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Punctuation rulesPunctuation rules

Lessons for copyeditors

By Jeff South

VCU School of Mass Communications

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In generalIn general Use punctuation to clarify meaning Profuse punctuation weakens

sentence structure Newswriting uses less punctuation

(commas, periods) than more formal writing

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PeriodsPeriods Often omitted from abbreviations No periods in abbreviating names

oforganization names or gov’t. agenciesCIA, FBI, VCU, UCLA

No periods for dead presidents!JFK, LBJ, FDR

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Now you try!Now you try! National Aeronautics and

Space Administration NASA James Madison University JMU John Fitzgerald Kennedy JFK

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Use periods to abbreviate Use periods to abbreviate ...... Titles of people

Gov., Dr., Mr., Mrs. Ms., Sen., Rep. Academic degrees

Ph.D., M.A., B.A. Months

Jan. 1; Sept. 28; Nov. 13; Dec. 25 Places

Streets, state names when appropriate

Follow the rules for abbreviations

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Now you try!Now you try! Raleigh, North Carolina Raleigh, N.C. doctor of philosophy; medical degree Ph.D.; M.D. 530 East Main Street 530 E. Main St. former Governor L. Douglas Wilder former Gov. L. Douglas Wilder

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Periods with quotesPeriods with quotes Always go inside quotation marks He said, “It was God’s will.” “After five minutes,” she said, with

a flick of her wrist, “it turned to mush.”

Will she run again? “No -- never.”

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Periods with Periods with parenthesesparentheses If the parenthetical material is not

a sentence, the period goes outside the parenthesesHe smiled (with his eyes).She studied every major language in

Asia (except Mandarin Chinese).Everyone passed the test (well,

almost everyone).

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Periods with Periods with parenthesesparentheses If the parenthetical material is a

sentence, the period goes inside the parentheses(He smiled with his eyes.)(She studied every major language in

Asia except Mandarin Chinese.)(Everyone passed the test -- well,

almost everyone.)

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Now you try!Now you try! It happens in summer (and never

in spring). Correct. He cried. (He had been crying a lot

lately). No: He cried. (He had been crying

a lot lately.)

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Periods as ellipsisPeriods as ellipsis 3 periods indicates omission of a word or

words Put a space on either side of “…” Use four periods if an ellipsis ends the

sentenceHe sighed. “I wish there was something I could do

to turn back time … .” Use ellipses rarely in Newswriting Never use 2 in one quote; better to

paraphrase

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CopyeditCopyedit She said, “No, you’re out of order”. No: She said, “No, you’re out of

order.” (The flag was at half-staff.) Correct. Bush said, “This war will be…fought in

unconventional ways.” Need spaces: Bush said, “This war will

be … fought in unconventional ways.”

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CommasCommas Use when linking 2 independent clauses

with a conjunction, such as ‘and’:He will announce the budget cuts on Monday,

and VCU is braced for the worst.Twenty-five inches of rain fell in five hours, and

the resulting flood killed more than 200 Virginians near Charlottesville.

But don’t use if there’s 1 subject and a compound verb:She dropped the gun and surrendered.

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CommasCommas Use when beginning a sentence with

a clause, phrase, adverb -- usually anything except the subject:During Hurricane Camille, more than 200

people died in Virginia.If the drought continues, local

governments may have to ration water.On Friday, VCU President Eugene Trani

will address the Board of Visitors.

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CommasCommas Omit comma before conjuction

red, white and blue Omit comma between

closely related words10 a.m. Saturday11:30 p.m. EDTJesse Jackson Jr.No commas before Jr., Sr., III

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CommasCommas Commas go inside quotation marks

“That’s right,” she said.“It ain’t over,” he said, “until the fat

lady sings.”

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CommasCommas Commas set off apposition (a word,

phrase or clause used as explanation)Dr. Terry Oggel, the school’s former

director, said …Jeff George, the Redskins’

quarterback, ...

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CommasCommas Omit comma between ‘name’ and

‘of …’The prize was awarded to Will Jones of

the Richmond Times-Dispatch.Julie Rodriguez of Hopewell offered to

organize the blood drive.The Smith family of Roanoke will

represent Virginia at the national competition.

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CommasCommas Usually used in > 999 But not for years, ZIP codes,

phone numbers or serial numbersIn 1997, …She lives in ZIP code 23229.828-2660The serial number is 84512.

