Week 003 - Module 003: Mechanics and

Conventions in Writing Business

Correspondence/Communications

- Punctuations in business writings

- Italization and numerals

- Editing and proofreading

At the end of this module you are expected to :

1. Define business writing and describe its characteristics.

2. Identify the functions and conventions of business writing.
3. Know when punctuations are used in business writing.
4. Know when italization and numerals are appropriate in business
writing.
5. Define and know how editing and proofreading is applied in
business writing.

Business Writing
Business writing is a sort of expert correspondence and is otherwise called
business correspondence and expert composition. Business incorporates
reminders, reports, recommendations, messages, and different types of
composing used in associations to speak with internal or outside groups of
onlookers. Associations additionally use business writing to connect with
clients. It is a sort of composition that plans to create a business reaction. It is
an intentional bit of composition that gives applicable data to enable a
peruser to know something or accomplish something. It must be substantive,
clear, right, and simple to filter.

Moreover, professional writing is a type of written communication employed

in the workplace. Professional writing has a formal tone and is not lyrical in
nature. It is direct and straightforward. Professionals are people who are
competent and experts in their field of study. Professionals can be doctors,
engineers, businessmen and lavvyers.

Characteristics of Business Writing

 Characteristics of Business Writing

1. It has a Purpose.

When composing a business document, the sender has a determined

receiver. The sender wants to inform the reader about a topic. Business
writing with a purpose has a plan and direction.

2. Substance must be both Accurate and Relevant

Information provided through business writing should be exact and accurate.
The most imperative component in business composing is the data it passes
on.

Content holes are assessed. Data is screened and checked before being
discharged. Business composing is seriously edit to maintain a strategic
distance from oversights and any misconception in light of deception.

At its center, business composing is about data trade, this data is the
substance of business writing. The data must be finished, precise and
important to the peruser.

3. Be Clear.

"Write to Express, ot to Impress."

This is business composing, the objective is to transmit data to a peruser.

Business composing requires clear language to enable a peruser to
comprehend data effectively. Composing obviously is one of the harder parts
of business composing.

It is precarious to compose a straightforward sentence that passes on that

message. Brief and clear composing requires expertise. Business composing
can be forthcoming, proficient and affable.

Business composing is short Preferably, the letter should just be one page
long. It might have couple of connections. It takes exactness and care when
composing expertly. Just the noteworthy and vital subtleties show up on the
business report.

4. Punctuation and Sentence Structure must be Correct

Great punctuation demonstrates both tender loving care and expertise. These
characteristics are profoundly esteemed in business. A language blunder is
amateurish. Great sentence structure is the traditional language uses to
enable us to convey a typical language. It does make a difference.

5. Simple to Scan.

Business perusers are occupied and cannot examine everything. To help with
this data over-burden, business reports must be anything but difficult to
ingest.
This means:
• o long sections.
• Use loads of white area.
• Indent sub-data to show chain of importance.
• Use itemized or bulleted/numbered records.
• Headings above record segments are a characteristic remedy for data
over-burden.
• Reasonable utilization of intense or shading can feature key focuses.

Format in business writing matters. These principles of business writing can

be applied to help improve your business writing skills. Business writing take
good care in the right word choice. Business writing is expected to be concise
and clear, it avoids words that can express awkwardness or vagueness.

Business writing is not wordy. It does not "beat around the bush".
Expressions that uses a lot of words should be replaced by one or two words.
For example, instead of saying "due to the fact that" it is clearer to say
"because of'.

Functions and Conventions of Business Writing

These are the functions of Business Writing:

1. To inform readers
It is focus and the purpose is clearly stated. When the tone is descriptive or
argumentative, there is always a reason when business correspondence is
sent Business writing states the purpose of the letter and it is not merely
implied.
To inform accurately, the message is complete. All of the facts pertinent to
reader is included. It is balanced, the details included are not too little and
not too much.

