Ch. 18 - 2 Mary Ellen Guffey, Business English, 8e Objectives Use periods to punctuate statements,...

Mary Ellen Guffey, Business English, 8e Ch. 18 - 2

Objectives• Use periods to punctuate statements,

commands, indirect questions, and polite requests.

• Use periods to punctuate abbreviations, initials, and numerals.

• Use question marks and exclamation points correctly.

Other Punctuation


• Recognize acceptable applications of the dash.

• Use parentheses to deemphasize material.

• Understand the use of commas, dashes, and parentheses to set off nonessential material.

• Punctuate and capitalize material set off by parentheses and dashes.

Other Punctuation


Other Punctuation

• Use double and single quotation marks correctly.

• Place other punctuation marks correctly in relation to quotation marks.

• Use brackets, underscores, and italics appropriately.


End Punctuation• Use periods at the end of statements,

commands, indirect questions, and polite requests.

Using Periods


StatementBusiness usually improves in the fall.

CommandPlace an order for printer paper now.

Indirect question A customer asked whether we ship c.o.d.

Polite request Will you please send me your catalog.

Using Periods


Abbreviations

• Use periods after many abbreviations beginning with lowercase letters.

Please bring the 8 ft. board at 7:30 a.m.

Using Periods


Abbreviations

• Do not use periods after the following lowercase abbreviations.

mph (miles per hour)

wpm (words per minute)

mm (millimeter)

kg (kilogram)

Using Periods


Abbreviations

• Do not use periods for most capitalized abbreviations such as ID, CPA, IQ, CEO, RAM, IBM.

The computer CPU was delivered for repairs.

Using Periods


Abbreviations

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

Ms. Carolyn Myer was interviewed for a position by Jon Mason, Ph.D.

Using Periods


Abbreviations

• Use periods with abbreviations that represent academic degrees, geographical expressions, and initials of a person’s first and middle names.

Your appointment with R. T. Ryan, M.D., from the U.K. is on Friday.

Using Periods


Abbreviations

• Some abbreviations have two forms.

c.o.d. COD (collect on delivery)

f.o.b. FOB (free on board)

d.b.a. DBA (doing business as)

p.o.e. POE (port of entry)

Using Periods


Abbreviations

• A good dictionary or reference manual provides information about abbreviations.

Using Periods


Numerals

• Use periods to punctuate dollars and cents.

The bill showed items of $56.90, $169.90, and $30.

Using Periods


Using Periods

Numerals

• Use a period (decimal point) to mark a decimal fraction.

Only 17.25 percent of the surveys were returned.


Direct Question• Use a question mark at the end of a

direct question.

Is this the order for Lamson, Ltd.?

We wondered whether the order had been sent.

[Note that no question mark follows an indirect question.]

Using Question Marks


Appended Question

• Use a question mark after a question that is appended to a statement.

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



Appended Question

• Use a question mark after a question that is appended to a statement.

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

[Note the comma that separates the statement from the question.]



Expression of Doubt

• A question mark within parentheses may be used to indicate a degree of doubt, but careful writers avoid this device.

The meeting is next week (Tuesday?).



Expression of Strong Emotion

• Use an exclamation mark after a word, phrase, or clause expressing strong emotion.

What a marvelous view!

Stop! That door is not an exit!

Using Exclamation Marks


Using Exclamation Marks

Mild Interjections

• Do not use an exclamation mark after mild interjections, such as oh and well.

Well, you seem to be really interested.


Indicate whether a period, question mark, or exclamation mark is needed.

1. She asked whether I would attend the session_

Check your skill . . .



