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Punctuation guide: Part I
Last Modified on 02/25/2021 1:21 pm GMT
In this article:
Colon (:)
Period (.)
Comma (,)
Semicolon (;)
This guide contains rules on basic punctuation and presents an overview of the various
punctuation marks.
Colon (:)
Usage
1. To mark a break in grammatical construction, equivalent to that marked by a semicolon, but
the colon emphasizes the content relation between the separated elements
Example:
Many of the policemen had additional jobs: thirteen of them, for example, doubled as
cavaliers.
2. To introduce a list or a series
Example:
Binghamton’s study included the three most critical areas: McBurney Point, Rockland, and
Effingham.
3. To introduce a formal statement, an extract or a speech in dialogue
Example:
The rule may be stated thus: Always…
As the president of the council suggested: …
Michael: The incident has already been reported.
4. To introduce a further amplification or a summary of what has just been said
Example:
After years of work, he finally had it: the championship.
5. To let one clause explain another
Example:
He was late: his car had broken down.
6. To mark separation, with respect to time or between the title and sub-title in a citation
Example:
8:57:09
4:25 p.m.
Part I: Act II: Scene iv: Line 22.
Disease Pain and Sacrifice: Toward a Psychology of Suffering.
7. To introduce a definition
Example:
elephant (noun): a large grey mammal…
8. To mark the term follows or following, when they are followed directly by illustrating or
enumerated items
Example:
The steps are as follows: …
Place colons after independent clauses.
Format:
Capitalize the first letter after a colon only if the clause it begins forms a complete
sentence.
Example:
To Henrietta, there seemed no possibility of waking from her nightmare: If she were
to reveal what was in the letter, her reputation would be ruined and her marriage at
an end.
Exception: Where colons fall within titles of papers, articles, chapters, and books,
the first word after a colon will always be capitalized
In italicized titles, the colon will also be italicized.
Example:
Skelton, Patrick. Skating on Thin Ice: A Study of Honesty in Political Campaigning
(Cleveland: Cicero Publications, 1988).
With quotation marks and parentheses:
The colon should be outside the quotation marks or parentheses.
Example:
Kego had three objections to “Filmore’s Summer”: it was contrived; the characters
were flat; the dialogue was unrealistic.
Don’ts
A colon should not be used in the following circumstances:
If a list or series is introduced by an expression such as “namely, “for instance,” “for
example,” or “that is,” unless the series consists of one or more grammatically complete
sentence
Example:
Binghamton’s study included the three most critical areas, namely, McBurney Point,
Rockland, and Effingham.
When a verb or preposition introduces a list
Example:
The metals excluded were
molybdenum
mercury
manganese
To separate a preposition from its objects
Example:
“She was in charge of registration, cabin assignments, and camp clean-up.” (not “She was in
charge of: registration, cabin assignments, and camp clean-up.”)
To separate a verb from its objects
Example:
”I like to play soccer, racquetball, and ice hockey.” (Not “I like to play: soccer, racquetball,
and ice hockey.”)
Period (.)
Usage
1. To mark the end of a declarative or an imperative sentence, i.e., sentences which do not use
question marks or exclamation marks
Example:
The two men faced each other in silence.
Wait here.
2. To use at the end of or in the middle of abbreviations
Example:
Ph.D.
Co.
Mr.
3. To use after the initials in a person’s name
Example:
Charles C. Thomas
P. J. Carter
4. To use after numbers and letters that indicate items in a vertical list
Example:
1. Strigiformes
2. Caprimulgiformes
5. To use instead of a question mark after a polite request
Example:
Will you please return the completed form at your earliest convenience.
May we have your reply before May 10.
Punctuation
Abbreviations:
The period that marks an abbreviation is never omitted before a mark of sentence
punctuation, except when the abbreviation comes at the end of a sentence.
Example:
The firm of Allan and Co., of which I am a partner, has its head office in Ottawa.
I was made a partner in the firm of Allan and Co.
Parentheses:
Periods are enclosed in brackets/parentheses when they contain an independent
sentence.
Periods are left out if the enclosed matter comes at the end of an including sentence.
Quotation marks:
Periods are almost always enclosed within quotation marks (except in British spelling,
unless the period is a part of the quote).
Example:
The excursion guide said, “This unconformity is marked by a regolith, not a shear zone.”
