Punctuation

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Spacing with Punctuation

1.      With a computer, use only one space following periods, commas, semicolons, colons, exclamation points, question marks, and quotation marks. The space needed after these punctuation marks is proportioned automatically. With some typewriters and word processors, follow ending punctuation with two spaces when using a fixed-pitch font.

2.      Use no space on either side of a hyphen

Example :

We borrowed twenty-three sheets of paper

Periods

1.    Use a period at the end of a complete sentence that is a statement.

Example :

I know that you would never break my trust intentionally.

If the last word in the sentence ends in a period, do not follow it with another period.

Example :

I know that M.D. She is my sister-in-law.

Please shop, cook, etc. I will do the laundry.

2.    Use the period after an indirect question.

Example :

He asked where his suitcase was.

Ellipsis Marks

Use ellipsis marks when omitting a word, phrase, line, paragraph, or more from a quoted passage.

NOTE: To create ellipsis marks with a PC, type the period three times and the spacing will be automatically set, or press Ctrl-Alt and the period once.

The Three-dot Method

There are many methods for using ellipses. The three-dot method is the simplest and is appropriate for most general works and many scholarly ones. The three- or four-dot method and an even more rigorous method used in legal works require fuller explanations that can be found in other reference books.

1. Use no more than three marks whether the omission occurs in the middle of a sentence or between sentences.

Example :

Original sentence:
The regulation states, "All agencies must document overtime or risk losing federal funds."

Rewritten using ellipses:
The regulation states, "All agencies must document
overtime..."

Note:

With the three-dot method, you may leave out punctuation such as commas that were in the original.

Example :

Original sentence from Lincoln's Gettysburg Address:
"Four score and seven years ago our fathers brought forth, upon this continent, a new nation, conceived in liberty, and dedicated to the proposition that all men are created equal."

Rewritten using ellipses:
"Four score and seven years ago our fathers brought forth...a new nation, conceived in liberty..."

When you omit one or more paragraphs within a long quotation, use ellipsis marks after the last punctuation mark that ends the preceding paragraph.

Commas

1. To avoid confusion, use commas to separate words and word groups with a series of three or more.

Example :

My $10 million estate is to be split among my husband, daughter, son, and nephew. Omitting the comma after son would indicate that the son and nephew would have to split one-third of the estate.

2. Use a comma to separate two adjectives when the word and can be inserted between them.

Examples :

He is a strong, healthy man.

We stayed at an expensive summer resort. You would not say expensive and summer resort, so no comma.

3. Use a comma when an -ly adjective is used with other adjectives.

NOTE:

To test whether an -ly word is an adjective, see if it can be used alone with the noun. If it can, use the comma.

Examples :

Felix was a lonely, young boy.

I get headaches in brightly lit rooms. Brightly is not an adjective because it cannot be used alone with rooms; therefore, no comma is used between brightly and lit.

4. Use commas before or surrounding the name or title of a person directly addressed.

Examples :

Will you, Aisha, do that assignment for me?

Yes, Doctor, I will.

NOTE:

Capitalize a title when directly addressing someone.

5. a) Use a comma to separate the day of the month from the year and after the year.

Example :

Kathleen met her husband on December 5, 2003, in Mill Valley, California.

5.                 b) If any part of the date is omitted, leave out the comma.

Example :

They met in December 2003 in Mill Valley.

6.    Use a comma to separate the city from the state and after the state in a document. If you use the two-letter capitalized form of a state in a document, you do not need a comma after the state.

NOTE: With addresses on envelopes mailed via the post office, do not use any punctuation.

Example :

I lived in San Francisco, California, for 20 years.
I lived in San Francisco, CA for 20 years.

7.    Use commas to surround degrees or titles used with names. Commas are no longer required around Jr. and Sr. Commas never set off II, III, and so forth.

Example :

Al Mooney, M.D., knew Sam Sunny Jr. and Charles Starr III.

8.    Use commas to set off expressions that interrupt sentence flow.

Example :

I am, as you have probably noticed, very nervous
about this.

9.    When starting a sentence with a weak clause, use a comma after it. Conversely, do not use a comma when the sentence starts with a strong clause followed by a weak clause.

