Punctuation, Diction & Spelling

1. Punctuation, Diction & Spelling Customized & Workplace Training AAI/Portland Community College Facilitated by George Knox

2. 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

3. Punctuation Problems • Punctuation problems affect flow and readability • Punctuation problems MAY affect meaning • Punctuation problems may reflect on professionalism and credibility

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.”

10. 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!”

11. 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

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.”

18. 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.”

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

20. 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

21. 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)

22. 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)

23. Spelling: Prefixes • Adding a prefix does not change the root spelling • Misspent, unnecessary,disappointed

24. 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)

25. 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)

26. 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

27. Diction (Word Choice and Order) Diction affects: • Meaning • Tone • Emphasis

28. 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

29. 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

30. 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

31. 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

32. 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?