Lawrence Ragan

Communications, Inc.

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10 punctuation essentials

10 punctuation essentials

Beyond the words and phrases, a writer’s punctuation sends specific signals to the reader. If those signals muddle rather than clarify the text, the writer’s message can be lost.

Here’s a rundown of 10 types of punctuation marks, along with examples of how to use them.

1. Periods

A period ends a sentence. It also signifies an abbreviation, such as U.S. for United States. In a bulleted list, each bit of bulleted text must be a full sentence to warrant a period at the end.

Consider the following examples. You’ll learn how to: •Createvideousingyoursmartphone •Loosenupexecsbeforeinterviews •Choosetheidealbackground

But…

Ourworkshopoffersthekeystogreatvideos: •You’lldeveloptechniquesforusingyoursmartphone. •You’llmastertacticsforlooseningupexecsbeforeinterviews. •You’lllearnhowtochoosetheidealbackground.

2. Exclamation points

The exclamation point denotes heightened urgency, intensity or volume. “Thebuildingisonfire!” “Ihateyourguts!” “Hey!I’mtrappedinhere!”

Avoid using them when you simply think an idea is notable, especially in professional writing. Opt for powerful words and phrases. For example, rather than writing, Thisisareallygreatwaytostartablogpost! try,Beginyourblogwithabang.

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10 punctuation essentials

3. Question marks

A question mark is used to denote an inquiry. Haveyoufinishedthatproject? WhenwillNancybebackfromvacation? MayIborrowyourthesaurus?

Placement with regard to quotation marks depends on whether what’s quoted (or the composition title) is itself a question. Canyoubemorespecificthan“nextweek”? I’mgoingtoseeaproductionof“Where’sCharley?”

Some writers mistakenly add a question mark in statements including the phrase “I wonder….” as in, Iwonderwhatthekingisdoingtonight? That’s wrong; there’s no question about your wondering such things. However, the following would be fine:Iwonder:What’sthekingdoingtonight?Andwhydowestillhaveaking?

Here’s another: GuesswhatI’mdoingthisweekend?There’s no need for a question mark there. You are demanding (gently, of course) that the other person guess something. It’s an imperative sen-tence and does not take a question mark, any more than this sentence would: Sitdown,andshutup.

4. Hyphens and dashes

A hyphen links words; it also is used with some prefixes and suffixes: willy-nilly,self-serving,well-being,pre-Internet,decades-long,Dylan-esque.

An en dash links numbers. JoinusforourinfographicsworkshopMarch14–16.Subscriptionsforour2016–17seasonareonsalenow.

An em dash sets off a related but nonessential thought. Battlingtheonslaughtofcasualwriting—likeDonQuixotetiltingatalegionofwindmills—isabaneforliterarypurists.Foroptimumproductivity,focusononeprojectatatime—noteasytodointoday’smultitaskingworld. Limit dashes to two per sentence, lest you confuse the reader. Parentheses can also be used to set off words and phrases (like this).

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10 punctuation essentials

5. Ellipses

The ellipsis serves two primary purposes.

It can convey to the reader that a section of a quote or excerpted text has been excised. The doctor explained: “Thepatientunderwentfourhoursofsurgery.…Barringcomplications,sheshouldhaveafull

recovery.”

An ellipsis also can leave something (usually a familiar saying or a citation from literature) unfinished, allowing the reader to create the closure: •WheninRome… •Anounceofprevention… •“Tomorrowandtomorrowandtomorrow…” •Peoplewholiveinglasshouses… •“Frankly,mydear…”

6. Quotation marks

These indicate quoted matter, such as “Givemeliberty,orgivemedeath,” or coinages such as “cutting-edgetechnology.” Internal (single) quotation marks indicate a quote within a quote: “Larrytoldme,‘Jackwaslookingforascapegoat,soTomandIleft.’That’swhenIgotoutof

there,too.”

They can also convey sarcasm: Hey,Mary,your“bestfriend”Eileenwaslookingforyou.