Examples :

If you are not sure about this, let me know now.

Let me know now if you are not sure about this.

10. Use a comma after phrases of more than three words that begin a sentence. If the phrase has fewer than three words, the comma is optional.

Examples :

To apply for this job, you must have previous experience.

On February 14 many couples give each other
candy or flowers.
OR

On February 14, many couples give each other candy or flowers.

11. If something or someone is sufficiently identified, the description following it is considered nonessential and should be surrounded by commas.

Examples :

Freddy, who has a limp, was in an auto accident. Freddy is named, so the description is not essential.

The boy who has a limp was in an auto accident. We do not know which boy is being referred to without further description; therefore, no commas are used.

12. Use a comma to separate two strong clauses joined by a coordinating conjunction--and, or, but, for, nor. You can omit the comma if the clauses are both short.

Examples :

I have painted the entire house, but he is still
working on sanding the doors.

I paint and he writes.

13. Use the comma to separate two sentences if it will help avoid confusion.

Example :

I chose the colors red and green, and blue
was his first choice.

14. A comma splice is an error caused by joining two strong clauses with only a comma instead of separating the clauses with a conjunction, a semicolon, or a period. A run-on sentence, which is incorrect, is created by joining two strong clauses without any punctuation.

Incorrect:

Time flies when we are having fun, we are always having fun. (Comma splice)

Time flies when we are having fun we are always having fun. (Run-on sentence)

Correct:

Time flies when we are having fun; we are always having fun.
OR

Time flies when we are having fun, and we are always having fun. (Comma is optional because both strong clauses are short.)

OR

Time flies when we are having fun. We are always having fun.

15. If the subject does not appear in front of the second verb,
do not use a comma.

Example :

He thought quickly but still did not answer correctly.

16. Use commas to introduce or interrupt direct quotations shorter than three lines.

Examples :

He actually said, "I do not care."

"Why," I asked, "do you always forget to do it?"

17. Use a comma to separate a statement from a question.

Example :

I can go, can't I?

18. Use a comma to separate contrasting parts of a sentence.

Example :

That is my money, not yours.

19. Use a comma when beginning sentences with introductory words such as well, now, or yes.

Examples :

Yes, I do need that report.

Well, I never thought I'd live to see the day . . .

20. Use commas surrounding words such as therefore and however when they are used as interrupters.

Examples :

I would, therefore, like a response.

I would be happy, however, to volunteer for the Red Cross.

21. Use either a comma or a semicolon before introductory words such as namely, that is, i.e., for example, e.g., or for instance when they are followed by a series of items. Use a comma after the introductory word.

Examples :

You may be required to bring many items, e.g., sleeping bags, pans, and warm clothing.
OR
You may be required to bring many items; e.g., sleeping bags, pans, and warm clothing.

Semicolons

1.   Use a semicolon in place of a period to separate two sentences where the conjunction has been left out.

Examples :

Call me tomorrow; I will give you my answer then.

I have paid my dues; therefore, I expect all the privileges listed in the contract.

2. It is preferable to use a semicolon before introductory words such as namely, however, therefore, that is, i.e., for example, e.g., or for instance when they introduce a complete sentence. It is also preferable to use a comma after the introductory word.

Examples :

You will want to bring many backpacking items; for example, sleeping bags, pans, and warm clothing will make the trip better.

As we discussed, you will bring two items; i.e., a sleeping bag and a tent are not optional.

3.     Use either a semicolon or a comma before introductory words such as namely, however, therefore, that is, i.e., for example, e.g., or for instance when they introduce a list following a complete sentence. Use a comma after the introductory word.

Examples :

You will want to bring many backpacking items; for example, sleeping bags, pans, and warm clothing.

You will want to bring many backpacking items, for example, sleeping bags, pans, and warm clothing.

4.     Use the semicolon to separate units of a series when one or more of the units contain commas.

Example :

This conference has people who have come from Boise, Idaho; Los Angeles, California; and Nashville, Tennessee.

5.     Use the semicolon between two sentences joined by a coordinating conjunction when one or more commas appear in the first sentence.

