Business Writing

The Latest in Hyphenation Information

In each issue of my monthly ezine, Better Writing at Work, I include an "Error Quest," a little test, or quest, to find one error in a short passage. This month's quest involved finding a word that was missing a hyphen.

Unfortunately, the passage was missing two hyphens. I missed one hyphen when I typed the Error Quest (purely a typo--I know better!), and several sharp-eyed subscribers (Sally, Foy, and Barb) wrote to tell me about it. Inspired by the quest, Gretchen wrote with more questions about hyphens. Specifically, she wanted to know why Martha Stewart Living writes "all-purpose flour" and "vegetable-oil cooking spray."

I wrote in detail about hyphenation in 2006, and nothing much has changed since then. So I refer Gretchen and others who want to know more about hyphens to that July 11, 2006, post.

Always correct and elegant, Martha Stewart Living is using hyphens perfectly, of course. The hyphens Gretchen questioned indicate that it's not "all flour" or "purpose flour"--it's "all-purpose flour." And it's not "vegetable cooking spray" or "oil cooking spray"--it's "vegetable-oil cooking spray." The hyphens indicate the combined ideas.

If you decide to subscribe to my free newsletter, don't look for my missing hyphen error in the current issue. I've corrected it--thanks to Sally, Foy, and Barb.

Lynn
Syntax Training

Underlining: A Bad Choice Online

Yesterday I visited two websites where underlining had gone wrong. At each site, I clicked underlined (underscored) words and phrases, expecting to be taken to more information. But there was no click. I just sat there, staring at an unchanging screen.

In the old days, we used underlining for emphasis. Now underlining indicates a hyperlink. When underlining appears online--even in email or word-processed documents--people expect it to indicate a link.

If underlining is no longer a good tool for emphasis, what is? Try a bold font. I have used bolding in this post to emphasize the beginning of each paragraph. The bolding should help you skim the message and quickly get the main point in each paragraph.

By contrast, italicized words do not draw the reader's attention. Italics give a word or phrase emphasis in a sentence, as in the previous sentence and the word not. But italics do not make words stand out in a visual scan. For that purpose, use a bold font.

Caution: Avoid reader dizziness. I get dizzy when bolding is used sporadically, as in this paragraph. As a reader, I would rather skim bold headings and bold paragraph openings than have to sift through bold type sprinkled throughout a document.

Let's not confuse readers with "links" that go nowhere. At one of the sites I visited yesterday, every heading was underlined, which naturally led me to believe the headings were links. I went so far as to examine my mouse and Ctrl key, thinking they had frozen on me. Don't confuse readers: For headings, use a bold font or larger font--not underlining.

Do you have suggestions about how to emphasize information online? Please share them.

Lynn
Syntax Training (linked, not emphasized)

Sending the "Wrong" Message With Quote Marks

Yesterday an art director wrote with a request for validation that she is correct. Copywriters who submit their work to her have been using quotation marks to emphasize words. But she believes that the marks have the opposite effect--that they, in fact, undermine the message. Is she correct?

Yes.

Here are examples (my own, not the art director's):

"Genuine" glove leather uppers
A "quality" heirloom piece
A "stunning" onyx pendant

These quotation marks do not emphasize. They destabilize. That's because quotation marks used this way indicate that the writer intends a loose or ironic meaning of the word. "Genuine" leather is probably fake. A "quality" piece is of doubtful quality. A "stunning" pendant may actually stun us cold rather than awe us with beauty.

If the copywriters' intention is to emphasize, quotation marks are the wrong choice. Italic type might be the right choice. Or better yet, the writers may find words that communicate without visual emphasis. If the words genuine, quality, and stunning are not persuasive enough, the writers need different words, ones that will speak to their customers. Here are suggestions:

Exquisite [or rich or silky] glove leather uppers
An heirloom of exceptional beauty
A dazzling onyx pendant

I don't think my suggestions are especially good because I don't know the customers and what appeals to them. But the copywriters probably do know. 

You may be wondering why it is okay to use "First-rate!" and "Stunning" in things like movie ads. Why are those quotation marks acceptable? Because they are just that--quotations. Somebody said the movie is first-rate. Somebody described it as stunning.

To art directors everywhere: Yes, it is correct to instruct "copywriters" to omit quotation marks unless they are actually quoting someone.

I am just kidding--the quotation marks around copywriters are wrong!

Lynn

Cite Your References Please

In business writing classes I often hear questions like these:

My boss says never to use a comma with and. Is that correct?

My manager says never to start a sentence with but. Is she right?

Our newsletter editor says never to start a sentence with however. Is that a rule?

I hear so many so-called rules and nevers. Where do they come from? No one knows for certain. That is why I counsel people this way:

Ask your managers (bosses, editors, etc.) to cite their references please.

It's not enough for the boss to say "I learned it this way." The rules have changed, and many times our bosses' teachers (and our own) were simply wrong.

If you work with someone who has a rule that seems odd or a never that you question, simply ask the person to cite his or her references. If a style guide can't be produced that supports the "rule," then can't we safely ignore or reject it?

I describe several style manuals on my web site here. Get one of those volumes or another respected manual (one published in this century) to use on the job.

To help your manager break free of slavishly following old-fashioned or incorrect rules, try a conversation like this one:

Your manager: I changed this sentence. It's incorrect to start a sentence with and.

