PUNCTUATION

FULL STOP:

Keyboarding Notes: Leave two blank spaces after a period at the end of a sentence.  One space follows a period after an abbreviation.

1. Use a period at the end of a sentence that makes a statement or expresses a command
1. We just returned from the conference.
2. Be sure to include the illustrations in the report.
2. Use a period after a courteous request, even though it may sound like a question.
1. Will you please send the brochures today.
3. Use a period after a condensed statement (elliptical expression), which is usually a word or phrase used as an answer to a question.
1. Yes. Of course. Not at all

QUESTION MARK:

Keyboarding Notes: Leave two spaces after a question mark used at the end of the sentence. 

• Use a question mark at the end of a direct question.
• Where will the meeting be held? 
• Do you have the sales figures ready? 
• Use a question mark at the end of a short direct question that is added to a statement.
• You will have the information soon, won't you?

THE EXCLAMATION POINT:

Keyboarding Notes: Leave two spaces after an exclamation point.

• Use an exclamation point after a sentence, a phrase or a single word to show strong feeling or emotion. The exclamation point should be used sparingly in business writing.
• Congratulations on your promotion!

THE DASH:

Keyboarding Notes: A dash is created by pressing the hyphen key two times. No space is left before, between or after the hyphens.

• Use a dash before summarizing words, such as all , these or other words that follow and summarize a series.
• Jones, Davis, Carlton, Rose -- all were in favor of the new policy.
• For greater emphasis, use a dash in a sentence with parenthetic expressions containing commas. When the expression occurs within the sentence, use a dash before and after it.
• A number of cities on the east coast -- for example, Boston, Charlotte, Richmond, Atlanta -- are being considered for the new branch office.
• In place of other punctuation marks, such as commas, semicolons  and colons, use a dash to show greater emphasis. The dash should be used sparingly. Overuse will reduce the emphatic effect.
• Some lucky person -- and that could be you -- will win the first prize vacation.

PARENTHESES:

Keyboarding Notes: No space is left between the parentheses and the data they enclose.

• Use parentheses to enclose material that is not an integral part of the sentence,. The material enclosed within parentheses may be a word, a phrase or a sentence.
• The November sales figures (see page 23) are very disappointing.

Keyboarding Note: There is no period at the end of a sentence within parentheses in a sentence, and the sentence does not begin with a capital letter.

• The committee held a meeting (three members were not present) to review the new policies.
• Use parentheses to enclose numbers or letters preceding enumerated items.
• Please include (a) name, (b) address, (c) telephone number and (d) social security number.
• Use parentheses to de-emphasize expressions not essential to the meaning or grammatical completeness of a sentence.
• All of the staff members (including part-time employees) were invited to the holiday party.

QUOTATION MARKS

Keyboarding Notes: Do not leave any blank space between the opening or closing quotation marks and the material they enclose.

Closing quotation marks are placed after a period or comma.

Closing quotation marks are placed before a semicolon or colon.

Keyboard the question mark after the closing quotation mark if the whole sentense is a question.

            What do you mean by " acceptable behavior"?

Keyboard the question mark before the closing quotation mark if only the quotation is a question.

            The vice president asked, " Do you approve of the changes?"

• Use quotation marks to enclose a statement that consists of the exact words of a speaker or a writer (direct quotation).
• The president said, "The company is beginning to move in new directions."
• Use quotation marks to enclose titles that represent part of a complete published work - for example, articles, essays, short poems, reports, chapters, lessons, sections, tables, plays, sermons, and toasts.
• Have you read the article called " New Developments in Desktop Publishing"?
• Use single quotation marks - keyboard the apostrophe - to enclose a quotation within a quotation.
• The company manual states clearly, "All employees must be at work the day 'before and after' a vacation."
• Use quotation marks as a symbol for inches and for seconds.
• The printer will take up 25" of desk space. 
• It took only 30" to locate the information.

COMMA

Keyboarding Notes: Leave one space after a comma in a sentence. When using a comma in large numbers , no spaces are added.

Use a comma:

