What's Standard English, Part 5: Comma Splice

Consider these sentences:

• I am your technical consultant, you can contact me for any problem you encounter with the system.
• Margo is in the conference room, she is checking the technology for her presentation tomorrow.
• Please do not sign out during a break, doing so will make it harder for you to return to the program. 
• Thanks for your help, we will use your guidance throughout the project.

Grammatical purists would call all four examples comma splices, the technical error of substituting a period with a comma to separate two sentences. Yet four strong writers wrote them to me in emails that were otherwise flawless in complying with standard English rules. I am sure they were aware of the miscue, but they might have written them for various reasons, including variety in sentence composition, rebellion against stringent grammar rules, or carelessness amid volumes of writing tasks. 

The speed required of workers who need to process hundreds of emails a day has undoubtedly contributed to the rise of comma splices. For this reason, it is not easy to say any longer that comma splices are mistakes.

Listening for Punctuation

Reading aloud during the editing phase of the writing process reaps benefits. For one, it helps writers pick up awkward phrasing that a silent reading might ignore. Reading aloud would more likely detect the misplaced quickly in the sentence I want to pick up quickly errors. For typos, you can leave this task to the read-aloud feature of your word processing software. It will read verbatim the sentence I found man errors, so you can change man to many. 

Reading aloud will also help you determine punctuation. Here are three cases in point.

1. If you have questions please call Adam. If you read deliberately, you will hear a slight pause after questions and insert the comma after it. Even if you read superfast, you'll hear at the least a dip and rise in volume between questions and please, where the comma belongs. 

2. When she called the customer said he was shipped the wrong item. This is another case of the introductory comma but with a twist. Without the comma, you might not pause until customer and realize the rest of the sentence is senseless. Then you would correctly insert the comma after called. 

3. I am not in the office, I am in the conference room. Many people would think the comma correctly punctuates this sentence, but reading aloud would help editors decide that the comma is improperly setting off two complete sentences. They would then replace the comma with a semicolon or a period, or they would place but after the comma.

Yes, you can hear punctuation, so read sentences aloud when editing.

Explaining Exclamation Points

The question keeps arising: “What do you think of all these exclamation points people are using these days?” My opinion matters for at least three reasons. First, I work as a writing consultant in the private and public sectors, so people often rely on my expertise in deciding appropriateness of usage for themselves and their staff. Second, I have been tracing the increasing appearance of explanation points in routine business emails, which have entirely replaced traditional memos and letters as formal means of company communication. This trend suggests an evolutionary practice; therefore, the pervasiveness of exclamation points is here to stay. Third, the opinions I heard range wildly, from “I just think they’re cool” to “These idiots who use too many are immature writers.” Neither of these observations is helpful, because even informal writing requires more standards than does formal speaking to save the audience from ambiguity, especially in a business world demanding clear interpretations and precise commitments. Here is my take.

While anyone’s judgment on the appropriateness of exclamation points is subjective, I need to start with two disclosures: I use them sparingly, and I challenge anyone who claims their usage is generational. While younger people, millennials in particular, might have started the phenomenon (although I am not entirely convinced they did), I see plenty of baby boomers using them these days.

Using exclamation points excessively may represent a lazy shortcut for explaining how writers feel. Instead of writing to a teammate, “Thank you for your call!” you can write, “Your call came just as I was thinking of how we can inexpensively solve this problem while not interrupting the project. Your recommendation achieved those two objectives for our team. Many thanks for your contribution.” Exclamation points can also signal an ineffectual masking for weaknesses in using language skillfully and delicately. Better than writing to a client, “I can’t do the job today!” is writing, “While my production commitments preclude me from completing the job today, I can have it ready for you by tomorrow evening.”

With these thoughts in mind, I offer two tips:

1. Use exclamation points to express pleasure, not anger or disappointment. Think of using them to congratulate someone for an accomplishment or to thank someone for doing you a favor. Avoid “You are wrong!” “How could you!” “No way I’m doing that for you!” and the like.

2. Limit exclamation points to one per message. I restrict my use to maybe one in a month of hundreds of emails. Overuse loses their effectiveness in conveying your intended meaning. Make exclamation points matter.

Using—And Not Overusing—the Dash

The dash, which we use for emphasis or surprise, can still be seen as too dramatic in some industries and writing contexts. "The Em Dash That Divides" by Kate Mooney, a New York Times article (August 14, 2019) does a good job of explaining the differences between the em dash (—) and the en dash (–) and in suggesting reasons for using both. 

