VALUABLE PUNCTUATION TIPS ON

HOW TO IMPLEMENT THE BASIC RULES OF

Remember, punctuation is powerful—one punctuation mark can change the whole meaning of a
sentence.

Each element of punctuation listed below gives a full explanation of the basic rules that apply to
that type of punctuation.

1. Apostrophe

2. Brackets

3. Colon and Semicolon

4. Comma

5. Dash

6. Ellipsis Dots

7. Exclamation Mark

8. Hyphen

9. Parentheses

10. Period

11. Question Mark

12. Quotation Marks

An English professor wrote the words: "A woman without her man is nothing" on the board and
asked his students to punctuate it correctly.

All of the males in the class wrote: "A woman, without her man, is nothing."

All the females in the class wrote: "A woman: without her, man is nothing."

...Punctuation is powerful...

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1. APOSTROPHE:

The proper use of apostrophes in writing is important to maintain the writer's precise meaning.

The apostrophe is used:

A) To indicate contractions:

Example:

It’s (it is) don't (do not) o'clock (on the clock)

B) To show possession.

Example:

1) The girl's dress was purple. ........ (singular - referring to only one girl)

2) All the girls' dresses were purple.... (plural - referring to more than one girl)

*Sometimes it may be difficult to decide where to place the apostrophe to indicate correct possession. A
simple rule to follow is to turn the phrase in the sentence around to read:

1) "the dress of the girl"

· If the final word does not end in an "s," then add 's (apostrophe s ) tot hat word in the sentence.

(I.e. girls)

2) "the dresses of all the girls"

· If the final word in the phrase does end in an "s," then s' ( s apostrophe) is used.

(I.e. girls’)

c) To denote joint possession.

Example:

Tom, Jake, and Sally's project received the top grade.

*The apostrophe is added to the possessor mentioned last, in a list of two or more.

=/=/=

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2. BRACKETS:

Brackets [ ] … not to be confused with parentheses ( ) are used:

To enclosed words and phrases independent of the sentence; as in, explanatory notes, omissions, and
comments that are not written by the author.

Examples:

They arrived in America and in the following year [1931] founded one of the first plastics manufacturing
plants in the country.

Through all the obstacles, he [Henry] remained optimistic about the future demand for the automobile.

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3. COLON and SEMICOLON

COLON:

The colon is used:

A) To introduce a list.

Example:

You will have to order several accessory components: chargers, cases, cords, cables, and speakers.

B) To introduce an extract or quotation which follows an introductory sentence?

Example:

As Author, Erica Jung, stated: “If you don't risk anything, you risk even more."

C) In the salutation of a formal business letter.

Example:

Dear Sir: Dear Madam:

D) Between figures denoting hours and minutes, with exception to the 24-hour clock system.

Examples:

4:30 A.M. 6:20 p.m. 1820 hrs.

E) To precede an extended explanation.

Example:

There are two conditions that must exist before we can experience true freedom: first, each person must be
entitled to act independently of the other; secondly, each must agree not cross those parameters that have
been set in place as protection from harm.

F) To precede a restatement of an idea.

Example:

The play was poorly performed: it lacked both experience and characterization from the actors.

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SEMICOLON:

While the comma is frequently used, the following are the general accepted rules for the use of the
semicolon.

A) To separate two independent thoughts in a sentence that otherwise, would have been separated by using
a conjunction such as and or but.

Example:

It was the first of April; all the spring lines were on display.

* A comma separating these thoughts would not provide a distinct enough pause.

B) To precede the words "for example," "for instance, "as in," etc. In sentences.

Examples:

The course will include role-playing which demonstrates the practical application the anger management
skills learned; for example, a boss employee conflict, a spousal argument, and a situation of a misbehaved
child with a parent.

C) To separate items in a long list, especially when commas have already been used.

Example:

Please place the following orders with the restaurant for our breakfast meeting:

Two boiled eggs, sausages, toast, and coffee; eggs benedict with a side order of hash browns, tea and
orange juice; and two pancakes with one egg cooked over easy and coffee.

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4. COMMA:

Commas are used to separate thoughts within a sentence allowing the reader to mentally pause and
assimilate the full meaning of the sentence. The misuse of commas can alter the entire meaning of
sentences.