Business documents should be clear. The business letter does not have
unnecessary generality, vagueness or ambiguity. Being accurate, means that
all facts are reflected on the document Facts ar e not watered -down or
exaggerated.
2. To persuade readers

One way how business documents persuade readers aside from the content
is the logo in the letter. The logo of the organization immediately gives an
impression to the reader. Logos help the customer recognize the brand.
Furthermore, the business document should be logical. It should be easy to
understand. There is use of sufficient evidence and reasons to back the
purpose of the document
Business correspondence should also appeal to the reader's emotion. The
reader should realize that there is a value in the information provided in
order to receive a positive response. It is vital that the writer embodies what
the company is all about when in business writing.

3. To establish goodwill in readers

When reading the business document, the reader would first think about
how the information will benefit them. They would ask "What's in it for me?"

The business document can come in handy when its content has value to
them and also it would be great if it comes with a solution to a current
concern.

In order to express goodwill, sentences are also phrased positively. Altruism

in the realm of business, alludes to the set up notoriety of an organization as
a quantifiable resource and determined as a major aspect of its all-out
esteem when it is assumed control or sold. It is the estimation of business'
image name, great client relations, broad client base, brilliant representative
relations and any restrictive innovation or licenses. Positive Phrasing is
about aligning the emotional and verbal content of communication in an
affirmative respectful and productive ways.

The text in a business document should also be free from ethical concerns
such as biases to nationality or race and also without discrimination of
gender. Thoughts, intentions and objective should be expressed to the reader
free of any prejudice.
The text should be free from any content that can cause legal action.
Litigation can potentially happen if the writer is not careful. When
confidential material about a merger is released to another entity, a lawsuit
may come out of it If an employee share proprietary business practices to a
vendor, aside from a litigation, it may also result to separation from the
company.
 4. To save readers' time.
In order to achieve this, the format should be appropriate both to the
situation and the genre (e.g., letter, memo, report). Readability is the quality
of being easy or enjoyable to read. The factors like sentence organization,
grammar and punctuation, should assist in the giving the document the right
essence and meaning.

Here ar e some tips:

• Compose concise sentences.
When writing a concise sentence, it should contain no unnecessary words.
Avoid redundant words like "3 AM in the morning", use 3:00 AM instead.
• Effective paragraphing and headings should be used.
• Use of topic sentences in each paragraph.
This expresses the main idea. It is also called the focus sentence. It tells
readers what the rest of the paragraph is about.
• Emphasis of important ideas.
• Write in the active voice.

Active voice means the subject is the doer. Business writers prefer active
verbs, because they want their writing to convey energy and confidence.
They slip into passive only when descr ibing scientific findings or methods,
for much the same reasons that natural science or social science writers
VI ould.

The Four Kinds of Business Discourse

1. Results-Oriented Discourse

This kind of correspondence empowers individuals, particularly those in the

workplace, to take activities or adhere to explicit guidelines. A case of this is a
reminder with the week by week objectives of a group. It is relied upon to be
persuasive to create strong outcomes.

2. Enlightening Communication

A few archives are peering toward an objective; however some are just to
educate the group of onlookers. For instance, an email can be about an
adj ustment in an arrangement, an assistance manual for a specific program
or office, or changes in the hierarchical structure. These papers are relied
upon to be clear to evade confusion.
 3. egative Interaction

There are unavoidable occasions in the work environment that may not be
satisfying to everybody. Expounding on them requires watchful arranging.
"For instance, an HR expert may need to compose a letter about a cutback or
severance bundle. In this kind of correspondence, the essayist should utilize
a firm, however compassionate tone and compose compactly to give basic
data in an immediate way."

4. Convincing Communication

This alludes to recommendations or applications for an administration,

financing, or association. Lines ought to persuade and positive to establish a
connection and snare the beneficiary to consider or follow up on the
arrangement

Basic Purpose or Approach of Business Writing

Business writing is generally directed to causing its audience to make somE

decis ion and then take action on that decision. The reader can easily
interpret the message in the document The goal of the business
correspondence is to help the reader decide in their (the writer's) favor.
Business writing is direct, concise, and vvritten in an easily accessible
structure.