You: That's fine with me. I want to be sure that I am following all the latest rules, though, and I checked The Gregg Reference Manual. It said that starting a sentence with and can be effective if it is not overused. Which reference book says it is incorrect? [Then hold your breath.]

It's another thing, of course, if your manager simply doesn't like to begin sentences with and. If it is simply a preference, meet your reader's needs.

I've written about the questions I used to start this post (above). Check out these entries:

Can "And" or "But" Start a Sentence? (includes however)

Commas With "And"

Enjoy.

Lynn

Eliminate/Reduce Slashes/Diagonals/Slants

The use of the forward slash (/) has gone too far. Whether known as the slash, diagonal, virgule, slant, or solidus, the mark is simply showing up too often. I used to see them commonly in only and/or and his/her constructions. But lately I can't turn away from my computer without having another one appear on the screen. Are you experiencing the same thing?

Here are examples:

1. Some clients/customers prefer to deal with a local vendor.
2. Please provide pricing/packaging information.
3. The library has books/tapes/audios/CDs/reference librarians.
4. We will use other advertising avenues such as web site/email blasts and direct mail.
5. Determine who/what is the subject of your document.
6. His title is Director of Budgets/Allocations.
7. Provide all substantive correspondence/email with vendors/suppliers/other external persons/organizations.

When I read, I say the words in my mind, sometimes slowly to think about their meaning and sometimes fast just to get the gist of the message. But I always say the words.

So when I get to a slash, I have to stop and think about what word it stands for. For example, in Number 1 above, I can't just say "clients slash customers"--a gruesome thought. I have to decide that it means "clients and customers."

In Number 2, I have to slow down to determine whether the meaning is (1) pricing and packaging or (2) pricing or packaging.

In Number 3, I have to insert commas and the word and, or I will imagine several unfortunate librarians squeezed in at the end of a shelf of books/tapes/audios/CDs.

In 4, I wonder whether the writer intends web site blasts and email blasts, or web sites and email blasts.

In 5, I can easily fill in the word or, but I wonder why I have to. Why doesn't the writer use a two-letter word instead of making me supply it?

In 6, I am sure the director's life would be easier with a word rather than a slash in his title. He would never have to explain "Budgets slash allocations."

Number 7 cries out for revision:

Provide all substantive correspondence, including email, with vendors, suppliers, and other external persons and organizations.

What is your view/opinion/experience? Do you have guidelines/suggestions/tips on the use of slashes? (Forgive me. I wrote those questions just to point out how slashes inspire redundancy.)

Please share your comments. And see my earlier post on the legimate use of the slash for combined titles.

Lynn

Commas With "And"

In a Business Writing Skills class last week, a participant raised a familiar question about the use of commas with the word and. She said:

I learned the rule that you never use a comma with and. The word and takes the place of the comma.

Forget this wrong-headed so-called rule!

Not using a comma with and is like not using your car's turn signal when you are in the turn lane. You may think the signal is unnecessary, but it reassures everyone of your intentions.

Here are 10 examples of places in which a comma and the word and belong together:

1. Maria wrote to Mom and Dad, and Jeff wrote to Aunt Kathryn in Milwaukee. (compound sentence)
2. The meetings take place on Monday, March 19, and Thursday, March 22. (days and dates)
3. The cities we are considering for the conference are Bilbao, Spain, and Oporto, Portugal. (cities with countries)
4. Why are the dates November 22, 1963, and June 6, 1968, significant in U.S. history? (month-day-year dates)
5. When you leave the campsite, don't leave litter, and recycle everything possible. (avoiding confusion)
6. I agree with your remarks, Karina, and will forward them to Mohamed. (direct address)
7. "Eating Green," the first chapter, and "Buying Fresh," the third, have both been edited. (restatements)
8. I will contact Maya and, of course, Vy. (parenthetical)
9. We must reimburse Michael, who brought the food, and Kayla, who purchased the decorations. (nonrestrictive clauses)
10. We will cover commas, semicolons, and colons in the next lesson. (optional comma in a series)

If you know people (especially teachers) who believe it is wrong to use a comma with the word and, please forward them the link to this post. And encourage them to use their turn signals.

Lynn

Presidents/Presidents' Day

Monday is a holiday in the United States: Presidents Day. Or is it Presidents' Day?

It's both. The holiday actually celebrates the lives of George Washington and Abraham Lincoln, the 1st and the 16th president of the US, respectively. Washington's birthday is February 22. Lincoln's birthday is February 12.

Because the holiday celebrates two presidents, Presidents' Day (with an s and an apostrophe) is correct. The Gregg Reference Manual, one of my favorite reference books, recommends that version. Another of my favorites, The Associated Press Stylebook, uses Presidents Day--with no apostrophe. Most of the catalogs and newspaper advertisements featuring sales on that day are using the AP version.

How can the AP version be correct? Because sometimes we use a word as an adjective--not a possessive form. For example, many people can name a Beatles song--not a Beatles' song.

For more about possessive forms, read this post.

Happy Presidents' Day!

Lynn

On to New Year's Wishes

If you--like me--have not yet mailed all your business and personal holiday greetings, you are probably too late for Hanukkah and Christmas. However, you--like me--are just in time to send New Year's greetings. (This thought sustains me.) So I wanted to help you with that tricky New Year's punctuation and capitalization.

These are correct:

• Happy New Year!
• We wish you a beautiful new year.
• Happy 2007!
• We look forward to working with you in the new year.

