The ColonThe colon (:) represents the strongest degree of break within the sentence.
1. Use the colon after the introduction to a formal direct quotation.
The president of the union then replied: "My men will leave their jobs if our demands are not met."
Do not use the colon before an indirect quotation.
The president of the union then replied that his men will not leave their jobs if their demands were not met. (Not: The president of the union then replied that: "his men . . . .")
2. Use a colon before an appositive phrase or clause.
This is my advise: reduce your order by 50 per cent; pay cash and take advantage of our discount for cash orders.
There are our terms: 2 per cent, net 30.
3. Use a colon to introduce a list of items or particulars.
The order included the following items: 6 sets of 5256 cuff links, 12 tie clips 5257, and 50 leather wallets style 5258.
A complete sentence should always precede a colon. Do not place a colon after are or were.
The client ordered the following: a pair of denim pants, a pair of topsiders, a pair of socks, and a black leather jacket. (Not: The orders that the client made were: a pair of denim pants, . . . . )
4. Use a colon after the salutation of a business letter.
Gentlemen:
Dear Sir:
Dear Mr. Sales:
Never use a semicolon after a salutation. A comma may be used after the salutation when a person is addressed by his first (or given) name, or simply by his last name.
Dear Aquino,
Dear Jose,
Dear Mother,
5. Use a colon between the hours and minutes when the time is expressed in figures. Oftentimes, a space separates the hours from the minutes.
5:30 a.m. 5 30 a.m.
4:20 p.m. 4 20 p.m.
The Semicolon
The semicolon (;) shows stronger separation between the elements of a sentence than does a comma.
1. Use the semicolon to separate co-ordinate clauses closely connected in meaning and not joined by a conjunction.
We have delivered packages one, two, and three today: packages four, five, and six will be ready for delivery within five days.
(This statement could have been expressed in two sentences.)
To receive a client's orders is a simple task; to process them completely, accurately, and promptly is more difficult.
Do not separate with a comma two co-ordinate clauses not joined by a conjunction. If you are in doubt whether the two clauses are closely related to justify their being used in one sentence, then, write them out in two sentences.
We returned the black dress yesterday, but we have kept the gray skirt.
Wrong: We returned the black dress yesterday, we have kept the gray skirt.
Our sales department gets all the orders exclusively; our service department handles complaints and adjustments. (Wrong: Our sales department gets all the orders exclusively, our service department handles complaints and adjustments.)
The above example may also be expressed correctly in either of the following ways:
Our sales department gets all the orders exclusively, and our service department handles complaints and adjustments.
Our sales department gets all the orders exclusively. Our service department handles complaints and adjustments.
2. Use a semicolon between the clauses of a compound sentence when they are joined by such conjunctive adverbs as therefore, otherwise, accordingly, for, hence, moreover, in fact, besides, consequently, then, however, likewise, nevertheless, notwithstanding, and the like.
Your letter requesting cancellation of your order was received only this morning; otherwise this order would have been delivered today.
Do not separate the above co-ordinate clauses by a comma.
(Wrong: Your letter requesting cancellation of your order was received only this morning, otherwise this order would have been delivered today.)
Commas may be omitted after most conjunctive adverbs which introduce a second clause unless the conjunctive adverb stands alone.
We have added two more outlets; therefore we shall have to add to our personnel.
When however is used as a conjunctive adverb, it is generally followed by a comma to indicate a natural pause which follows.
It looks as if business will continue to be good through out the rest of the year; however, we are being very conservative in our purchasing.
3. Use a semicolon to separate co-ordinate clauses when either or both clauses are punctuated by one or more commas.
We called you yesterday; but your associate, who happened to be in your office when we called, told us you were in Mandaluyong.
If you come by bus, you should arrive about four o'clock; if you took a taxi, you will arrive around noon.
4. A semicolon may be used before such expression as namely, as, that is, for example, that is to say, for instance, and the abbreviations i.e., e.g.,viz., and so forth.
Whether these expressions are preceded by a comma, a semicolon, a dash, or a period depends upon the length and the grammatical dependence or independence of the clause that follows.
