The Writer’s Handbook: The Mechanics of Writing

Section A:

The Comma

Section B

: The Semicolon

Section C

: Other Marks

Section D

: Correcting Punctuation Errors

Section A: The Comma

 Comma placement is based on rules, not pauses.

 The rule came first,  the comma came second, and  the pause came third.

© 2014 The Writer’s Toolkit, Inc. All rights reserved.

When in doubt, leave it out.



If you don’t know the reason to use a comma based on a rule:



Don’t use the comma.



Do additional research.



Rewrite the sentence so that you know you are correct.

Comma Rule No. 1 The Sentence Core Rules



Do not separate a subject and verb with just one comma.



Incorrect:



The money, was deposited in the account.



Revised:



The money was deposited in the account.

Comma Rule No. 2 Comma Conjunction (CONJ)



Use a comma to separate independent clauses joined by a coordinating conjunction.



Bob went to the meeting, but he arrived late.



Mary summarized the report, and she did a good job.

Comma Rule No. 3 Series (SER)



When three or more items occur in a series, separate each item with a comma.



(YOU) Please complete parts 1, 2, and 3 before you leave.



The menu listed potatoes, peas, and carrots as well as string beans for the daily special.



Mr. Jordan has divided his estate among Bob, Rose, Chuck, and Lisa.

Comma Rule No. 4 Introductory (INTRO)



Place a comma after a word, phrase, or dependent clause that introduces a main clause.



Subordinating conjunctions



Although

we

went

buy notebooks

.

to the store, we

did

not

remember

to 

Adverbial conjunctions



However,

Bob

went

to the meeting alone.

Comma Rule No. 5 Nonrestrictive (NR)



Use commas to set off nonessential (nonrestrictive) explanations.



Nonessential



My uncle John, who currently lives in Dallas, has been a firefighter his entire career.



Essential



The person who gave you that information should have known it was not correct.

Comma Rule No. 6 Parenthetical (PAR)



Use commas to set off a word or phrase that interrupts an independent clause.



I will, however, call you when I receive the new report.



Margaret, therefore, will be the next committee chairperson.



We will, of course, look forward to your reply.

Comma Rule No. 7 Direct Address (DA)



Use commas to set off the name or title of a person addressed directly.



George, will you assist me with the project?



(I) Thank you, sir, for allowing me to use the parking spot.



Everyone expected that you would do the follow-up report, Marcus.

Comma Rule No. 8 Appositive (AP)



Use commas to set off words or phrases that describe or identify a preceding noun or pronoun.

 John, my brother,

will plan

the family reunion this year.

 Mr. Jackson , the bank’s president,

is

responsible for the policy change.  (YOU) Please

speak

to Janet, my assistant, if I am not available.

Comma Rule No. 9 Addresses and Dates (AD)



Use commas to set off addresses and dates.



Lexi agreed that Friday, May 29, 2014, would be a good date for the opening.



The target date for a merger is April 2014.



Jonathon will relocate to Boise, Idaho, as a result of his new position.

Comma Rule No. 10 Words Omitted (WO)

And omitted

 The long and boring speech

seemed

to go on forever

.

 The long

,

boring speech

seemed

to go on forever.

That omitted

 The truth

is

, we never received the contract.  The truth

is

( that ) we never received the contract.

Repetitive words omitted

 The annual report

should be sent

proposal, to the New York branch.

to our corporate office; the

Comma Rule No. 11 Direct Quotation (DQ)



Use commas to set off a direct quotation within a sentence:

Direct Quote: Jordan said, “I have a meeting on Tuesday.” Indirect Quote: Jordan said that he had a meeting on Tuesday.

Note

: Commas and periods are placed on the inside of the quotation marks.

Comma Rule No. 12 Contrasting Expression/Afterthought



Use a comma to separate a contrasting expression (often beginning with “but,” “not,” or “rather than”) or an afterthought that is added to the end of a sentence.

 My friend asked me to go to the theater

, not the ballgame.



The board meeting is on Tuesday; (YOU) bring up the issue at that time , but only if you wish.



The heckler interrupted the speaker , creating chaos for a brief moment.

Section B: The Semicolon

 Semicolons add variety and keep writing from getting choppy when sentences are short.

 The semicolon communicates to readers that ideas are close in meaning.

Semicolon Rule No. 1 No Conjunction (NC)



Use a semicolon to separate two independent clauses that are joined without a conjunction.



Allison wrote the marketing report; William will edit it.



Allison wrote the marketing report. William will edit it.



