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Tip #17: A colon is more than two periods

4/24/2014

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As mentioned last week, written English offers an array of punctuation.  Experienced writers know how to navigate these choices much like a painter selects colors from a pallette.  Last week we discussed the use of the dash.  Today we discuss the colon.

A colon introduces a list or a related idea.  We’ll save the use of colons with lists for another tip.

Observe the example in the graphic at left.  What follows the colon is a idea that relates to the idea communicated in the phrase preceding the colon.  The colon indicates that what follows it relates to what precedes it.

A semicolon also connects together two complete, related ideas.  What then distinguishes the colon from the semicolon?  Often the word proceeding the colon is a noun that encapsulates or embodies what follows it.  And often that condition doesn’t hold for the semicolon.

My experience shows that, unless using a phrase like the following directly before a colon, using a noun directly before a colon is good practice.  It forces the writer to think about the construction of the sentence and the elements used in that construction.  Sometimes the ideas desired to be conveyed can be more effectively communicated through other punctuation and grammatical choices.

Note that in our example sentence the noun decision embodies what follows the colon.  Using Alloy X-35 is the decision of the selection committee.  Thus, the use of the colon here is appropriate.

In most cases, the writer may choose to capitalize the first letter of the first word that immediately follows the colon.  In other words, capitalizing that first word after the colon is optional.  In this particular example, however, the writer must capitalize that first word since Alloy X-35 is a proper noun.

My recommendation on capitalization is to consider the purpose of your document.  The use of capitalization connotes a certain formality which is appropriate in technical, business, and other professional writing.  Thus, only in the most informal of instances would I recommend not capitalizing that first word.

So remember that a colon is more than two periods.  Use it appropriately, and you’ll send an image of professionalism that you want for you and your business brand.

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Tip #5: Optionally use semicolons to connect related sentences

1/30/2014

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Many times in writing there is no one right answer but rather multiple appropriate options.  The writer may select from any of those options according to stylistic concerns for the document and, very often, just plain personal preference.  The semicolon provides a good example.

Semicolons most commonly join related sentences together.  The most common error I have seen in this regard is the use of another mark of punctuation when the semicolon is actually most appropriate.

Consider the excerpt in the cropped image above.  Here we see two instances, one right after the other, in which the semicolon is more appropriate than what the writer selected.

Instance #1: Use of semicolon over the comma

I feel like a broken record whenever I say this, but it bears repeating.  Writing and speaking are two different animals.  Commas do not indicate pauses in writing like they do in speaking.  Thus, the first instance (underlined in red in the cropped image) shows an inappropriate punctuation choice in which the writer has attempted to join two complete sentences with a comma.   Commas never join complete sentences. The writer has two options for correcting this error.

Option #1: Use a period to end each complete sentence.

This is the standard option, since shorter sentences tend to communicate more effectively to more people.  Using this option, the corrected version would read as follows:

. . . is an absolute masterpiece and a must-have.  It is the #1 materials property resource used during the exam.

I took the liberty of supplying the author’s missing hyphen.  If you don’t understand why the author needs a hyphen, see my tip on using the hyphen from last week.

Option #2: Use a semicolon to join two related sentences.

The semicolon connects two ideas while signaling that the second further explains the first.  Using a semicolon produces the following:

. . . is an absolute masterpiece and a must-have; it is the #1 materials property resource used during the exam.

Instance #2: Use of semicolon over nothing

The same two options exist with the next instance (underlined in blue in the cropped image).  Thus, the writer may choose between the following:

I don’t think any metallurgist can argue against that.  However, it is not a study guide.

I don’t think any metallurgist can argue against that; however, it is not a study guide.

Again I took liberties to correct the original, this time with capitalization.  I’ll provide a tip on capitalization next week.

In the example here, declaring that the ASM Metal Handbook is not a study guide further expands the idea that no one would likely disagree that the ASM Metal Handbook is a must-have masterpiece.  Thus, use of the semicolon is appropriate here.

Which option is better?  It depends on what the writer hopes to achieve.  The author appears to want an informal tone.  Use of the semicolon tends towards formality since it creates a longer sentence.  Shorter sentences lend themselves to informal tone.  Although readers here are mostly engineers who have education and experience sufficient to test for professional licensure, shorter sentences still tend to communicate more effectively than longer ones.

Thus, I recommend Option #1.  However, the use of the semicolon here is very much correct.  And an occasional use of the semicolon will not likely formalize the tone significantly.

Again, it all goes back to what the writer prefers; both options in this instance are appropriate.  (Hey, look what I just did!)  I have only one caveat.  Overuse of the semicolon will introduce more formality and reduce readability.  That portion of the audience which struggles to understand the meaning being conveyed will increase.  Like most things in life, semicolons are best used in moderation.  Writers should use it appropriately when they do use it on occasion.
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    Howdy!  I'm Lance, Managing Editor of words by kurt.  I'm also an engineer and an educator.  With degrees in both engineering and English, I've been providing writing-related services since 1997, and I want to help my fellow engineers become better writers.  That's why in 2014 I started providing free writing tips via this blog.  Enjoy!

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