Практикум по стилистике деловой переписки на английском языке. Пунктуация. Учебное пособие

Will you be sure to enclose a check with your letter. (Polite request)

If you are asking a favor or if you think the reader may feel that your request is presumptuous, use a question mark rather than a period.

May I ask you to fill in for me at the next board meeting? (Request that asks a favor)

If you are uncomfortable using a period at the end of a polite request, rephrase the sentence so that it is a statement.

Will you please mail your check in the enclosed envelope. (Polite request)

Please send your check in the enclosed envelope. (Polite request rephrased as a statement)

To Punctuate Abbreviations

The following suggestions will help you organize certain groups of abbreviations and provide many models. In studying these models, note the spacing, capitalization, and use of periods. Always consult a good dictionary or style manual when in doubt.

Use periods after many abbreviations beginning with lowercase letters.

a.m. (ante meridiem)i.e. (that is)

e.g. (for example) ft. (foot or feet)

Exceptions: mph (miles per hour), wpm (words per minute), mm (millimeter ), kg (kilogram)

Use periods for most abbreviations containing capital and lowercase letters.

Dr. (Doctor) Mr. (Mister) Esq. (Esquire)

No. (Number) Ms. (blend of Miss and Mrs.) Sat. (Saturday)

Use periods with abbreviations that represent academic degrees, geographical names, and initials of a person’s first and middle names.

B.A. (Bachelor of Arts) S.A. (South America)

M.B.A. (Master of Business Administration) U.K. (United Kingdom)

M.D. (Doctor of Medicine) U.S.A. (United States of America)

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Ph.D. (Doctor of Philosophy) Mr. J. A. Johnes (name initials)

Do not use periods for most capitalized abbreviations.

CEO (Chief Executive Officer) IBM (International Business

Machines)

CIO (Chief Information Officer) ID (identification)

CPA (Certified Public Accountant) RAM (random-access memory)

EST (Eastern Standard Time) SASE (self-addressed, stamped envelope)

FAQ (frequenlty asked question) RSVP (répondez s'il vous plaît)- request for

FYI (for your information) responses

Some abbreviations have two forms.

c.o.d., COD (cash on delivery) p.o.e., POE (port of entry) d.b.a., DBA (doing business as) f.o.b., FOB (free on board)

To Punctuate Numerals

For a monetary sum use a period (decimal point) to separate dollars from cents.

The two items in question, $15.90 and $78, were both charged in the month of January.

Use a period (decimal point) to mark a decimal fraction.

The MMF sets the EU’s total spending at $ 1.3 trillion.

USES FOR THE QUESTION MARK

To Punctuate Direct Questions

Use a question mark (?) at the end of a direct question.

Have you compiled the figures requested by CyberVision, Inc.

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To Punctuate Questions Appended to Statements

Place a question mark after a question that is appended to a statement. Use a comma to separate the statement from the question.

This personnel announcement should be sent by email, don’t you think?

To Indicate Doubt

A question mark within parentheses may be used to indicate a degree of doubt about some aspect of a statement.

After the dot-com was launched (2001?), it immediately experienced financial difficulties.

USES FOR THE EXCLAMATION POINT

To Express Strong Emotion

After a word, phrase, or clause expressing strong emotion, use an exclamation point (!). However, in business correspondence, exclamation points should be used sparingly.

Impossible! We understood the deadline to be tomorrow.

Do not use an exclamation point after mild interjections, such as oh and well.

Well, it looks like your time is up.

TASK: Now complete the Reinforcement Exercises for Part 3 Level I.

LEVEL II.

USES FOR THE DASH

The dash (--) is an emphatic punctuation mark and is used:

To Set Off Parenthetical Elements

Within a sentence parenthetical elements are usually set off by commas. If, however, the parenthetical element itself contains internal commas, use dashes to set it off.

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All three major telephone carriers –AT&T, MCI, and Sprint –increased their rates.

Three of our employees—Julianna May, Vicki Evans, and Manuel de la Torre—received cash bonuses for outstanding performance.

To Indicate an Interruption

An interruption or abrupt change of thought may be separated from the rest of a sentence by a dash.

We’ll have your computer up and running—you have my word—by Wednesday.

To Set Off a Summarizing Statement

Use a dash (not a colon) to separate an introductory list from a summarizing statement.

Variety of tasks, contact with people, opportunity for advancement—these are what I seek in a job.

To Attribute a Quotation

Place a dash between a quotation and its source.

