Ch. 16 - 2 Mary Ellen Guffey, Business English, 8e Objectives Use commas correctly in punctuating...

Mary Ellen Guffey, Business English, 8e Ch. 16 - 2

Objectives• Use commas correctly in punctuating

series, direct addresses, and parenthetical expressions.

• Use commas correctly in punctuating dates, addresses, geographical items, and appositives.

Commas

• Use commas correctly in punctuating independent adjectives, verbal phrases, and prepositional phrases.

• Use commas correctly in punctuating independent, introductory, terminal, and nonessential clauses.

• Use commas correctly in punctuating degrees, abbreviations, and numerals.

Commas

• Use commas correctly to indicate omitted words, contrasting statements, short quotations, and to achieve clarity.

• Commas are used to separate three or more equally ranked (coordinate) elements (words, phrases, or short clauses) in a series.

• A comma before the conjunction ensures separation of the last two items.

Using Commas in a Series

• Series of wordsHe submitted all production, distribution, sales, and financial data.

• Series of phrasesThey achieved a government of the

people, by the people, and for the people.

• Series of clausesLee investigated hiring, Kelly studied compensation, and Mark researched benefits.

Using Commas in Direct Address

• Words and phrases of direct address are set off by commas.

We assure you, Mrs. Ortiz, that your bill will be corrected.

• Parenthetical words, phrases, and clauses that interrupt the flow of a sentence and are unnecessary for its grammatical completeness should be set off by commas.

Using Commas in Parenthetical Expressions

• Phrases commonly used as parenthetical expressions

as a matter of fact in fact by the way in the meantime for example needless to say in addition no doubt incidentally of course

By the way, have you made your appointment yet?

You did, no doubt, make payment with a credit card.

I am very happy the order arrived, under the circumstances.

• Do not use commas unless the expressions are actually parenthetical and interrupt the sentence.

We have no doubt that your plan will succeed.

• Do not use commas unless the expressions are actually parenthetical and interrupt the sentence.

We have no doubt that your plan will succeed. ^ direct object

• Short introductory prepositional phrases that answer the questions when? where? why? and how? are essential to the sentences containing them and do not require commas.

In the fall the sales will increase.

^ When?

Commas and Introductory Prepositional Phrases

On the first floor you will find the copier.

^ Where?

For this reason we will change the cover.

^ Why?

With your call the order will be prepared.

^ How?

Commas and Introductory Prepositional Phrases

• When dates, addresses, and geographical items contain more than one element, the second and succeeding elements are normally set off by commas.

We received inquiries from San Antonio, Texas, and Tampa, Florida.

Commas With Dates, Addresses, and Geographical Items

The letter from Jane Mangrum, Miami-Dade Community College, Miami, Florida 33176, was provocative.

A sales record was set on October 14 in Chicago.

A sales record was set on Wednesday, October 14, in Chicago.

A sales record was set on Wednesday, October 14, 2005, in Chicago.

Commas With Dates, Addresses, and Geographical Items

• Appositives rename or explain preceding nouns or pronouns.

• An appositive that provides information not essential to the identification of its antecedent should be set off by commas.

Using Commas With Appositives

Douglas Johnson, the IBM sales representative, called.

The IBM sales representative Douglas Johnson called.

• One-word appositives do not require commas.

My brother Keith will visit in December.

Insert necessary commas.

1. Send the order to Micro Warehouse 1720 Oak St. Lakewood NJ 08701 as soon as possible.

Check your skill . . .

1. Send the order to Micro Warehouse, 1720 Oak Street, Lakewood, NJ 08701, as soon as possible.

2. Dick Baines educational support representative returned my call.

2. Dick Baines, educational support representative, returned my call.

3. Mr. Terry is the salesperson Ms. Schauer is the receivables clerk and Ms. Steele is the executive assistant.

3. Mr. Terry is the salesperson, Ms. Schauer is the receivables clerk, and Ms. Steele is the executive assistant.

4. I asked sir whether you would transfer my call.

4. I asked, sir, whether you would transfer my call.

5. We all agree of course that Mondays are potholes in the road of life.

5. We all agree, of course, that Mondays are potholes in the road of life.

6. Mr. Barber delivered the order on December 14 2005 at 3 p.m.

6. Mr. Barber delivered the order on December 14, 2005, at 3 p.m.

Independent Adjectives• Two adjectives that equally modify a

noun should be separated by a comma.

Many laborious inefficient procedures are being eliminated.

Comma Guidelines

Many laborious, inefficient procedures are being eliminated.

Comma Guidelines

Many laborious, inefficient procedures are being eliminated.

Comma Guidelines

Introductory Phrases• Verbal phrases that precede main

clauses should be followed by commas.

Hoping to get a seat, James arrived early.

To complete the difficult job, we must work overtime.

Comma Guidelines

Introductory Phrases• Introductory prepositional phrases

totaling five or more words should be followed by commas.

For the past six months, we have used the product.

In the fall of last year, the product was introduced.

Comma Guidelines

Introductory Phrases• Introductory prepositional phrases of

fewer than five words require no commas.

On Monday I placed three orders with you.

Comma Guidelines

Nonessential Phrases• Use commas to set off phrases that

interrupt the flow of a sentence with information unneeded for grammatical completeness.

Mrs. Savage, explaining the bank’s position, called for greater loan restrictions.

Comma Guidelines

Nonessential Phrases• Do not use commas to set off

prepositional phrases that do not interrupt the sentence.

We do not at this time anticipate layoffs.

Comma Guidelines

Independent Clauses• When a coordinating conjunction

joins independent clauses, use a comma before the conjunction— unless the clauses are very short.The computer is an efficient management tool, and it eliminates the need for some paperwork.

We have tried and we have succeeded.

Comma Guidelines

Introductory Clauses• Dependent clauses that precede

independent clauses are followed by commas.

When Mark was hired, his duties were outlined.

If Sharon applies, she will surely be hired.

Comma Guidelines

Terminal Dependent Clauses• Use a comma before a dependent

clause at the end of a sentence ONLY if the clause tacks on unnecessary information.Our store hours are from 10 until 5, although we can make special arrangements.

His duties were outlined when he was hired.

Comma Guidelines

Nonessential Clauses• Use commas to set off clauses that

are parenthetical or that supply information unneeded for the grammatical completeness of a sentence.Marilyn Helser, who teaches at Rhodes State College, submitted excellent suggestions.

Comma Guidelines

Nonessential Clauses• Do not use commas to set off

dependent clauses that contain essential information.

A person who is looking for a job should use a computer to search online listings.

1. To speak clearly you must carefully enunciate your words.

1. To speak clearly, you must carefully enunciate your words.

[Intoductory verbal phrase]

2. Gary Cox who was making a speech about investment scams warned that there’s always free cheese in a mousetrap.

2. Gary Cox, who was making a speech about investment scams, warned that there’s always free cheese in a mousetrap.

[Nonessential clause]

3. If I had my life to live over I’d live it over a delicatessen.

3. If I had my life to live over, I’d live it over a delicatessen.

[Introductory clause]

4. We’re seeking an industrious ethical individual for this position.

4. We’re seeking an industrious, ethical individual for this position.

[Independent adjectives]

5. In spite of the cost of living it’s still popular.

5. In spite of the cost of living, it’s still popular.

[Long introductory prepositional phrase]

6. Terry starts his working day at 5 a.m. and Jenny begins her duties at 6 or 7 a.m.

6. Terry starts his working day at 5 a.m., and Jenny begins her duties at 6 or 7 a.m.

[Independent clauses]

7. The administrative assistant who prepared the report was accurate and thorough.

[Essential information]

8. Please return the printer after the repairs have been made.

[Terminal dependent clause]

9. With your assistance Tim will complete the project on time.

[Short phrase answering a how? question]

Degrees and Abbreviations• Degrees, personal titles, and

professional designations following individuals’ names are set off by commas.

Paul William Murphey, Ph.D., is the keynote speaker.

Comma Guidelines

Degrees and Abbreviations• The abbreviations Jr. and Sr. are

generally not set off by commas.

Fritz Werner Jr. and Fritz Werner Sr. both made large contributions.

Comma Guidelines

Degrees and Abbreviations• The abbreviations Inc. and Ltd. are set

off by commas if the company’s legal name includes the commas.

Scandia, Inc., advertised the dining set.

Lamps Ltd. is now located in the mall.

Comma Guidelines

Numerals• Unrelated figures appearing side by

side should be separated by commas.

By 2005, 54 branches were in operation.

Comma Guidelines

Numerals• Numerals of more than three digits

require commas.

4,321 43,210 4,321,000

Comma Guidelines

Numerals• Calendar years, ZIP codes, and

telephone, house, decimal, page, serial, and contract numbers do not require commas.

Comma Guidelines

Omitted Words• A comma is used to show the

omission of understood words.

Some employees must arrive at 8:30 a.m.; others must arrive at 9 a.m.

Comma Guidelines

Some employees must arrive at 8:30 a.m.; others [must arrive] at 9 a.m.

Comma Guidelines

Some employees must arrive at 8:30 a.m.; others, at 9 a.m.

Comma Guidelines

Contrasting Statements• Commas are used to set off

contrasting or opposing expressions.

• These expressions are often introduced by not, never, but, or yet.

Managers are made, not born.

The greater are the sales, the greater are the profits.

Comma Guidelines

Clarity• Commas are used to separate words

repeated for emphasis and words that may be misread if not separated.

We had a long, long meeting to iron out differences.

In short, employees must be more courteous.

Comma Guidelines

Short Quotations• A comma is used to separate a short

quotation from the rest of a sentence.

Calvin Coolidge said, “The business of America is business.”

Comma Guidelines

Short Quotations• If the quotation is divided into two

parts, two commas are needed.

“What costs little,” said a wise man, “is worth little.”

1. “A yawn is a silent shout” said the famous author.

1. “A yawn is a silent shout,” said the famous author.

[Short quotation]

2. They are expecting Dr. Halonen not Mr. Irwin to deliver the lecture.

2. They are expecting Dr. Halonen, not Mr. Irwin, to deliver the lecture.

[Contrasting expression]

3. Next year we will purchase 10 new computers; the following year 15.

3. Next year we will purchase 10 new computers; the following year, 15.

[Omitted words]

4. On paper projects always seem feasible.

4. On paper, projects always seem feasible.

[Clarity]

5. By 2006 5,000 additional students will have enrolled.

5. By 2006, 5,000 additional students will have enrolled.

[Adjacent numerals]

6. Marilyn Kirchoff CPA attended the Accounting Advisory Committee meeting.

6. Marilyn Kirchoff, CPA, attended the Accounting Advisory Committee meeting.

[Abbreviation/degree]

Insert necessary commas in the following sentence. (The sentence may already be correct.)

1. Mr. Dobbings we’re proud to offer you a line of high-volume copying systems and to provide you with fast first-copy speed so that your people spend less time completing short runs.

Chapter 16 - Quiz

1. Mr. Dobbings, we’re proud to offer you a line of high-volume copying systems and to provide you with fast first-copy speed so that your people spend less time completing short runs.

[Direct address]

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2. On Monday January 3 2004 we opened the doors of our business in Tampa Florida.

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2. On Monday, January 3, 2004, we opened the doors of our business in Tampa Florida.

[Date]

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2. On Monday, January 3, 2001, we opened the doors of our business in Tampa, Florida.

[Geographical expression]

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3. My attorney feels nevertheless that Stacy Rivers the individual whose car was damaged in the accident should be present at the hearing.

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3. My attorney feels, nevertheless, that Stacy Rivers the individual whose car was damaged in the accident should be present at the hearing.

[Parenthetical expression]

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3. My attorney feels, nevertheless, that Stacy Rivers, the individual whose car was damaged in the accident, should be present at the hearing.

[Nonrestrictive appositive]

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4. On the other hand I would like to have my brother Gary at the hearing also.

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4. On the other hand, I would like to have my brother Gary at the hearing also.

[Parenthetical expression]

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5. If you will refer to the instruction booklet you will find a description of automatic sheet feeding on page 5.

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5. If you will refer to the instruction booklet, you will find a description of automatic sheet feeding on page 5.

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6. We provide sophisticated document handling and we also supply advanced finishing capabilities for complete stapled sets at the touch of a button.

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6. We provide sophisticated document handling, and we also supply advanced finishing capabilities for complete stapled sets at the touch of a button.

[Independent clauses]

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7. The employee who made the suggestion will receive a bonus and will be honored at a reception.

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7. The employee who made the suggestion will receive a bonus and will be honored at a reception.

[No commas needed]

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8. What it was was a problem in communication.

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8. What it was, was a problem in communication.

[Clarity]

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9. Send the software to Ms. Kathleen Kerwin 3540 Avocado Road Oceanside CA 90360 immediately.

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9. Send the software to Ms. Kathleen Kerwin, 3540 Avocado Road, Oceanside, CA 90360, immediately.

[Address]

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10. Northwest now offers trans-Atlantic flights to London Frankfurt and Amsterdam.

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10. Northwest now offers trans-Atlantic flights to London, Frankfurt, and Amsterdam.

[Series]

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11. If your account exceeds $100000 it will continue to be insured for six months.

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11. If your account exceeds $100,000 it will continue to be insured for six months.

[Six digits]

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11. If your account exceeds $100,000, it will continue to be insured for six months.

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12. In May we sent announcements to 400 customers; in June to an additional 200.

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12. In May we sent announcements to 400 customers; in June, to an additional 200.

[Omitted words]

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13. Our daily newspaper advertisements are written by Angie Stone who is a full-time employee and reviewed by Peter Frankel our part-time proofreader.

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13. Our daily newspaper advertisements are written by Angie Stone, who is a full-time employee, and reviewed by Peter Frankel our part-time proofreader.

[Nonessential clause]

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13. Our daily newspaper advertisements are written by Angie Stone, who is a full-time employee, and reviewed by Peter Frankel, our part-time proofreader.

[Nonrestrictive appositive]

Chapter 16 - Quiz

ENDEND

Ch. 16 - 2 Mary Ellen Guffey, Business English, 8e Objectives Use commas correctly in punctuating...

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