The chairperson resigned yesterday; the president already appointed a replacement.



The chairperson resigned yesterday. The president already appointed a replacement.

Semicolon Rule No. 2 Semicolon Transition (TRANS)



Place a semicolon before and a comma after adverbial conjunctions when they act as transitions between independent clauses.



Michael went to the market; however, he forgot several items on the list.



My supervisor asked for my resignation; fortunately, he was only joking.



There will be a meeting after work on Friday; however, it will be short.

Semicolon Rule No. 3 Semicolon Because of Commas

When a clause needs major and minor separations, use semicolons for major breaks and commas for minor breaks.



This year’s meetings will be held in Chicago, Illinois; Boston, Massachusetts; Dallas, Texas; and Pittsburgh, Pennsylvania.



The best time of the year for marketing campaigns is September; and since we have that time available, we should plan a meeting to develop a plan.

Section C: Other Marks

The Colon

 Use a colon to indicate a list.



“These are the items to add to the agenda : schedule and draft report changes.” annual meeting

 Use a colon after the words

note

and

caution.



“Note : If a complete sentence follows the introductory word note or caution, capitalize the first word of the sentence that follows it.

”  Use a colon in business letters after the salutation.  Use a colon at the end of one sentence to introduce the next sentence 

“LaSalle Bank is a great place to have an account : it ranks number one in customer service.”

Section C: Other Marks

The Ellipses

 Ellipsis marks indicate an omission of a word or several words:  Ellipses (plural form of ellipsis) are represented by three periods with a space before, between and after each:

. . .

 When ellipses occur at the end of a quoted sentence, a fourth period is added.

Other Marks of Punctuation



The Dash

Represent the dash with two hyphens without a space before, between, or after them.

 The dash can be a substitute for the comma, semicolon, period, or colon    The dash places emphasis on the information following or between them.

“Trisha hosted the charity gala dinner—it raised more money than any other event in this history of our organization.” “Charlie Richards—our new CEO—invited me to apply for the position of Senior VP.”

Terminal Punctuation Marks

  

The Period

 indicates the end of a statement   also indicates the end of a courteous request

“Would you be able to return the enclosed form by Friday.”

The Exclamation Point

 indicates surprise 

“Stop!”



“Congratulations on your promotion!”

The Question Mark

 indicates a question the writer expects the reader to answer 

“What next?”

 

“He said that he would do what?” “What did he say?”

Section D: Correcting Punctuation Errors

    

Dependent Clauses as Fragments An independent Clause can stand alone.

A dependent Clause doesn’t express a complete thought so it can’t stand alone.

“Bill advised our department the policy had changed.” “Because Bill advised our department the policy had changed

.”

Correcting Fragments

 Turn the dependent clause into an independent clause.

 You may be able to do this simply by removing the subordinating conjunction.

 Attach the dependent clause to an independent clause.

 Often the sentence before or after the dependent clause completes it nicely.

Phrases as Fragments



Fragments

can occur when a

phrase

is punctuated as a sentence: a phrase does not have a subject and a verb.



An infinitive phrase

is formed by adding “to” the base form of the verb. 

“To go

to the store before going to work because it was on my way” 

“To see

forms” you at the meeting later today with all of the necessary 

A gerund phrase

is formed by adding

ing

to the base form of the verb. 

“Going

to the store before going to work because it was on my way” 

“Seeing

you at the meeting later today with all of the necessary forms”

Run-On Sentences

 A

fused sentence

consists of two independent clauses that are connected without a comma or conjunction.  A

run-on sentence

consists of two independent clauses that are joined with a coordinating conjunction but without a comma to separate them.



Fused:



“Each session is limited to 22 participants call today to reserve your space.”



Run-on:



“In response, several states have adopted their own provisions and several more are considering similar measures. “

Correcting Run-On Sentences



To correct fused or run-on sentences, do one of the following:

  Place a period after each independent clause.

Use a comma and coordinating conjunction to separate the independent clauses.

 Use a semicolon to separate the independent clauses.



Revised:

 

“Each session is limited to 22 participants. Call today to reserve your space.” “In response, several states have adopted their own provisions, and several more are considering similar measures.”

Comma Splice

A

comma splice

occurs when two independent clauses are joined with only a comma. 

“The department received explicit instructions, everyone agreed to participate.”



To correct a comma splice, do one of the following:

 Change the comma into a semicolon.

  Add a coordinating conjunction.

Change the comma to a subordinating conjunction.



Revised:



“The department received explicit instructions; everyone agreed to participate.”