punctuation, diction & spelling customized & workplace training aai/portland community...
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Punctuation, Diction & Spelling
Customized & Workplace TrainingAAI/Portland Community College
Facilitated by George Knox
Punctuation Problems
Commas Semicolons Colons Apostrophes Quotes
However he said it didn’t matter you are wrong anyway. She shrugged and left him slowly walking from the office. Why he didn’t know.
Punctuation Problems
Punctuation problems affect flow and readability
Punctuation problems MAY affect meaning
Punctuation problems may reflect on professionalism and credibility
Punctuation: Commas
After an introductory phrase– Before you begin, please review the project
history.– However, don’t spend too much time in
review.– As we are in a hurry, a quick overview
would be fine. Exception: Very short introductions
– Then we can begin.
Punctuation: Commas
Set off transitional phrases at the beginning and middle of sentences
– Typically w/ “however”, “therefore”, “for example”, “in other words”, etc.
– The cost, as estimated by our accountant, is well within allowances.
– However, we may find it difficult to order by the deadline.
– The problem, therefore, is one of timeliness.
Punctuation: Commas
Separate items in horizontal lists w/ the final comma before the conjunction usually optional– The manager is responsible for hiring,
training, supervision and evaluation.– She also interacts with Personnel, Research
and Design, and Operations.
Punctuation: Commas
Set off non-essential phrases or appositives (but not w/ essential info)– The contract, which was signed this week, gives the
company full and immediate ownership.– We have already had meetings with the Director of
Operations, Bob Smith.– However, the board’s final decision that was made
before the acquisition will have to be addressed immediately.
Punctuation: Commas
Use with conjunctions to join independent clauses– We received your letter, but I am unclear as
to your what you are requesting.– Contact me with additional details, and I will
address your concerns directly.
Exception: Short independent clauses– Call me or e-mail me.
Punctuation: Commas
Use w/ quotations, dates, addresses and numbers– “On October 21, 2004, we will be making a
change,” the message read. “Our new offices will be at 200 South Grant Avenue, Beaverton, Oregon. We are expecting approximately 20,000 visitors in the first year.”
Punctuation: Semicolons
Join independent clauses w/out a conjunction– It seemed it would last forever; it didn’t.– Some do; some don’t.
Use to separate items in a series that already includes punctuation– Several world leaders participated including George
Bush, President of the U.S.; Tony Blair, Prime Minister of England; and Jacques Chirac, President of France.
– The witness heard various people shout: “Hey!”; “Stop!”; and “Don’t do that!”
Punctuation: Colons
After an independent clause to introduce one or more directly related ideas, including lists, quotations and directions.– This year’s election features three main candidates:
Bush, Kerry and Nader.– There are a number of potential writing problems:
• Grammar• Punctuation• Spelling• Diction
Punctuation: Colons
After business salutations– Dear Ms. Smith:
In time of day using numeric form– The workshop will begin at 1:30 pm.– The operation began at 22:10 on April 5,
2002.
Punctuation: Apostrophes
Add ’s for nouns that do not end in s or singular nouns that end in s– A car’s convenience does not outweigh a
bus’s economy.
Add ’ for plural nouns that end in s– The drivers’ decision depends on which is
more important to them.
Punctuation: Apostrophes
Add ’ or ’s with the last element in joint possession or compound nouns– John and Mary’s house should bring a good
price.
Exception: To show individual possession, make all possessive– However, John’s and Mary’s willingness to
sell is a big question.
Punctuation: Apostrophes
Use ’s with indefinite pronouns, but not with definite pronouns– While it was anyone’s guess, his intuition
turned out to be accurate.
Punctuation: Quotations
Quotation marks set off direct quotes Commas and periods go inside quotation
marks Colons and semicolons go outside quotation
marks Question and exclamation marks go inside if
part of the quoted material. Capitalize beginnings of quotes UNLESS the
quote is blended into the sentence.
