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© 2014 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website or school-approved learning

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Chapter 12

Other

Punctuation

12-2

Period

Question

Mark

Dash

Exclamation

Point

Parentheses

Quotation

Marks

Italics

Brackets

Hyphen

Apostrophe

© 2014 Cengage Learning. All Rights Reserved. Business English, 11e, by Mary Ellen Guffey and Carolyn Seefer

Uses for the Period

Use periods at the end of statements, commands, and indirect questions.

12-3© 2014 Cengage Learning. All Rights Reserved. Business English, 11e, by Mary Ellen Guffey and Carolyn Seefer

• Business usually improves in the fall.

12-4

Statement

• Place an order for printer paper now.

Command

• She asked whether we ship c.o.d.

Indirect Question

Uses for the Period


Use periods (not question marks) to punctuate polite requests.

A polite request

—Is actually a command—Asks the reader to perform a

specific action—Is usually answered by an action

rather than a yes or no

12-5

Uses for the Period


• Would you please send me your latest catalog.

12-6

If you feel uncomfortable using a period in polite requests, rephrase the statement:

• Please send me your latest catalog.

Uses for the Period


Use periods to punctuate abbreviations.

A. Lowercase. Use periods after most abbreviations beginning with lowercase letters.

• a.m. (ante meridiem)

• p.m. (post meridiem)

• i.e. (that is)

• e.g. (for example)

12-7

Uses for the Period


Upper and lowercase. Use periods for most abbreviations containing capital and lowercase letters.

• Dr. (Doctor)

• No. (number)

• Mr. (Mister)

• Fri. (Friday)

12-8

Exceptions: PhD (doctor of philosophy) and

EdD (doctor of Education)

Uses for the Period


All capitals. For most abbreviations shown in ALL CAPITAL LETTERS, use no periods or internal spaces.

12-9

This includes abbreviations for many business and

nonprofit organizations, educational institutions,

government agencies, radio and television stations,

professional organizations, sports associations, job titles,

professional designations, stock symbols, airport codes,

and business and technology terms.

Uses for the Period


• IBM (International Business Machines)• MIT (Massachusetts Institute of Technology)• SEC (Securities and Exchange Commission)• ABC (American Broadcasting Company)• AMA (American Medical Association)• NFL (National Football League)• CFO (Chief Financial Officer)• LVN (Licensed Vocational Nurse)• HOG (Harley-Davidson Stock Symbol)• SFO (San Francisco International Airport)• HDTV (high-definition television)

12-10

Uses for the Period


Geographical areas. Use all capital letters without periods or internal spaces for the abbreviations of geographical areas, countries, two-letter state abbreviations, and Canadian province abbreviations.

• USA (United States of America)

• UK (United Kingdom)

• MI (Michigan)

• BC (British Columbia)

12-11

Uses for the Period


Use periods (decimal points) to punctuate numerals.

– To separate dollars from cents

• The bill showed items at $56.90, and $169.80.

– To mark decimal fractions

• A total of 48.9 percent voted for the new tax.

12-12

Uses for the Period


Uses for the Question Mark

Use question marks to punctuate direct questions.

12-13

• Is this the order for Lamson, Ltd.?• Have you booked our flight yet?


Use question marks to punctuate questions with added statements.

12-14

• You understood me, didn’t you?

• The meeting is at 9:30 a.m., isn’t it?



Use question marks to indicate doubt.

12-15

• The Philadelphia Stock Exchange was founded (1790?) before the New York Stock Exchange.



Uses for the Exclamation Point

Use exclamation marks after words, phrases, or clauses to express strong emotion.

12-16

What a fantastic idea!

Stop! That door is not an exit!

Oops! I forgot the attachment!

In business writing

exclamation points

are used sparingly.


12-17

Some sound advice for using

exclamation marks…

“Cut out all the exclamation points. An exclamation point is like laughing at your own joke.”

--F. Scott Fitzgerald (1896-1940)


Try Your Skill

1. (a) Our team leader wanted to know whether you sent the report?

(b) Our team leader wanted to know whether you sent the report.

12-18

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

2. (a) Would you please answer all e-mails within 24 hours.

(b) Would you please answer all e-mails within 24 hours?

12-19

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

3. (a) Dr. Spicer said she would be here before 4 p.m..

(b) Dr Spicer said she would be here before 4 PM.

(c) Dr. Spicer said she would be here before 4 p.m.

12-20

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

4. (a) We heard that IBM is hiring PhDs for its research program.

(b) We heard that I.B.M. is hiring Ph.D.s for its research program.

12-21

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

5. (a) That CEO who is from the UK is most interested in HDTV.

(b) That C.E.O. from the U.K. is most interested in H.D.T.V.

12-22

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

6. (a) Tyler wondered whether he should send an e-mail or call?

(b) Tyler wondered whether he should send an e-mail or call.

12-23

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

7. (a) Mr. Milburn didn't call, did he?