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CommasCommas Must set off the source in a quotation if:

The source comes within the sentence.Canada, he said, looks to England.The source comes at the end of the sentence.Canada looks to England, he said.It is a direct quote, capitalized and a sentence.He said, “Canada looks to England.”But not: He said Canada looks to England.

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CopyeditCopyedit The lawyer said “If it doesn’t fit,

you must acquit.” The lawyer said, “If it doesn’t fit,

you must acquit.” The lawyer said the jury should

acquit his client. Correct.

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CopyeditCopyedit men, women, and children No: men, women and children Richard Petty, Jr. No: Richard Petty Jr. Bob Seger of Detroit will perform

at Farm Aid. Correct.

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CopyeditCopyedit Because of the drought people

can’t water their lawns. No: Because of the drought, people

can’t water their lawns. The president will visit the Middle

East, and then travel to Asia. No: The president will visit the

Middle East and then travel to Asia.

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CopyeditCopyedit Texas A&M scored first, but the

Hokies came storming back. Correct. The students might hold a

candlelight vigil or they might do a walk-a-thon.

No: The students might hold a candlelight vigil, or they might do a walk-a-thon.

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ColonColon Indicate time

3:30 p.m.; 11:45 a.m. To set up direct quotes,

especially long direct quotesHe said: “This is a day that will live in

infamy. It shall not stand. We will hunt down these terrorists and bring them to justice.”

He winked: “That’s not all, folks.”

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ColonColon To introduce a list

The professor listed several reasons for using commas: ...

Legal, religious or literary citationsMatthew 14:22; Hamlet 1:3:28

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ColonColon Can be used to present an idea with a

flourish -- to announce something. He learned the most important

lesson of all: honesty. The governor has a bold idea: She will

give every student a laptop computer.

Note the capitalization:If a complete sentence follows the

colon, capitalize it.

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SemicolonsSemicolons Use to link two independent clauses

with no connecting words Use with ‘however,’ ‘moreover,’

‘therefore’They couldn't make it to the summit;

they were too tired.He wanted to protest; however, his

friends told him to keep his mouth shut.

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SemicolonsSemicolons Set off a series of groupings

that contain commas Example:

… 901 W. Main St., Richmond; 459 Elm Ave., Charlottesville; and 531 Oak Drive, Danville.

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DashDash Use 2 hyphens, with space on either

side Sets off information, too

VCU -- along with the University of Richmond -- will hold a memorial service Sunday.

Use sparingly Often indicates surprise or a twist

She later found her keys -- in the pocket of her jacket.

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HyphenHyphen Joins two or more words

functioning as an adjective Often joins a prefix and a word,

especially if:Capped word (anti-American)Meaning unclear (re-create)Like information (20-20 vision)

Check AP Stylebook

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Now you try!Now you try! He was an ex Marine. He was an ex-Marine. She hit the jackpot. To the tune of

$100 million. She hit the jackpot -- to the tune of

$100 million. “I won’t leave” he said. “I won’t leave,” he said.

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Now you try!Now you try! She had just one friend; her cat. No; use a dash or colon:

She had just one friend -- her cat.She had just one friend: her cat.

The bombs started falling; soon, the city was evacuated.

Correct.

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Quotation marksQuotation marks Nicknames Titles of books, movies, songs, poems

(but not newspapers & magazines) Periods and commas always go inside

quotation marks No comma after a quoted question:

“Is that right?” she asked.

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Now you try!Now you try! His book, “Jaws,” became a hit

movie. Correct. The New York Times reported … Correct. The crowd sang The Star-Spangled

Banner. No: The crowd sang “The Star-

Spangled Banner.”

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ApostropheApostrophe For possession

VCU’s new policy; John’s bicycle Contractions

isn’t; can’t; won’t; it’s To pluralize single letters

(but not numbers or multiple letters)A’s; F’s; B’sBut ABCs; PDQs; low 20s

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CopyeditCopyedit Its your dog but its its foot. It’s your dog but it’s its foot. Pat’s F’s were in economics. Correct. She went from all Cs to all As. She went from all C’s to all A’s. The high will be in the low 70s. Correct.

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Need help? Try ...Need help? Try ...http://owl.english.purdue.edu/handouts/

grammar/

http://www.tc.cc.va.us/writcent/handouts/grammar/

http://ccc.commnet.edu/grammar/index.htm