Punctuation enhances clarity and readability;
It can add impact—
or soften disappointment . . . .
Here are a few rules on English punctuation, with examples and exceptions that apply to most
business documents.
Comma (,)
- Use commas to separate items in a series. Example: Our itinerary
included Rome, London, and Madrid.
- Use a comma before and, but, or, nor, for, so, and yet, when
they join independent clauses (unless the clauses are short).
Example: The story gets off to a slow start, but it gets exciting toward
the end.
- Use commas to set off nonessential clauses and phrases. Example:
My father, who started this company, really knows his stuff.
- Use a comma after introductory elements. Example: So, how are
you?
- Use commas to set off an expression that interrupts a sentence.
Example: Taxis in London, I'm certain, obey the speed limit.
- Use a comma in certain conventional situations (to separate items
in dates and addresses, after the salutation and closing of a
letter, and after a name followed by a title). Example: January 1,
1992.
- Don't use unnecessary commas. Use them sparingly and only to
clarify issues. Commas in the wrong places can be confusing.
Apostrophe (')
- To form the possessive case of a singular noun, add an apostrophe
and an s. Examples: Bob's car; One's home. If the addition of an "s" produces
an awkward sound, add only the apostrophe. Usually, this is when there
is already a double "s" sound. Examples: James'; for old
times' sake; for goodness' sake.
- To form the possessive case of
a plural noun, add an apostrophe after the s. Example: girls' teams.
If the plural form of the word does not end in s, add an apostrophe
and an s. Example: women's team.
- Use an apostrophe to show where letters have been omitted in
a contraction. Examples: can't = cannot; it's = it is.
Semicolon (;)
- Use a semicolon between independent clauses not joined by and,
but, nor, for, yet, and so. Example: Read what you've written; don't
just pass it on.
- Use a semicolon between independent clauses joined by such words
as for example, besides, nevertheless, etc. Example: I think he's
right; however, it's difficult to know.
- Use a semicolon between items in a series if the items contain
commas. Example: Winners in the competition were Bill, first place;
Amy, second place; and Jeff, third place.
Colon (:)
- Use a colon to mean "note what follows." Example: When
you go to training, take these items: paper, pencil, and an alert mind.
- Use a colon before a long, formal statement or quotation. Example:
We remember Lincoln's Gettysburg Address: Four score and seven years
ago ...
Hyphen (-)
- Use a hyphen to divide a word at the end of a line. Example:
If you are not sure where to hyphen-
ate a word, look it up in the dictionary.
- Hyphenate a compound adjective when it precedes the word it modifies.
Examples: fast-moving train, long-distance runner.
Dash (–)
- Use a dash to indicate an abrupt break in thought. Example: The
truth is – and you probably know it – we can't do without
you.
- Use a dash to mean namely, in other words, or that is before
an explanation. Example: It was a close call – if he had been
in a worse mood, I don't think I'd still be here.
Quotation Marks (" ")
- Put periods and commas inside quotes.
- Put colons and semicolons outside quotes.
- Vary placement of exclamation and question marks according to
meaning.
