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A publication that features ideas for writing step-by-step procedures and troubleshooting support documentation for electronic, Internet, and print distribution--and much more! Period ( . )A period indicates the end of all sentences, except those that when spoken are exclamatory or a question; in such cases, use an exclamation point or question mark.
Decimal Point A period is called a "point" or "decimal point" when it is placed before numbers representing a value that is less than 1 in weights, measurements and money. For example, it is placed between the numbers that represent dollars and cents; 1 dollar having the value of 1 and the cents as a value less than 1. The problem with converting values such as 0.95 pounds or 32.5 feet from their decimal representation to pounds and ounces, feet and inches is one of accuracy; i.e., decimals to fractions. This is why the metric system is proscribed for weights and measurements.
Dots in Abbreviations A period is called a "dot" when it is used to indicate an abbreviation, for example, U.S.A., 9 a.m., Mrs. Jones, etc. When an abbreviation appears within a sentence, the dot after the last character should be followed by a comma, then by the rest of the sentence. The comma helps the reader to differentiate a dot from a sentence ending period. Exceptions may be made when the abbreviation, or abbr. is italicized and when a paragraph includes more than one of them. When an abbreviation ends a sentence, after its dot, there should be no period. Abbreviations used in identifying the switches, controls, activity lights, and interfaces on equipment usually do not include dots because of space constraints. Abbreviations may be either contractions formed by leaving out letters within a word, the first letter of each word in a title or phrase, or a combination of both. When an abbreviation becomes a spoken and recognized word, it becomes an acronym; then dots may no longer be appropriate. For example, when you read: U.S.A., you probably don't translate it into "United States of America;" you simply hear the letters: USA. If you hear the letters rather than translating them, then the abbreviation has become&emdash;for you&emdash;an acronym. When this occurs, it would be appropriate to eliminate the periods and simply type: USA; albeit always printed in uppercase letters.
Initials are abbreviated names. The first letter of each abbreviated name (first, middle and last) is capitalized (using uppercase letters) and followed by a dot. There is a space between the dot and the next letter. Most people initialize only their middle name or names for various personal reasons. Prefixed names retain the prefix when abbreviated; however, the prefix is not followed by a dot. Mary O'Conner's name can be abbreviated as M. O'C. Jim McClure's name can be abbreviated as J. McC.
Dots in Computer Programming A period also serves as a dot when it is used in computer programing; for example, to separate a file's name from its identifier extension, as for: AUTOEXEC.BAT. In World Wide Web (WWW) and Internet Universal Resource Locators (URLs), a dot separates the address from its class, as in: computers.net. It is also used for other "website" addressing. To visually differentiate a dot from a period, either give it a bold type style or use a reduced-size bullet in a subscript position at or slightly above the baseline of the text.  Question Mark ( ? )
Example:
Question Mark: Interrogatory A question mark follows an interrogative expression or statement within, as well as at the end of a sentence: Examples:
Question Mark: Uncertainty A question mark is used to indicate uncertainty in the accuracy of a statement when it is placed inside parentheses. Examples:
Question Mark: Exceptions A question mark is not used after a sentence expressed as a question out of courtesy; i.e., acceptance is implied. Example:
A question mark is not used after an implied question or command. Examples:
Exclamation Point ( ! )An exclamation point is used at the end of an exclamatory sentence and to indicate the an exclamatory part of a sentence. An exclamation point is never followed by a period. An exclamation point follows an exclamatory expression or statement within a sentence. Examples:
Exclamation Point: Emphasis To express emphasis within a sentence, it is less confusing to use a type style like italics or bold, uppercase letters, or even color than an exclamation point: Contrast the meaning of these three statements:
Comma ( , )A lot of commas, can make normal reading, very difficult; however, for Technical Writing they are can provide necessary support. Instructions are often performed while being read and there is a need for both conceptional clarity and visual reference. For example: read, perform, reread to confirm outcome or troubleshoot technical problems. Most people will glance back to the page at least once to reread a critical sentence or phrase. Commas can make this task easier. For Technical Writing, commas can be effective in expressing concurrent events, while it is better to express sequential events in separate sentences or paragraphs--if there is sufficient space. Comma: emphasizing words, phrases, and parenthetical elements Commas are used to set off words, phrases, and parenthetical elements--that retain a close logical relationship to the rest of the sentence. Items of this sort are prefatory exclamations, contrasting expressions, expressions in quotations, and the names of persons directly addressed. (Use dashes or parentheses to set off parenthetical elements which have a remote logical relationship to the rest of the sentence.)
Comma: appositional or modifying words, phrases, or clauses A comma usually sets off appositional or modifying words, phrases, or clauses that do not limit or restrict the main idea of the sentence.
Comma: Substitute for Conjunctions Commas are used without conjunctions to separate closely related statements or clauses. The introductory element (clause, phrase, conjunctive adverb, or mild interjection) of even a brief sentence requires such emphasis, unless the emphasis is undesirable.
Comma: Exceptions in Clauses The comma may be omitted if the clauses are very short and closely related, and if emphasizing the word before the comma would give the sentence an undesirable meaning.
