18 Punctuation

Punctuation is the body language of writing.

Commas, those useful periods with a tail, let the reader know what goes together, what information is essential, and clarify our descriptions.  They are not seasoning to your words and should not be sprinkled randomly in your writing like salt and pepper.

Comma use guidelines:

1. Join independent clauses with a conjunction: comma FANBOYS (For, And, Nor, But, Or, Yet, So).

Example: Students of communications courses know only too well how important clear writing is, and they practice their skills whenever they write.

2. Separate items in a list.

Example: Communications courses provide you opportunities to increase research skills, develop organization abilities, and apply proofreading techniques.

Oxford Comma, also known as the Serial Comma, makes your information clear for the reader.  It identifies whether something is included or not in the list or group.  This is essential to use when you are describing specific services or treatments and the costs.

Example: All hair services include shampoo, conditioner, massage and deep treatments at additional cost.

In this version, the massage and deep treatment would be at additional cost and may only be offered together.  An Oxford comma after “massage” indicates the deep treatments are at an additional cost.

Example:  All hair services include shampoo, conditioner, massage, and deep treatments at additional costs.

3. Set aside non-essential information in a sentence.

Commas can let a reader know that, while interesting, the material between the commas does not change the meaning of the sentence.  Just like that sentence.

4. After an introductory phrase.

Introductory phrases, or dependent clauses, can be identified by a comma at the end of the phrase before the main sentence information is provided.

Example:  When I first entered the shop, it was evident the owner took great pleasure in displaying fine art work created by community members.

5. Between coordinating adjectives.

When commas appear between adjectives, it is signifies the order of those adjectives is not essential.

Example:  Participating in the Coldest Night of the Year event every February is a healthy, fun, friendly way to raise money for community services.

Semi-Colon and Colon.

The semi-colon and colon, while some may use interchangeably, have different roles to clarify what the writer means.

A semi-colon (comma with intent) can link two independent clauses that are closely related without using a FANBOYS.  It also can be used to separate items in a complicated list that already contains commas.

Examples: 

Ryan Reynolds has a talent of picking movies with fascinating story-lines; they explore personal stories we have all experienced.   

Ryan Reynolds, a great Canadian Actor, donates time and energy to a variety of charities including Covenant House, in Toronto and Vancouver, that assists homeless youth; organizations that help with food insecurity, such as Food Banks Canada, and Feed America; and the Toronto based Sick Kids Charities to support children, and their families, as they face serious illness.

A writer uses a colon to introduce a list, or summarize an idea.   Remember to keep the verb and object together: a colon should not separate them.

Examples: 

There are many effective ways to use a colon: as a tool to focus the reader’s attention, to introduce a list, to summarize the main point of the previous independent clause.

Remember to keep the verb and object together: a colon should not separate them.  

Apostrophes signify contractions and possession.

Contractions occur when writing reflects the common use of words and the apostrophe signifies the combining of two words and the removal of a letter or letters to make the contraction.  In formal academic writing, contractions are not used.  Business writing is much more accepting of the contraction.

Examples:  Could not = couldn’t        Have not = haven’t      Do not = don’t    Can not = can’t

With everything in English, there are exceptions:

Exception Examples:  Will not = won’t

An apostrophe s at the end of a noun demonstrates possession.  In this case, the apostrophe usually signifies the removal of the noun phrase to show ownership – “the noun of…”.

Examples:  Susan’s books = the books of Susan.    Simranpreet’s pens = the pens of Simranpreet

When appearing for a word that ends in a s already, you can use s’ (British and Canadian spelling) or s’s (American spelling).

An important exception to the apostrophe rule involves “it”.  It’s is a contraction meaning it is.  Its is a possession meaning something that belongs to it.

“Quotation marks”

To indicate you are quoting someone – using someone else’s words – use Quotation marks around the passage.  Please double check to make sure you have copied the wording exactly so you don’t misrepresent the original version or author.  If there is a quotation within a quotation, you can use the apostrophe to designate that portion of the text.

Example:  “An important exception to the apostrophe rule involves ‘it’.  It’s is a contraction meaning it is.  Its is a possession meaning something that belongs to it.”

!!!! Exclamation mark!!!!

The Exclamation mark, used frequently in our personal writing of posts and texts, has no place in business writing.  It can communicate a less than professional attitude and once your audience has that impression, it is hard to re-impress.

Consider the audience and context.  If you’re not sure, let the word choice communicate your enthusiasm and avoid the !!!!

Other useful marks to get the most out of your writing: brackets [ ], parenthesis ( ), ellipses … , dashes -, and ampersand &.

Brackets and parenthesis are useful for setting aside information either to explain or provide an example.  Ellipse – a series of three periods – are used to signify a pause or when used in brackets in a quotation, it shows a selection of words removed (usually to shorten the passage).  Dashes – like parenthesis – are used to set aside information.  The ampersand sign & is short form for “and”.

Emojis are not – yet – punctuation marks.  Appropriate in texts, and sms posts, not so appropriate in business writing.