Successful business writers tend to approach the writing process in three

parts:

1. Identifying t11e audience

2. Analyzing the problem and presenting possible solutions

3. Recommending the best solution (which will require some action of the
audience).

Identifying the Audience

Before even writing the document, the audience needs to be identified. Once this
is identified, the writer can make important, careful decisions not only about the
content but also the delivery of the message. Knowing the audience will help
develop an appropriate relationship with the intended audience, making them
more receptive to the message.
 When the readers' characteristics, interests, and expectations are identified it vvill be
easier to decide on how to go about the content of the document To anticipate the
readers' demographics, education, prior knowledge, and expectations are items
considered when ·writing business documents:

• Demographics. This measures essential information about a gathering of

individuals, for example, their age range, their ethnicity, their religious convictions, or
their sexual orientation. Certain themes and assignments will require this sort of
contemplation about your group of onlookers. For different subjects and assignments,
these estimations may not impact your writing at last In any case, it is essential to
consider socioeconomics when you start to consider your motivation for composing.

• Education. Education thinks about the gathering of people's dimension of tutoring.

On the off chance that gathering of people who have earned a doctorate qualification for
instance, you may need to lift your style and use progressively formal language. On the
other hand, if the group of onlookers or individuals who are still in school, you could
write in a progressively loosened up style. A group of people part's major or
accentuation may likewise direct your composition.

• Prior knowledge. This alludes to what the group of onlookers definitely thinks
about the subject On the off chance that your perusers have examined certain subjects,
they may definitely know a few terms and ideas identified with the point. You may
choose whether to characterize terms and clarify ideas dependent on your group of
onlookers' earlier information. Despite the fact that you cannot look inside the
cerebrums of your perusers to find their insight, you can make sensible suspicions. For
example, a nurs ing major would probably find out about well- being related subjects
than a business major would . .

• Expectations. These demonstrate what perusers will search for while perusing the
record. Perusers may anticipate textures in the correspondence's appearance, for
example, right sentence structure and conventional organizing like twofold separated
lines and intelligible text style. Perusers may likewise have content-based desires given
the arrangement's motivation and association.

'Jargon is used in business writing when the writing is directed at a specialized audience with
shared knowledge. Business writers prefer their jargon to be short and simple, so abbreviations are
commonly used. Examples are FYI (For Your Info rmation), CR {Credit) or DR (Debit)
 Advantages and Disadvantages of Written Communication

The advantages are the following:

a. Written messages don't need to be conveyed on
the last minute; they can be altered and modified a few times previously they
are sent with the goal that the substance can be formed to greatest impact

b. Written correspondence gives a lasting record of

the messages and can be put something aside for later investigation.

c. Composed types of correspondence additionally

empower beneficiaries to take additional time in assessing the message and
giving suitable input

d. Written types of correspondence are frequently

viewed as increasingly suitable for complex business messages that
incorporate essential raw numbers.

e. Good composition aptitudes frequently lead to

expanded client/customer fulfillment; enhanced between hierarchical
proficiency; and upgraded picture in the network and industry.

The disadvantages are the following:

a. The sender of composed correspondence does

not for the most part get quick criticism to his or her message; this can be a
wellspring of disappointment and vulnerability in business circumstances in
which a quick reaction is wanted.

b. Written messages frequently set aside greater

opportunity to form, both on account of their data stuffed nature and the
trouble that numerous people have in making such correspondence.

c. To avoid such inconveniences, there are

standards and strategies that individuals can apply.

Punctuation in Business Writing

Accentuation is basically about a progression of traditions that make it less

demanding for perusers to pursue your line of reasoning. A total sentence (one idea
or thought) is shown by a full stop or period(.). A delay in the stream of thought, for
instance, to permit extra data, is shown by a comma(,). A semicolon(;) is utilized to
demonstrate a more full respite than a comma, yet not the last end of the sentence. A
colon(:) is utilized to demonstrate the start of a rundown.