Thanks for bringing the article to my attention, Dr. Robert DiCuio.

Is # a Punctuation Mark, Word, or Some Other Symbol?

Punctuation is changing. Or are words? Depending on how you google a topic, you will get different results by adding the hashtag. For instance, try #lovemusic then love music. The clipped communication world we live in creates a conundrum for disciples of semantics.

What does # mean? As of this date, Dictionary.com and Merriam-Webster won't touch it, and Oxford does, albeit with the old-fashioned meaning: The hash sign or pound sign, used as a symbol on a phone keypad or computer keyboard before a numeral , or to represent a pound as a unit of weight or mass. 

I think in internet language # means the whole wide world of whatever it is attached to.

Thanks to Twitter and its brethren websites, we keep adding subtleties to the meaning, or sense, of words and symbols. Think about the layered meanings of 😉,😊, and😞, among many other emojis. In communication between two close friends, one of those emojis can have an entire paragraph of meaning. We intuitively know what these symbols mean, or at least think we do. We are not making the machine more intuitive; we are becoming the machine.

In or Out? Those Crazy Quotes

A common question in my writing courses is whether to place commas and periods inside or outside quotation marks. If you read both American and British publications, you'll surely be confused because they follow different rules. The American Psychological Association (APA) Style Blog and the Modern Language Association (MLA) Style Center offer helpful viewpoints on this topic. 

When quoting verbatim, the American method works well enough: place the punctuation inside the quotes, as in:

Barry said, "We will have a meeting."

"Will it be tomorrow?" asked Harry.

"Yes," said Larry. 

But the American method can cause problems, as this acceptable sentence includes punctuation marks within the quotes although they are not part of the poems' titles: 

While I was reading Sylvia Plath's villanelle "Mad Girl's Love Song," she was reading Elizabeth Bishop's villanelle "One Art."

The application of this rule doesn't bother me, as I have far greater problems to concern myself with when writing. Here is a solution for those who do not like the rule: Create your own organizational style book that breaks the American standard.

Punctuation Pointers, Part 4: Capitalize after a Colon?

You will not find unanimous opinion on whether to capitalize the first word of an independent clause following a colon. An excellent online resource, which I've recommended on this blog before, The Guide to Grammar and Writing by Capital Community College, Hartford, Connecticut, suggests that you should capitalize in certain cases, yet this contradictory example sentence appears on its explanation:

There is only one thing left to do now: confess while you still have time.

But if you read the rest of the post, you'll get a sensible explanation of its use. By the way, I do capitalize independent clauses following colons and do not capitalize dependent clauses following colons. Examples:

Remember this: You must work hard to achieve your goals.

Remember to bring the following items: ID card, enrollment confirmation, and flash drive. 

Punctuation Pointers, Part 3: Capitalizing and Punctuating Lists

No universal standard exists for capitalizing and punctuating bulleted or numbered lists. The Microsoft Word default is to capitalize the first word in each item, and the editors of one of my clients insist that I follow this pattern when writing for them. Another client wants me not to capitalize or insert end punctuation except for a period at the end of the final item. Lawyers tend to insert semicolons at the end of each item, an and at the end of the penultimate one, and a period at the end of the final one.

None of these systems makes sense to me because they either undermine the grammatical sense underlying the content or they complicate the simplicity that lists are intended to convey. Regardless of which system you prefer, do not say or let anyone tell you (not even me) that there's a right way to capitalize and punctuate lists. All ways are a matter of taste.

Here is how I apply capitalization and punctuation to lists:

Do not capitalize or punctuate if the items are not sentences. Example:

Please remember to bring the following documents:

• birth certificate
• driver's license
• passport

Capitalize the first word and apply periods at the end of each item when the items are sentences. Example:

If you are the last to leave the office, please complete the following security requirements:

1. Lock the window.
2. Set the alarm.
3. Turn off the lights.
4. Lock the door.

This system makes the most sense to me because it is compatible to Standard English rules, consistent for the reader grasping the content, and memorable for the writer to employ.

Punctuation Pointers, Part 2: The Difference Between a Colon and a Dash

During punctuation exercises in writing classes, some people want to use the dash in place of the colon and vice versa. Well, these two punctuation marks are closely related in their intention, so let's see what the difference is.

A colon follows a lead-in sentence that makes an  announcement. For instance:

•  Moe Coe should bring the following tools: pliers, hammer, and screwdriver.
• Attending the meeting were as follows: John Conn, Jane Lane, and Sandy Tandy.

