Chapter 14 Commas 10th Edition, © 2011, Cengage Learning Basic Guidelines for Using Commas Series Direct Address Parenthetical Expressions Dates Time Zones Addresses and Geographical Items Appositives Chapter 11, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 11-2 Series Commas are used to separate three or more equally ranked (coordinate) elements (words, phrases, or short clauses) in a series. A comma before the conjunction ensures separation of the last two items. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-3 Series ◦ Series of words: He submitted all production, distribution, sales, and financial data. ◦ Series of phrases: Government is of the people, by the people, and for the people. ◦ Series of clauses: Lee investigated hiring, Kelly studied compensation, and Mark researched benefits. No commas are needed when conjunctions are repeated. ◦ I typed and Mike collated and Lisa stapled. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-4 Direct Address Words and phrases of direct address are set off by commas. ◦ We assure you, Ms. Ortiz, that your bill will be corrected. ◦ Do you know, Dr. Martin, when the results will be available? Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-5 Parenthetical Expressions Use commas to set off nonessential words, phrases, and clauses. Examples of parentheticals: as a matter of fact by the way for example in addition incidentally in fact in the meantime needless to say no doubt of course Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-6 Parenthetical Expressions By the way, have you made your appointment yet? (At beginning of sentence) You did, no doubt, make payment with a credit card. (In middle of sentence) We’ll need an answer immediately, needless to say. (End of sentence) Exception We have no doubt that your plan will succeed. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-7 Dates When dates contain more than one element, the second and following elements are normally set off by commas. ◦ A sales record was set November 14 in Chicago. (No comma needed for one element.) ◦ A sales record was set Wednesday, November 14, in Chicago. (Two commas set off second element.) ◦ A sales record was set Wednesday, November 14, 2012, in Chicago. (Commas set off second and third elements.) In April 2011 we opened a second office. (Exception: The comma is omitted in writing month and year only.) Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-8 Time Zones Commas set off time zones used with clock times. ◦ His flight left at 11:10 a.m., EST, and arrived in Los Angeles at 1:50 p.m., PST. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-9 Addresses and Geographical Items When addresses and geographical items contain more than one element, the second and following elements should be set off by commas. ◦ The letter from Jane Mangrum, Miami-Dade Community College, Miami, Florida 33176, was provocative. ◦ We received inquiries from San Antonio, Texas, and Tampa, Florida. ◦ Last summer we traveled to Paris, France, and London, England, for our honeymoon. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-10 Appositives An appositive that provides information not essential to the identification of its antecedent should be set off by commas. ◦ Douglas Dawson, the wireless customer service rep, called. (The appositive adds nonessential information; commas set it off.) ◦ The wireless customer service rep Douglas Dawson called. (The appositive is needed to identify which sales representative called; therefore, no commas are used.) ◦ My brother Keith will visit in December. (One-word appositives do not require commas.) Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-11 Special Guidelines for Using Commas Independent Adjectives Introductory Verbal Phrases Prepositional Phrases Independent Clauses Introductory Clauses Terminal Dependent Clauses Nonessential Clauses Chapter 11, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 11-12 Independent Adjectives Two adjectives that equally modify a noun should be separated by a comma. ◦ How many laborious, inefficient procedures can we eliminate? Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-13 Introductory Verbal Phrases Verbal phrases that precede main clauses should be followed by commas. ◦ Hoping to get a seat, James arrived early. ◦ To complete the job, we must work overtime. ◦ Shocked, we listened to the CEO’s announcement. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-14 Prepositional Phrases One or more introductory prepositional phrases totaling four or more words should be followed by a comma. ◦ For the past six months, e-mail service has been erratic. ◦ In the spring of next year, we will try a new system. Introductory prepositional phrases of three or fewer words require no commas. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-15 Prepositional Phrases Examples: ◦ By next Monday you will receive your order. ◦ In 2013 the new tax will be repealed. ◦ In this case we will not intervene. ◦ On Friday I will place an order on your Web site. Do NOT use commas to set off internal prepositional phrases that do not interrupt the sentence. ◦ We do not at this time anticipate layoffs. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-16 Independent Clauses When a coordinating conjunction joins independent clauses, use a comma before the conjunction—unless the clauses are short (up to 13 words). ◦ The computer is an efficient tool of management, but it does not eliminate the need for managers. ◦ We have tried many times and we have failed. (No comma) Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-17 Introductory Clauses Dependent clauses that precede independent clauses are followed by commas. [NOTE:This is probably the most frequently missed comma in business writing.] ◦ When Mark was hired, his manager outlined his duties. ◦ If Jennifer applies, we will surely hire her. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-18 Terminal Dependent Clauses Use a comma before a dependent clause at the end of a sentence ONLY if the clause adds nonessential information. Information is considered essential if it answers questions such as When? Why? and How? We are usually open from 10 until 5, although we can make special arrangements if necessary. (Although clause ads extra nonessential information.) His duties were outlined when he was hired. (When clause adds essential information.) Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-19 Nonessential Clauses Use commas to set off clauses that are used parenthetically or that supply information unneeded for the grammatical completeness of a sentence. Melanie Lipman, who teaches in California, submitted excellent suggestions. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-20 Additional Guidelines for Using Commas Degrees and Abbreviations Numerals Omitted Words Contrasting Statements Clarity Short Quotations Chapter 11, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 11-21 Degrees and Abbreviations Except for Jr., Sr., and Roman numerals, degrees, personal titles, and professional designations following individuals’ names are set off by commas. ◦ Fritz Werner Jr. and Fritz Werner Sr. attended Stafford Elahi III’s graduation. ◦ Paul William Murphey, PhD, is the keynote speaker. ◦ Expert witness Todd James, MD, supported the defense. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-22 Degrees and Abbreviations The abbreviations Inc. and Ltd. are set off by commas if the company’s legal name includes the commas. ◦ Scandia, Inc., advertised this dining set. ◦ Lamps Ltd. is now located in the mall. (Legal name does not include comma before Ltd.) Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-23 Numerals Unrelated figures appearing side by side should be separated by commas . ◦ By 2014, 54 franchises will be in operation. Numerals of more than three digits require commas. 4,321 43,210 4,321,000 Calendar years, zip codes, and telephone, house, decimal, page, serial, contract, account, and identification numbers do not require commas. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-24 Omitted Words A comma is used to show the omission of understood words. ◦ Some employees leave work at 5 p.m.; others, at 5:30 p.m. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-25 Contrasting Statements Commas are used to set off contrasting or opposing expressions. ◦ Managers are made, not born. ◦ The greater the sales, the greater the profits. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-26 Clarity Commas are used to separate words repeated for emphasis and words that may be misread if not separated. ◦ We had a long, long meeting to iron out differences. ◦ In short, employees must be more courteous. ◦ What it is, is hard work. Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-27 Degrees and Abbreviations A comma is used to separate a short quotation from the rest of the sentence. If the quotation is divided into two parts, two commas are necessary. ◦ Mark Twain said, “We all have our limitations in the matter of grammar.” ◦ “I have never seen a book,” he added, “which had no grammatical defects in it.” Chapter 14, Guffey-Seefer, Business English, 10e, Copyright 2011 Cengage Learning, All Rights Reserved 14-28