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Punctuate Properly Please!
Incorrect punctuation not only changes the meaning of your writing, but it can also cause your reader to lose focus on what you are saying. Instead, readers will start thinking about how you are saying it and why it sounds to them. They won’t get you meaning, and they may not reply to your key points. Punctuation matters!
Let’s look at some of the primary uses of commas in business writing:
- Use a comma between two complete thoughts (i.e. full sentences) that are connected by a coordinating conjunction like and, but, or, yet, and so.
The email was sent on Monday, but John did not receive is until Thursday.
The expansion of our business is a long-term project, and we need an efficient management consultant to advise us.
Becky has submitted her resignation, so she will be leaving at the end of the month.
- Use a comma after introductory phrases.
After replacing the carriage in the laser printer, please make sure the door closes completely.
As soon as we obtain additional revenue, we can buy new stock.
If you want to pass all your exams, you will need to work hard.
- Use commas to separate items in a list.
The committee will comprise Sue, Kara, James and Lynn.
We need to order more envelopes, paper and staples.
- Use a comma before and after information that could be placed in brackets.
The new employee, Mary, will start work on Monday.
The new shopping mall, which opens on Monday, has 43 stores.
We need John, and possibly Doreen as well, to help with this project.
Finally, check out this sentence, which could be read in two ways
Mary, my assistant, will call you soon.
In this example, Mary is ‘my assistant’.
Mary, my assistant will call you soon.
Without the second comma, Mary is the person you are talking to.
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Shirley is a high-energy, high-content speaker who is passionate about motivating individuals to make a real difference in our automated world. With inspiring stories and a fun style, she engages audiences quickly, and encourages them to embrace high-touch as well as high-tech so they can connect with heart.
Shirley has been a trusted member of the professional speaking and training community for many years, and has received several awards for her services in leadership. She served as Asia Professional Speakers Singapore President 2011-12 and as Global Speakers Federation President 2017-18. She has spoken in almost 20 countries all over the world.
Author of 12 books published by international publishers, Shirley has established herself as a leading authority in workplace communication, business writing, and email. Her international bestseller Model Business Letters, Emails & Other Business Documents 7th edition has sold over half a million copies worldwide and been translated into 17 languages.
If you would like Shirley to speak at your next event, visit shirleytaylor.com.
** The website link to shirleytaylor.com must be clickable to receive permission to reprint the article.