Comma: Exceptions in Coordinate Clauses If the coordinate clauses are long or themselves contain commas, you can often avoid confusion by separating them with semicolons, a conjunction or a period.
If the clauses are long and independent, you can often avoid confusion by inserting a conjunction, usually and or but.
If the clauses are long and independent, consider separating them with a period.
Comma: Ambiguity A comma can be used to avoid ambiguity.
Comma: Transitional Conjunctive Adverbs Commas set off these transitional conjunctive adverbs---accordingly, also, consequently, furthermore, however, howsoever, indeed, moreover, nevertheless, on the contrary, on the other hand, otherwise, so, still, then, therefore, thus, and yet---when they are subordinate.
Comma: Negative Constructions For negative constructions, a comma may be placed before the word: because---to clarify which part of the sentence because modifies.
Comma: Adverbial Expressions A comma is used to separate expressions such as: namely, that is, i.e., e.g., etc., for example, such as, from what follows.
Comma: indicating Omitted Words A comma usually indicates the place of an omitted word or group of words.
Comma: introducing Direct Quotes A comma usually separates a direct quote from the rest of a sentence.
Comma: indicating Items in Sequence A comma follows words and abbreviated numbers that introduce sequential elements in a sentence, a sequence of sentences or paragraphs, and within a list of items. For visual enhancement, italicize the words, and abbreviated numbers.
For alphabetical sequencers, it looks better if lower case letters are used and the comma is replaced by a right parenthesis.
Comma: in Series A comma usually separates words, phrases, or clauses that occur in a series.
Comma: Coordinating Conjunction in Series A comma is used before the coordinating conjunctions: and, or, when they introduce the final item in a closed series with more than two elements; as well as when, the last item includes the word: and.
If a comma is not used before the words: and, or, when they introduce the final item in a closed series the last two items may be considered a special pair.
Comma: Coordinating Conjunction joining Clauses Use a comma before a coordinating conjunctions: and, but, or, for, nor, yet, so, that joins two independent clauses (that could be separate sentences).
If the clauses are short and closely related, a comma may not be needed.
Comma: exceptions for Coordinating Conjunctions Avoid placing a comma after the words: and, or, but, for, nor, yet, so, unless the comma sets off a phrase which can't stand alone as a sentence.
Comma: in Personal Identification A comma is used to set off titles, degrees, etc., from names.
If there is only one, a comma is required; if there may be many, omit the comma.
Comma: in Numbers In numbers, a comma is used to separate thousand, millions, and other groups of three digits except in dates, page numbers, street numbers, and in numbers of four digits.
Comma: separating sets of Numerals A comma is used to keep two sets of numerals from running into one another, as in dates.
Comma: in Postal Letter Salutations A comma is customary after the salutation in personal letters and after the complimentary close in all letters.
Comma: in Postal Addresses A comma is used in addresses and when numerals are included in a simple series of items where their association is easy to determine.
Semicolon ( ; )A semicolon usually separates closely-related independent statements or clauses joined together in one sentence without a coordinating conjunction. Both clauses within the sentence must be sufficiently developed to be separate sentences (each ending with a period). The clauses, though they be independent, together both are more fully expressed. Examples:
Semicolon: separating Transitional Words, Conjunctive Adverbs A semicolon separates two statements or clauses when the second begins with transitional words or a conjunctive adverb: accordingly, also, consequently, furthermore, however, howsoever, indeed, moreover, nevertheless, on the contrary, on the other hand, otherwise, so, still, then, therefore, thus, and yet. (For proper emphasis, a conjunctive adverb should be followed by a comma.) Examples:
Semicolon: separating Phrases, Clauses A semicolon is used to separate phrases or clauses that are themselves broken up by punctuation. Example:
Semicolon: separating List Items A semicolon can be used to separate items in lists of names with addresses, titles, or figures where a comma alone would not clearly separate the items. Example:
Semicolon: emphasizing Clausal Relationships A semicolon can be used to separate items in a list after a colon to express the relationship between each item to the primary clause that preceded the colon. The conjunctions: and, or, but may be used to introduce a list's final item. If each item in the list starts on a new line, the first word may be capitalized to distinguish each item. Example:
Colon ( : )A colon separates two parts of a sentence; the part after the colon, usually: restates, sums up, balances, or amplifies the idea expressed in the first part. When a colon is placed just after an abbreviation, do not insert a comma after the abbreviation. Example:
Colon: Formal Introductions Use a colon to introduce a formal statement, definition, explanation, or a quotation of more than one line. Example:
A colon is used after a formal salutation in a letter; typically a business letter. Example:
Colon: List Introductions Use a colon to introduce a lists of more than a few items in support of the idea expressed in the statement or clause that proceeds the colon. Such items may either continue on the same and any succeeding lines as may be required, or parsed one item per line. Example:
Colon: in Titles A colon is used to separate a title from a subtitle when the subtitle is not on a second line, in quotes, or set in a different type style; e.g., in italics. Example:
Colon: in Formulas Colons function as dividers in set formulas such as those expressing ratios, time, and volume. Example:
Colon: In Abbreviations Colons function as dividers between page references, Bible citations, location and publisher. Example:
Technical Writing with Style - SECOND EDITION - For 2000 |
