The colon is used:

1. After the salutation of a letter.

2. To indicate that pertinent information follows.

3. Preceding a formal or extended quotation.

4. To introduce a list.

The phrases “as follows” and “the following” should be eliminated if possible in your letters. If it is necessary to use either phrase, it should be followed by a colon.

A colon is always placed outside of quotation marks.

The first word following a colon should be capitalized if what follows the colon could be construed as a complete sentence on its own.

comma ( , )

Use the comma:

1. To separate distinct, independent statements in a compound sentence: I turned left, and George kept on marching down the road.

2. To separate a series of words or phrases having equal value and not connected by conjunctions.

3. To separate a series of adjectives or adverbs that are equal in value and are not connected by conjunctions: They are predicting a long, cold, storm-filled winter.

4. To set off a long dependent clause preceding its principal clause: If you want to come with us tomorrow, you’ll have to be ready by nine.

5. To precede nonrestrictive relative clauses introduced by “who,” “which,” and similar pronouns: The boy, who shifted nervously from foot to foot, finally delivered his message. The pronoun “that” is frequently used in a restrictive sense and does not require a comma preceding it: The letter that came yesterday contained the check we were waiting for.

6. To set apart a parenthetical expression: Thanksgiving, and by the way I really hate turkey, is the most sacrosanct of national holidays.

7. To separate the year in a complete date from the continuation of the sentence: June 14, 1981, was his graduation.

8. To separate the name of the state, following mention of the city located within its borders, from the rest of the sentence: He lives in a suburb of Omaha, Nebraska, with his wife and two children.

9. When the thought is broken by a connective, such as “however,” “obviously,” or “namely.”

dash ( — )

The dash indicates an abrupt change in thought. Dashes are generally preferable to parentheses. Use dashes to:

1. Set off expressions foreign to the sentence.

2. Set off explanations and repetitions.

ellipsis ( . . . )

When letters or words are omitted in a quotation, use an ellipsis (three periods on the typewriter: “. . .”) to indicate the omission. If the omission ends on a period, use an ellipsis, plus a period (four periods on the typewriter: “. . . .”).

exclamation point ( ! )

An exclamation point should not be overused or it will lose its effectiveness. It should be used:

1. To indicate surprise.

2. To indicate a strong command.

3. To indicate sarcasm.

4. To follow a strong interjection, such as “Ouch!” or “Hurray!”

hyphen ( - )

Avoid hyphenation. Excessive use of the hyphen tends to distract from a letter’s message and does not add to its appearance. Consult a dictionary on the proper hyphenation of words when you must hyphenate. Here are some general rules:

1. Insert a hyphen in compound adjectives preceding a noun: absent-minded office manager; fun-loving buddies; twenty-year mortgage.

2. Insert a hyphen in compound numerals twenty-one through ninety-nine: thirty-two, forty-six, eighty-seven.

parentheses ( ( ) )

Parentheses may be used:

1. To set apart explanatory detail that can be omitted without changing the grammatical structure of a sentence.

2. To enclose a word or clause that is independent of the sentence in which it is inserted.

Punctuation should be placed outside of the closing parenthesis unless it is a part of the parenthetical expression.

period ( . )

In addition to the traditional uses of the period, use one after a question of courtesy, which is really a request: Would you give me a hand with these bundles, please.

question mark ( ? )

Use after every direct question: What is your name? If your question consists of a polite request you should usually use a period instead of a question mark: Would you please take out the garbage.

quotation marks ( “ ” )

Any material quoted within a sentence or a paragraph should be set off with quotation marks.

Use single quotation marks to enclose a quotation within a quotation.

Titles of poems, articles, episodes of television series, or chapters in a book are enclosed in quotation marks. Do not, however, use quotation marks for titles of books, magazines, television series, and plays; they should be set in italics.

Lengthy quotations should be set off by indentation—blocking—in which case quotation marks are unnecessary.

If quotation marks are used and the text is continued into two or more paragraphs, use quotation marks at the beginning of each paragraph, but at the end of only the last paragraph of the quotation.

Periods and commas are always placed inside quotation marks, colons always outside. Other punctuation marks go inside quotation marks if they relate to the quoted segment, and otherwise outside.

semicolon ( ; )

The semicolon is used:

1. To separate the clauses of a compound sentence when the conjunction is omitted.

2. Between the clauses of a compound sentence that are joined by one of the conjunctive adverbs: accordingly, also, besides, consequently, further, hence, furthermore, however, moreover, nevertheless, otherwise, still, then, thus, yet, or therefore.

3. To separate units in a series when they are long and complicated or internally punctuated.

4. Between clauses of a compound sentence that are connected by a conjunction when those clauses are somewhat long, or when a more decided pause is desirable.