There are only a few rules to be learnt with regard to punctuation, for many punctuation marks are used today as a matter of style rather than correctness. You will have your own style of writing, and you will probably modify it as a result of experience, depending on the nature of comments you receive from your employers. I suggest for now, that you examine the style in this Web site and evaluate it by asking yourself why I write the way I do, how you would write the same material, and which is better. For the few essential rules that do exist, the following notes should clear up any problems.
Always have a ready reference on your desk and be prepared to look up points which cause you difficulty. For really important pieces of work, engage the services of a reliable proofreader - ie, one you knows how to wite effective English.
Capital letters must be used for all proper nouns and the first word in each sentence. Beware of that style of writing that uses a capital just to make the writing seem more important, a style often used by advertisers and public servants.
Full stops must be used at the end of every sentence. Use them only for those abbreviations that are not familiar to readers or those which could cause ambiguity - do not use any full stops for standard abbreviations:
eg, ie, USA, NSW, Dr, Rd, Ms, BSc, PhD
bldg. for building orgtn. for organisation
Incidentally, why should you not use bld. & org. for those two abbreviations ?
Commas have the distinction of being used far too often, or not often enough ! Most writers fall into two camps - they either do them to death, or ignore them altogether. The simple test for the use of a comma, which is not according to the rules below, is to put yourself in the place of the reader, and then ask: Would the reader find a comma useful in this position ?
Use a comma to separate short items in a list, including short subparagraphs where there is no other punctuation:
You must all know how to use commas, full stops, semicolons and capital letters.In addition, you should know:
a. when to use a colon,
b. where exclamation marks are effective, and
c. how to use apostrophes correctly.
Also use commas where there are words, phrases or clauses which are not essential to the meaning - use commas in place of brackets, or parentheses:
Geoff Cutts, who is our computer teacher, says that ...
Use commas after introductory words, phrases and clauses. There is no difference between this usage and the example above, except that the first comma is not used because it would be at the beginning of the sentence:
If there is anything I hate, it is the absence of commas after introductions.
However, now you are wise to this, you will always use commas in such places !
As a result, you will all get full marks.
Always use a comma, or semicolon, when there is a conjunction joining two simple sentences or two clauses. Do not try to join two sentences together with a comma in other circumstances - you will need a semicolon, colon or full stop [ie, those marks that contain a full stop in them.]
Students of these notes are highly industrious, but they need stamina to keep going.
We work hard in our classes; however, other students have an easy time.
This is the library, it is very useful. [incorrect - why?]
If you are not sure about using a comma correctly, try reading the sentence with one in - and then try reading it without the comma: which version would you prefer as the intended reader ? Examine the need for commas, or need to do without them, in the following sentences:
The design of the English syllabus which is part of this course has changed this semester.When you study writing commas deserve attention.
However you get to work and I will answer all your prayers.
However you get to the office you will still have time for a cup of tea.
However you get to work by car or bus and I will answer all your prayers.
Commas have to be used in some places, and may be used in others. Just make sure that your reader gets the correct meaning the first time, and does not have to read your work two or three times to work out what you mean. Dashes, hyphens, and brackets are really interchangeable with commas 'Tis a matter of personal style involving shades of emphasis; if you are confident of your personal style, be adventurous occasionally!