Notice how the following or as follows often precedes a colon. But these phrases are not mandatory, as in this example: I like Carson Larson for one reason: he works hard.

A dash also leads into information, but with far greater emphasis. Examples:

• Sue Du did a fine job—as she always does.
• Mark Dark will win—for the third straight year—the Employee of the Year Award.

Let's contrast two closely related sentences to illustrate the difference between the colon and the dash:

• Here is my response: no.
• My response—for the third time—is no.

Do you sense the difference?

Punctuation Pointers, Part 1: The Introductory Comma

Everyone seems to have an opinion on punctuation, so I might as well admit that I have one too. All the rules are out there in countless style books, so I will avoid rehashing them and look at issues that pop up in my consulting work.

I should begin with the most frequently omitted punctuation mark, the introductory comma, the comma that has prevented millions of students around the world and over the years from achieving a perfect score on their essays. Many people, especially those who were not born to the English language, learned to place a comma after an introductory word, phrase, or clause just before the subject.

But they overdo it. In the correctly punctuated sentences below, notice the introductory comma is absent from numbers 7 and 8:

1. Fortunately, Karl will be our manager.
2. Karl, you are the manager.
3. If you need a good manager, choose Karl.
4. Getting executive support, Karl became the manager.
5. To increase his income, Karl became a manager.
6. For now, Karl is the manager.
7. Today Karl is the manager.
8. Please make Karl the manager. 

Some writers and style books say that the introductory phrase in sentence 6 is too short to warrant a comma, but I use the comma after all introductory prepositional phrases regardless of length for consistency. On the other hand, native speakers do not pause even slightly after the one-word introductions in sentence 6, today, and sentence 7, please. So the comma is unnecessary.


Click here for more tips on punctuation.

The Hyphen: A Not-So-Well-Known Rule

It's a good thing that the hyphen is not a frequently used punctuation mark because most people don't know how to use it. The hyphen is so misunderstood that many people call it a dash, which is a different punctuation mark. Someone recently asked me a trick question: "Do you hyphenate set up/set-up?" Sneaky sneaky.


It depends on how the words and words like them are used in a sentence. If they are nouns, yes; if they are verbs, no. Examples:

• The set-up of this room is good. (noun)
• Emily set up the room well. (verb)

Here are three more do's and a don't for hyphens. Use a hyphen for compound adjectives composed of a noun and an adjective, a noun and a participle, or an adjective and a participle; do not use a hyphen with an adverb and a participle:

• Laura needs camera-ready art for the brochure. (noun + adjective = hyphen)
• Meghan wants a custom-built car. (noun + participle = hyphen)
• Nancy takes an open-minded position on this issue. (adjective + participle = hyphen)
• Richard is a widely known firefighter. (adverb + participle = no hyphen) 

For that last bullet point, remember to avoid the hyphen with words ending in ly. Oxford Dictionaries provides excellent guidance on hyphen usage.

The Compound Comma

Many people believe they were taught in American schools never to place a comma before and in a sentence because it would cause a redundancy.

Not true. You need a comma before and when joining in one sentence two independent clauses, or complete thoughts. Example:

Joe will develop the presentation with Regina, and Mary will deliver it to
the committee members.

Without that comma in place, we would read the sentence as Joe will develop the presentation with Regina and Mary, then get stuck trying to understand will deliver, and have to reread the sentence for clarity.

True, a short compound sentence without a comma before and would be clear, such as, “I like you and you like me.” While the comma in these cases is optional, you can use it for consistency.

Hold Those Hyphens

A participant in one of my workshops, D. Hom, asked a question about hyphenating expressions such as “end of year.”

Determining what to hyphenate depends on whether the adjectives appear before or after the noun. If the sentence reads, “These are the end-of-year returns,” then the hyphens are necessary; if the sentence reads, “These are the returns for the end of year,” then the hyphens are unnecessary.

As the saying goes, “Punctuation is to writing as intonation is to speaking”; therefore, read your sentences aloud and you will hear yourself squeezing together the words requiring hyphenation. Do you hear the difference in the hyphenated and non-hyphenated italicized words below?

I work full time.
I am a full-time employee.

She has had a tenure of ups and downs.
She has had an up-and-down tenure.

The election was an opportunity that came to President Obama once in a lifetime. 
The election was a once-in-a-lifetime opportunity for President Obama.

I Have Good News and Better News about the Semicolon

How tricky that semicolon is! Some people are not sure whether to use a period (.) or a comma (,) so they use them both (;) and hope the reader will figure out what they mean!