The comma is used

A) To set apart words in apposition. Appositives are words that identify or define other words.

Example:

Mr. Smith, our manager, will be there.

* Do not separate compound personal pronouns from the words they emphasize.

Example:

Jane herself will take on that project.

B) To set apart titles written after a person's name.

Example:

John Smith, Ph.D. Is the professor taking over that area.

* A comma may or may not be used before and after Jr. And Sr. Following a name

Examples:

- John Smith, Jr., will be the successor to his father's corporation.

- John Smith Jr. Will be the successor to his father's corporation.

* Omit periods and commas before and after II, III, and IV with names

C) When setting apart the year from the month and the day in a sentence.

Example:

We've had to reschedule the fundraising event, which will now be held on June 15, 2006

D) To separate successive nouns and adjectives in a sentence.

Examples:

- Please don't forget to bring pens, pencils, paper, and envelopes.

- We're going to need balls, helmets, markers, etc., for the tournament.

* A comma is used before the final 'and' in a list of three or more items

E) To introduce spoken words.

Example:

Mr. Smith said, "Do not charge service fees on the Dawson account."

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f) After the salutation and complimentary close of a personal or informal business letter.

Example:

Dear John, Best regards,

G) To coordinate adjectives as qualifying words preceding a noun.

Example:

We want it to be a clear, simplified, informative presentation.

* Don't use a comma between two adjectives preceding a noun if the adjectives are too closely related to be
separated:

Examples:

- It's an attractive quaint little motel along the shore.

- The reasonable additional cost for this perk is acceptable.

H) To separate the name of a person that is addressed from the rest of the sentence.

Example:

We welcome you, Jane, as the newest addition to our team.

I) To set off a contrasted word, phrase or clause.

Example:

A better way to get cooperation from your team members is by asking, not telling.

J) To set off a transitional word or expression when a pause is needed for clearness or emphasis.

Examples:

- Therefore, this matter must be dealt with as quickly as possible.

-Indeed, it was a success.

- As was intended, the focus turned to costs.

* Do not use a comma when such words, phrases and clauses do not interrupt the thought or required
punctuation for clearness.

Examples:

- The board therefore voted unanimously in favour of the acquisition.

- It is indeed surprising that that they lost the contract.

K) To follow words such as yes, no, well when one of these words is at the beginning of a sentence.

Examples:

- Yes, we expect him to arrive this week.

- Well, this is the case so we must implement plans to offset the losses.

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5. DASH:

Proper use of the dash in writing helps to convey the precise message.

The dash is used:

A) To denote a sudden change of thought.

Example:

What he said was true — or so I thought.

B) To indicate a sudden break in a sentence.

Example:

I can't let them continue to — so many people would be hurt if they proceeded with this action.

C) In the place of parentheses.

Example:

They were all in agreement with the restructuring — even agreeing to the shortened lunch breaks — but if
anyone tried to revamp their vacation time they claimed they would walk out.

D) As a replacement of the word to with reference to dates, sections, verses, etc.

Examples:

2001-2004

Sections 8-10

Pages 112-134

Genesis 11:5-8

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6. ELLIPSIS DOTS:

Ellipsis is the term for omission of words or paragraphs from a quotation. It is indicated by the use of
period dots. …

The dots follow any punctuation within a sentence and a space is left before the series of dots and after the
last dot, if a word follows.

7. EXCLAMATION MARK:

Restraint should be exercised when using this punctuation mark in writing, for when it is used liberally it
will lose its impact.

The exclamation mark is used to:

A) Indicate a strong and emotional response.

Example:

We are going to hold a party to celebrate this great success!

B) Emphasize a strong command.

Example:

Call an ambulance!

C) Express a special indication of contempt or scorn.

Example:

There goes the company expert!

* Double exclamation marks should be avoided in business correspondence

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8. HYPHEN:

A hyphen is used:

A) To compound words which will form a compound adjective that precedes a noun.

Examples:

First-rate service one-man job up-to-date fashions

When the compound adjective follows the noun, it is not generally hyphenated.

Example:

The service they provide, first rate and consistent, will be what turns that company into a success.

B) To compound numerals.

