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Punctuation and Grammar Guide

Punctuation & Grammar Quick Reference

Table of Contents

Topic

Guide

Acronyms and Abbreviations

An acronym is a word formed from the first letter or letters of a series of words. At the first mention, always write the full name, followed by the acronym in parentheses, all caps. Thereafter, use only the acronym.

♦ The Professional Golfers' Association of America (PGA) is the largest sports organization in the world. PGA Professionals are expert golf instructors and course managers.

Commonly-known abbreviations usually do not need to be spelled out. FBI, CIA, NFL, NASCAR

Age groups

Always use figures for ages:
♦ The girl is 15 years old. ♦ The law is 8 years old ♦ It’s a 101-year-old house.

Use hyphens for age groups. Use these group titles:
- Infants: 1 year and younger
- Toddlers: Ages 1-3
- Children: Ages 4-12 (do not use “juvenile”)
- Teens: 13-19
- Adults: 19-XXX (avoid “senior citizens” or “elderly”)

And, &, +

In general, do not use & (in place of and) in body copy, lists or headings.
Do not mix and, & and +. Choose one and stick with it throughout the page. And is always correct. Avoid +.

Use & when it is part of a formal name or composition title:
♦ House & Garden, Procter & Gamble. Use it for accepted abbreviations: ♦ B&B, R&B

Use & in headings titles or tables/lists only if space is limited.

Exception: It’s OK to use & in menu lists because space is usually limited, especially in tables.

Apostrophes

Use apostrophes when referring to something belonging to a noun (person or thing):
♦ That is Joe’s coat.

Use them in contractions:
You’re – for you are.   You’re very smart.
It’s – for it is.   It’s sitting on the table.
There’s - for there is.   There’s my book.
Who’s - for who is.   Who’s coming with us?

On plural nouns not ending in S: Add ‘s:
♦ the alumni’s contributions, women’s rights.

Plural nouns ending in S: Add an apostrophe after the s:
♦ the churches’ needs, the girls’ toys, the VIPs’ entrance.

Personal interrogative and relative pronouns do not get an apostrophe:
♦ mine, ours, your, yours, his, hers, its, theirs, whose.

Apostrophes and single letters

Single-letter plurals get ‘s:

♦ Mind your p’s and q’s. ♦ He learned the three R’s and brought brought home a report card with four A’s and two B’s. ♦ The Oakland A’s won the pennant.

Exception. Multiple letters get an s instead of an apostrophe:
♦ She knows her ABCs. ♦ I gave him five IOUs. ♦ Four VIPs attended.

Capitalization
All Caps

In general, avoid all caps BECAUSE IT LOOKS LIKE SHOUTING.

Capitalization
Army/MWR customers

In headings and body copy, use caps when referring to groups: Soldiers, Families, Civilians, Retirees
♦ The event is open to Soldiers and Families. Daycare is available onsite for children.

Exception: Use lower case when referring to groups in the context of a sentence:
♦ The talent show featured performances by family members, teens and children.
♦ The Jones family was honored at the ceremony.

Capitalization
In compositions

Capitalize the principal words in the names of books, movies, plays, songs, radio and TV programs, etc.
♦ I just read “Gone With the Wind".
♦ We watch the NBC-TV “Today” program every morning.

Capitalization
In lists

Capitalize only the first word and only proper nouns.

Auto Skills Center Services
• AC Service
• Brake drums and rotors turned
• Engine computer monitor
• Complete set of Chilton Auto Repair Manuals
• Mitchell on Demand reference library
• Welding services

Capitalization
Menus

Names of menu items are nouns and should be capitalized.
It’s OK to use & in menu lists because space is usually limited, especially in tables.

Sandwiches
Grilled Cheese                  $2.75
Grilled Ham & Cheese       $3.50
Bacon, Lettuce & Tomato $4.25
Club                                $6.50
Ham                                $4
Turkey                             $4
Soft Taco                         $4.50

Capitalization
After numbers

The first figure of a sentence is considered a capital word.
♦ 1976 was a very good year.