Examples :

When I finish here, I will be glad to help you; and that is a promise I will keep.

If she can, she will attempt that feat; and if her husband is able, he will be there to see her.

Colons

1.     Use the colon after a complete sentence to introduce a list of items when introductory words such as namely, for example, or that is do not appear.

Examples :

You may be required to bring many items: sleeping bags, pans, and warm clothing.

I want the following items: butter, sugar, and flour.

I want an assistant who can do the following: (1) input data, (2) write reports, and (3) complete tax forms.

2.     A colon should not precede a list unless it follows a complete sentence; however, the colon is a style choice that some publications allow.

Examples :

If a waitress wants to make a good impression on her customers and boss, she should (a) dress appropriately,
(b) calculate the bill carefully, and (c) be courteous to customers.

There are three ways a waitress can make a good impression on her boss and her customers:
(a) Dress appropriately.
(b) Calculate the bill carefully.
(c) Be courteous to customers.

I want an assistant who can (1) input data, (2) write reports, and (3) complete tax forms.

3.     Capitalization and punctuation are optional when using single words or phrases in bulleted form. If each bullet or numbered point is a complete sentence, capitalize the first word and end each sentence with proper ending punctuation. The rule of thumb is to be consistent.

Examples :

I want an assistant who can do the following:
(a) input data,

(b) write reports, and
(c) complete tax forms.

 OR

The following are requested:
(a) Wool sweaters for possible cold weather.
(b) Wet suits for snorkeling.
(c) Introductions to the local dignitaries.

NOTE: With lists, you may use periods after numbers and letters instead of parentheses.
These are some of the pool rules:
1. Do not run.
2. If you see unsafe behavior, report it to the lifeguard.
3. Have fun!

1. Use a colon instead of a semicolon between two sentences when the second sentence explains or illustrates the first sentence and no coordinating conjunction is being used to connect the sentences. If only one sentence follows the colon, do not capitalize the first word of the new sentence. If two or more sentences follow the colon, capitalize the first word of each sentence following.

Examples :

I enjoy reading: novels by Kurt Vonnegut are among my favorites.

Garlic is used in Italian cooking: It greatly enhances the flavor of pasta dishes. It also enhances the flavor of eggplant.

2.     Use the colon to introduce a direct quotation that is more than three lines in length. In this situation, leave a blank line above and below the quoted material. Single space the long quotation. Some style manuals say to indent one-half inch on both the left and right margins; others say to indent only on the left margin. Quotation marks are not used.

Example :

The author of Touched, Jane Straus, wrote in the first chapter:

          Georgia went back to her bed and stared at the intricate patterns of burned moth wings in the translucent glass of the overhead light. Her father was in “hyper mode” again where nothing could calm him down.

          He’d been talking nonstop for a week about remodeling projects, following her around the house as she tried to escape his chatter. He was just about to crash, she knew.

4.     Use the colon to follow the salutation of a business letter even when addressing someone by his/her first name. Never use a semicolon after a salutation. A comma is used after the salutation for personal correspondence.

Example :

Dear Ms. Rodriguez:

Question Marks

1.     Use a question mark only after a direct question.

Examples :

Will you go with me?

I asked if he would go with me.

2.     Use a question mark when a sentence is half statement and half question.

Example :

You do care, don't you?

Exclamation Points

1.     Use the exclamation point to show emphasis or surprise. Do not use the exclamation point in formal business writing.

Example :

I'm truly shocked by your behavior!

Quotation Marks

1.     Periods and commas always go inside quotation marks, even inside single quotes.

Examples :

The sign changed from "Walk," to "Don't Walk," to "Walk" again within 30 seconds.

She said, "Hurry up."

She said, "He said, 'Hurry up.'"

2.     The placement of question marks with quotes follows logic. If a question is in quotation marks, the question mark should be placed inside the quotation marks.

Examples :

She asked, "Will you still be my friend?"

Do you agree with the saying, "All's fair in love and war"?

3.     When you have a question outside quoted material AND inside quoted material, use only one question mark and place it inside the
quotation mark.

Example :

Did she say, "May I go?"