Accentuation (some time ago now and again called pointing) is the utilization of
dispersing, regular signs, and certain typographical gadgets as helps to the
understanding and right perusing of transcribed and printed content, regardless of
whether read quietly or so anyone might hear.
Full Stops or Period

This is used to separate text and make divisions by marking the end of a sentence.

Full stops or periods are distinct from commas. It indicates the end of a statement

A full stop or period is followed by a space and always a capital letter.

Commas

Commas are utilized to partition up sets of words inside a sentence. They are critical
and help to keep units of composing together. This illuminates understanding and abstains
from baffling the peruser. The fundamental capacity of the comma is to:

Commas are utilized to separate pieces of longer sentences - for instance:

After the main lecture has been presented, the speaker will have time questions and
comments.

Commas are used to present items in a list - for example:

In the event, there will be a lecture, discussion and dinner to follow.

Commas are use to divide words which talk about the same person- for instance:
The Vice President of the Organization, Andrew Jones, received a standing ovation
after her speech.

Commas also punctuate certain relative clauses (i.e. parts of a sentence beginning
with 'who', 'which', or 'whose').
For example: The College, which is situated in the centre of Canterbury, has an
excellent academic reputation.

Some (in traditional grammar, at least!) expect a comma after they have been used -
for example:
Ho wever, nevertheless, for example, and the like
Colons and Semi-Colons

A colon (: )is a type of punctuation mark that lets the reader know that an
explanation or example will follow. Colons are used to:
To present a rundown.

For instance: An article as a rule incorporates the accompanying parts: a

presentation, a principle group of content and an end.

To demonstrate a connection between the units of significance, similar to a

pivot

For instance: The consequences of the submission were exceptionally clear:

there was a requirement for an adjustment in approach.

The most widely recognized utilization of the semicolon (;) is to combine two
provisos that could each be isolated sentences - making a more drawn out
sentence.

They are commonly utilized as pursues:

To give a break in a sentence, while demonstrating the connection between

the t\..vo sections.

To express a thought which is too short to even think about meriting another
sentence.

ow and again semi-colons are trailed by connecting words.The semi -colon

can be a useful asset to help sort out the substance, and present the thoughts
plainly and definitively. Be that as it may, it will lose its viability if over-
utilized.
Apostrophes

An apostrophe is a punctuation mark (' ) used to indicate either possession. Apostrophes

should be used:
a. When letters have been left out of a word.

For example: The event's schedule is going to be moved to an earlier date.

b. To show possession (belonging to).

For example: The company's plan is to expand to the retail industry.

When utilizing a punctuation to demonstrate ownership, at that point the situation

of the punctuation relies upon whether the thing is particular or plural thing to
indicate the holde r.

In these precedents, the punctuation is appended to a solitary thing:

The undertaking was Sam Lee's thought

In the event that the important thing is in the plural, the punctuation is put after the
ts•:

The individuals' recommendation is to continue with the first notice structure.

Exceptions:
Some words have unusual plural forms, such as children (plural of child), women
(plural of woman). In these cases, because the plural is different from the singular,
the apostrophe goes in the singular position, before the 's'. For example: The
children's party ... (not childrens' .... ) The women's meeting ...(not womens' ... )
Italics in Business Writing

Italics are used to make you take notice of certain words. Italic is a type style where
the letters are slanted upward to the right, or something that relates to ancient Italy.
Italics is the inclining writing used to feature and underscore certain words. The
utilization of italics has turned out to be well known. It is what might be compared
to underlining. When you truly need to accentuate a word recorded as a hard copy,
italics are the most ideal approach to do it. Italics can be utilized to guarantee
perusers perceive the word requires accentuation. Here are a few occasions when
italics shows up in a business report.

Physical amounts and scientific constants

At the point when proportions of amount or a scientific steady are composed, they
ought to be set in italics. A numerical steady is the letter used to speak to a specific
static scientific standard, for example,

"When we quantified the molecule speed, v, recorded in the examination ... "

The "v" speaks to the consistent in a numerical condition and along these lines must
be written in italics.