These also are correct:

• We send you New Year's wishes.
• We will see you New Year's Eve.
• On New Year's Day and every day, we wish you joy and happiness.

The point is that New Year's Day and New Year's Eve have apostrophes. Of course, New Year does not. And if you are referring to the holiday, it is capitalized: New Year's Day. But if you are simply referring to next year, it is not: in the new year. (Although "Happy New Year!" is standard.)

In December 2005, I wrote message templates for New Year's greetings. You can find them and other suggestions on New Year's greetings here.

Happy holidays! Happy New Year!

Until next year--week,

Lynn

A Tip on Apostrophes

In all the classes on grammar and punctuation I teach, the punctuation mark that causes the most confusion is the apostrophe. It's the little mark used to show possession:

one employee's house
two employees' cars

I have already written Apostrophe Help Please! and More Apostrophe Help! This post is for those who just KNOW there must be more to it. There is. There is the use of apostrophes to form plurals, like these:

• She is hoping to get three A's.
• I have used too many I's in this letter.
• Are the girls wearing pj's?
• Be sure to dot the i's.
• He regularly emails bcc's to his manager.
• I confused the which's and that's in this proposal.

Typically plurals are formed by adding s or es to a word. But in the very few circumstances when adding s or es might confuse readers, we use the apostrophe and an s.

In the examples above, readers might be confused about As, Is, pjs, is, bccs, whiches, and thats. The apostrophe makes the plural clearer.

In some of my seminars, I provide DO'S and DON'TS. In a recent writing class, someone objected to the word DO'S. In her view, the apostrophe was unnecessary. I had been using the apostrophe in DO'S so readers would not be confused by DOS, the operating system or the Spanish word for "two." However, I have since decided to use DOS whenever I pair it with DON'TS.

Part of today's confusion comes from the past. When I was growing up, apostrophes were used much more commonly to form plurals--in expressions such as VIP's, 1940's, and in the 30's (temperature). But now all those are rendered without the apostrophe, as VIPs, 1940s, and 30s.

In your writing, you will almost never need an apostrophe to form a plural. So don't write something like this: "All the employee's have arrived." It should be simply employees.

Rule: Mind your p's and q's, but use apostrophes for plurals rarely!

Lynn
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Other search spellings: pnctuation, punctuaion, punctuaton, punctiaton, puncation, punctaiton, punctation, posessive, possesive, apostrphe

Apostrophes & the Supreme Court

I have been writing a lot about apostrophes and possessive forms lately, so it was fun to read Raymond Ward's post that brought me to Nicole Stockdale's October 18 post on a recent US Supreme Court ruling.

For all who worry about using s's and s' inconsistently, not even the Supreme Court is consistent in its use. Enjoy the posts.

Lynn

More Apostrophe Help!

Paula, an executive assistant, wrote to ask me to continue the discussion of apostrophes. She wants to know why boss's has an apostrophe and an s but Chris' has only an apostrophe.

The truth is that Chris takes just an apostrophe only if you follow the rules in the The Associated Press Stylebook. In other style guides, Chris takes an apostrophe and an s: Chris's.

"AP" rules that proper names such as Chris, Agnes, and Russ take only an apostrophe, like these examples:

Chris' photograph appears on page 1 of the business section. (Other style guides use Chris's.)

Agnes' banana bread is perfect for breakfast, lunch, and dinner. (Other style guides recommend Agnes's.)

I do NOT follow AP style, partly because it does not reflect the way we pronounce the names. For instance, I would not say (or write) "Chris' bread." I would pronounce it "Chris's bread," wouldn't you?

I agree with The Microsoft Manual of Style for Technical Publications, which states simply:

Form the possessive of singular nouns and abbreviations by adding an apostrophe and an s. This rule applies even if the noun or abbreviation ends in s.

Among its examples, Microsoft lists "Brooks's Law."

The Chicago Manual of Style recommends Chris's, Strauss's, Inez's, and Malraux's. However, it allows Descartes' and Camus' (without the additional s) because adding another s could cause mispronunciation.

I do hate to get into all the arcane rules. Keeping it simple is the key to confidence and consistency--especially if you don't have a shelf full of well-thumbed reference books to turn to.

Here is my rule, Paula, since you asked: Be consistent. Keep it simple. Use manager's, boss's, brother's, Chris's, Conchita's, Rich's, Russ's, Rex's, Ira's, Inez's, Mr. Jones's, Ms. Mohammed's, etc. Don't create exceptions. And don't let your Microsoft grammar and spelling checker dissuade you--after all, it tried to shake me from "Brooks's Law"--Microsoft's own example!

And if you need to use a word whose possessive form escapes you, rewrite the sentence. For example, is it a writer's group or a writers' group? No problem! Just make it a group of writers.

Lynn

Apostrophe Help Please!

I just received an email from Heather, who is desperate to understand correct apostrophe use for possessives. Relax, Heather. It isn't as tricky as it seems. We can cover the basics in just four simple rules.

1. Generally, we do not use apostrophes to make a plural (that is, to indicate more than one). That is why these examples are all correct without an apostrophe:

The defendants agree to the settlement.
The citizens have not forgotten what happened.
The boys need a ride home from the game.

