OST164 Text Editing Applications

1
OST164 Text Editing Applications

• Chapter 5 - Comma
• Pages 104-114

Proofreading for comma errors is important,
because missing or misused commas can change the
meaning of a sentence or make a sentence
unclear. The comma and the period are the two
most frequently used punctuation marks, and the
comma is the most frequently misused.
2
Rules for commas with letter parts

1. In the date line, the day and the year are
   separated by a comma. August 25, 2010
2. In the inside address and the return address, the
   city and state abbreviation are always separated
   by a comma. Denver, CO 80214
3. In the complimentary closing, a comma is used at
   the end of the line when the standard punctuation
   style if being used. (No comma is used with the
   open punctuation style.) Sincerely yours,
   
4. In the writers identification line, a comma is
   used to separate the writers name and title when
   on the same line. No comma is used when they are
   on separate lines. Ruth Plemmons, President
   Ruth Plemmons President

3
Revision symbols for correcting commas

• Insert a comma
• We live in Madison Wisconsin.
• Delete a comma
• Julia, and Tim are the managers.
• Change a period to a comma
• After you draft the report. Well review the
  findings.

,

,

4
Checkup 5-1

• Writers Name and Title on Two Lines
• James R. Reid,
• Vice President
• Writers Name and Title on the Same Line
• Kimberly Lanier, Manager
• Return Address and Date Line
• 1934 North Marion Drive November 19, 2005
• Covington, KY 41011
• Inside Address
  Complimentary Closing
• 
  (Standard
  Punctuation)
• Mr. Raymond Porter Moseley
• 5213 Braxton Court Very truly yours,
• High Point, NC 27263-1578

5
Rules for commas that set off

• Within a sentence, use two commas to set off the
  year when it follows the month and date.
• On July 12, 2003, we expanded our operations.
• No comma is used to set off just the month and
  year.
• The conference will be in June 2011 in Georgia.
  (no commas inserted)
• Within a sentence, use two commas to set off the
  name of a state when it follows the name of a
  city. Also use the commas to set off the name of
  a province or country from the name of a
  city. Joe changed plans in Chicago, Illinois, on
  his trip.

6
7 Commas used to set off names used in direct
address

• Do you agree, Christina, that we should ship the
  packages?
• I would appreciate your feedback, Eric.
• Sally, what do you think about the decision?

7
8 Commas are used to set off words or phrases
in apposition

• Ms. Thompkins, our receptionist, is on vacation.
• Mrs. Reid, our district manager, recommended Cody
  for the job.
• Our first fund-raiser, a silent auction, was very
  successful.
• Please email your decision by Monday, the last
  day of the year.

8
9 Commas are used to set off parenthetical, or
nonessential, elements from the rest of the
sentence

• We should, in my opinion, purchase the apartment
  complex.
• George Braswell, who is the head of the city
  council, will present the awards.
• Ross Davis decided, unfortunately, to cancel his
  insurance.
• HINT To determine whether an element is
  nonessential or essential, read the sentence
  without the word or words that are set off. If
  the sentence is clear without the words, the
  words are nonessential and commas should be used.

9
Continued

• Look at the different in these sentences
• Essential
• There is, no doubt, more than one applicant.
• Nonessential
• There is no doubt about the accuracy of this
  statement.
• Essential
• After all, we have been through a lot.
• Nonessential
• After all we have been through, the project was
  canceled.

10
Checkup 5-2

• 1
• Tom Phillips, as you probably know. Graduates
  from Harvard next spring.
• Tom Phillips, as you probably know, graduates
  from Harvard next spring.
• 2
• Recent high temperatures which have been in the
  high 90s have increased the demand for
  electricity.
• Recent high temperatures, which have been in the
  high 90s, have increased the demand for
  electricity.
• 3
• Jack Hatchel our vice president is also the
  director of our volunteer program.
• Jack Hatchel, our vice president, is also the
  director of our volunteer program.