Presenting a Term

At the point when another term is presented in a logical exposition, usually practice
to compose the word in italics upon first use. At the point when perusers see a term
 in italics, they consequently realize this is the first run through the word has been
utilized and ought to hence focus on its importance.

Numerals in Business Writing

A number is a count or measurement that is really an idea in our minds. While a

numeral is a symbol or name that stands for a number. Numbers or numerals can
often appear in business correspondence. It makes sense that there is a formal way
to use number or numbers in business writing.

Spell out any number that starts a sentence: Eighty-four workers went to the meeting. (Make
sure to utilize hyphens bet\,veen words that structure one number: twenty-three, forty-one.) If
spelling a number would make the sentence unbalanced, at that point put a word or expression
before the number so it doesn 't begin the sentence. For instance, to abstain from composing
2013 was a pennant year for the organization, change the sentence: In 2013, the organization
had a flag year.

Spell out (and hyphenate) divisions in sums short of what one when they shoVI up in content:
Approximately 33% of representatives work remotely. Use words or numerals as per an
association's training: 3M, Twenty-First Century Foundation. Similarly for official or legitimate
references: 401(k), 10-K.

Use figures when you compose numbers in an arrangement, regardless of whether one of the
numbers is beneath 10. The chief has 3 colleagues, 10 administrators and 12 account officials
answering to her.

Also use figures, no matter the denomination, for:

• Money ($2 million, 5 pence, 20 euros)

• Slides, charts, graphs
• Percentages (1 %, 99%)
• Figures that include decimals (2.8 million tablets)
• Ages (The new CEO is 57 years old.)
• Measurements (2 tsp.; 5 inches)
• Data-driven references (8 bits)
• Time of day (1 a.m.)
• Days of the month Uan. 5)
• Degrees of temperature
• umbered expressions ( Page 1, Chapter 4, Version 8, Section 7)
• Points, scores, ratings.
Source: https://www.monster.com/career-advice/article/numbers-learn-rules-
clearer-business-writing
Editing and Proofreading

Before the writer sends out the business document, it is good to give it a once over
to see any errors and corrections to be made. It is also good to read it out loud so
that improvements can still be done.First right any blunders in spelling, language
structure, accentuation, and sentence rationale. This is to check whether it bodes
well and if the included data are all there. There is still time to do some altering and
editing.

In altering, this is the point at which the author return over the draft with a sharp
eye for detail. The essayist w:ill investigate the best possible mechanics, spelling,
punctuation, and so forth. While in editing, this progression ought to be the last
advance to do once all the others have been finished. In this progression, the author
will peruse the report for any spelling, accentuation, or other such mino r blunders
that was neglected.

How is Editing done?

When editing the written work produced, things to look out for are the following: :

• Structure: This is the place the author will affirm if the correspondence created is
an expert looking report that pursues the rules. Check if the letter is organized
legitimately and the dates, CCs, fenced in areas, and all other fundamental data are
incorporated. Audit each passage to check whether it bodes well and that all
sections are in sensible request

• Content: This incorporates ensuring that the letter or record does what the task
was to do.

• Clearness: Editing is the ideal opportunity for verifying that everything has been
composed unmistakably and is justifiable. Some of the time when composing and
one is doing it quick and off the highest point of our heads, here and there the
essayist can be in a rush and reckless. It is anything but difficult to compose things
that appear as though they are seeming well and good yet while rehashing the
section, it would need something to make it durable and clear. Altering to make
such segments all the more clear for the peruser is fundamental to creating an
expert archive.
 Proofreading Explained
The process of proofreading should be the last step in the writing process. Once
there is av. ritten draft and was edited it to the writer's liking, most of the time, the
writer will also do a quick spell-check on the computer. Once that is done, the
document is ready for proofreading.

In proofreading, the editor (usually the writer) is looking for mistakes such as
grammar, capitalization, typos, and misspelled words. While some people do this on
computers today, making changes as they go along, others prefer to do it with a
printed piece of paper in their hand.