4.     Use single quotation marks for quotes within quotes. Note that the period goes inside all quote marks.

Example :

He said, "Danea said, 'Do not treat me that way.'”

5.     Use quotation marks to set off a direct quotation only.

Examples :

"When will you be here?" he asked.

He asked when you will be there.

6.     Do not use quotation marks with quoted material that is more than three lines in length. See Colons, Rule 5, for style guidance with longer quotes. When you are quoting something that has a spelling or grammar mistake or presents material in a confusing way, insert the term sic in italics and enclose it in brackets. Sic means, "This is the way the original material was."

Example :

She wrote, "I would rather die then [sic] be seen wearing the same outfit as my sister."
Should be than, not then.

Parentheses

1.     Use parentheses to enclose words or figures that clarify or are used
as an aside.

Examples :

I expect five hundred dollars ($500).

He finally answered (after taking five minutes to think) that he did not understand the question.

Commas could have been used in the above example. Parentheses show less emphasis or importance.

2.     Use full parentheses to enclose numbers or letters used for listed items.

Example :

We need an emergency room physician who can (1) think quickly, (2) treat patients respectfully, and (3) handle complaints from the public.

3.     Periods go inside parentheses only if an entire sentence is inside the parentheses.

Examples :

Please read the analysis (I enclosed it as Attachment A.).
OR
Please read the analysis. (I enclosed it as Attachment A.)
OR
Please read the analysis (Attachment A).

Apostrophes

1.     Use the apostrophe with contractions. The apostrophe is always placed at the spot where the letter(s) has been removed.

Examples :

don't, isn't

You're right.

She's a great teacher.

2.     Use the apostrophe to show possession. Place the apostrophe before the s to show singular possession.

Examples:

one boy's hat

one woman's hat

one actress's hat

one child's hat

Ms. Chang's house

NOTE:

Although names ending in s or an s sound are not required to have the second s added in possessive form, it is preferred.

Mr. Jones's golf clubs

Texas's weather

Ms. Straus's daughter

Jose Sanchez's artwork

Dr. Hastings's appointment (name is Hastings)

Mrs. Lees's books (name is Lees)

3.    Use the apostrophe where the noun that should follow is implied.

Example :

This was his father's, not his, jacket.

4.     To show plural possession, make the noun plural first. Then immediately use the apostrophe.

Examples :

two boys' hats

two women's hats

two actresses' hats

two children's hats

the Changs' house

the Joneses' golf clubs

the Strauses' daughter

the Sanchezes' artwork

the Hastingses' appointment

5.     Do not use an apostrophe for the plural of a name.

Examples:

We visited the Sanchezes in Los Angeles.

The Changs have two cats and a dog.

6.     With a singular compound noun, show possession with 's at the end of the word.

Example :

my mother-in-law's hat

7.     If the compound noun is plural, form the plural first and then
use the apostrophe.

Example :

my two brothers-in-law's hats

8.     Use the apostrophe and s after the second name only if two people possess the same item.

Examples :

Cesar and Maribel's home is constructed of redwood.

Cesar's and Maribel's job contracts will be renewed
next year.
Indicates separate ownership.

Cesar and Maribel's job contracts will be renewed next year.
Indicates joint ownership of more than one contract.

9.     Never use an apostrophe with possessive pronouns: his, hers, its, theirs, ours, yours, whose. They already show possession so they do not require an apostrophe.

Examples :

Correct:

This book is hers, not yours.

Incorrect:

Sincerely your's.

10. The only time an apostrophe is used for it's is when it is a contraction for it is or it has.

Examples :

It's a nice day.

It's your right to refuse the invitation.

It's been great getting to know you.

11. The plurals for capital letters and numbers used as nouns are not formed with apostrophes.

Examples :

She consulted with three M.D.s.
BUT
She went to three M.D.s' offices.
The apostrophe is needed here to show plural possessive.

She learned her ABCs.

the 1990s not the 1990's

the '90s or the mid-'70s not the '90's or the mid-'70's

She learned her times tables for 6s and 7s.

Exception :

Use apostrophes with capital letters and numbers when the meaning would be unclear otherwise.  

Examples :

Please dot your i's.

You don't mean is.