11
Checkup 5-2

• 4
• Dr. Grace Statin moved to Jacksonville Florida
  after she was married.
• Dr. Grace Statin moved to Jacksonville, Florida,
  after she was married.
• 5
• Kathleen Hensley my friend since elementary
  school is now a registered nurse.
• Kathleen Hensley, my friend since elementary
  school, is now a registered nurse.
• 6
• We have in fact postponed our cruise
  indefinitely.
• We have, in fact, postponed our cruise
  indefinitely.

12
Checkup 5-2

• 7
• Are you sure that the company is based in Bristol
  Tennessee and not Bristol Virginia?
• Are you sure that the company is based in
  Bristol, Tennessee, and not Bristol, Virginia?
• 8
• Did you change planes in Atlanta Barbara?
• Did you change planes in Atlanta, Barbara?
• 9
• By November 21, 2020 we will have paid half of
  what we owe on our home mortgage.
• By November 21, 2020, we will have paid half of
  what we owe on our home mortgage.

13
Checkup 5-2

• 10
• Your fathers estate Donald is valued at over 3
  million.
• Your fathers estate, Donald, is valued at over
  3 million.
• 11
• I moved to Chicago on August 22, 1998 after
  getting my masters degree in business.
• I moved to Chicago on August 22, 1998, after
  getting my masters degree in business.
• 12
• Victor is in Austin Texas until December 30.
• Victor is in Austin, Texas, until December 30.

14
Checkup 5-2

• 13
• On Monday August 14 we will begin staying open 24
  hours a day.
• On Monday, August 14, we will begin staying open
  24 hours a day.
• 14
• We should in my opinion close the outlet store by
  May 15.
• We should, in my opinion, close the outlet store
  by May 15.
• 15
• Rob, a hard-working associate came in two hours
  early this morning because of the crisis.
• Rob, a hard-working associate, came in two hours
  early this morning because of the crisis.

15
Rules for Commas that separate

• Use a comma after each part of an address within
  a sentence.
• Please write Mr. Porter, 1426 East Mayfield Road,
  Flushing, New York 11361, to request a copy.
• Commas are used to separate three of more items
  in a series.
• Bill, Steve, and Tom requested vacations in
  July.
• Carolyn reviewed the facts, made a decision, and
  took immediate action.
• I ordered a hamburger, fries, and a soft drink.
• Alice opened the door, let the dog out, and then
  closed the door.

16
Rules for Commas that separate

• Use a comma before the conjunction (and, or, but,
  yet, nor) in a compound sentence. The comma,
  along with the conjunction, separates the two
  independent clauses.
• Amanda agreed to assist Joyce, but she was not
  enthusiastic about the project.
• Victor wrote the book, and he also drew the
  illustrations.
• Sally likes to play ball, yet she wouldnt come
  on the field yesterday.

17
Rules for Commas that separate

• Use a comma after an introductory word, phrase,
  or clause.
• Yes, the property has been rezoned.
• Incidentally, we have checked all the zoning
  restrictions.
• In my opinion, we should purchase the beach house
  and rent it.
• Opened in 2002, the museum is located in our
  historic downtown district.
• Before the remodeling is begun, you must obtain a
  permit from the city of Shelby.
• When Mr. Miller calls, please request his email
  and his fax number.

18
Introductory dependent clauses

• Look for the following words that often begin
  introductory dependent clauses at the beginning
  of a sentence. Use a comma to separate the
  dependents clause from the rest of the sentence.
• after before unless
• as soon as if when
• because though while
• If you decide to travel, leave early.
• Before you begin, read the directions.
• As soon as you can, please call his mother.
• Unless I hear from you, I am going to go ahead.
• While I really like to swim, I dont want to go.
• After they leave, please clean the dishes.

19
14 Commas used to separate two or more
consecutive adjectives that modify the same noun.