To proofread, the editor need to read the document very slowly. If it is possible for
the editor to read the document aloud, that is even better. When the editor reads,
the document aloud and hear what has been written, they are relying on more than
just vision and may catch things that do not sound quite right

Another great option is to have someone else look the document over. Another set
of eyes does not hurt when proofreading a business document Some instances, the
legal department can review the correspondence if it is a contract to validate it

Glossary

Litigation: Ultimate legal method for settling controversies or disputes between and among person,
organizations, and the government In litigation process, a case (called suit or lawsuit) is
bro ugh before a court of law suitably empowered (having the jurisdiction) to hear the case,
by the parties involved for resolution (the judgment) .

Separation: This means termination of employment. The employee no longer works fro the employer.

Grammar: The set of structural rules governing the composition of clauses, phrases, and w ords in any
given natural language.

Eth ical: Equitable, fair and just dealing with people that, although pragmatically flexible according to the
situation and times, conforms to self-imposed high standards of public conduct.

Prejudice: Irrational, preconceived opinion that leads to preferential treatment to some people and
unfavorable bias or hostility against others, due to ignorance ( or in direct contradiction) of
facts. Literally means, pre-judgment
 References and Supplementary Materials
Books and Journals
1. Cavanor, atalie; 2016; Business Writing Today; California, United States; Sage
Publications
2. Starkman, Dean (Editor), Hamilton, Martha (Editor), Chittum, Ryan (Editor); 2015;
The Best Business Writing 2015; New York City; Columbia University Press; 2015 ed.
edition

Online Supplementary Reading Materials

1. Chapter 2. Punctuation, Mechanics, Capitalization, and Spelling; https://www.e-
education.psu.edu/ styleforstudents/print/c2.html; August 2018

Online Instructional Videos

1. Professional Business Writing: Emails and Letters;
https://slideplayer.com/slide/4342158/; August 2018

Note:
• Save each file using the format: Week0<XX>-Module
• There should only be one file for module per week.
• Avoid plagiarism by paraphrasing information and texts coming from the Internet and
other sources.

Week 003 - Chapter 3

Mechanics and Conventions in Writing
Business Correspondence/
Communications

Introduction
Communicating in writing is a very important skill
that you will use throughout your your
professional career. This presentation will
provide you tips to improve skills in writing
business documents.

Purpose/Audience
There are two types of audiences -primary and
secondary audiences.

1.Primary Audiences
Primary audiences are those who receive the
Purpose/Audience
There are two types of audiences -primary and
secondary audiences.

1.Primary Audiences
Primary audiences are those who receive the
communication directly.

Purpose/Audience
2. Secondary Audience
Secondary, or "hidden", audiences include
anyone may indirectly receive a copy of the
communication. These include anyone who will
receive a copy, need to approve , will hear about,
or be affected by your message .

Format
Format of a Business Letter.
A formal business letter is preferred when
presenting information to a professor, a superior,
or when the communication will be seen by
many.

Format
Format of a Memo.
A memo (memorandum) is a less formal style
that is used when the information being
communicated is of less importance, does not
leave the office,and when communicating with
subordinates.

Format
Format of an E-mail
E-mail is the least formal of the styles presented
here and should only be used for informal
communication such as reminders, questions, or
when preferred by the recipient. Remember: E-
Format
Format of an E-mail
E-mail is the least formal of the styles presented
here and should only be used for informal
communication such as reminders, questions, or
when preferred by the recipient. Remember: E-
mail is public domain , anyone may read your
messages.

Word Choice
Overuse of jargon or acronyms in a
communication make document hard to read ,
even if the primary audience is familiar with
them. The use of jargon and acronyms in a
communication should be limited to as few as
possible.

Word Choice
Particularly if the primary or secondary
audiences are not as well versed in the of jargon
and acronyms use. The writer should also watch
for confusing or incorrect word choice in the
document.

Flow/Logic
It is important to know the audience's interests
and biases because they will have a tremendous
impact on the communication strategy.
If the audience has a high interest level in the
method of communication , the sender can go
directly to the point without taking much time to
arouse their interest.
Flow/Logic
Build a good , logical argument. If the audience
has a low interest level, the writer use more of a
tell/sell style to motivate the reader's interest.
Keep the message as short as possible , long
documents are intimidating and tiring to read.