2. To make a singular word possessive, add an apostrophe and an s:

This defendant's attorney has left a message. (one defendant)
The citizen's request was quite reasonable. (one citizen)
The boy's father picked him up already. (one boy)
The boss's flight will arrive at 4 p.m. (one boss)

3. To make a plural word possessive when the plural ends in s, add just an apostrophe:

Both defendants' attorneys edited these notes. (two defendants)
The citizens' lobby has become huge. (many citizens)
The boys' fathers picked them up already. (two or more boys)

4. To make a plural word possessive when the plural does not end in s, add an apostrophe and an s.

The children's reading room is colorful. (children = plural of child)
The alumni's contributions kept the college afloat. (alumni = plural of alumnus)
The men's club has disbanded. (men = plural of man)

Those are the basic rules. But Heather also wanted to know what to do when two entities possess something. Should both names be made possessive? Do both names need an apostrophe?

That depends. If they share the thing they possess, they share the apostrophe. If each person has his or her own, each also has his or her own apostrophe.

My mother and father's home is in Florida. (They share the home--they share the apostrophe.)
Davey's and Ella's toothbrushes are already packed. (Each person has a toothbrush--each has an apostrophe.)
The girls' and boys' teams are both in the playoffs. (Both girls and boys have their own team--both have their own apostrophe.)
The girls and boys' team is excited about being in the playoffs. (One team of girls and boys--one apostrophe.)

We could make the rules slightly more complicated if we wanted to. For example, we could think about the very few instances in which plurals are formed with apostrophes. We could talk about the Associated Press style for forming the possessive when a singular proper noun ends in s (Chris'). But let's not do that today. Instead, let's keep it simple and begin to enjoy our weekend.

Lynn
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Other search spellings: possesive, posessive, apostrphe, pumctuation, puncatuation, punctuaton

Using the Slash/Diagonal

Rita sent a great question today. She wanted to know the correct way to make combined titles plural when using a slash.

Is it singer/producers? Or singers/producers? Singer/songwriters? Or singers/songwriters?

The answer is this: Make it plural just once--not twice. These are correct:

Singer/songwriters: Both singer/songwriters received a Grammy.
Singer/producers: It's an impressive line-up of singer-producers.
Actor-directors: The three actor-directors will compete for the Oscar.
Secretary-treasurers: The secretary-treasurers both serve in January so that the transition is smooth.
Editor/publishers: Many editor/publishers run their own presses.

Notice that I used both the slash (/) and the hyphen (-) for the combined titles. Both are correct. To make matters even more complex, the slash has another name: diagonal.

Although slashes and diagonals are perfect for combined titles such as secretary/treasurer, they are used far too often as substitutes for the words and and or. Eden wrote today asking which was correct: Dear Sir/Madam or Dear Sir\Madam. Neither! This is correct:

Dear Sir or Madam:

No one has the combined title Sir/Madam. And to expect the reader to translate the slash into the word or is simply lazy.

For combined titles, use the slash or the hyphen, which are standard. But when you mean and or or, spell out the word you intend.

Lynn

Happy Punctuation Day!

In the United States, today is National Punctuation Day. I almost missed it. Nevertheless, I did use dozens of periods (full stops), many commas, several colons, a few dashes, and even a semicolon in a piece I wrote this afternoon.

How about you? Did you write today? If so, did you use punctuation confidently or timidly?

If you struggle with which punctuation mark goes where, here are some steps to increase your confidence:

1. Visit the National Punctuation Day site for a concise review of commas, colons, and more. Then practice using one mark each day.
2. Review my punctuation pointers on this site. Email me any questions about punctuation.
3. Take a quiz on grammar and punctuation on our Syntax Training website. Congratulate yourself on what you already know.
4. Complete some exercises on the Capital Community College website.
5. Complete a few lessons in the archives of Daily Grammar.
6. Drop by Grammar Hell and enjoy illustrations of incorrect punctuation and usage.
7. Purchase a small, easy-to-use guide such as Jan Venolia's Write Right! Slip it in your pocket and study it in quiet moments.
8. Pick up a detailed style manual such as The Gregg Reference Manual or The Associated Press Stylebook. Look up the topics you haven't mastered yet. (For example, when is it correct to use 's and s' and just s?)
9. If you can travel to Seattle, take my class The Keys to Error-Free Writing on October 4.

It's easy to go through life without celebrating or even knowing about National Punctuation Day. But it's impossible to write well without knowing about those little marks it honors. If punctuation is not yet your friend, take one of the steps above.

National Punctuation Day. It doesn't require a phone call home, a flowery greeting card, or a bright bouquet of flowers--just a healthy respect for the em dash, the apostrophe, and an occasional pair of parentheses.

Lynn

Hyphenation Information

Doubts about hyphens drive people nuts. In my business writing classes, people regularly raise anxious questions about hyphen/no hyphen and word open/word closed. I just got an email from a client who had three hyphen questions, so I am inspired to supply some Hyphenation Information. (I capitalized and bolded the phrase purely on whim. Perhaps someone can use it in a hip-hop lyric. And yes, hip-hop is hyphenated.)

Here is the basic thing to know about hyphens: They are used to show the reader that something is connected. If you were writing a newsletter article in a really thin column, you would use hyphens to show that word parts are connected, like this:

I am inspired to supply some Hyphena-
tion Information. I capitalized it and
bolded it based purely on whim. Per-
haps someone can use it in a hip-hop
lyric. . . .