7. Commas

Commas serve many functions, such as:

•Separatingelementsinaseries:Iboughtsoap,eggs,bread,milkandsugar. •Connectingindependentclausestoformacompoundsentence:Jennyscreamed,and

Martyjumped.Jeffcalled,butStephaniedidn’tanswer.Sharonendedupworkinglate,becauseBengotstuckintraffic.

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10 punctuation essentials

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•Settingoffadependentclause:Withoutrealizingit,Garytrackedmudthroughthehouse.DavereturnedtoChicago,wherehehadgonetocollege.

•Settingoffanounofdirectaddress:Mom,tellSusietostopborrowingmysweaters.Please,Hank,comewithmetonight.

•Settingoffanappositive:MikeArmstrong,chairmanofXYZCorp.,willspeakattheseminar. •Settingoffamodifyingphrase:Thesixactors,alltiredandhungry,keptrehearsing. •Atthestartandendofanon-businessletter:DearDad,andYourlovingson,Brian •Betweenmodifiers:Patboughtalarge,comfy,green,secondhand,convertiblesofa. •Inaddressesandwhenseparatingmunicipalitiesfromstates/territories(andthelatter

from names of countries):Shelivesat14OakSt.,RedBank,NewJersey,07701.DaledrovefromGary,Indiana,toJoplin,Missouri.HislastbusinesstriptookhimtoEdmonton, Alberta,Canada.

•Tointroducequotedmatter(butnomorethanasinglesentence;seethesectionon colons): Loutoldme,“Thebosslovesyourwork.”

•Indates:TheconferencewaspostponedfromDec.18,2015,toJan.8,2016,becauseofthesnowstorm.

8. Colons

Colons generally introduce a complex batch of items, often bulleted. (See the section on commas for lots of examples.) The colon also precedes a quote of two or more sentences. Loutoldme:“Thebosslovesyourwork.Ithinkyoumightbegettingabonus.”

A colon is preferable to a comma at the start of a business letter. DearSirs: or Towhomitmay concern: (You’re better off, however, avoiding such a vague salutation.)

9. Semicolons

Thesemicolonlookslikeacomma/periodhybridandperformsthatsortofintermediatefunction.Itseparates two related, independent clauses without a conjunction to connect them: Tedspilledcoffeeallovertheblueprints;Larrylaughedoutloud. Lizgotpromoted;Matttookoverheraccounts.

Another function of the semicolon is in separating series within a larger series: Samshoppedforpaint,brushes,rollersandadropcloth;spackledtheholes,cracksand

divots;andsandedandpaintedthewholelivingroombeforeLynngothomefromwork.

10 punctuation essentials

10. Apostrophes

This little mark bewilders many people. The apostrophe is used in contractions: can’t,didn’t,would’ve (not wouldof), I’m,she’s,we’d,you’re,he’ll, and the oft-misused it’s (a shortened version ofitis).

It is also used in possessives, though not in possessive pronouns: •Singularpossessivestakeanapostrophebeforethes:Russell’sdesk,thechef’srecipe,the

tree’sroots,thejacket’slapels,thepresident’schiefofstaff,Stan’shopes. •Collectivepossessivesdothesame:thewomen’sconsensus,thechildren’sbabysitter,the

people’schoice,men’ssuits. •Pluralpossessivestakeafinalapostrophewithoutaddingans:thesenators’obstruction,

thegirls’dancerecital,thesailors’laughter,thebongos’distinctivesound. •Whenapropernameendsins,thesameapplies:Hercules’might,Dr.Seuss’books,Gus’

workethic,Dolores’daydreaming. •Whentwoormorepeopleownathingjointly,followthisformat:BillandBetty’shouse. •Whentwoormorepeopleeachhavesomethingsimilar,followthisformat:Mark’sand

Jim’sdifferentpresentationstylescomplementeachother. •Possessivepronounsdonot take an apostrophe, even when ending in s: my,mine,your,

yours,his,her,hers,its,our,ours,their,theirs.

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