Ted couldn't distinguish between his 6's and 0's.

You need to use the apostrophe to indicate the plural of zero or it will look like the word Os. To be consistent within a sentence, you would also use the apostrophe to indicate the plural of 6's.

12. Use the possessive case in front of a gerund (-ing word).

Examples :

Alex's skating was a joy to behold.

This does not stop Joan's inspecting of our facilities
next Thursday.

13. If the gerund has a pronoun in front of it, use the possessive form
    of that pronoun.

Examples :

I appreciate your inviting me to dinner.

I appreciated his working with me to resolve the conflict.

Hyphens

Hyphens Between Words

1.     To check whether a compound noun is two words, one word, or hyphenated, you may need to look it up in the dictionary. If you can't find the word in the dictionary, treat the noun as separate words.

Examples :

eyewitness, eye shadow, eye-opener

NOTE :

All these words had to be looked up in the dictionary to know what to do with them!

2.   Phrases that have verb, noun, and adjective forms should appear as separate words when used as verbs and as one word when used as nouns or adjectives.

Examples :

The engine will eventually break down. (verb)

We suffered a breakdown in communications. (noun)

Please clean up your room. (verb)

That Superfund site will require specialized cleanup procedures. (adjective)

3.     Compound verbs are either hyphenated or appear as one word. If you do not find the verb in the dictionary, hyphenate it.

Examples:

To air-condition the house will be costly.

We were notified that management will downsize the organization next year.

4. Generally, hyphenate between two or more adjectives when they come before a noun and act as a single idea. Examples :

friendly-looking man
(compound adjective in front of a noun)

friendly little girl
(not a compound adjective)

brightly lit room
(Brightly is an adverb describing lit, not an adjective.)

5.     When adverbs not ending in -ly are used as compound words in front of a noun, hyphenate. When the combination of words is used after the noun, do not hyphenate.

Examples :

The well-known actress accepted her award.

Well is an adverb followed by another descriptive word. They combine to form one idea in front of the noun.

The actress who accepted her award was well known.
Well known follows the noun it describes, so no hyphen is used.

A long-anticipated decision was finally made.

He got a much-needed haircut yesterday.

His haircut was much needed.

6.     Remember to use a comma, not a hyphen, between two adjectives when you could have used and between them.

Examples :

I have important, classified documents.

Jennifer received a lovely, fragrant bouquet on
Valentine's Day.

7.     Hyphenate all compound numbers from twenty-one through ninety-nine.

Examples :

The teacher had thirty-two children in her classroom.

Only twenty-one of the children were bilingual.

8.     Hyphenate all spelled-out fractions.

Examples :

You need one-third of a cup of sugar for that recipe.

More than one-half of the student body voted for removing soda machines from campus.

Hyphens with Prefixes

1.     The current trend is to do away with unnecessary hyphens. Therefore, attach most prefixes and suffixes onto root words without a hyphen.

Examples :

noncompliance

copayment

semiconscious

fortyish

2.     Hyphenate prefixes when they come before proper nouns.

Example :

un-American

3.     Hyphenate prefixes ending in an a or i only when the root word begins with the same letter.

Examples :

ultra-ambitious

semi-invalid

4.     When a prefix ends in one vowel and a root word begins with a different vowel, generally attach them without a hyphen.

Examples :

antiaircraft

proactive

5.     Prefixes and root words that result in double e's and double o's are usually combined to form one word.

Examples :

preemployment

coordinate

Exceptions :

de-emphasize

co-owner

6.     Hyphenate all words beginning with self except for selfish and selfless.

Examples :

self-assured

self-respect

self-addressed

7.     Use a hyphen with the prefix ex.

Example :

His ex-wife sued for nonsupport.

8.     Use the hyphen with the prefix re only when:
the re means again AND omitting the hyphen would cause confusion with another word.

Examples :

Will she recover from her illness?
Re does not mean again.

I have re-covered the sofa twice.
Re does mean again AND omitting the hyphen would have caused confusion with another word.

The stamps have been reissued.
Re means again but would not cause confusion with
another word.

I must re-press the shirt.
Re means again AND omitting the hyphen would have caused confusion with another word.