Those hyphens tell the reader, "Don't stop. Connect this part to the next part." That is the same message a hyphen in a compound word communicates, like these:

• a follow-up message (It is not a follow message or an up message; it's a follow-up message. The hyphen tells the reader to connect follow and up.)
• two 4-door sedans (There are not four sedans; they are not door sedans. They are 4-door sedans. The hyphen tells the reader to connect 4 and door.)

Using the same logic, you will see that these are correct:

• nuclear-free zone
• three-story building
• 314-page book
• toll-free number
• well-read clients

Confusion can arise because the expressions are not hyphenated when they come after the word they describe, like these:

• I sent a message to follow up.
• The sedan has four doors.
• This zone is nuclear free.
• The building has three stories.
• The book is 314 pages long.
• The number is toll free.
• The clients are well read.

Another difficulty is that the need for hyphens in particular expressions changes over time. For example, we used to write micro-wave oven, but we now use microwave exclusively. Desk-top publishing was once common, whereas now you will typically see desktop publishing. People used to do post-doctoral studies, but now their studies are postdoctoral. The logic behind these changes is that once an expression becomes commonly understood, the hyphen is no longer needed. The expression can be closed up into one word.

Many people still write e-mail. In fact, all these reference books hyphenate it: Microsoft Manual of Style for Technical Publications, The Associated Press Stylebook (even the just-published edition!), The Chicago Manual of Style, and The Gregg Reference Manual.

Despite all the published experts, I close up the word: email. Since we are all familiar with the term, I see no reason to hyphenate it for our reader's understanding. However, when I write for a client, I use the style my client prefers. (Rule: Write for your client and your reader.)

Here are the questions my client sent me today, with my answers based on research:

1. Which is correct: setup fee? set-up fee? or set up fee?
   Answer: setup fee. Setup has evolved to one word as an adjective (as in her question) and as a noun: "What a great setup!" However, it is two words as a verb: "Please set up the system for me."
2. Which is correct: toll-free numbers? or toll free numbers?
   Answer: toll-free numbers. (No doubt tollfree will soon be accepted.) But "The numbers are toll free." (See explanation above.)
3. Which is correct: follow-up training? or follow up training?
   Answer: follow-up training. (See explanation above.)

As for the hip-hop lyrics, let's see:

Had some consternation 'bout the hyphenation. Got some information, now I'm in formation with the hyphenation. Hear my declaration: I say Punctuation is Power.

Yes, you are right: I had better keep my day job as a business writer.

Lynn
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Other search spellings: hyphentation, hyhenation, hypenation, hiphenation, hyfenation, puntuation, pucnation, puncatuaion, puncatiaon, puncuatiaon, puncation, gramar, grammer

URLs and Email Addresses: A How-To

We deal with email addresses and website addresses (URLs) every day, but how should we render them in sentences? Stuart, a reprographics officer in Dorset, England, suggested I write on this topic. It is an excellent idea, and I am happy to offer guidance.

Here are guidelines on how to punctuate, capitalize, and divide email addresses and URLs:

When an email address or website address comes at the end of a sentence, consider whether your readers may mistakenly think that the period (full stop) at the end of the sentence is part of the address. If you think your readers may be confused, use one of these approaches:

1. Restructure the sentence so that the address is not at the end of the sentence.
2. Set off the address, like this, with no period (full stop):
   Please visit my website at:
   www.syntaxtraining.com

The Microsoft Manual of Style for Technical Publications suggests the above approaches. However, The Chicago Manual of Style states:

"Other punctuation marks [other than the slash] used following a URL will readily be perceived as belonging to the surrounding text. It is therefore unnecessary to omit appropriate punctuation after the URL. . . ."

I admit that I used to simply omit the period (full stop) at the end of a sentence that ended with a web address. But now when I create a document online, I typically use a hyperlink with a period at the end of the sentence, which I hope is clear to all. It looks like this: Please write to me at lynng@myaddress.com. When I believe my reader may be confused, I use the Microsoft approach.

Here are some other rules:

1. When you refer to a website--not an address--use normal capitalization, like this:
   the TypePad website
      
2. When you use a website address, do not capitalize any part of it, like these: http://www.typepad.com and www.businesswritingblog.com. However, when you are citing a file at an address, do not alter any capitalization. For example, if you make the letters PDF or BBW lower case in this address, you will get an error message:
   http://www.syntaxtraining.com/PDF/BBW_082406.pdf
    
3. Use the preposition at to introduce both email and website addresses, like this:
   You can order the lantern at www.rei.com.
    
4. In a printed work, if you must break an address at the end of a line of type, do it in one of these places:
   --After a double slash (//) or a single slash (/)
   (Note: The Gregg Reference Manual breaks before a single slash.)
   
   --Before a tilde (~), a dot (.), a comma, a hyphen (-), an underline (_), a question mark, an at symbol (@), a number sign (#), or a percent symbol (%), like this:
   http://press-pubs.uchicago
   .edu/founders/
    
5. Never add a hyphen to an address in order to break it at the end of a line. Just break it, like this:
   http://www.computerclassrooms
   inseattle.com
6. If a company name has an apostrophe (for example, Papa Murphy's), do not use it in the website address (www.papamurphys.com). Apostrophes are not allowed in URLs.

Please let me know if you have other questions about email and website addresses. And thanks to Stuart, the reprographics officer in Dorset, who asked me to address this subject. I admire his interest in getting it right for the sake of his customers.