Examples:

Thirty-five forty-second twenty-six hundred

And compounding numerals with other words.

Examples:

Ten-foot post twelve-o'clock lunch break 50-yard dash four-year-old boy

C) In certain compounds made up of nouns and prepositional phrases.

Examples:

Mother-in-law hand-in-hand off-the-cuff

D) In titles compounded with ex and elect.

Examples:

ex-wife ex-Governor President-elect

E) In compounds made up of prefixes joined to proper names.

Examples:

Mid-September anti-American un-American

F) To distinguish words spelled alike but differing in meaning.

Examples:

re-count, to count again re-cover, to cover again

Recount, to relate in detail recover, to regain

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G) To eliminate the confusion where vowels are doubled in combination with a prefix.

Examples:

co-owner semi-independent

* Exceptions to this rule are the words cooperate and coordinate along with their derivatives.

H) Generally in words compounded with self as the prefix.

Examples:

Self-confidence self-worth self-reliant

* Do not use a hyphen in the word selfless or in pronouns compounded with self; as in, myself, itself,
herself, etc.

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9. PARENTHESES:

Parentheses are used:

A) To enclose words not directly relevant to the main topic of the sentence but too important to omit.

Example:

Optimistic thinking people (and I count myself among them) always seem to produce positive results in
any situation.

B) To enclose figures or letters marking the division of a subject.

Example:

Our silent auction fundraising project included the following priorities:

(1) Securing the location to hold the auction

(2) Soliciting businesses in the community to donate items

(3) Launching an aggressive advertising campaign in the community

C) To add examples.

Example:

The new photo copier has many features (including scanning options and faxing capabilities) that will be
most beneficial to us in this office.

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10. PERIOD:

The primary uses of the period are:

A) At the end of a sentence, when the sentence is a statement or instruction.

Example:

Please have those reports completed and on my desk by Friday.

B) After an abbreviation or after initials.

Examples:

Gov't. Etc. I.R.S. John W. Smith

C) It is acceptable to omit the period after an abbreviation that consists of the first and last letter of a word.

Examples:

Mr. or Mr

Dr. or Dr

D) When abbreviating, for example calendar months, titles, degrees, or days of the week, it should be
remembered that only one space follows the period at the end of the abbreviation, and that no spaces
follow the letters within the abbreviation.

Examples:

U.S.A. Not U. S. A

Ph.D. Not Ph. D.

E) If a sentence concludes with an abbreviation that ends with a period, a second period should NOT be
used

Example:

This matter will now be referred to the I.R.S.

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11. QUESTION MARK:

Question marks are primarily used to indicate a question is being asked.

A) This punctuation mark is used to indicate a direct question being asked.

Example:

"What time does the show start?" he asked.

B) The question mark is not used at the end of an indirect question

Example:

He asked what time the show starts.

C) When used in dialogue, the question mark is placed inside the quotation marks and takes the place of a
period or a comma.

Example:

Karen asked, "Will you be able to make that meeting?"

D) If the question mark does not form part of the quotation, it is placed outside of the quotation marks.

Example:

Did Jane say, "The meeting will start earlier because of the game, or end earlier because of the game"?

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12. QUOTATION MARKS:

Quotation marks are primarily used to indicate:

A) Direct speech

Example:

"Will you have them send over the contracts now please?" asked Mr. Jones.

* All other punctuation marks in the sentence are placed inside the quotation marks with the exception of
semicolons and colons.

Examples:

"Please begin your presentation whenever you are ready," the chairman told him.

(Statement)

"What are the new hours of operation?" Harry asked.

(Question)

"They just all stopped working and walked out of the plant!" exclaimed the supervisor.

(Exclamation)

* Semicolons and colons are placed outside the quotation marks.

Example:

That's when she gave up those small acting parts as "queen of commercials": she paid her dues.

B) A quotation within a quotation.

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

Example:

"I specifically remember he asked, 'Which lever will slow it down?' when I showed him how to operate the
machine," said Joe.

C) To set off from the context any quoted or emphasized word or phrase.

Example:

With a "deer in the headlights" look on his face, John just stared out across the audience.

D) To indicate ironical use of words.

Example:

Everyone at the barbeque party "borrowed" my sunscreen lotion until it was all used up

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