We shall attend, that is, if the party is Saturday night. (Here a comma is preferable before that is because the subordinate clause that follow is dependent upon the first clause We shall attend for significance.)
He should be given the job; that is, he has the necessary qualifications. (Since these clauses are co-ordinate and independent of each other grammatically, a semicolon before that is is preferable.
We are prepared to keep our end of the agreement; that is, we will buy the property and the equipment for $10,000 provided we get the government contract. (A colon may be used before that is in this sentence since the following clause is co-ordinate and functions appositively with the first clause. A period likewise may have been used before that is.)
The semicolon (;) shows stronger separation between the elements of a sentence than does a comma.
1. Use the semicolon to separate co-ordinate clauses closely connected in meaning and not joined by a conjunction.
We have delivered packages one, two, and three today: packages four, five, and six will be ready for delivery within five days.
(This statement could have been expressed in two sentences.)
To receive a client's orders is a simple task; to process them completely, accurately, and promptly is more difficult.
Do not separate with a comma two co-ordinate clauses not joined by a conjunction. If you are in doubt whether the two clauses are closely related to justify their being used in one sentence, then, write them out in two sentences.
We returned the black dress yesterday, but we have kept the gray skirt.
Wrong: We returned the black dress yesterday, we have kept the gray skirt.
Our sales department gets all the orders exclusively; our service department handles complaints and adjustments. (Wrong: Our sales department gets all the orders exclusively, our service department handles complaints and adjustments.)
The above example may also be expressed correctly in either of the following ways:
Our sales department gets all the orders exclusively, and our service department handles complaints and adjustments.
Our sales department gets all the orders exclusively. Our service department handles complaints and adjustments.
2. Use a semicolon between the clauses of a compound sentence when they are joined by such conjunctive adverbs as therefore, otherwise, accordingly, for, hence, moreover, in fact, besides, consequently, then, however, likewise, nevertheless, notwithstanding, and the like.
Your letter requesting cancellation of your order was received only this morning; otherwise this order would have been delivered today.
Do not separate the above co-ordinate clauses by a comma.
(Wrong: Your letter requesting cancellation of your order was received only this morning, otherwise this order would have been delivered today.)
Commas may be omitted after most conjunctive adverbs which introduce a second clause unless the conjunctive adverb stands alone.
We have added two more outlets; therefore we shall have to add to our personnel.
When however is used as a conjunctive adverb, it is generally followed by a comma to indicate a natural pause which follows.
It looks as if business will continue to be good through out the rest of the year; however, we are being very conservative in our purchasing.
3. Use a semicolon to separate co-ordinate clauses when either or both clauses are punctuated by one or more commas.
We called you yesterday; but your associate, who happened to be in your office when we called, told us you were in Mandaluyong.
If you come by bus, you should arrive about four o'clock; if you took a taxi, you will arrive around noon.
4. A semicolon may be used before such expression as namely, as, that is, for example, that is to say, for instance, and the abbreviations i.e., e.g.,viz., and so forth.
Whether these expressions are preceded by a comma, a semicolon, a dash, or a period depends upon the length and the grammatical dependence or independence of the clause that follows.
We shall attend, that is, if the party is Saturday night. (Here a comma is preferable before that is because the subordinate clause that follow is dependent upon the first clause We shall attend for significance.)
He should be given the job; that is, he has the necessary qualifications. (Since these clauses are co-ordinate and independent of each other grammatically, a semicolon before that is is preferable.
We are prepared to keep our end of the agreement; that is, we will buy the property and the equipment for $10,000 provided we get the government contract. (A colon may be used before that is in this sentence since the following clause is co-ordinate and functions appositively with the first clause. A period likewise may have been used before that is.)
We ship to many Asian ports, for example, China, Japan, Taiwan, Singapore, and Malaysia.
I believe he possesses the knowledge; that is to say, he has the training, the experience, the judgment, and the necessary good sense which will insure his success on the job.
5. The semicolon is usually placed after the end quotation marks.
The letter read: "Television and DVD player cannot be shipped before Friday"; consequently we had to disappoint our customer.
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