Notes on Editing - Chapter 10
By David McHam
Chapter Ten
Punctuation
At this stage, little can be said about punctuation that you haven't already heard before. What's in order now is a review. Since punctuation is so vital, our study of the language won't be complete until we check one more time to be sure that you have the basics down.
Punctuation is essential to effective written communications. With proper placement of words, punctuation gives sentences guidance, order, relevance. Many editors contend that the period is the most beautiful mark and that sentences could be improved if only writers got to the period more quickly. That may be an oversimplification. But, notice how often a bad sentence can be edited by breaking it into two sentences.
The point is that marks of punctuation when used correctly complement what is being written in such a way that one depends on the other. Each mark has its own purpose, and when used consistently well punctuation can help raise the quality of writing.
Now, the review.
Comma
1. Use a comma to set off an appositive:
Smithwick, the favorite, won handily.
One of the most interesting aspects of the study of punctuation is what can be learned once the rule is mastered. The appositive rule isn't that difficult, but misuse of the comma with an appositive is common. Some writers do use the appositive too often. The one instance when the appositive is best used is when incidental amplification can be most easily placed after the noun. Otherwise, consideration should be given to separating the information in two sentences. One form of the non sequitur occurs with the appositive. That is when nonessential and perhaps unrelated material is placed in apposition. Example: John Jones, who turned 21 the same day, was elected chairman.
2. Don't create appositives in such situations as:
Judge George Buck, of Erskine County, signed the order.
The commas aren't needed. Follow the policy of using commas only when they are needed. In this instance, the preposition performs a similar purpose to the comma: it sets aside, separates. Therefore, this prepositional phrase shouldn't be set off by commas. Sometimes a phrase might be set off by commas for emphasis, however. That is a good technique if it isn't overdone.
3. When a title modifies a name directly, no comma is necessary.
Israeli Ambassador-at-Large (no comma) Simca Pratt (no comma) ...
The title modifies the name directly in the same way that in the construction Coach Bobby Collins, coach modifies Bobby Collins directly.
However, the use of an a or a the before the title will create the need to put the name in apposition after the title:
An Israeli ambassador, Simca Pratt, ...
The Israeli ambassador, Simca Pratt, ...
In both instances the noun is ambassador. The name is an appositive. Commas are necessary to set off the name because it is an appositive.
4. Use commas in a series, but not before and; use the semicolon before and in a series.
apples, pears and oranges.
However, use a comma before and to separate dates and states:
The places he considered were Hilton Head, S.C., Jackson Hole, Wyo., and South Padre Island.
Three dates stand out in his mind: April 19, 1910, August 9, 1941, and May 20, 1978.
One difficulty here is deciding whether to stick with commas or to go to semicolons. The best approach is to stay with commas until clarity becomes a matter of concern:
The members of the committee are John Jones of Abilene, Marti Benchmark of Fargo, N.D., Elias Armstrong of Cape Cod, Mass., and Don Thornton of Newport Beach, Calif.
When appositives are used in a similar sentence, the commas must be separated by semicolons. Not going to the semicolon might be confusing:
The members of the committee are John Jones, a senior from Abilene; Marti Benchmark, a junior from Fargo, N.D.; Elias Armstrong, a senior from Cape Cod, Mass.; and Don Thornton, a graduate student from Newport Beach, Calif.
Note that our style will be to use the semicolon before and in a series.
5. Participial phrases take commas:
Sailing smoothly over the high jump, the runner ...
But, always check to make sure phrases used at the start of the sentence have the right modification. If the first word of a sentence is a participle, look down the sentence to the comma (or where the comma should be; if one isn't there, put one there) and see if the participle modifies the first word (or second, if an article is used).
A comma may be necessary to separate other introductory material at the beginning of the sentence. The comma is necessary to keep the material from running together. In this sentence, the comma is used where a pause would occur in talking. This doesn't mean a comma has to be used. Sometimes with short introductory material, the comma slows the sentence down when the intention was to keep the sentence going. This is a matter of the ear.