• In a compound sentence - When the independent clauses in a compound sentence are joined by a coordinate conjunction (and , but, or a nor), use a comma before the conjunction unless the clauses are very short.
• We received the reports you submitted, and the committee will review them carefully at the next meeting.
• In a series - When the last member of a series of three or more items is preceded by and , but , or nor, commas are used to separate the items in the series. A comma is not placed before the conjunction.
• We are considering holding next year's conference in Portland, Seattle or Denver.
• When a series ends with etc., use a comma before and after the expression.
• We have ordered stationery , envelopes, file folders, etc., from the office supply store downtown.
• With coordinate adjectives - When two or more adjectives modify a noun if each adjective modifies the noun alone (use the comma if you can substitute the word and between the adjectives).
• The new assistant is an efficient, dependable employee.
• If the first adjective modifies the phrase composed of the second adjective and the noun, a comma is not used.
• An alert young women was hired to do the assignment.
• With names in direct address - Use commas to set off the name of a person who is being addressed directly.
• Thank you, Ms. Mandell, for completing the work so soon.
• With parenthetic expressions - Set off a word, phrase, or clause that interrupts the thought of a sentence and is not essential to the meaning or the grammatical completeness of a sentence.
• Our sales figures, however, show an increase in January.
• The employees, I am sure, will be interested in the proposal. 
• The salary increases are , in my opinion , not warranted now.
• With introductory words or phrases - Use a comma after words such as consequently , finally , however , nevertheless, accordingly when used to introduce a sentence.
• Consequently, we will have to reduce our prices.
• Use a comma after an introductory infinitive or participial phrase.
• To reduce our costs, we will have to speed up production time.
• Checking the report, he found a number of errors.
• Use a comma when the introductory clause is long (5 or more words).
• In accordance with your letter, we will send the items immediately.
• Note: The following introductory expressions are always followed by a comma: 
• In the meantime, 
• For instance, 
• On the other hand,
• In addition,
• In any event,
• In other words,
• For example,
• On the contrary,
• As a matter of fact.
• With an introductory clause  - Use a comma when the main clause is introduced by an introductory adverbial clause beginning with words such as after, since if , when , because, until, while.
• While I was on vacation, I hate a lot of time to read.
• If you would like to hear about the new products, we can get together when I am in Los Angeles.
• Do not use a comma if the adverbial clause follows the main clause of the sentence.
• I had a lot of time to read while I was on vacation.
• With a nonrestrictive clause - Use commas to set off a dependent clause that is not necessary to the meaning of the sentence.
• Ms. Jansen, who has been my assistant for many years, is doing the research for the proposal on new products.
• Do not use commas if the clause is restrictive (necessary or changes the meaning of the sentence).
• Every person who takes the training course will know how to use the software efficiently.
• With appositives - Use commas to set off a word or group of words that is not essential to the meaning of a preceding noun or pronoun. A comma must be used before and after  the words in apposition.
• The book, Essentials of Business Writing, contains valuable writing hints.
• The new sales manager, Arnold Lewis, will attend the meeting in my place.
• With dates - Use a comma before and after the year, when it follows the month and day. Use a comma to separate the day of the week from the date. Do not set off the year with commas when using only the month and year.
• He will return the call on Monday, December 10.
• They will hold the conference on May 10, 1992.
• In May 1992 we will attend a conference in Chicago.
• With titles , degrees and seniority terms - Use commas to set off titles and academic degrees following the names of individuals.
• Robert A. Bronner, Ph.D., will address the meeting.
• Please refer your questions to Janet Simon, Esq.
• Note: Do not use a comma to set off the terms Sr., Jr., and II after a person's name, unless you know that it is preference of the person.
• David J. Bell, Sr. is chairperson of the committee.
• With Inc. and Ltd. - Do not use a comma before or after Inc. or Ltd. unless the official name of the firm is written with a comma.
• Business Systems Inc. is a source of many of our supplies.
• In addresses - Use a comma between the city and the state, but do not use a comma between the state name and the ZIP code. When giving an address within a sentence , use a comma after the name of the addressee, the street name, the city name, and the state name ( unless followed by a ZIP code).
• Jerry went to Richmond, Virginia, for a meeting.
• The manager sent the information to Susan Garrett, 466 West Main Street, Richmond, Virginia 28226.
• In numbers - Use a comma to separate thousands , millions , etc., in numbers of four or more digits.
• 1,256 
• 199,453,555
• Do not use commas in numbers that represent years, page numbers, house numbers , room numbers , telephone numbers, serial numbers and ZIP codes.
• 1992
• page 1300
• Room 7007
• Invoice 437890

THE SEMICOLON:

Keyboarding Notes: Space once after keyboarding a semicolon.

• Use a semicolon to separate two independent clauses in a compund sentence when the conjunction is omitted.
• Our office staff can complete the job; they are skilled and understand the procedures.
• Use a semicolon to separate two independent clauses joined by a conjunction adverb (consequently , however , nevertheless, therefore, etc.).
• We are planning a new schedule soon; however , we do not expect to make many significant changes.
• use a semicolon to separate two independent clauses joined by a conjunction when one or both of the clauses contains one or more commas.
• If you compile all of the information immediately, our staff will prepare the sales report; and each of the sales managers will receive copies in time for the annual meeting.
• Use a semicolon to separate the items in a series when the items themselves contain commas.
• Our sales offices are lcoated in Seattle, Washington; Des Moines, Iowa; Charlotte, North Carolina; and Richmond, Virginia.

THE COLON

Keyboarding Notes: Leave two blank spaces after the colon, except when expressing time.

• Use a colon to introduce a listing. The listing ususally follows expressions such as the following , as follows, these.
• We will need to select the following items for the new office: desks, chairs, files and tables.
• Use a colon to introduce a long direct quotation or a formal rule or principle.
• At the annual meeting the president said: "We are looking forward to a profitable year ahead. Our studies appear to indicate that there will be an increasing market for our products. We are, therefore, relying on our sales force to conduct a through and enthusiastic sales campaign."
• Use a colon between the hours and minutes when expressing time in figures.
• The meeting is schedules to begin at 9:30 a.m.
• Use a colon after the salutation in a business letter with mixed punctuation.
• Ladies and Gentlemen:
• Dear Mr. Gregory:
• Dear Ms. Garrett: