Punctuation, Diction & Spelling

Customized & Workplace TrainingAAI/Portland Community College

Facilitated by George Knox

Punctuation Problems

Commas Semicolons Colons Apostrophes Quotes

However he said it didn’t matter you are wrong anyway. She shrugged and left him slowly walking from the office. Why he didn’t know.

Punctuation Problems

Punctuation problems affect flow and readability

Punctuation problems MAY affect meaning

Punctuation problems may reflect on professionalism and credibility

Punctuation: Commas

After an introductory phrase– Before you begin, please review the project

history.– However, don’t spend too much time in

review.– As we are in a hurry, a quick overview

would be fine. Exception: Very short introductions

– Then we can begin.

Punctuation: Commas

Set off transitional phrases at the beginning and middle of sentences

– Typically w/ “however”, “therefore”, “for example”, “in other words”, etc.

– The cost, as estimated by our accountant, is well within allowances.

– However, we may find it difficult to order by the deadline.

– The problem, therefore, is one of timeliness.

Punctuation: Commas

Separate items in horizontal lists w/ the final comma before the conjunction usually optional– The manager is responsible for hiring,

training, supervision and evaluation.– She also interacts with Personnel, Research

and Design, and Operations.

Punctuation: Commas

Set off non-essential phrases or appositives (but not w/ essential info)– The contract, which was signed this week, gives the

company full and immediate ownership.– We have already had meetings with the Director of

Operations, Bob Smith.– However, the board’s final decision that was made

before the acquisition will have to be addressed immediately.

Punctuation: Commas

Use with conjunctions to join independent clauses– We received your letter, but I am unclear as

to your what you are requesting.– Contact me with additional details, and I will

address your concerns directly.

Exception: Short independent clauses– Call me or e-mail me.

Punctuation: Commas

Use w/ quotations, dates, addresses and numbers– “On October 21, 2004, we will be making a

change,” the message read. “Our new offices will be at 200 South Grant Avenue, Beaverton, Oregon. We are expecting approximately 20,000 visitors in the first year.”

Punctuation: Semicolons

Join independent clauses w/out a conjunction– It seemed it would last forever; it didn’t.– Some do; some don’t.

Use to separate items in a series that already includes punctuation– Several world leaders participated including George

Bush, President of the U.S.; Tony Blair, Prime Minister of England; and Jacques Chirac, President of France.

– The witness heard various people shout: “Hey!”; “Stop!”; and “Don’t do that!”

Punctuation: Colons

After an independent clause to introduce one or more directly related ideas, including lists, quotations and directions.– This year’s election features three main candidates:

Bush, Kerry and Nader.– There are a number of potential writing problems:

• Grammar• Punctuation• Spelling• Diction

Punctuation: Colons

After business salutations– Dear Ms. Smith:

In time of day using numeric form– The workshop will begin at 1:30 pm.– The operation began at 22:10 on April 5,

2002.

Punctuation: Apostrophes

Add ’s for nouns that do not end in s or singular nouns that end in s– A car’s convenience does not outweigh a

bus’s economy.

Add ’ for plural nouns that end in s– The drivers’ decision depends on which is

more important to them.

Punctuation: Apostrophes

Add ’ or ’s with the last element in joint possession or compound nouns– John and Mary’s house should bring a good

price.

Exception: To show individual possession, make all possessive– However, John’s and Mary’s willingness to

sell is a big question.

Punctuation: Apostrophes

Use ’s with indefinite pronouns, but not with definite pronouns– While it was anyone’s guess, his intuition

turned out to be accurate.

Punctuation: Quotations

Quotation marks set off direct quotes Commas and periods go inside quotation

marks Colons and semicolons go outside quotation

marks Question and exclamation marks go inside if

part of the quoted material. Capitalize beginnings of quotes UNLESS the

quote is blended into the sentence.

Punctuation: Quotations

– “Hey!” the man shouted. “Where is my car?”– The attendant smiled and said, “I don’t know. I just

got on shift.”– “That shouldn’t matter,” argued the customer, “since

you’ve given all cars a numbered parking space.”– Later, the man admitted that using that parking lot

“…wasn’t the best choice I’ve ever made.”

Punctuation: Quotations

Use the ellipsis mark to indicate material not included– According to Smith, “The results of the study…were

surprising and unexpected.” Use the bracket to indicate material added

– Smith attributes this to “the varying methods [used by three different research teams] to gather and analyze the data.”

– “The next project,” the director stated, “will not have such varience [sic] as new controls are in place.”

Spelling Problems

Spelling errors affect meaning, readability, credibility and professionalism. They also may demonstrate a lack of care and concern for the document.

Spelling: I before E

I before E …– Achievement, patient, chief

Except after C …– Perceive, receipt, receive

And in the sound “ay” as in hay– Neighbor, weigh, freight

Exceptions– Either, neither, height, foreign, leisure, seize, weird

Spelling: Plurals Add s to most words (computers, cats) Add es to words ending in s, ch, sh and x

(tosses, catches, mashes, boxes) Add s to words ending in y after a vowel

or in proper names (trays, Kennedys) Add ies to words ending in y after a

consonant (companies, pennies) Add s to words ending in o after a vowel

(videos, radios) Add es to words ending in o after a

consonant (heroes, zeroes)

Spelling: Plurals

For compound words, add s or es as appropriate to the major word in the compound (sisters-in-law, border collies)

Use ‘s to pluralize numbers, letters and abbreviations (8’s, p’s and q’s, I.D.’s)

Spelling: Prefixes

Adding a prefix does not change the root spelling– Misspent, unnecessary,disappointed

Spelling: Suffixes

Silent e– Drop the silent e when adding a suffix

beginning with a vowel (advancing, believable)

– Keep the silent e when adding a suffix beginning with a consonant (achievement, likeness) unless the silent e follows a vowel (arguing, truly)

Spelling: Suffixes

Double the consonant when adding a suffix beginning with a vowel IF:– The final consonant is preceded by a single

vowel AND– The consonant ends a stressed syllable or

one-syllable word– (Beginning, committed, occurrence)

Spelling: Exceptions

British/Canadian spellings may vary– Cancelled, colour, cheque, centre, defence,

realise

Some other spelling exceptions– Changeable, mobile, dying

Check dictionary for alternative/difficult spellings

Diction (Word Choice and Order)

Diction affects:

Meaning Tone Emphasis

Diction: Barriers to Meaning

Misused words– See Commonly Confused Words

Nonspecific nouns– Area, factor, issue, problem, thing

Slang, regional expressions, figures of speech, inappropriate jargon

Euphemisms, pretentious language– Adult language, collateral damage, disadvantaged,

economic downturn, pre-owned, rightsizing

Sexist language

Diction: Barriers to Tone Inappropriate level of formality

– Contractions and acronyms– Slang, jargon, figures of speech– Proper or strict language– I’d like to get that info you’ve got posted on your web

page. VS. I would like a copy of the information posted on your web site.

Improper connotation– Images and emotions associated with a word or phrase– The details he gave were fictional. VS. The details he gave

were not factual. VS. The details he gave were incorrect.

Figures of speech, clichés

Diction: Barriers to Emphasis

Multiple terms for same subject– First term has emphasis and sets tone– My client is innocent. I am confident that the

jury will find him not guilty due to insufficient evidence.

Active vs. passive voice– Focus on actor or result– The company laid off 300 workers. VS. Three

hundred workers were laid off by the company.

Front load vs. back load

Diction: Editing and Revising

Consider PAT Proof for meaning, tone and emphasis Default to direct meaning and formal

tone (unless writing personal narratives and correspondence)

Generally avoid jargon and slang Check a dictionary and/or thesaurus

Diction: Editing and Revising

Consider the following statements: Your client is responsible for the accident. Your client caused the accident. Your client is liable for the accident.

What is the meaning of each sentence? What is the connotation for each sentence?Where is the emphasis in each sentence?