“English is the language of men ever famous and foremost in the achievements of liberty.”—John Milton

“A man has no worse enemy than himself.”—Cicero

USES FOR PARENTHESES

Generally, nonessential sentence elements may be punctuated as follows:

a)with commas (,), to make the lightest possible break in the normal flow of a sentence;

b)with dashes (--), to emphasize the enclosed material;

c)with parentheses ( ), to deemphasize the enclosed material.

One of the line graphs, which appears on page 68, shows the trends in CO2 emissions between 2000 and 2010. (Normal punctuation)

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One of the line graphs—which appears on page 68—shows the trends in CO2 emissions between 2000 and 2010. (Dashes emphasize enclosed material)

One of the line graphs (which appears on page 68) shows the trends in CO2 emissions between 2000 and 2010. (Parentheses deemphasize enclosed material)

Explanations, references, and directions are often enclosed in parentheses.

The Wells Fargo’s bank current business hours (10 a.m. to 3 p.m.) will be extended in the near future (to 6 p.m.).

TASK: Now complete the Reinforcement Exercises for Part 3 Level II.

LEVEL III.

USES FOR QUOTATION MARKS

To Enclose Direct Quotations

Single or double quotation marks denote either speech or a quotation. Double quotes are preferred in the United States, and also tend to be preferred in Canada, Australia and New Zealand. Single quotes (‘)are more usual in the United Kingdom and South Africa, though double quotes (“)are also common there. A publisher's or author's style may take precedence over regional general preferences. The important idea is that the style of opening and closing quotation marks must be matched:

“ There is a world market for about five computers”, said IBM founder Thomas J. Watson. (Direct quotation enclosed)

‘There is a world market for about five computers’, said IBM founder Thomas J. Watson. (Direct quotation enclosed)

IBM founder Thomas J. Watson said that there is a world market for about five computers. (Indirect quotation requires no quotation marks)

Capitalize only the first word of a direct quotation.

“A lie gets halfway around the world,” said Sir Winston Churchill, “before the truth gets its pants on.” (Do not capitalize before)

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To Enclose Quotations Within Quotations

Single quotation marks are used to enclose quoted passages cited within quoted passages (speech within speech).

"Hal said, 'Good morning, Dave,'" recalled Frank. (Single quotation marks within double quotation marks)

To Enclose Short Expressions

Slang, words used in a special sense, and words following stamped or marked are often enclosed within quotation marks.

Angie feared that her presentation would “bomb”. (Slang)

Some companies are employing Web logs, better known as “blogs”, to improve the flow of information among employees. (Words used in a special sense)

The package was stamped “Handle with Care”. (Words following stamped)

To Indicate Or Call Attention To Ironic Or Apologetic Words

Quotes indicating verbal irony or indicated in speech with a tone change or by replacement with supposed[ly] or so-called.

He shared his "wisdom" with me.

The lunch lady plopped a dollop of "food" onto my tray.

To Enclose Definitions

Quotation marks are used to enclose specific definitions of words or expressions. The word or expression being defined is underscored or set in italics.

The Latin word ergo means “therefore” or “hence”.

Businesspeople use the term working capital to indicate an “excess of current assets over current debts”.

To Enclose Titles

Quotation marks are used to enclose the titles of subdivisions of literarty and artistic works, such as magazine and newspaper articles, chapters of books, episodes of television shows, poems, lectures, and songs. However, italics (or underscores) are used to enclose the titles of complete works such as the

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names of books, magazines, newspapers, pamphlets, movies, television series.

One source of information for your term paper might be the magazine article

“A Day in The Life Of a Wealth Manager”, which appeared in Bloomberg Businessweek recenlty.

Students find the chapter titled “Are Your Meetings a Waste of Time?” from

Teamwork Today very helpful .

The episode “Turnabout Intruder”, in which a vengeful woman took mental control of Kirk’s body, ended the long-running Star Trek TV series.

Additional Functional Considerations

Periods (.) and commas (,) are always placed inside closing quotation marks, whether single or double.

Semicolons (;) and colons (:) are, on the other hand, always placed outside quotation marks.

Bernadette Ordian said, “I’m sure the package was marked ‘Fragile.’”

The article is entitled “Corporate Espionage,” but we can’t seem to locate the magazine in which it appeared.

Our contract stipulated that “both parties must accept arbitration as binding”; therefore, the decision reached by the arbitrators is final.

Three dates have been scheduled for the seminar called “Successful E- Business”: April 5, May 10, and June 12.

Question marks and exclamation points may go inside or outside closing quotation marks, as determined by the form of the quotation.

Chad Wills said, “How may I apply for that position?” (Quotation is a question)

“The next time your cell phone rings,” fumed the CEO, “we will ask you to leave!” (Quotation is an exclamation)

Do you know who it was who said, “Money is more trouble than it’s worth”? (Incorporating sentence asks question; quotation does not)

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When did the manager say, “Who wants to reserve a summer vacation?”

