Punctuation is used to clarify, establish tone or voice and add emphasis.  It allows you to employ natural inflections and pauses used in speaking; making your copy read with a more conversational tone.  It also makes it more visually diverse and less intimidating to read.  Use it to your advantage.  Use it with restraint.  Good, short sentences obviate the need for excessive punctuation.

There is wide disagreement on the correct use of punctuation.  A great deal is personal choice.  Other than conventional practices and a few general rules described below, the most reliable guide is to remember that punctuation is an aid to and not a substitute for good writing.

A punctuation mark should be printed in the same font as the word, letter character or symbol immediately preceding them. 

Note: Italic, Boldface, parentheses and brackets are exceptions.

Period

A period marks a full stop and the end of a single thought.  Formally, there should be 2 spaces after a period.  This is even more important for online display and web content and any visual media.  The additional space sets it visually apart which is especially effective for online display.  Modern usage accepts a single space but it remains a personal choice. 

Note:  Fully justified text often distorts and obscures the double space and obviates the need for its use.

Comma

A comma marks a pause and a change in voice or tone.  It is the second most commonly used punctuation mark after the period.  There are few rules that govern its use and it is mainly a matter of common sense and good judgment.

Serial commas

In a series of three or more terms, use a comma after each term.

Note: The final serial comma is optional.

Colon

A colon introduces a list or series of phrases after as follows or following.  Do not use after for instance or for example.

Note: Modern usage has eliminated the use of the introductory words.

 Semicolon

A semicolon separates two independent clauses in a compound sentence, not joined with and, but and or.  A semicolon also separates clauses joined with however, therefore, nevertheless and consequently.

 Dash

A dash indicates a sudden break in thought to give emphasis and also allows you to separate similar ideas that might be awkward in the same sentence.

 Parenthesis

Parentheses, like commas and dashes, may be used to set off amplifying, explanatory or digressive elements of a sentence.  They are also used to introduce an acronym or abbreviation for the first time.

 Italics

Italics are used to call attention or add emphasis to a word or phrase and are most commonly used with technical or unfamiliar words used for the first time, especially when accompanied by its definition.  It is more a matter of personal choice than strict usage.

 Ellipse

An ellipse allows you trail off a sentence, which lets the reader make his own assumptions.

 Exclamation Point

An exclamation point is used for emphasis.  Formally, it is only used to indicate an outcry or an emphatic comment.  It is often used incorrectly to create a false sense of emphasis.  The emphasis should be within the sentence.

 Hyphenation

Hyphenate two words when they are used together as an adjective immediately preceding a noun.  Use with caution.

 Numbers

There are no hard and fast rules to be followed using numbers in text.  The only rule is to use them consistently. The following guide may be altered to meet the demands of the situation.

Exact Numbers

Figures less than hundred should be spelled out.  Numbers greater than 100 should be expressed in figures.
Exceptions: years and page numbers.

Initial Numbers

Figures at the beginning of a sentence should be written out.

Approximate Numbers

Figures rounded out to the nearest multiple integer (hundreds, thousands, etc.) should be written out.

Fractions

Fractions are displayed in 2 fashions; over-under or separated by a forward slash.  It is often a function of your keyboard or software.  Either way is acceptable.

 Dates

Dates may be entered in a variety of ways.  Find a form you are comfortable with and stick to it.

USA: February 1, 2005 or 2/1/05

EU: 1 February 2005      01.02.05

 Time

Use A.M. or P.M. or am or pm or use o'clock but never combine the two.

 Tables

Tables allow you to organize large amounts of data in a limited space.  Tables should be numbered, if they are referred to in the text.

Most importantly, when faced by any of the above choices remain consistent.

For additional questions concerning punctuation, consult the Chicago Manual of Style or the Xerox Publishing Standards.  See Resources for additional references.

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