Business Writing: A Punctuation Guide
Mandatory Style Vs Optional Style
As with most aspects of writing, the rules or conventions of punctuation are not fixed, firm, or unchanging. Punctuation rules differ slightly depending upon location and industry. These rules, along with style, dictate how writing is punctuated. There are two different punctuation styles. Mandatory (formal) style writers follow the classic punctuation rules, never omitting anything. Optional (informal) style writers take a liberal stance and omit what they consider to be optional punctuation.
The Mandatory style should be used for most technical, scientific, and legal documents. It should also be used for any formal or critical documents. The Optional, less formal, style can be used in letters, emails, and memos that are addressed to familiar readers. The stance you take is your choice. To help you decide, some general examples of each style can be seen below:
OPTIONAL STYLE- The comma before and has been left out:
They requested sales figures for 2003, 2004 and 2005.
MANDATORY STYLE- The comma before and has been included:
They requested sales figures for 2003, 2004, and 2005.
Technically, both ways are grammatically correct. However, omitting the comma can create ambiguity. When reading the optional style, a reader may assume that the sales figures from 2004 and 2005 are combined. In the other sentence, the use of a comma clearly indicates that each year is a separate item.
OPTIONAL STYLE- The comma before a coordinate conjunction, which is meant to separate two independent statements, has been left out:
The project needs were established and the budget calculated.
MANDATORY STYLE- The coordinate conjunction is preceded by a comma even though the independent statements are short and simple:
The project needs were established, and the budget calculated.
Again, both ways are correct, but one is clearly more formal than the other. When read aloud, the Mandatory style reflects a clear pause between statements, so simply put, it sounds better.
OPTIONAL STYLE- A comma is used in place of a semicolon:
Although new thermometers helped us gauge the temperature of the meat, we could have not anticipated the burgers would cook so fast on our new range, and the burnt food seriously annoyed our diners.
MANDATORY STYLE- A semicolon is used to separate what could essentially be two sentences:
Although new thermometers helped us gauge the temperature of the meat, we could have not anticipated the burgers would cook so fast on our new range; and the burnt food seriously annoyed our diners.
Grammar experts will tell you that if you are going to write one sentence containing the elements of two sentences, you should just go ahead and make two separate sentences. The only other grammatically correct option is a semicolon. However, semicolons are virtually non-existent in Optional style writing. Instead, a comma is typically used. Since the ultimate goal is to create a pause in thought while reading, either punctuation mark will get the job done.
OPTIONAL STYLE- Periods are omitted in abbreviations:
AA
NAACP
FMU
MANDATORY STYLE- Periods are used in abbreviations:
A.A.
N.A.A.C.P.
F.M.U.
Either way is acceptable. Those who employ the Mandatory style will use punctuation in all abbreviations, including the names of agencies, schools, and organizations. In some cases, it simply looks better. On the other hand, many of the abbreviated organizations or schools do not use punctuation when abbreviating their names. If they don't use it themselves, why should others?
OPTIONAL STYLE- A hyphen is not used to form the compound word entry-level:
Entry level executives typically have high salaries.
MANDATORY STYLE- A hyphen is used to form the compound word:
Entry-level executives typically have high salaries.
Hyphens are often used to create compound words, which are two words that have been modified to make one word or an expressional phrase. Compound words create a potential use for a hyphen, but they are not a mandatory one. Because of this, many writers feel at liberty to use them, or not use them, at their own discretion. This makes hyphens a matter of convention. Basically, you can't go wrong.
The Mandatory style should be used for most technical, scientific, and legal documents. It should also be used for any formal or critical documents. The Optional, less formal, style can be used in letters, emails, and memos that are addressed to familiar readers. The stance you take is your choice. To help you decide, some general examples of each style can be seen below:
OPTIONAL STYLE- The comma before and has been left out:
They requested sales figures for 2003, 2004 and 2005.
MANDATORY STYLE- The comma before and has been included:
They requested sales figures for 2003, 2004, and 2005.
Technically, both ways are grammatically correct. However, omitting the comma can create ambiguity. When reading the optional style, a reader may assume that the sales figures from 2004 and 2005 are combined. In the other sentence, the use of a comma clearly indicates that each year is a separate item.
OPTIONAL STYLE- The comma before a coordinate conjunction, which is meant to separate two independent statements, has been left out:
The project needs were established and the budget calculated.
MANDATORY STYLE- The coordinate conjunction is preceded by a comma even though the independent statements are short and simple:
The project needs were established, and the budget calculated.
Again, both ways are correct, but one is clearly more formal than the other. When read aloud, the Mandatory style reflects a clear pause between statements, so simply put, it sounds better.
OPTIONAL STYLE- A comma is used in place of a semicolon:
Although new thermometers helped us gauge the temperature of the meat, we could have not anticipated the burgers would cook so fast on our new range, and the burnt food seriously annoyed our diners.
MANDATORY STYLE- A semicolon is used to separate what could essentially be two sentences:
Although new thermometers helped us gauge the temperature of the meat, we could have not anticipated the burgers would cook so fast on our new range; and the burnt food seriously annoyed our diners.
Grammar experts will tell you that if you are going to write one sentence containing the elements of two sentences, you should just go ahead and make two separate sentences. The only other grammatically correct option is a semicolon. However, semicolons are virtually non-existent in Optional style writing. Instead, a comma is typically used. Since the ultimate goal is to create a pause in thought while reading, either punctuation mark will get the job done.
OPTIONAL STYLE- Periods are omitted in abbreviations:
AA
NAACP
FMU
MANDATORY STYLE- Periods are used in abbreviations:
A.A.
N.A.A.C.P.
F.M.U.
Either way is acceptable. Those who employ the Mandatory style will use punctuation in all abbreviations, including the names of agencies, schools, and organizations. In some cases, it simply looks better. On the other hand, many of the abbreviated organizations or schools do not use punctuation when abbreviating their names. If they don't use it themselves, why should others?
OPTIONAL STYLE- A hyphen is not used to form the compound word entry-level:
Entry level executives typically have high salaries.
MANDATORY STYLE- A hyphen is used to form the compound word:
Entry-level executives typically have high salaries.
Hyphens are often used to create compound words, which are two words that have been modified to make one word or an expressional phrase. Compound words create a potential use for a hyphen, but they are not a mandatory one. Because of this, many writers feel at liberty to use them, or not use them, at their own discretion. This makes hyphens a matter of convention. Basically, you can't go wrong.
Published by Bailey Harris
Bailey Harris is a freelance writer and copyeditor. View profile
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- The rules or conventions of punctuation are not fixed, firm, or unchanging.
- A formal style should be used for most technical, scientific, and legal documents.
- The Optional, less formal, style can be used in letters and memos addressed to familiar readers.
3 Comments
Post a CommentPeople care and the punctuation would be correct if letter mechanics were left to secretaries to do it.
Lorenzo, you need to take a look at your semicolon usage.
Nobody cares about punctuation anymore and I think it is partially because of email blogs and the Internet plus it also seems like businesses never use it in their signs and advertisement.