(Both incorporating sentence and quotation are questions. Use only one question mark inside the quotation marks.)

USES FOR BRACKETS

Within quotations, brackets [ ] are used to enclose the author’s own inserted remarks. Such remarks may be corrective, illustrative, or explanatory.

A British imperial gallon,” reported Miss Haley, “is equal to 1.2 U.S. gallons [4.54 liters].”

USES FOR THE UNDERSCORE AND ITALICS

The underscore or italics are normally used for titles of books, magazines, newspapers, and other complete works published separately. In addition, words under discussion in the sentence and used as nouns are italicized.

Creative Financing, the latest book of author Thomas Manley, was favorably reviewed in Time Magazine and The Wall Street Journal.

Two of the most frequently misspelled words are calendar and separate. (Words used as nouns)

TASK: Now complete the Reinforcement Exercises for Part 3 Level III.

REINFORCEMENT EXERCISES

Part III. OTHER PUNCTUATION

LEVEL I.

A. In the space provided after each sentence, indicate whether a period, question mark, or exclamation point is needed. If no additional punctuation is required, write C.

Example: May I have your answer by return mail. .__________________

1.Will you please send me your latest catalog as soon as possible ________

2.What a great job you did on this proposal ________________________

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3.The meeting is at 2 p.m. _____________________________________

4.Has anyone checked the FedEx Web site to see whether our package was delivered _________________________________

5.Send for your complimentary brochure today ____________________

6. Help! Smoke is coming from my keyboard _______________________

7.Jan asked whether she should come in at 7 a.m. to complete the work for LaserPro, Inc ______________________________________________

8.Did Tracy mail the test results when she left at 5 p.m. ______________

9. I wonder whether he received my email message _________________

10.Dr. Janet G. Hoover and Mandy Wagner, Esq., will appear on TV at 2 p.m. EST.___________

B.Write the letter of the correctly punctuated sentence.

1.a. Wayne asked who was scheduled to work at 8 am.

b.Wayne asked who was scheduled to work at 8 a.m.?

c.Wayne asked who was scheduled to work at 8 a.m. ___________

2.a. Did our CEO interview Ms. E. W. Taxera for the CPA position?

b.Did our CEO interview Ms. E. W. Taxera for the C.P.A. position?

c.Did our CEO interview Ms E. W. Taxera for the CPA position? ______

3.a. Kathy wondered whether jobs from the U.K. or S.A. were listed online.

b.Kathy wondered whether jobs from the UK or SA were listed online.

c.Kathy wondered whether jobs from the UK or SA were listed online? _______________________________

4.a. Tell Mr. Willis to submit his proposal immediately to InfoWorld, Inc..

b.Tell Mr. Willis to submit his proposal immediately to InfoWorld, Inc.

c.Tell Mr Willis to submit his proposal immediately to InfoWorld, Inc. ________________________________

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5.a. The No 1 official at the EPA has a B.A. from UCLA.

b.The No. 1 official at the E.P.A. has a BA from UCLA.

c.The No. 1 official at the EPA has a B.A. from UCLA. ___________

6.a. Yes! The the world’s largest parking lot sale begins sharply at 10 a.m.

b.Yes. The the world’s largest parking lot sale begins sharply at 10 a.m!

c. Yes! The the world’s largest parking lot sale begins sharply at 10 a.m.! __________________________

C. In the following sentences all punctuation has been omitted. Inser commas, periods, question marks, colons, and exclamation points. Some words have extra spaces between them so that punctuation may be inserted. In the space at the right, indicate the number of punctuation marks you inserted. Consult a reference manual or a dictionary for abbreviation style if necessary.

Example: Maria asked whether Jeffrey A. Ross Jr. was hired as C I O at Intel, Inc. __3_______

1.Will you please add Mary B Mcdonald Esq to the address list _______

2.Abbreviations like a m and p m often appear in business correspondence ___

3.Dr Delores K Garland was recently named C E O at MileHigh Enterprises ________________

4.You did list your resume on the Monster.com site didn’t you ____________

5.It was Thu Thi Tran not Kim Sloan who should have received the c o d shipment ___________

6.What a dilemma the latest F C C regulations have created ____________

7.Stop Don’t touch that switch ________________________________

8.Deliver the signed contracts to Ms C C Gigliotti before 6 p m _________

9.If I B M offers a full-service contract we would be interested _________

10.What a great day for a picnic ____________________________

11.Dan wondered whether most cars were delivered f o b Detroit ___________

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