Using Commas and Basic Punctuation
Commas
Commas tell us where to pause when we are reading a sentence. They are also used to clarify information.
Use Commas to Clarify Meaning
When you write, it is important to be clearly understood. The proper use of commas can help make your intended message clear. Read the following two sentences and notice the difference the comma makes:
As Bob ate the dog drooled.
OR
As Bob ate, the dog drooled.
Separate Dependent and Independent Clauses
Do you remember our discussion of clauses? Independent clauses can stand alone as sentences. Dependent clauses need additional information to form a complete thought. In the type of sentence shown below, a comma separates the introductory dependent element from the independent clause.
Seeing a flash of red, the policeman started his car.
More Clauses: Essential and Nonessential
Now that you are familiar with dependent and independent clauses, it is time to consider two more kinds of information: essential and nonessential.
Essential Clauses
Essential clauses add information that is necessary to identify or understand the subject. If the essential clause were left out, the meaning of the sentence would change significantly.
Example:
All students who miss five classes will fail their training program.
In this example, who miss five classes is essential to the meaning. Without it, the sentence would incorrectly suggest that all students will fail their training program.
Essential clauses do not use commas.
Nonessential Clauses and Phrases
Nonessential information also adds clarification, but it can be left out without changing the basic meaning of the sentence. Nonessential information is set off with commas.
Example:
I bought a new car, a red Mustang convertible.
Nonessential information needs commas.
Basic Punctuation
The proper use of punctuation is critical in writing. Punctuation marks separate sentences, break sentences into understandable parts, add emphasis, and tell the reader whether something is a statement or a question.
Periods (.)
Use periods to do the following:
-
End a sentence that makes a statement.
Today is Sunday.
-
End a sentence that makes a request, gives instructions, or states a command.
Please help me find my glasses.
-
End a sentence containing an indirect question.
My son asked if I had more money for him.
Question Marks (?)
Use a question mark at the end of a direct question.
Have you seen my glasses?
When a direct question appears inside a quotation, the question mark belongs with the quoted question.
“Have you seen my glasses?” asked Barbara.
Exclamation Marks (!)
Exclamation marks add strong emphasis to sentences. They are rarely used in business communication and should be reserved for situations that genuinely require strong emphasis.
Example: Get out! The building is on fire!