1. She asked whether I would attend the session.




2. Who paid for the c_o_d_ shipment_




2. Who paid for the c.o.d. shipment_




2. Who paid for the c.o.d. shipment?




3. Ask Ms_ Andrews to take the package to the post office before 5:30 p.m._




3. Ask Ms. Andrews to take the package to the post office before 5:30 p.m._




3. Ask Ms. Andrews to take the package to the post office before 5:30 p.m.




4. What an impact the I_B_M_ ad made on our decision_




4. What an impact the IBM ad made on our decision_




4. What an impact the IBM ad made on our decision!




5. Will you send me your latest catalog_




5. Will you send me your latest catalog.




6. Mr. Ryder will apply for the position, won’t he_




6. Mr. Ryder will apply for the position, won’t he?




7. The boss asked who had sent the e-mail_




7. The boss asked who had sent the e-mail.



Parenthetical Elements With Internal Punctuation

• A parenthetical element that contains internal commas should be set off by dashes.

Three employees–Ann, Mike, and Ramon–were honored.

Using Dashes





Using Dashes


Sentence Interruption

• Use dashes to show an abrupt change of thought or to achieve emphasis. (But use this device sparingly!)

All assistants–and that includes Tiffany–are invited.

You do all the work–she gets all the credit!

Using Dashes


Summarizing Statements

• Use a dash (not a colon) to separate an introductory list from a summarizing statement.

Stationery, order forms, and file folders–these are items we need immediately.

Using Dashes


Using Dashes

Quotations

• Use a dash between a quotation and its source.

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


Nonessential Sentence Elements

• Use parentheses to deemphasize nonessential sentence elements.

Our luggage, which we desperately needed, went to St. Louis by mistake.

[Normal punctuation]

Using Parentheses


Nonessential Sentence Elements Our luggage–which we desperately needed–went to St. Louis by mistake.

[Enclosed material emphasized]

Our luggage (which we desperately needed) went to St. Louis by mistake.

[Enclosed material de-emphasized]

Using Parentheses


Explanations, References, and Directions

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

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

Using Parentheses


Additional Considerations

• A punctuation mark that would normally occupy the position already occupied by the second parenthesis is placed after that parenthesis.

If everyone can attend the last meeting of the year (April 3), we will vote on the issue.

Using Parentheses



• For an enclosed question or exclamation embedded in a sentence, include a question mark or exclamation mark.

The compact disk Sevens (have you heard it?) is available at the music store.

Using Parentheses



• For an enclosed statement embedded in a sentence, no period is used after the enclosed statement.

Write an appreciation letter (this should be done as soon as possible) to the person hosting the luncheon.

Using Parentheses


Using Parentheses


• For material enclosed by parentheses but not embedded in another sentence, use normal punctuation.

In the last six months, the value of some penny stocks has tripled. (Can you believe it?)


Insert punctuation marks where they are needed.

1. Three outstanding employees Sonya, Bryce, and Lisa will receive awards.




1. Three outstanding employees–Sonya, Bryce, and Lisa–will receive awards.




2. Keyboarding, filing, and calculating these are a few of the skills needed for the position.




2. Keyboarding, filing, and calculating–these are a few of the skills needed for the position.



How would you de-emphasize the embedded material?

3. My computer, which was delivered on January 7, has 2.5 gigabits of memory.



How would you de-emphasize the embedded material?

3. My computer (which was delivered on January 7) has 2.5 gigabits of memory.



Direct Quotations

• Use double quotation marks to enclose the direct words of a speaker or writer.

Muhammad Ali said, “The man who has no imagination has no wings.”

Using Quotation Marks


Direct Quotations

• Capitalize only the first word of a direct quotation.

“There are no shortcuts,” said opera singer Beverly Sills, “to any place worth

going.”



Quotations Within Quotations

• Use single quotation marks to enclose quoted passages embedded in other quoted passages.

Mrs. Hudson said, “Please locate for me all folders marked ‘Hughes Project.’”



Short Expressions

• Slang, words used in a special sense, and words following stamped or marked are often enclosed within quotation marks.

We thought the haircut was “rad.”

[Slang]



Short ExpressionsThe mechanic had to “bleed” the brakelines

of the car.

[Word used in a special sense]

The letter is stamped “Confidential.”

[Confidential follows stamped]



Definitions

• Use quotation marks to enclose definitions of words or expressions.

The word liability is defined as “a debt owed by a business.”



Definitions

• The word or expression being defined should be underscored or set in italics.