Punctuation: Quotations
– “Hey!” the man shouted. “Where is my car?”– The attendant smiled and said, “I don’t know. I just
got on shift.”– “That shouldn’t matter,” argued the customer, “since
you’ve given all cars a numbered parking space.”– Later, the man admitted that using that parking lot
“…wasn’t the best choice I’ve ever made.”
Punctuation: Quotations
Use the ellipsis mark to indicate material not included– According to Smith, “The results of the study…were
surprising and unexpected.” Use the bracket to indicate material added
– Smith attributes this to “the varying methods [used by three different research teams] to gather and analyze the data.”
– “The next project,” the director stated, “will not have such varience [sic] as new controls are in place.”
Spelling Problems
Spelling errors affect meaning, readability, credibility and professionalism. They also may demonstrate a lack of care and concern for the document.
Spelling: I before E
I before E …– Achievement, patient, chief
Except after C …– Perceive, receipt, receive
And in the sound “ay” as in hay– Neighbor, weigh, freight
Exceptions– Either, neither, height, foreign, leisure, seize, weird
Spelling: Plurals Add s to most words (computers, cats) Add es to words ending in s, ch, sh and x
(tosses, catches, mashes, boxes) Add s to words ending in y after a vowel
or in proper names (trays, Kennedys) Add ies to words ending in y after a
consonant (companies, pennies) Add s to words ending in o after a vowel
(videos, radios) Add es to words ending in o after a
consonant (heroes, zeroes)
Spelling: Plurals
For compound words, add s or es as appropriate to the major word in the compound (sisters-in-law, border collies)
Use ‘s to pluralize numbers, letters and abbreviations (8’s, p’s and q’s, I.D.’s)
Spelling: Prefixes
Adding a prefix does not change the root spelling– Misspent, unnecessary,disappointed
Spelling: Suffixes
Silent e– Drop the silent e when adding a suffix
beginning with a vowel (advancing, believable)
– Keep the silent e when adding a suffix beginning with a consonant (achievement, likeness) unless the silent e follows a vowel (arguing, truly)
Spelling: Suffixes
Double the consonant when adding a suffix beginning with a vowel IF:– The final consonant is preceded by a single
vowel AND– The consonant ends a stressed syllable or
one-syllable word– (Beginning, committed, occurrence)
Spelling: Exceptions
British/Canadian spellings may vary– Cancelled, colour, cheque, centre, defence,
realise
Some other spelling exceptions– Changeable, mobile, dying
Check dictionary for alternative/difficult spellings
Diction (Word Choice and Order)
Diction affects:
Meaning Tone Emphasis
Diction: Barriers to Meaning
Misused words– See Commonly Confused Words
Nonspecific nouns– Area, factor, issue, problem, thing
Slang, regional expressions, figures of speech, inappropriate jargon
Euphemisms, pretentious language– Adult language, collateral damage, disadvantaged,
economic downturn, pre-owned, rightsizing
Sexist language
Diction: Barriers to Tone Inappropriate level of formality
– Contractions and acronyms– Slang, jargon, figures of speech– Proper or strict language– I’d like to get that info you’ve got posted on your web
page. VS. I would like a copy of the information posted on your web site.
Improper connotation– Images and emotions associated with a word or phrase– The details he gave were fictional. VS. The details he gave
were not factual. VS. The details he gave were incorrect.
Figures of speech, clichés
Diction: Barriers to Emphasis
Multiple terms for same subject– First term has emphasis and sets tone– My client is innocent. I am confident that the
jury will find him not guilty due to insufficient evidence.
Active vs. passive voice– Focus on actor or result– The company laid off 300 workers. VS. Three
hundred workers were laid off by the company.
Front load vs. back load
Diction: Editing and Revising
Consider PAT Proof for meaning, tone and emphasis Default to direct meaning and formal
tone (unless writing personal narratives and correspondence)
Generally avoid jargon and slang Check a dictionary and/or thesaurus
Diction: Editing and Revising
Consider the following statements: Your client is responsible for the accident. Your client caused the accident. Your client is liable for the accident.
What is the meaning of each sentence? What is the connotation for each sentence?Where is the emphasis in each sentence?