Be especially careful that the material before and after the comma is in sync. That is, the material has to be technically correct. Also it has to make sense. A blatant example: Born in Canada, the milkmaid laughed over spilt milk. What usually happens is somewhat more subtle. The introductory material should not introduce she said or he said. An example:
Answering the question, he said ...
That sentence will work only if a person (that is, the name of a person) stands alone after the comma. You can't modify an idea or an action. You should modify a person who then independently takes some kind of action. You can’t
properly modify a possessive noun or pronoun, either.
Watch especially the word being used as the first word in the sentence. Such a construction is usually off the mark. An example:
Being a spokesman for the woman's movement, Steinem ...
6. Use a comma to set off attribution in all but one of the situations in which attribution can be used. Attribution is used with quotes and paraphrases at the beginning of the sentence, within the sentence and at the end of the sentence. The only instance in which a comma is not used is when the attribution comes at the beginning of a paraphrase, as in
He said going back home was the highlight of the year.
7. Set off dates and states with commas:
He was born on November 30, 1934, in Yazoo City, Miss.
He was born in Yazoo City, Miss., on November 30, 1934.
8. Certain words take commas: however, moreover, yet, nevertheless, etc.
The comma may be omitted if the intent of the writer is to have the words flow without interruption. The primary consideration in editing the comma is whether the comma improves the structure or detracts from it. Editing that disregards purpose, style and approach is not good editing. On the other hand, letting sloppiness get by isn't good editing either. Walking the line is what good editing is all about.
9. Use a comma with a which clause:
Sun Valley, which is their destination, can be most relaxing this time of year.
Sometimes which can be understood, thanks to the commas:
Sun Valley, their destination, can be most relaxing this time of year.
Be sure the material in a which clause is related and pertinent, not unrelated and incidental. An example of the incidental:
San Antonio, which is the 10th largest city in the country, is where the battle for the Alamo occurred.
10. Use a comma in a compound sentence:
Fish abounded in the lake, and the shore was lined with deer.
A writer might use an unbalanced compound sentence and choose not to punctuate it with a comma:
He had ridden hard and later he decided that he had put the horse away without proper care.
The use of the comma in a compound sentence applies only when both subjects and verbs are present. If the second subject is understood, don’t use a comma.
Colon
1. Avoid the colon after a verb.
Those selected to Who's Who were (no colon) ...
Use the colon in constructions as
Those chosen for the committee are all seniors:
Don't use include in such constructions. Include means among others. If you intend to be inclusive, use are. If the list is partially complete, say so.
The colon can also be used to introduce a statement or a quote:
As the words to the song declare: It don't come easy.
Another question comes up: Is the first word capitalized after a colon or a comma in such a construction? The answer: Yes, if the material after the colon or comma makes a complete sentence.
A comma could also be used in this situation:
As the words to the song declare, Life's been good so far.
Semicolon
1. Semicolons should be used to separate items in a series when commas are used within individual parts of the series:
The party consisted of B.M. Jordan; R.J. Kelley, his secretary;
Mrs. Jordan; Martha Brown, her nurse; and three servants.
Use the semicolon before and in a series.
2. Don't use the semicolon unless you have to. Use commas in simple constructions. If you have two separate thoughts, break them into two sentences instead of combining them in one joined by a semicolon.
3. Avoid a series in which only one semicolon would be needed. Put information in two sentences. Or rearrange the sentence if possible.
Apostrophe
Use the apostrophe
1. To make contractions, as in
let's, don't, isn't, it's, can't, who's, John's (for John is), there's, you've
It's is a contraction for it is. Every time you use an its or an it's, stop and think about the construction. Be sure you are using the right one.
2. To show where figures have been deleted, as in '60s. Don't use 60's or 1960's.
3. To show where letters have been deleted, as in
wash 'n' wear, rock 'n' roll, rhythm 'n' blues
4. For possession, as in John's, Mary's, Smith's, dog's. Don't confuse a plural with a possessive: The Smiths are going on vacation. But use the apostrophe with plural possession: The Alexanders' cat is missing.
5. Use the possessive before a gerund: David's going, or his going.
6. If the proper noun ends in an s, style dictates whether usage is to be Jones' or Jones's. Jones' is more common today. Exception: the Court of St. James's.