No wonder some of us are so easily confused about the semicolon. When we look up the rule in a reference book, we find four to six pages of technical definitions and obscure examples.

Pointers

But here’s the good news: While you may think that the semicolon has an endless number of rules, in fact, it has basically only two simple applications:

1. Use a semicolon to separate two complete, closely related thoughts. Examples:

Tina works in New Jersey; Bob works in New York.

We rent the office; however, we own the house.


2. Use semicolons to separate items in a series if any of the items already have commas. Examples:

Last summer we went to Santorini, Greece; Venice, Italy; and Cannes, France.

I have worked with Julia, a waitress; Evelyn, a bookkeeper; Clyde, a teacher; and Harry, an administrator.

Practice

And here’s even better news: You can try your hand at applying the semicolon right away in the sentences below. The correct answers immediately follow them, so no peaking until you’re done!

DIRECTIONS: If the semicolons and commas in the sentences below are correct, leave them alone; if they are incorrect, correct them.

1. Syreeta and Kristin are not in their office; they are in the conference room.

2. Neither Vivian nor Lionel will; however, authorize the transaction.

3. Jessica needs to speak with Gisleiny, Chief Executive Officer, Catherine, Chief Operating Officer, Marlene, Chief Financial Officer, and Marcia, Chief Information Officer.

4. Since she is a part of the team; Martha will attend the meeting.

Answers

1. The semicolon is correct because it separates two complete, closely related thoughts.


2. The semicolon is incorrect because it is not separating two complete, closely related thoughts. Use commas to separate words and phrases interrupting one complete thought. The correct punctuation is as follows:

Neither Vivian nor Lionel will, however, authorize the transaction.


3. The punctuation is incorrect because the items in a series need semicolons to distinguish the items with their descriptors from the other items and their descriptors. The correct punctuation is as follows:

Jessica needs to speak with Gisleiny, Chief Executive Officer; Catherine, Chief Operating Officer; Marlene, Chief Financial Officer; and Marcia, Chief Information Officer.


4. The semicolon is incorrect because it is not separating two complete, closely related thoughts. Use commas to separate an introductory phrase from a complete thought. The correct punctuation is as follows:

Since she is a part of the team, Martha will attend the meeting.


Keep writing—it’s the best way to become a better writer!

On Placing Question and Exclamation Marks with Quotations

Logic may dictate that questioning about a question we need two question marks, or when exclaiming about an exclamation we need two exclamation marks. But forget about logic. Here are the rules:

1. Place question marks or exclamation marks outside the quotes when asking a question or exclaiming about a quote that is a statement. Examples:

• Did you say, "We are leaving at noon"?
• Stop saying, "We are leaving at noon"!

2. Place question marks or exclamation marks inside the quotes if the quotation itself is a question or an exclamation. Examples:

• Did you ask, "Where are we going?"
• Stop screaming, "Wow!"

You should now be clear about the matter. But if you are doubly confused, remember that no one ever promised English to be a perfectly expressed language!

Putting to Rest the Serial Comma Debate

In nearly all my writing classes, I hear the question, "Should you put a comma before and in a series?" The answer is this: It's a matter of preference. Let's see how the issue is handled by two highly respected writer's references, The Associated Press Stylebook and Libel Manual and The Business Writer's Handbook.

The Associated Press Stylebook and Libel Manual (sixth trade edition), edited by Norm Goldstein, gives the serial comma a NO vote. Here is what it says:

Use commas to separate elements in a series, but do not put a comma before the final conjunction in a simple series: The flag is red, white and blue. He would nominate Tom, Dick or Harry.

Put a comma before the concluding conjunction in a series, however, if an integral element of the series requires a conjunction: I had orange juice, toast, and ham and eggs for breakfast.

The Business Writer's Handbook (seventh edition), by Gerald J. Alred, Charles T. Brusaw, and Walter E. Oliu, votes YES for the serial comma. Let's see what it says:

Although the comma before the last item in a series is sometimes omitted, it is generally clearer to include it. The ambiguity that may result from omitting the comma is illustrated in the following sentence.

AMBIGUOUS: Random House, Bantam, Doubleday and Dell were individual publishing companies. [Does "Doubleday and Dell" refer to one company or two?]


CLEAR: Random House, Bantam, Doubleday, and Dell were individual publishing companies.

What's my take on the serial comma? I use it, but most of my clients do not. The choice is yours—especially if you pay the invoice!