The word liability is defined as “a debt owed by a business.”



Literary Titles

• Use quotation marks to enclose titles of literary and artistic works, such as the following:

magazine articles lectures book chapters poems television shows songs newspaper articles



Literary TitlesThe song “Stars and Stripes” appeared in the musical “Our Country.”

Betty Perman’s article was titled “Self-Assessment and Career Development.”



Quotation Marks With Other Punctuation Marks

• Commas and periods are always placed inside closing quotation marks, whether single or double.

“I enjoyed very much,” said Mr. Dornan, “your article titled ‘Economics and Recessions.’”




• Question marks and exclamation marks may go inside or outside closing quotation marks, as required by the quotation.





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

[Quotation is a question]

Do you know who first used the expression “the almighty dollar”?

[Sentence, not quotation, is a question]


Inserted Remarks

• Within quotations of the words of others, writers use brackets to enclose their own inserted remarks.

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

Using Brackets


Using Brackets

Sic• Within quotations, brackets enclose

the word sic, which means thus or so.

• This Latin term is used to indicate that the words quoted actually appear thus in the original source.The newspaper article contained this statement: “Mr. Sims said, ‘I demand payment irregardless [sic] of the result.’”


Literary Titles

• Underscores or italics are normally used for titles of books, magazines, newspapers, movies, and other complete works published separately.

Did you see the article titled “Age of Uncertainty” in today’s Los Angeles Times?

Using Underscores and Italics


Using Underscores and Italics

Other Words

• A word under discussion in a sentence and used as a noun is underscored or italicized.

I was surprised to see the word infer misused in the editorial.


Insert necessary punctuation marks in this sentence.

1. The sales staff, said Barb Hedin, must attend the telephone skills development meeting.




1. “The sales staff,” said Barb Hedin, “must attend the telephone skills development meeting.”




2. Bob Amiot remarked, “In technical writing I agree with the author who said, Writing should be clear and concise.”




2. Bob Amiot remarked, “In technical writing I agree with the author who said, ‘Writing should be clear and concise.’”




3. I picked up the package marked First Class.




3. I picked up the package marked “First Class.”




4. The Office Pro, a magazine that publishes personal development information, recently featured the article Building a Wardrobe.




4. The Office Pro, a magazine that publishes personal development information, recently featured the article “Building a Wardrobe.”



Insert any necessary punctuation in the following sentence.

1. The IRS began an investigation of the tax returns of Datatronics, Inc

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1. The IRS began an investigation of the tax returns of Datatronics, Inc.

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2. Mike and Dr Harter went to the YMCA didn’t they

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2. Mike and Dr. Harter went to the YMCA, didn’t they?

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3. Wow A total of 902 percent of the voters approved the restaurant smoking ban

[Express the number as 90 and 2/100 percent.]

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3. Wow! A total of 90.2 percent of the voters approved the restaurant smoking ban.

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4. Planning directing and controlling these are functions of a manager

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4. Planning, directing, and controlling–these are functions of a manager.

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5. Three outstanding students Debbie Frank and John came early to help.

[Emphasize.]

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5. Three outstanding students–Debbie, Frank, and John–came early to help.

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6. When you return is it April 5 will you be able to discuss budget figures

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6. When you return (is it April 5?), will you be able to discuss budget figures?

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7. A career said Ms Harman is a lifelong series of work-related experiences

[Direct quotation.]

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7. “A career,” said Ms. Harman, “is a lifelong series of work-related experiences.”

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8. This country stated President Ferguson was built on free enterprise

[Direct quotation.]

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8. “This country,” stated President Ferguson, “was built on free enterprise.”

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9. Fortune which is our favorite business magazine published an article titled Relationship Investing

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9. Fortune, which is our favorite business magazine, published an article titled “Relationship Investing.”

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10. The letter carrier said This package should have been marked Fragile

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10. The letter carrier said, “This package should have been marked ‘Fragile.’”

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Ch. 18 - 2 Mary Ellen Guffey, Business English, 8e Objectives Use periods to punctuate statements,...

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