Use lower case in lists that start with numbers.

Auto Skills Center Services
• 15 suspension lift bays
• A 12,000-pound lift bay that supports the tires
• 2 oil changing pits
• 5 engine overhaul bays

Capitalization
In text

Capitalize the first word in a statement that stands as a sentence.

In general, avoid unnecessary capitals.

Some basic principles:
Proper Nouns: Capitalize nouns that identify a specific person, place, or thing:
♦ John, Mary, America, Boston, Germany.

Some common nouns receive proper noun status when they are used as the name of a particular entity: ♦ General Electric, Gulf Oil.

Proper Names: Capitalize common nouns such as party, river, street and west when they are an integral part of the full name for a person, place or thing: Democratic Party, Mississippi River, Fleet Street, West Virginia.

Lowercase these common nouns when they stand alone in subsequent references: the party, the river, the street.

Lowercase the common noun elements of names in plural uses: the Democratic and Republican parties, Main and State streets, lakes Erie and Ontario.

Exception: plurals of formal titles with full names are capitalized: Presidents Jimmy Carter and Gerald R. Ford.

Colons and
Semicolons

colon (:) The most frequent use of a colon is at the end of a sentence to introduce lists, tabulations, texts, etc.

Capitalize the first word after a colon only if it is a proper noun or the start of a complete sentence:
♦ He promised this: The company will make good all the losses.

The colon often can be effective in giving emphasis:
♦ He has two hobbies: eating and sleeping.

Semicolon (;) Use semicolons to separate elements of a series when the items in the series are long or when individual segments contain material that also must be set off by commas:
♦ He is survived by a son, John Smith, of Chicago; three daughters, Jane Smith, of Wichita, Kansas, Mary Smith, of Denver, and Susan, of Boston; and a sister, Martha, of Omaha, Nebraska.

Note that the semicolon is used before the final "and" in such a series.
♦ ... of Boston; and a sister, Martha, of Omaha, Nebraska.

Commas
When using any of the seven coordinating conjunctions (and, but, or, nor, for, so, yet)

Use commas to separate elements in a series. Place commas before the concluding conjunction in a series.

Do not place a comma after “and” when concluding a sentence.
♦ The flag is red, white and blue.
♦ He ate eggs, ham, toast and cereal for breakfast.

Short sentences do not usually need commas.
♦ I drove home but he stayed.
♦ Give me the keys and get in the car.

Use commas when a sentence contains two independent clauses.
♦ Sarah told him again, and really meant it this time, to turn off the television.
♦ Alice will ask John once, but only once, to forgive her.

Commas
In long sentences

Always avoid lengthy sentences. Divide long sentences into short, succinct ones.

Use commas to allow readers to pause and take a breath.
♦ Joe wanted to go back to school to earn a college degree but, he couldn’t afford to quit his job and lose his health care benefits.
♦ Christmas is still months away but, it's not too early to start shopping because it'll be here before you know it.

Dashes

Use dashes to denote an abrupt change in thought in a sentence or an emphatic pause:
♦ Through her long reign, the queen and her family have adapted — usually with style and grace — to the changing taste of the time.

Add a space on both sides in the dash.

Note: Hyphens are short horizonal lines (-). Dashes are long (—). Use the Special Character function in the Edit Content toolbar to add the correct —.

Dates

On Enterprise Web, dates are written Weekday, Month, Day, Year

Write the entire word for the day. Abbreviate months.
♦ Saturday, Jan. 1, 2016

Exclamation Marks
One is enough.

Use exclamation marks ( ! ) to express a high degree of surprise, incredulity or other strong emotion.

Avoid Overuse: End mildly exclamatory sentences with a period.

One exclamation mark is enough in headings and body copy. Multiple marks look like warnings!!!

Holidays
Federal

There are 10 federal legal holidays:
- New Year's Day, January
- Martin Luther King Jr. Day, January
- Washington's Birthday, February
- Memorial Day, May
- Independence Day, July
- Labor Day, September
- Columbus Day, October
- Veterans Day, November
- Thanksgiving, November
- Christmas, December

Hyphens

Hyphens are joiners. Use them to avoid ambiguity or to form a single idea from two or more words. Do not add space on either side of a hyphen.
♦ African-American, Asian-American
♦ The most up-to-date figures.
♦ There is a 4-fish limit at Round Lake.

