Punctuation – amalfabian

Are you using paragraphs?

Paragraphs make your writing easier to read. Make sure you use them effectively.

In this Chinese ink painting, blank space is used to create harmony and balance. The blank space is an integral part of the painting.

When you write, you use words. You also use space.

Using space in emails

Using space thoughtfully will make your writing easier to read.

Let’s look at two examples.

Example 1

Dear X,

We would need to update the technical documentation for product Z. Could we meet tomorrow at 11am at the main conference room? There are two new features that have been proposed by the design team. It would be best if you are present when they make the presentation. That way, you are on board from the start. If you have any questions, do let me know.

Best regards,

Example 2

Dear X,

We would need to update the technical documentation for Product Z.

Could we meet tomorrow at 11am at the main conference room?

There are two new features that have been proposed by the design team. It would be best if you are present when they make the presentation. That way, you are on board from the start.

If you have any questions, do let me know.

Best regards,

Wouldn’t you prefer to receive an email organized like example 2? Just by using space to separate sentences and thoughts, the entire message becomes clearer.

When writing an email, put yourself in the shoes of the reader. The message should be understood without much effort. The reader should not have to read the message a second or a third time.

Using space when messaging

Even when messaging on WhatsApp, think about space.

Which message is easier to read?

Example 3

Hi B, The training session has been finalized. It will be this Friday @ 3pm in the basement. Everyone from Marketing will be there. We have allocated 10 minutes for you to tell us about your initiative. Could you confirm your availability by today, EOD?

Example 4

Hi B,

The training session has been finalized.

It will be this Friday @ 3pm in the basement.

Everyone from Marketing will be there. We have allocated 10 minutes for you to tell us about your initiative.

Could you confirm your availability by today, EOD?

Of course, the second WhatsApp message (example 4) is easier to read. And in that message, the reader knows exactly what is happening, and what she is expected to do.

Unlike the first message (example 3), the second message is crystal clear. And all that changed was the use of space.

The need for space

Many times, emails are not even read properly. People just skim them. (You may be skimming this post right now :)) When skimming, they may miss relevant information.

Use space when writing emails to divide your message into meaningful chunks. This will make it easier for people to read and absorb the main points of your message. Remember, even a sentence can be a paragraph.

Use space when messaging on WhatsApp and other messaging platforms. It will make it easier for people to understand your message, especially when reading on a small screen.

When there is no space in your writing (example 1), the reader gets overwhelmed. They struggle to find the main message.

Have mercy on your reader.

Look again at the ink painting. A bird on a branch. Simple, clear, and effective. That’s how your writing should be.

Use space to give more structure to your writing.

Use space to let your sentences breathe.

Image credit: Pinterest

3 or 4 common punctuation errors

Three exclamation marks in the sky

For some reason, I’m a fan of punctuation marks. And to my dismay, I find that they are misused many a times in business writing.

Misused punctuation marks

1. Semicolon

The semicolon is used to divide two sentences that are in some way related to each other. The key word is ‘sentence’. There has to be a sentence on both sides of a semicolon. Here are two examples:

I enjoy punctuation; the semicolon is my favourite mark. (correct usage)

I enjoy punctuation; the semicolon. (incorrect usage)

When you use a semicolon, think about whether it divides two sentences or not. What is a sentence? I hear you ask. A sentence is a group of words that:

a. has a subject and a verb;

b. makes complete sense on its own.

2. Exclamation marks!

Note that I used just one exclamation mark for the sub-heading. One exclamation mark is more than enough.

Do not write: !!!

Of course, in informal communication, you can use a series of exclamation marks. On WhatsApp, you can type: I passed the test!!! But, even here, the value of your exclamation marks starts to fall if you use too many of them.

Using too many exclamation marks dilutes the impact of your message. From now on, be mindful when using these marks.

Why do women use exclamation marks three times as much than men? Find out.

3. The use of the dash and colon

There are many uses of these punctuation marks, but I have one particular use in mind. When introducing a list, many people in India start with :–

That is redundant, and a bit heavy.

Either go with the colon (:), or go with the dash (–). Why go with both? That makes your writing unnecessarily heavy.

And that’s a wrap

When writing, be aware how you use these marks.

Read this post on how to use other punctuation marks.

Have you ever asked yourself: when should I use a semicolon?

When it comes to punctuation, keep it light.

Just like in design: less is more.

Image credit: Grok

When to use a semicolon

When do I use a semicolon?

This is an excellent question. Using semicolons can be tricky.

Before I answer that question, let’s take a step back. We have to revise what an independent clause is.

An independent clause:

has a subject and a verb;
makes complete sense on its own.

Here is an example of an independent clause:

Amir made the presentation.

This is an independent clause. There is a subject (Amir) and verb (made). And it makes sense on its own.

Have you noticed that an independent clause is a simple sentence? Yes, it is!

Is this an independent clause?

Although we finished the report.

This is not an independent clause. Yes, there is a subject (we) and a verb (finished). However, it just does not make any sense on its own!

It’s a dependent clause. There needs to be more information for it to be complete in meaning. So, it is not an independent clause.

Now that independent clauses are out of the way, let’s focus on semicolons.

Two common uses of the semicolon

We use a semicolon to connect two independent clauses

Amir made the presentation; the client decided to accept our proposal.

Here, we have two independent clauses joined by a semicolon.

Do you like the look and feel of this sentence? If you do, then use a semicolon in your next email.

Is this sentence grammatically correct?

Although we finished the report; I was unable to upload the file.

No, it isn’t. ‘Although we finished the report’ is a dependent clause. As you now know, a semicolon joins two independent clauses.

In case you are wondering about that sentence–the semicolon needs to be replaced with a comma.

A semicolon joins two simple sentences that are closely related in meaning.

Using a semicolon to divide a list

This is a list of speakers for the panel discussion: Ms. X, CEO of Kaboo; Dr. L, Professor of Semicolons at University of Row; Mr. O, COO of Bow Wow.

Now imagine we replace all semicolons with commas.

This is a list of speakers for the panel discussion: Ms. X, CEO of Kaboo, Dr. L, Professor of Semicolons at University of Row, Mr. O, COO of Bow Wow.

Are you as confused as I am? I certainly hope so…

I don’t know whether the CEO of Kaboo is Ms. X or Dr. L or whether the CEO of Kaboo is another person altogether!

We could spend a whole day trying to figure out who is who. Thankfully, with semicolons, the list becomes crystal clear.

Do you have to make such complicated lists? If so, think semicolon.

To conclude…

Some people find semicolons to be pretentious. I find them to be elegant. It’s satisfying to see a dot hover over a comma.

In terms of meaning in the world of punctuation, a semicolon is somewhere midway between a comma and a full stop.

Here is a detailed post on the use of semicolons.

If you find them attractive, use them in your writing. The world would be a better place with more semicolons.

Make sure you are not making these common errors in punctuation.