Exception: Periods may be excluded if quoted words and phrases fall at the end of the
sentence and could cause confusion, particularly in British English.
Example:
The first line of Le Beau’s warning to Orland has long been regarded as reading “Good sir, I
do in friendship counsel you”.
Ellipsis:
When the last part of a sentence is omitted and what remains is grammatically complete,
four dots—a period followed by three ellipsis dots-- are used to indicate an omission.
Example:
Abraham Lincoln’s Gettysburg Address speaks of the need to preserve “…government of the
people, by the people and for the people. . . .”
Don’ts
A period is not used in the following circumstances:
At the end of incomplete sentences or lists, unless one or more of the items are complete
sentences
Example:
Courses include:
Microelectronic Feats
Hydroelectricity and Sound
Transformer Conversions
After display lines, titles, and centered headings
Example:
Stratigraphy of the Upshot River Valley
After paragraph headings on separate lines
Example:
Detailed stratigraphy of the upper 50 m
After box headings in tables
Example:
Total organic carbon (%)
After date lines and signatures
Example:
10 October 1910, Allen J. Moore
After SI symbols or English units of measure, except in the case of inches
Example:
All the major events took place within about 15 km in that region.
After individual letters in acronyms and initialisms
Example:
NATO
UNESCO
DNAG
CIMM
Comma (,)
Usage
1. To use in a long compound sentence, between independent clauses joined by a coordinating
conjunction (such as and, or, but, for, nor, so, or yet)
Example:
The new crates arrived late yesterday, and they will be delivered tomorrow.
Exception: The comma is omitted if the clauses are short and closely related.
Example:
Timothy played the guitar and Betty sang.
2. To set off parenthetical statements (i.e., defining, enumerating or complementary words,
phrases, or clauses)
Example: (both examples are similar)
The quality of the material, however, was beyond question.
The duty on the shipment has, of course, been paid.
3. To set off introductory words, phrases and clauses
Example:
Incidentally, Mr. Carr will not be here to help with the program.
After reading the note, Henrietta turned pale.
When the typist completed the letters, he placed them on my desk.
4. To set off interjections, transitional adverbs or adverbial phrases, and similar elements that
effect a distinct break in thought
Example:
Well, I’m afraid I was unprepared to find her here.
This, indeed, was exactly what Scali had feared would happen.
5. To separate words, phrases, or clauses in a series
Example:
Mr. Harrison asked us to bring paper, pencils, and erasers.
Note:
The use of term et cetera (etc.) is usually discouraged in academic writing, but when used it
is set off by commas. The same is true of terms like and so on, and so forth.
Example:
The firm manufactured nuts, bolts, nails, wire, etc., at its plant on the Passaic River.
The carpenter’s saw, hammer, level, and so forth, were found at the bottom of the lake.
6. To set off non-restrictive dependent clauses
Example:
At last she arrived, when the food was cold.
7. To separate two adjectives modifying the same noun, if the word ‘and’ could be used
between the adjectives
Example:
His arrogant, condescending manner annoyed his associates.
Exception: The comma is omitted if the first adjective modifies the idea expressed by the
combination of the second adjective and the noun.
Example:
Her bright red dress was very noticeable.
8. To set off a nonessential phrase or clause
Example:
The speaker, realizing his mistake, apologized to the chairman.
9. To set off a nonessential appositive (an appositive is a noun or pronoun -- often with
modifiers – set beside another noun or pronoun to explain or identify it)
Example:
Mr. Swanson, my supervisor, is being promoted to a higher position.
Note:
Appositives are often disguised by the conjunction or.
Example:
The steward, or farm manager, was an important functionary in medieval life.
Exception: The comma is dropped if the appositive has a restrictive function.
Example:
My son Michael was the first to reply.
10. To use before words like including and such as, when followed by a nonrestrictive,
nonessential phrase or clause
Example:
The new policy applies to everyone, including faculty.
Some students make silly excuses, such as “My dog ate my homework.”
11. To use before the word respectively
Example:
Tantalum and Niobium were treated at 1230 K and 1300 K, respectively.
12. To use after expressions like that is, namely, i.e., and e.g.
Example:
He had put the question to several of his friends, namely, Jones, Burdick, and Fauntleroy.
13. To set off geographical names, items in dates (except the month and day) and addresses
Example:
Birmingham, Alabama, gets its name from Birmingham, England.
July 22, 1959, was a momentous day in his life.