Note: Hyphens are short horizonal lines (-). Dashes are long (—). Use the Special Character function in the Edit Content toolbar to add the correct —.

Hyphens
With numerals

Use hyphens for ages expressed as adjectives before a noun or as substitutes for a a noun.

♦ a 6-year-old girl; an 8-year-old law; the 7-year-old house.
♦ He is a 5-year-old boy but the girl is 6 years old.

Names
Foreign

Use American versions of foreign names. Example: Rome vs. Roma
Many foreign names are assimilated into English and do not need translation; doppelganger, bruschetta, alfresco, Blitzkreig, ergo, prima donna

Numbers
In text

Use figures in text for quick comprehension.
♦ There are 4 camping areas and 1 RV park on post.
♦ The Bowling Center is has 18 regular lanes and 2 bumper lanes.

Don’t repeat numbers:
- Wrong: There are (4) four camping areas on post.
- Right: There are 4 camping areas on post.

In general, use figures to keep web text short. Always use figures in lists and tables.

In text:
♦ Our bowling center has 18 lanes.
♦ Over 700 people participated in the event.

In sentences, use a combination of figures and words for large numbers.

♦ The population of the US was 316 million in 2013
♦ 25 thousand viewers watched the TV show.
♦ Hundreds gathered to see the fireworks display.

Parentheses
How to use, punctuation

The “AP Stylebook” says parentheses are jarring to readers and disrupt comprehension. Write so that you don’t need them. But, if you must use them:

Rule 1. Use parentheses to enclose information that clarifies or is used as an aside.
♦ He finally answered (after taking several minutes to think) that he did not understand the question.

Or, use commas to avoid using parentheses:
♦ He finally answered, after taking several minutes to think, that he did not understand the question.

If material in parentheses ends a sentence, the period goes after the parentheses.
♦ He gave me a nice bonus ($500).

Rule 2a. Periods go inside parentheses only if an entire sentence is inside the parentheses.
♦ Please read the analysis. (You'll be amazed.)

Or, it’s often acceptable without an enclosed period:
♦ Please read the analysis (you'll be amazed).

Rule 2b. Take care to punctuate correctly when punctuation is required both inside and outside parentheses.
♦ You are late (aren't you?).

Note the question mark within the parentheses. The period after the parentheses is necessary to bring the entire sentence to a close.

Rule 4. Commas are more likely to follow parentheses than precede them.
- Wrong: When he got home, (it was already dark outside) so he went to bed.
- Right: When he got home (it was already dark outside), so he went to bed.

Plurals
With numbers

Add s without an apostrophe:

♦ The custom began in the 1920s.
♦ The airline has two 727s.
♦ Temperatures will be in the low 20s tonight.
♦ There were five size 7s.

Note that the number id spelled out before before the digits. Do this to avoid a jumble of "number soup".

Plurals
Using S/s

Single Letters: Use an apostrophe before the s

♦ Mind your p's and q's.
♦ He learned the three R's and brought home a report card with four A's and two B's.

Multiple Letters: Add s with no apostrophe:

♦ She knows her ABCs.
♦ I gave him five IOUs.
♦ Four VIPs were there.

Prices
In lists and tables

Streamline prices by eliminating unnecessary decimals and figures. Prices appear lower without .00.
Use the appropriate currency symbol. Use the Special Character function.

- Wrong: $25.00
- Right: $25

Prices with cents must include decimals: $25.50, $19.95

Prices
In text

Do not write prices as words. Use the dollar or foreign currency symbol and necessary numbers. Omit the decimal and cent 00s.

Body text example:
Save $10 on Season Ski Passes
Save on ski passes this winter at Outdoor Rec. Season passes usually cost $79.99 at the mountain. We sell them for just $69.99—A $10 savings. A family of 4 can save up to $40.