Lynn

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Other search spellings: emial, meail, adress, hypen, hyphan, capitalzation

Its? It's? Or Its'?

A friend of mine asked me to write about how to choose the correct form of its, and I am happy to comply. Those three little letters cause a lot of confusion, but once you master a couple of basic rules, the choice becomes simple. Here goes:

1. Its' is never correct. Your grammar and spellchecker should flag it for you. Always change it to one of the forms below.
2. It's is the contraction (abbreviated form) of "it is" and "it has." It's has no other meanings--only "it is" and "it has."
3. Its is the form to use in all other instances when you want a form of i-t-s but you are not sure which one. Its is a possessive form; that is, it shows ownership the same way Javier's or Santosh's does.
   Example: The radio station has lost its license.

The tricky part of the its question is this: If we write "Javier's license" with an apostrophe, why do we write "its license" without an apostrophe?

Here is the explanation: Its is like hers, his, ours, theirs, and yours. These are all pronouns. Possessive pronouns do not have apostrophes. That is because their spelling already indicates a possessive. For example, the possessive form of she is hers. The possessive form of we is ours. Because we change the spelling, there is no need to add an apostrophe to show possession. Its follows that pattern.

Its used correctly:

• You can recognize Rene's music by its abrupt tempo changes.
• The golden retriever is known for its gentle personality.
• Golfing has lost its appeal for Gene because of his arthritis.

Test yourself. Decide which form is correct in these sentences.

1. Its / It's easy to get to the ballpark by car or bus.
2. This restaurant is known for its / it's emphasis on regional cooking.
3. Its / It's become very difficult to find parking near the library since it moved from its / it's Maple Street location.

Remember: When the word is a contraction of "it is" or "it has," the correct choice is it's. Otherwise, the correct choice is its.

Correct answers:

1. The word is a contraction in this sentence, so the correct form is it's.
2. The phrase "it is" doesn't make sense in this sentence, which needs a possessive form: its.
3. The sentence begins with a contraction of "it has" (it's) and then needs a possessive form (its).

I hope my explanation of its / it's works well for you. Just remember: Its' is never correct.

Lynn
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Other search spellings: grammer, gramar, apostrphe, aposotrophe, speling, posessive, possesive, punctation, pucntuation, writng

Overpunctuate??? No!!!

If you use other people's business writing as models, you may wonder whether it is acceptable to use double or triple question marks and exclamation marks. After all, you have probably seen examples like this one: I love the new offices!!!

Is it acceptable to use two, three, or more punctuation marks in a row for emphasis? Choose your answer.

a. Yes!!!

b. No.

c. Sometimes??

In business writing, it is unnecessary and usually silly to double up on punctuation such as question marks and exclamation points. It takes more key strokes, and it conveys no additional information or emotion.

Yes! shows enthusiasm and decisiveness. Yes!!! shows excessive punctuation. It looks as though it should be pronounced as a squeal.

Why? expresses a straightforward question. Why???? expresses whiny desperation.

Of course, I am talking about business writing among adults. If you are a 12-year-old writing a diary, several punctuation marks in a row are probably appropriate for nearly all your sentences. That is what your life is like, right???!!!

You now have my opinion. Please tell me what you think.

As you have probably guessed, my answer to the question above is b. No.

Lynn
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Other search spellings: exlacmation, exlamtion, exclamaion, quesiton, quistion, queston, puncutation, punctaution, buisness, wiritng, wirting

To Follow Up on Follow-Up

One of the most common questions in any of our classes is this:

When is the phrase follow up hyphenated?

One of the reasons this punctuation question is so commonly asked is that many dictionaries are no help at all. They simply list both versions: follow-up and follow up.

I am happy to offer a way to determine whether the hyphen is required. Here's how:

If you can use the word the directly in front of the words follow up, they need a hyphen. Examples:

Please give Assan the follow-up test.
Have you sent the follow-up to Marty?
Make a follow-up call tomorrow. [You could replace a with the.]

In contrast, the sentences below would not work with the word the inserted before follow up:

Please follow up with Assan by giving him the test.
Did you follow up with Marty?
Follow up by phone tomorrow.

That's all there is to it! If you use the method above, you will always know whether follow-up or follow up is correct.

Stop reading now if just knowing the "trick" is enough for you. However, if you would like to know the reason it works, along with the rules, read on.

When follow up is a verb, it has no hyphen. Since we never use the before verbs (the belongs before nouns and adjective-noun phrases), if you cannot insert the before follow up, you know the phrase is a verb. Verb = no hyphen.

When follow up is a noun or an adjective, it does need a hyphen. Examples:

Noun: They lost interest during follow-up.
Adjective:  The follow-up phase dragged on too long.

Since you can easily insert the before a noun or an adjective, inserting the (if it isn't there already), tells you that your phrase needs a hyphen.

Test Yourself: Hyphen or No Hyphen?

1. Please give me a follow up call next week.
2. The follow up report is almost ready.
3. Call Amy to follow up about the invoices.
4. Omar will follow up on Friday.
5. I enjoy implementation but not follow up or maintenance.

Could you recognize which sentences needed hyphens?

Answers: Hyphens in 1, 2, and 5. No hyphens in 3 and 4.

Follow up if you have a follow-up comment or question! If you are in the Seattle area (or nearby states or provinces), take our workshop The Keys to Error-Free Writing for more helpful strategies and guidance on punctuation, grammar, and usage.