(b) Mr Milburn didn't call did he?

12-24

Indicate

which of

these

sentences is

correctly

punctuated.


Uses for the Hyphen

Use hyphens to form compound words.

• The air-conditioning in our building works well. (Compound noun)

• The attorney will cross-examine the witness. (Compound verb)

• She is looking for a full-time job. (Compound adjective before the word it is modifying)


Use hyphens to form words with prefixes such as ex, self, or quasi.

• His ex-wife remains his business partner.

• This book offers many self-helpexercises.

12-26

Do not use hyphens with most prefixes, including re, co, non, and pre.

• Please rewrite the executive summary.

• She and her coworkers took Friday off.

Uses for the Hyphen


Use hyphens to form compound numbers.

• Eighty-six applicants passed the entrance exam.

12-27

Use hyphens to divide words over two lines.

• We hope to hear soon from the super-intendent of the school district.

Uses for the Hyphen


Uses for the Dash

Use dashes (not hyphens) to set off parenthetical elements and appositives.

• Three employees—Ann, Mike, and Ramon—were honored.

• Some equipment—computers, telephones, and printers—mayhave to be upgraded.


Use dashes to indicate an abrupt change of thought, interruption, afterthought.

12-29

• All assistants—and that includes Tiffany—are invited.

• You do all the work—she gets all the credit!

Uses for the Dash


Use dashes (not colons) to set off summarizing statements.

12-30

Full names, e-mail addresses, and job titles—these are the items we need immediately.

Uses for the Dash


Use dashes to attribute quotations.

12-31

• “A little learning is a dangerous thing.” —Alexander Pope

Uses for the Dash


12-32

Answer: Type two

hyphens or allow your word

processing program to

insert an em-dash

automatically.

How is the dash

constructed on the

keyboard?


Uses for Parentheses

Use parentheses to set off nonessential sentence elements.

– Parentheses de-emphasizenonessential sentence elements.

– Explanations, references, and directions are often enclosed within parentheses.


• Assembly of the bookcase (see the instruction manual) is easy and quick.

• Our income statement (see Appendix A)

shows a substantial increase in revenue this year.

• Our luggage went to St. Louis(can you believe it?) by mistake.

12-34



Use parentheses to show numerals and enclosed enumerated items.

• Your health insurance benefits will be extended for sixty (60) days.

• Many companies are using social media tools for marketing including (1) Facebook, (2) Twitter, and (3)

LinkedIn.

12-35



Punctuation With Parentheses

Punctuation marks that would normally occupy the position already occupied by a second parenthesis are placed after the parenthesis.

12-36

• If you attend (April 3), we will vote on the issue.

• Forms were filled out for just one individual (James Foster); however, they must be approved.


Try Your Skill

1. (a) Our sales have increased steadily over the past year see Table 5.

(b) Our sales have increased steadily over the past year (see Table 5).

12-37

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

2. (a) I’ll ask my co-workers how they feel about the issue.

(b) I’ll ask my coworkers how they feel about the issue.

12-38

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

4. (a) Fifty-six employees declined health insurance benefits.

(b) Fifty six employees declined health insurance benefits.

12-39

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

5. (a) I purchased a first class ticket for my flight to Amsterdam.

(b) I purchased a first-class ticket for my flight to Amsterdam.

12-40

Indicate

which of

these

sentences is

correctly

punctuated.


Try Your Skill

6. (a) ABC, NBC, CBS—these are the three mostwell-known television networks.

(b) ABC, NBC, CBS: these are the three most well-known television networks.

12-41

Indicate

which of

these

sentences is

correctly

punctuated.


12-42

7. (De-emphasize) Fill out

the form see page 3a for

directions and submit it

with your check.

Try Your Skill

Add or

revise

punctuation

as needed.Fill out the form (see

page 3a for directions)

and submit it with your

check.


Uses for Quotation Marks

Use double quotation marks to enclose direct quotations (the exact words of a speaker or writer).

12-43

• Jack Welch said, “I've learned that mistakes can often be as good a teacher as success.”

• “On the first of the month,” remarked Ms. Simmons, “we send statements.”


Use double quotation marks to enclose the titles of subdivisions of literary and published works.

—Magazine and newspaper articles

—Short stories (part of a collection)

—Book chapters

—Television program episodes

—Poems (part of a collection)

—Paintings and sculptures (parts of a body of work)

—Songs (one of many written or sung)

12-44



12-45

• “Over the Rainbow” was performed in The Wizard of Oz.

• Our favorite link at Monster.com is “Career Tips.”

• She wrote a chapter called “Effective E-Mail Techniques” in the book Writing That Works.



Periods and commas are always placed inside closing quotation marks.

12-46

• “I enjoyed very much,” said Mr. Dornan, “your article entitled ‘Economics and Recession.’”


Punctuating Around Quotation Marks

Memory jogger

They are small marks of punctuation; therefore, they fit inside the quotation marks.