♦ A 4-day theme park ticket to Disney World costs $85.25
♦ Admission to the wine fest is €20
♦ Tickets to London's Royal Observatory Greenwich cost £9.50

Prices
$ and ¢

Do not write the word, "dollar" and "cents". Use the $/¢ character. Do not add a space between the symbol and number. Use the Special Character function for ¢.

- Wrong: Season passes cost 25 dollars.
- Right: Season passes cost $25.

- Wrong: Hot dogs cost 75 cents each.
- Right: Hot dogs cost 75¢ each.

Quotation Marks and Punctuation
Placement in text

Place the mark inside quotation marks when it is part of the quoted material:

♦ "How wonderful!" he exclaimed.
♦ "Never!" she shouted.

Place the mark outside quotation marks when it is not part of the quoted material:

♦ I enjoyed the book, “To Kill a Mockingbird”.
♦ After reading the book, “To Kill a Mockingbird”, I lent it to my brother.

Do not double up on punctuation:

- Wrong: "Stop!", the corporal cried.
- Right: "Stop!" the corporal cried.

Special Characters

Use the "horseshoe" tool in the Edit Content toolbar to add special characters.

♦ Würzburg, ¢, ©, ®, £, é, ¼, ½

Run-on sentences
Don’t do it.

Write sentences that can be spoken in one breath. Evaluate paragraphs and break long sentences up. Multiple short sentences are easier to understand.

♦ Run-on sentences that lack punctuation tend to wear readers out and combine so much information that by the time the phrase is finished the reader is confused and annoyed and that’s never a good thing to do.

Times

Use figures except for noon and midnight. 12 p.m. is noon and 12 a.m. is Midnight.

♦ The New Year's Eve Party is from 7 p.m. to midnight.
♦ The New Year's Eve party ends at 12:30 a.m.
♦ Lunch will be served at noon.
♦ Lunch will be served at noon and the meeting follows at 12:30 p.m.

Add a space between the number and a.m./p.m.
♦ 11 a.m.
♦ 1 p.m.

Use a colon to separate hours from minutes:
♦ 10:30 a.m.
♦ 6:45 p.m.

Use a hyphen without spaces to join times in the same day part.
♦ 9-11 a.m.

Use to when writing times that span a.m. and p.m. Do this in lists, hours of operation and in text.
♦ 9 a.m. to 5 p.m.
♦ The club is open from 7 p.m. to midnight.

Include a time zone only if your event/program is relevant to people in other time zones.
♦ 9 a.m. EST
♦ 1:30 p.m. CST

Noon and Midnight do not need time zone indicators such as EST/CDT/MDT, etc.

Avoid redundancies:
- Wrong: 10 a.m. this morning, 10 p.m. tonight, 10 p.m. Monday night.
- Right: 10 a.m. or 10 p.m. Monday

Titles
For books, computer and video games, movies, theater, poems, songs, radio and television programs, lectures, speeches, works of art, etc.

Capitalize the principal words, including prepositions and conjunctions of four or more letters.

Put quotation marks around the names of all such works except the Bible.

♦ "Gone With the Wind" was a wonderful movie.
♦ She reads the "New York Times".
♦ Songs from "West Side Story" include "Maria", "America" and "Somewhere".

Names of most websites and apps are capitalized without quotes: Facebook, Instagram, Enterprise Web.
Exception: Computer game apps are in quotes.
♦ “Angry Birds”

Do not use quotation marks around such software titles as Adobe Photoshop or Windows.
♦ Learn basic programming in Windows for PC.
♦ Adobe Photoshop can be difficult to learn.

Whom versus Who

Who is the pronoun used for references to human beings and to animals with a name.
Who is grammatically the subject (never the object) of a sentence, clause or phrase:

♦ The woman who rented the room left the window open.
♦ Who is there?

Whom is used when someone is the object of a verb or preposition:

♦ The woman to whom the room was rented left the window open.
♦ Whom do you wish to see?
♦ He was a skilled diplomat, whom presidents sought out for council and advice.