Flow/Logic
Write skimmable content. When writing
documentation that is skimmable , the writer
helps the audience find the content they need
quickly. Making documentation skimmable can
be accomplished by using clear headings,
bulleted lists, and links.

Flow/Logic
A skimmable document has content that can read
through quickly. The readers of business
documents are usually busy and don't have
enough time to fully read your long-winding
business correspondence.

Flow/Logic
The writer should also know their audience's
probable bias: positive or negative. If the
audience is positive or neutral, reinforce their
existing attitude by stating the benefits that will
accrue from the message.

Flow/Logic
If the aud ience has a negative bias, try one of
these techniques:
(1) Limit the request to the smallest one possible.
(2) Respond to anticipated objections;
Flow/Logic
The writer can be more persuasive by stating
and rejecting alternatives than having the
audience devise their own alternatives, which
they will be less likely to reject.
(3) State points that the audience will agree with
first;

Flow/Logic
if audience members are sold on two or three
key features of your proposal , they tend to sell
themselves on the other features as well.
(4) Get them to agree that there is a problem ,
then solve the problem.

Flow/Logic
Finally, if the writer is liable to encounter strong
opposition use the "inoculate" technique. List the
opposing arguments and explain why they were
rejected. If the audience will not hear strong
opposition , don 't bother to inoculate them .

Punctuation
Comma
In a series of three or more terms with a single
conjunction , use a comma after each term except
the last.
Enclose a parenthetic expression between
commas.

Punctuation
Comma
A parenthetical expression is a word or words
added to a sentence without changing the
meaning or grammar of the original sentence.
Parenthetical expressions give extra information
h11t ~r~ nnt ~~~~nti~I
Punctuation
Comma
A parenthetical expression is a word or words
added to a sentence without changing the
meaning or grammar of the original sentence.
Parenthetical expressions give extra information
but are not essential.

Punctuation
Colon
Use a colon after an independent clause to
introduce a list of particulars, an appositive, an
amplification, or an illustrative quotation.

Punctuation
Colon
A colon tells the reader that what follows is
closely related to the preceding clause. A colon
should not separate a verb from its complement
or a preposition from its object.

Punctuation
Colon
Join two independent clauses with a colon if the
second interprets or amplifies the first.
A colon may introduce a quotation that supports
or contributes to the preceding clause.

Punctuation
Semi-colon
Use a semicolon if two or more clauses
grammatically complete a compound sentence
and are not joined by a conjunction

Punctuation
Punctuation
Semi-colon

It is almost time for the product launch; we cannot

make it to the deadline.
It is, of course, equally correct to write this as two
sentences, replacing the semicolon with a period. If a
conjunction is inserted, the proper mark is a comma.
It is almost time for the product launch, and we cannot
make it to the deadline.

Punctuation
Semi-colon
It is, of course, equally correct to write this as two
sentences, replacing the semicolon with a period.
If a conjunction is inserted, the proper mark is a
comma.
It is almost time for the product launch, and we
cannot make it to the deadline.

Italics
Use of Italics

Italics are used for emphasis: When you want to

emphasize a certain word or phrase in a
sentence.

Italics
Use of Italics
Italics can be applied for Foreign
Words/Technical Terms/Unfamiliar Words: When
we are writing a text in one particular language
(i.e. Eng lish) and want to introduce a foreign
word or phrase, we tend to italicize the foreign
words ..
Numbers or Numerals

You may spell out one-word numbers. This isn't

a hard-and-fast rule , but many professionals
appreciate the formality of spelling out one-word
numbers.

Numbers or Numerals
Never start a se ntence with a num ber. Either spell out the
number or rewrite the sentence.

Always use a comma. Writing "4,179" rather than "4179"

makes it easier for a reader to scan the number.

You may spell out one-word numbers. Th is isn 't a hard -

and-fast rule, but many professionals app reciate the
form ality of spelling out one-word numbers.