Lynn
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Other search spellings: punctatuion, foloow, grammer

Errors, Erors Everywhere!

Many visitors to this site have been searching for everyday examples of mistakes in grammar, punctuation, and spelling. I have a Best Pick blog to recommend to you: Grammar Hell. In the spirit of Eats, Shoots & Leaves author Lynne Truss, Grammar Hell's creator, Jack, has been merrily and methodically citing errors for more than a year.

According to Grammar Hell, the most often misspelled name in the current news is Condoleezza Rice, U.S. Secretary of State.

With funny photo evidence and homemade graphics, he recently cited these common and uncommon errors:

Entrence on First (on the back of a building)
Tuna stake (on a restaurant menu)
Chicken Chilly (another menu)
Keys Made While You Waite
Erica Get's Married (on a TV show Blind Date)
McDonalds (for the fast food giant McDonald's)
The Post Office tries it's best (from a news article)
Between 1 and 3 a.m. in the morning (news article)

The graphics, good-natured ranting, and explanations of the rules of grammar and punctuation make this site worthwhile.

Enjoy Grammar Hell.

Did you notice my intentional error in the title of this post? Just testing!
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Other search spellings: grammer,  grammattical, mispelling, mispelled, punctaution

In Defense of Semicolons

The semicolon leads a hard life: ignored by most, scorned by others, misunderstood by many. Who can blame it if it creates trouble for some of us?

I'm here to defend the semicolon as a useful member of the family of punctuation marks. I'm also here to answer the questions:

• What is a semicolon?
• Where should a semicolon be used in a sentence?

A semicolon is a punctuation mark that looks like this:

;

It has two very important uses in business writing:

1. To connect two closely related sentences that are not connected by a conjunction (conjunctions = and, but, or, nor, yet, so).
2. To separate items in a series (series = two or more) when the items already contain commas

Examples of two closely related sentences connected with a semicolon:

Jessie left early; however, Galen stayed until 5 p.m.
These pearls look genuine; nevertheless, they are costume jewelry.
Deliver these boxes to the main office; then take your lunch.

Yes, all the semicolons in the examples above could be changed to periods, making each example two short sentences. However, if you want to connect the two short sentences so that your reader sees them as one unit, use a semicolon, as I did. No other punctuation mark can do that job for you.

Examples of items in series that already contain commas:

The subscribers came from Raleigh, North Carolina; Tucson, Arizona; Fort Meade, Maryland; and East Syracuse, New York.

The panel was composed of Dr. David Wells, Cardiology; Dr. Phyllis Watts, Endocrinology; and Dr. Ricardo Sanchez, Gerontology.

Compare these examples that do not need semicolons:

The subscribers came from Raleigh, Tucson, Fort Meade,  and East Syracuse.

The panel was composed of Dr. David Wells, Dr. Phyllis Watts, and Dr. Ricardo Sanchez.

Although the sentences directly above do not need semicolons, the ones with the city/states and person/affiliations do need them. No other punctuation marks can do that job.

Have you realized that the semicolon is your friend in business writing? Just spend some time with it. In fact, why not use a semicolon (or two or three) in a sentence today?

I know I'll use one; in fact, I just did!

Lynn

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Alternate search spellings: puntuation, punctuaton, punctuaiton, punctutaion, puncatution, smeicolon, seicolon

Quick Tip on Hyphenation

This post should go under the category "Things I Should Have Known." It's about hyphenation.

Did you know that in Microsoft Word you can insert an optional hyphen? You are probably wondering why you would want to.

Example: Imagine you are writing a two-column piece such as a newsletter article. Because you are using a narrow two-column format, you may need to divide a long word to avoid having a large blank space. For example:

To avoid this blank space after electronic,

Despite our electronic
communications, we are all human.

Do this:

Despite our electronic communica-
tions, we are all human.

But what if you then edited your sentence and shortened it? You would need to avoid ending up with this error:

Despite our communica-tions, we
are all human.

To avoid having a hyphen you don't want, insert an "optional hyphen"--a hyphen that disappears if it is not necessary--rather than a regular hyphen.

To insert the optional hyphen in Micrsoft Word, go to Insert/Symbol/Special Characters/Optional Hyphen. Or use the shortcut Control- (Control hyphen).

I should have known this tip a long time ago. But I just learned it from Debbie Esposito, who designs all our printed materials. For examples of Debbie's work, see our class flyer or an article. To contact Debbie (and learn a lot about designing documents in MS Word), email her.

Happy hyphenating!

Lynn 

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Other search spellings: hyphenatiaon, hypenate, hyphenate

Using Commas With Names and Greetings

Hello, Reader,

People have been asking a good question about commas with names and salutations, so here goes:

Question: Do I have to use a comma with a person's name when I say "Hi" or "Hello"? For example:

Hi, Maria.    Hello, Nigel,   Good morning, Kendra.

Answer: Yes, you need to use a comma between the person's name and the greeting. (But see exceptions below.) The reason is "direct address." We use commas to show that we are talking to the reader, not about the reader.

Hello, Rene.
Danny, thank you for your thoughtful message.
Congratulations, Michael!
I hope you know, Donelle, that we appreciate your hard work.
I am writing to you, Kathryn, with some sad news.

Exception: Don't use a comma with the greeting Dear, as in:

Dear Claudio:     Dear Claudio,

If you are wondering why I have shown the Dear Claudio greeting (salutation) with both a colon and a comma, the colon (:) is used in business letters. The comma is used in personal ones (congratulations, condolences).