7. For clarity, use the apostrophe with the plural of letters, as in
She made three A's and four B's. The Oakland A's.
8. Some words are spelled with apostrophes: collectors' item, athlete's foot, bull's-eye, maitre d'.
9. Others aren't: citizens band.
Don't use the apostrophe
1. With possessive pronouns: his, its, theirs
2. Before the s in the plurals of numbers, as: '30s, l970s, in his 50s, temperature in the 90s.
3. Where no possession exists, as in: The Smiths (not Smith's) will be away for the summer.
4. Don't use the possessive construction with inanimate objects: chair's color. Instead, use a prepositional construction: color of the chair.
Hyphen
1. In general, when two words are placed together in modification, use a hyphen:
She was indeed an old-fashioned girl.
Her favorite meal is chicken-fried steak and potatoes.
An exception would be if the words used in modification are normally used together. Examples: Sunday school teacher, wire service reporter, high school quarterback, etc.
2. Use the hyphen in suspensive modification:
Earlier he missed 42- and 29-yard field goals.
Investments have been particularly great in time- and labor-saving
technology.
The fear of abductions has spawned new programs in child-tracking and -identification.
3. Otherwise, the hyphen is a matter of spelling style:
drive-in, T-shirt, teen-age, teen-ager, re-elect, co-worker, court-martial, co-respondent, flip-flop, V-J Day, half-mast, half-staff, H-bomb, fire-fighting, lily-white, far-fetched, ill-gotten, Anglo-Saxon, twenty-one, brothers-in-law, well-wishers, X-rated, passer-by
4. Some words take hyphens according to their use:
She works part time in the library.
She has a part-time job in the library.
5. Don't use the hyphen to take the place of through or and. Make it April 19 and 20 and May 15 through 22. One step further: January 6, 7 and 8 is the best way of putting three days together, instead of January 6 through 8.
6. Adverbs ending in ly do not take a hyphen. However, our style will be to use a hyphen with well, as in well-trained, well-dressed and well-liked.
Other examples of hyphens in modification:
The company's share of the hand- and bath-soap market declined in the first half of the year.
A recent series of tests on truck drivers revealed they responded much quicker when they stopped for a full hour for lunch during an eight-hour driving span.
Foreign teachers are more willing to go to up-and-coming universities.
Joining Snider and Kaline in the Hall of Fame inductions were Chuck Klein, the one-time Philadelphia Phillies outfielder, and former Boston Red Sox owner Tom Yawkey, both of whom are deceased.
They are to receive 10 percent across-the-board increases.
Quotation Marks
1. Place commas and period inside quotation marks. Place semicolons and colons outside quotation marks. The question mark depends on the sense of the sentence:
Of whom did he ask, “Why did you go to see Guess Who's Coming to Dinner??”?
2. Avoid nice Nellie quotes as in, Nellie is a “nice” girl.
3. Use quotes in ironic usage. This can be a good technique in headlines: 'Pastor' held by police. Use single quotes in headlines.
4. Use partial quotes only when to do so clarifies a point or casts it in the exact language used by the speaker.
5. As a matter of style, use single quotes in headlines, in one- or two-line cutlines and in blurbs taken from a story for display purposes.
6. Use single quotes in advertising copy unless the material is presented in complete sentences.
7. Use single quotes inside double quotes.
8. Single quotes follow the same rules as double quotes:
“The best quotation I know,” he said, “is ‘A penny saved is a penny earned.’”
9. When quoted matter is used in two consecutive paragraphs, don't close the quotes at the end of the first paragraph. This will hold whether the quoted matter in the first paragraph is full or partial.
... and that he was “happy to be going home for Thanksgiving.
“This has been my goal since school started,” he said.
If the material is not consecutive -- that is, if it wasn't said consecutively -- break it up in some way:
...and that he was “happy to be going home for Thanksgiving.”
Then he said, “This is something I've been looking forward to for a long time.”
The catch here is that the editor isn't going to know whether the quotes are consecutive or not.
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