12-47

Our supervisor said, “We are eliminating all overtime this month”; therefore, employees must

be informed.



Colons and semicolons are always placed outside

quotation marks.

Memory Jogger

A semicolon is a large punctuation mark; therefore, it does not fit inside quotation marks.

Quotation marks and exclamation points may go inside or outside closing quotation marks, depending on the quotation.

12-48

• Professor Dooley said, “How many have completed the assignment?”

Quotation asks a question



12-49

Do you know who first used the

expression “the almighty dollar”?

Sentence, not quotation, asks a question

Why did Mr. Sims say, “Who used the

copier last?”

Both sentence and quotation ask questions



Uses for Italics

Use italics for the titles of completepublished or artistic works that contain subdivisions.—Books

—Magazines and newspapers

—Movies and television shows

—Pamphlets

—Music albums

—Plays and musicals


Uses for Italics

• America at Work, a new research book, was reviewed positively in The Wall Street

Journal.

• Whoopi Goldberg won an Oscar for the film Ghost, an Emmy for the TV show The View, a Grammy for the album Whoopi Goldberg—

Original Broadway Show Recording, and a Tony for the play Thoroughly Modern

Millie.


Use italics to enclose short expressions, words being defined, and special words.

—Jargon (argot)

—Slang—Words used in a special sense (humor or

irony)

—Words following stamped or marked

Some writers enclose these words in quotation marks, but be careful not to overuse quotation marks in this way.

12-52

Uses for Italics


• We were surprised to learn that the defendant met with the judge ex parte (OR “ex parte”).

12-53

Jargon-in this case, from the legal field

• Her teenagers thought the new James Bond film was a killer (OR “killer”) movie.

Slang

• Your letter is stamped Confidential (OR “Confidential”).

Words Following Stamped or Marked

Uses for Italics


Uses for Brackets

Use brackets to insert remarks.

– Within quotations, writers use brackets to enclose their own inserted remarks.

– These remarks may be corrective, illustrative, or explanatory.

• “Our current budget deficit [$187,000],” said Ms. Holmes, “prevents the declaration of dividends.”


– Within quotations, brackets enclose the word sic, which means “thus” or “so.”

– This Latin term is used to emphasize that words quoted actually appear thus in the quoted matter.

• In the newspaper article, Dr. Sims is quoted as saying, "I demand payment irregardless [sic] of the outcome.”

12-55

Uses for Brackets


Really means not my mistake.

Uses for the Apostrophe

Use apostrophes to form noun possessives.

– Jimmy Wales’s goal was to make knowledge available to every person on the planet. (Singular possessive)

– The doctors’ offices will be remodeled next month.(Plural possessive)

See Chapter 3 for fullerexplanation of apostrophe use.


Use apostrophes to form contractions.

• You’re expected to understand the contract. (Contraction for you are)

• It’s going to feel like spring this weekend. (Contraction for it is)

12-57



Use apostrophes to take the place of omitted letters or figures.

• He stops by Dunkin’ Donuts every morning. (Taking place of missingletter g)

• Job prospects for the class of ‘14 look promising. (Taking place of figures 20)

12-58



Use apostrophes to serve as the symbol for feet. (Note that a double quote serve as the symbol for inch.)

• At 6’ 3” he towered over everyone in the room.

12-59



Try Your Skill

1. Did Jon complete his B.A.

degree before taking a

job with QuadCom, Inc

12-60

Add or

revise

punctuation

as needed.Did Jon complete his BA

degree before taking a

job with QuadCom, Inc.?


Try Your Skill

3. (Emphasize) The committee

favored three cities

Scottsdale Tucson and

Phoenix but could not reach

a final decision.

12-61

The committee favored three

cities—Scottsdale, Tucson,

and Phoenix—but could not

reach a final decision.

Add or

revise

punctuation

as needed.


Try Your Skill

4. Palm Beach, Tampa, and Naples these were our favorite places to visit in Florida.

12-62

Palm Beach, Tampa, and

Naples—these were our

favorite places to visit in

Florida.

Add or

revise

punctuation

as needed.


Try Your Skill

5. Do you think its time to

consider a merger.

12-63

Do you think it’s time to

consider a merger?

Add or

revise

punctuation

as needed.


Try Your Skill

6. The term red herring

means a distraction from

the real issue.

12-64

The term red herring

means “a distraction

from the real issue.”

Add or

revise

punctuation

as needed.


Try Your Skill7. Did you read the chapter

titled Quick Tips that

appeared in the book

Stock Investing

12-65

Did you read the chapter

titled “Quick Tips” that

appeared in the book Stock Investing?

Add or

revise

punctuation

as needed.


Try Your Skill

8. The manager said

"Whose cell phone is

ringing

12-66

The manager said,

"Whose cell phone is

ringing?”

Add or

revise

punctuation

as needed.


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