Exception: At times--for example, in email--you may choose to leave out the comma before the name when the greeting is "Hi":

Hi Freddie,     Hi Jess!     Hi Gregg--

You can make that choice to have a breezier, less official sounding greeting. However, it still makes sense to use a comma with longer greetings:

Good morning, Ahmed.     Hello, Treena,

A note on Microsoft Office: The spellcheck feature in Office will flag sentences with "thank you" and a person's name, with the suggestion "Fragment (consider revising)."  Example:

Dahlia, thank you for the concert tickets.

Sentences like the one above are perfect--ignore the suggestion.

If you have questions about commas, please write me. Or pick up a good reference book. For business letters, I recommend  The Gregg Reference Manual. For other purposes, see Recommended Books on my website.

My February e-newsletter is all about how to warm up your business communications. Subscribe for free.

Bye for now, Reader.

Lynn

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Alternate search spellings: salmutation, saltuation, salutaion, greetng, greting, emial.

Best Practices for Bullet Points

The days of long sentences in long paragraphs are long gone. Our readers need to retrieve information fast. An excellent way to help them do this is to lay out information in bulleted lists.

Definition: A "bullet point" is an item introduced by a dot ("bullet") or a similar icon, like this:

• This is an example of a bullet point.

Here are 10 tips for creating crisp, clear bullet points. Use bullet points to list features, steps, or tips, like this list.

1. Emphasize the beginning of the bullet point, as in this list, when the first few words capture the main idea. That way, readers can skim easily. Use bold type, italics, or underlining for emphasis.
2. Make bullet points consistent in structure. For example, make all of them sentences or fragments or questions. However, if you have two sets of bullet points in a document, you don't need to make them consistent with each other--just within themselves.
3. Punctuate bullets consistently. That is, if one bullet ends with a period (full stop), end all with a period, following these rules:
     a. If all bullets are sentences, end each one with a period (full stop).
     b. If all bullets are phrases or fragments, use no end punctuation.
4. Avoid ending bullet points with semicolons. Semicolons have been used that way, but the style seems old-fashioned in today's crisp documents. Note: A semicolon looks like this: ;
5. Avoid making bullet points so long that they look like paragraphs. Three lines is a reasonable maximum length.
6. Number bullet points when you have many--more than five or so. That way your readers can easily track the bullets and refer to them.
7. Avoid using transition words and phrases such as "secondly" or "another point." Such linking phrases are unnecessary, and they slow down readers. 
8. Be sure bullet points are related, especially if you have a lot of them. When you have many, you may need two sets instead of one. For example, if your bullets contain a blend of advantages and opportunities, break them into two lists, with one labeled Advantages and another labeled Opportunities.
9. Avoid bullet points when you want to build rapport or deal with a sensitive issue. Bullets communicate efficiency rather than warmth.
10. Lay out bullet points cleanly. Avoid a variety of fonts or a mix of margins.

Besides helping your readers skim for information, bullet points make life easier for you as a writer. With bullet points, you can use simple structures and punctuation, and you don't need to worry about how your sentences flow from one item to the next. This post (the piece you are reading now) would have been much longer and more challenging to write if I had composed it as an essay.

I wrote this post because one of my recent visitors to this blog was searching for "rules for bullet points." Although the topic may not be exciting, it's important. Our readers need documents and messages that are easy to skim for information.

Did you find this one easy to skim?

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Other search spellings: bulletted, defenition, bullet-point

National Punctuation Day?

If you're looking for a holiday to celebrate as summer wanes in North America, today is it: National Punctuation Day!

Even if you are reading this post after the fact, punctuation is always something to celebrate. After all, it keeps us out of trouble. Note this example:

                 No price is too high!
                 No, price is too high!

The comma, colon, semicolon, parentheses, apostrophe, and more--each one keeps us from communicating the wrong message. 

But a holiday? I learned of this special day from writer and publicist Linda Rimac Colberg, colberg@earthlink.net, who forwarded a press release entitled "Think a Semicolon Is a Surgical Procedure? Celebrate National Punctuation Day, August 22, 2005." Because the release had a catchy title and was punctuated perfectly, it got my attention.

Apparently this holiday is the brainchild of Jeff Rubin, who has dedicated a web site to celebrating those tiny marks. And it's a helpful site too. On the home page, Jeff allows you to click on each of 13 different marks and learn all about it. (Yes, 13. Can you name them?)

I clicked on the ellipsis ("An ellipsis is not when the moon moves in front of the sun," as the page notes) for an excellent detailed explanation with examples. If you want to find out about the ellipsis, click here.

What's next? International Grammar Day? Plain English Day? Count me in.

"? Or ?" -- Which Is Correct?

The other day our graphic designer, Debbie Esposito, emailed a common question:

Which heading is punctuated correctly?

   Heading 1: What Is "Computers for Kids"?

   Heading 2: What Is "Computers for Kids?"

To recognize the correct heading, follow this rule:

If the entire sentence (or heading) is a question, the question mark belongs at the end--after the closing quotation mark.

If just the material within quotation marks is a question, the question mark belongs inside the closing quotation mark.

Following the rule, the correct heading is Number 1.

The July issue of our free newsletter, Better Writing at Work, answers 10 frequently asked questions about business writing. To subscribe, click here .