• To determine if a comma is needed to separate two
  or more consecutive adjectives that modify the
  same noun, say the word AND between them. If the
  sentence makes sense, separate the adjectives by
  a comma.
• Our medical clinic provides convenient,
  affordable health services.
• She is a very sweet, loving person.
• It was a very well-written, professional report.
• Harry gave the cold, dirty dog a warm bath.

20
Checkup 5-3

• 1
• To enter the contest mail a completed entry form
  to us by December 30.
• To enter the contest, mail a completed entry form
  to us by December 30.
• 2
• Our company owns valuable beachfront property.
• (Correct as it is - no comma should be here.)
• 3
• Dennis Sue and Roger filed their tax returns
  early.
• Dennis, Sue, and Roger filed their tax returns
  early.
• 4
• Toms sales are the highest and he definitely
  will win the award.
• Toms sales are the highest, and he definitely
  will win the award.

21
Checkup 5-3

• 5
• After your job transfer, you will live in the
  beautiful scenic mountains of North Carolina.
• After your job transfer, you will live in the
  beautiful, scenic mountains of North Carolina.
• 6
• Shannon Russell sent invitations to all the board
  members phoned everyone to confirm their
  reservations and arranged for the hotel
  accommodations.
• Shannon Russell sent invitations to all the board
  members, phoned everyone to confirm their
  reservations, and arranged for the hotel
  accommodations.
• 7
• Joseph will work with the customer service
  department or he will assist the computer
  technology group.
• Joseph will work with the customer service
  department, or he will assist the computer
  technology group.

22
Checkup 5-3

• 8
• Most employees would prefer to work in a relaxed
  less format setting.
• Most employees would prefer to work in a relaxed,
  less format setting.
• 9
• Maria, Jorge, and Roberto, have formed a
  consulting group for people interested in doing
  business in Mexico.
• Maria, Jorge, and Roberto, have formed a
  consulting group for people interested in doing
  business in Mexico.
• 10
• Yes wireless Internet is available in our
  building.
• Yes, wireless Internet is available in our
  building.

23
Checkup 5-3

• 11
• We produced, edited, and distributed a
  documentary film on recycling programs in our
  state. CORRECT
• 12
• My new address is 3128 Kilarney Lane Ocala,
  Florida, 32672.
• My new address is 3128 Kilarney Lane, Ocala,
  Florida 32672.
• 13
• While attending a conference in London Matt met
  with several prospective employees.
• While attending a conference in London, Matt met
  with several prospective employees.

24
Checkup 5-3

• 14
• Kathleen Wilson Reid joined our company less than
  six months ago and she has already achieved
  recognition as a top sales agent.
• Kathleen Wilson Reid joined our company less than
  six months ago, and she has already achieved
  recognition as a top sales agent.
• 15
• Harrys new address is 3642 Springs Drive,
  Peoria, IL, 61607.
• Harrys new address is 3642 Springs Drive,
  Peoria, Illinois 61607.

Spell out the state name and omit the comma after
it.
25
Checkup 5-4Page112
Sentence Number Rule Number
1 1
2 2
3 12
4 8
5 11
6 14
7 9
8 7
9 6
10 5
11 13
12 6
13 8
14 3
15 4
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When NOT to use commas

• Do NOT use a comma to separate a subject from a
  predicate that immediately follows. The predicate
  is the verb plus any of its modifiers.
• Incorrect The flight attendant, assisted the ill
  passenger.
• Do NOT use a comma to separate a predicate from
  an object that immediately follows.
• Incorrect Glenn wrote the book, Surfing the Net.

27
When NOT to use commas

• Do NOT use a comma to separate the parts of a
  compound subject. A compound subject consists of
  two or more subjects joined by a conjunction
  (and, or).
• Incorrect Managers, and their sales staff voted
  for additional insurance coverage.
• Do NOT use a comma to separate the parts of a
  compound predicate.
• Incorrect Fred just completed the training
  program, and is currently looking for another
  job.