Exception: When you use just the month and the year, no comma is necessary.
Example:
The average temperatures for July 1998 are the highest on record for that month.
14. To shift between the main discourse and a quotation
Example:
John said without emotion, “I’ll see you tomorrow.”
”I was able,” she answered, “to complete the assignment.”
15. To separate numbers
In most numbers of 1000 or more, commas should be used between groups of three digits,
counting from the right.
Example:
32,987
1,512
1,000,000.
16. To make the meaning of a sentence clear, that is, to prevent possible confusion or misreading
Example:
To George, Harrison had been a sort of idol.
Ever since, our supplies have been stored in the warehouse.
Punctuation
Commas are enclosed in quotation marks in American English.
Example:
See Brighton’s comments on “political expedience,” which may be found elsewhere in this
volume.
Commas are placed outside parentheses or brackets.
Example:
Here he gives a belated, though stilted (and somewhat obscure), exposition on the subject.
Commas are placed after apostrophes.
Example:
Were the drawings the architects’, or were they yours?
Note:
The pronouns ‘which’ and ‘that’ are used as conjunctions to introduce clauses that modify or
describe a noun. ‘Which’ introduces a non-restrictive clause that provides extra or non-
essential descriptive information. ‘That’ introduces a restrictive clause that provides
essential information or description. While ‘which’ needs a comma, it can be dropped for
‘that.’
Example:
I saw the dog that bit you.
I saw the dog that bit you, which is a collie.
Don’ts
A comma should not be used in the following circumstances:
With a phrase like ‘as well as,’ in which the clause is essential and restrictive.
Example:
The new policy applies to faculty as well as staff.
After the main clause when a dependent (subordinate) clause follows it.
Example:
Incorrect: She was late for class, because her alarm clock was broken.
Incorrect: The cat scratched at the door, while I was eating.
Correct: She was still quite upset, although she had won the Oscar.
To separate the subject from the verb.
Example:
Incorrect: An eighteen-year old in California, is now considered an adult.
Between two verbs or verb phrases in a compound predicate.
Example:
Incorrect: We laid out our music and snacks, and began to study.
Incorrect: I turned the corner, and ran smack into a patrol car.
Around Inc., Ltd., etc., as part of a company’s name, if it can be avoided. However, where
commas are used, they must appear both before and after the element.
Example:
The president of Millennial Products Inc. was the first speaker. OR
The president of Millennial Products, Inc., was the first speaker.
Semicolon (;)
Usage
1. To join two independent clauses, in other words, to join two clauses that could be sentences
Example:
Mary drives a Mercedes; Joanne drives a Chevrolet.
Note: When we use a semi-colon, we are usually suggesting that there is a relationship
between the sentences, but we are not making that relationship clear. When we use a semi-
colon, it is often because we want to make readers think about the relationship. This is
useful in many situations, such as when writing cautiously, ironically, or humorously.
2. To use between the two parts of a compound sentence when they are not connected by a
conjunction
Example:
His announcement came as a complete surprise; no one knew what to do.
3. To use between independent clauses that are joined by a coordinate conjunction, when either
or both of the clauses contain commas
Example:
Our next conference, according to management, will be held on the West Coast; but the
exact site had not been determined.
As you can see, the job is not difficult; and I am sure you have the needed skills.
4. To use between independent clauses that are joined by a conjunctive adverb (such as
therefore, however, consequently, then, thus, hence, indeed, accordingly, besides,
nevertheless, in fact); use a comma after the conjunctive adverb
Example:
I cannot be in attendance at the meeting; nevertheless, you should attempt to resolve the
issue as best you can.
Johnny was late to work again today; in fact, he very seldom comes on time.
5. To separate the items in a list, when the elements are long and complex and involve internal
punctuation
Example:
I prefer cereal, banana, milk, juice, and English muffins for breakfast; a turkey, cheese,
lettuce, and tomato sandwich for lunch; and pasta, salad, rolls, and apple pie for dinner.
Representatives from Boston, Massachusetts; Los Angeles, California; and Denver,
Colorado, were not present at the conference.
Punctuation
The semicolon always belongs outside the final quotation marks.
Example:
He said, “I hit him”; he smiled wickedly.
Don’ts
Do not use a semicolon if the second sentence begins with a conjunction (and, but, or, etc.),
because the conjunction, and the comma that usually go with it, are equivalent to a semicolon.