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Business English at Work © 2003 Glencoe/McGraw-Hill.

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Presentation on theme: "Business English at Work © 2003 Glencoe/McGraw-Hill."— Presentation transcript:

1 Business English at Work © 2003 Glencoe/McGraw-Hill

2 Business English at Work The Period and the Comma Objectives Use periods correctly at the end of declarative and imperative sentences, courteous requests, and indirect questions. Identify miscellaneous uses of the period. Use commas correctly between items in a series and in compound sentences. Use commas correctly with independent adjectives. PP 16-1a continued

3 Business English at Work The Period and the Comma Objectives PP 16-1b continued Use commas correctly to set off appositive and parenthetical expressions. Use commas correctly with introductory expressions. Use commas correctly with nonrestrictive clauses. Identify miscellaneous uses of the comma.

4 Business English at Work The Period and the Comma Declarative Sentences PP 16-2 Use a period at the end of a declarative sentence. Rick finds job openings on the Internet. Sara’s final interview with the company is on Friday.

5 Business English at Work The Period and the Comma Imperative Sentences PP 16-3 Use a period at the end of a sentence that indicates a command or a strong suggestion. Proofread your cover letter carefully. Fill out the job application within 24 hours.

6 Business English at Work The Period and the Comma Courteous Requests PP 16-4 Use a period at the end of a sentence that makes a courteous request. Will you please call the applicants to tell them that the position is filled. May I have the phone numbers of your last three supervisors.

7 Business English at Work The Period and the Comma Indirect Questions PP 16-5 Use a period after an indirect question. I wonder whether Bob applied for the accounts payable position. Jamey asked how I posted my résumé on the Internet.

8 Business English at Work The Period and the Comma Decimal Points PP 16-6 Use a period to separate dollars and cents. $5.59$ $14, Do not place a period after a dollar amount if there are no cents involved. $5$802 $78,455 Use a period as a decimal point to express whole numbers and fractional amounts

9 Business English at Work The Period and the Comma Abbreviated Words and Measurements PP 16-7a Use a period at the end of an abbreviated word. assn.association asst.assistant bldg.building intl.international mfg.manufacturing pd.paid

10 Business English at Work The Period and the Comma Abbreviated Words and Measurements PP 16-7b Do not use a period after a measurement that is abbreviated on most business or technical forms. Ftfoot, feetozounce, ounces galgallonqtquart, quarts hrhour, hoursyryear, years continued Spell out measurements when they are used in general or nontechnical writing.

11 Business English at Work The Period and the Comma Small and Capital Letters PP 16-8a Use a period after each letter in abbreviations that consist of small letters. a.k.a.also known as c.o.d.collect on delivery f.o.b.free on board (within sentences) Do not use a period after each letter in most abbreviations that consist of all capital letters. CEOchief executive officer HMOhealth maintenance organization PINpersonal identification number

12 Business English at Work The Period and the Comma Small and Capital Letters PP 16-8b Exceptions P.O.post office U.S.United States M.A.Master of Arts M.D.Doctor of Medicine B.C.before Christ continued

13 Business English at Work The Period and the Comma Personal Names and Corporate Names PP 16-9 Use a period after the initials or with abbreviations of most names. J. C. WilliamsThos. C. McGraw Do not use a period with a nickname. Skip JennerRed Stocker Use the same format that an individual uses in a signature or that a company uses on its letterhead as its official designation Harry S TrumanJCPenney

14 Business English at Work The Period and the Comma Titles, Academic Degrees, Professional Identification PP 16-10a Use a period after an abbreviation of a person’s title. Mrs.Ms.Mr.Dr. Use a period after each element in the abbreviation of an academic degree or professional identification. B.A.Ph.D.M.B.A.M.D.

15 Business English at Work The Period and the Comma Titles, Academic Degrees, Professional Identification PP 16-10b Examples Dr. Carole Bennett accepted a position as a technical writer. Sara Wong, M.D., hired Rose to work as a receptionist. Gretchen Carpenter, M.B.A., uses the Internet to post company job openings continued

16 Business English at Work The Period and the Comma Seniority Designations PP Use a period after an abbreviated seniority designation. Jason Harrison Jr. accepted a position in Nevada. Anthony Biasi III applied for an international banking position.

17 Business English at Work The Period and the Comma The Period and Geographic Locations PP Use a period after an abbreviation of a country, state, or province unless the abbreviation appears in ZIP Code format. NCNorth CarolinaN.C. ARArkansasArk. ONOntarioOnt. ZIP CodeState orStandard AbbreviationProvinceAbbreviation

18 Business English at Work The Period and the Comma Shortened Forms of Words PP Do not use a period after shortened words or foreign words that are not abbreviations. info information rep representative specs specifications temp temporary ad hoc for a particular purpose in re or re concerning

19 Business English at Work The Period and the Comma Outlines and Lists PP 16-14a Use a period after the numbers or letters that identify items in an outline or list unless the numbers or letters are in parentheses. I.EMPLOYMENT MATERIALS A.Resume 1.Chronological a.Advantages (1)Shows job history

20 Business English at Work The Period and the Comma Outlines and Lists PP 16-14b Use periods after complete sentences, dependent clauses, and long phrases in a list or outline. continued The keys to salary negotiation are the following: 1.Discuss salary at the end of the interview. 2.Let the interviewer introduce the issue of salary. 3.Do research on salaries for your field.

21 Business English at Work The Period and the Comma Outlines and Lists PP 16-14c Do not use periods after short phrases listed on separate lines if the lead-in statement is complete. continued Avoid the following job-hunting methods: 1.Unsolicited resumes 2.Employment agencies 3.Employment advertisements

22 Business English at Work The Period and the Comma Compound Sentences PP 16-15a Use a comma to separate two independent clauses in a compound sentence. Place the comma before the coordinating conjunction (and, or, nor, but) that joins the two clauses. Most public libraries have company directories, and most online services also offer access to these directories. Everyone knows about doing job hunting research, but few people do it well.

23 Business English at Work The Period and the Comma Compound Sentences PP 16-15b Omit the comma before a coordinating conjunction in a compound sentence if either or both of the two independent clauses are very short (four words or less). Read the job description and fax your résumé. continued Do not omit the comma if it is necessary for clarity. Kyle interviewed me, and Maria tested my skills.

24 Business English at Work The Period and the Comma Compound Sentences PP 16-15c Use a comma before the coordinating conjunction when a subject is not expressed (but implied) in one or both clauses in an imperative sentence. Call companies that interest you, and ask to speak to people who can give you specific information about available positions. Prepare a portfolio of your best work, and bring it with you to the interview. continued

25 Business English at Work The Period and the Comma Compound Sentences PP 16-15d Do not use a comma before a coordinating conjunction that joins a compound subject, predicate, object, or subject complement. Stress educational achievements and extracurricular activities in your cover letter. Working in temporary positions will introduce you to different industries and help you discover the types of jobs available. continued

26 Business English at Work The Period and the Comma Series PP 16-16a Use commas to separate words, phrases, or clauses in a series. Include the comma before the coordinating conjunction. Be selective when listing job duties, skills, and accomplishments on your résumé. Please bring your résumé, a sharpened pencil, and a list of references to the interview. Interviewing effectively means listening to suggestions of others, reading about interviewing, and participating in as many interviews as possible.

27 Business English at Work The Period and the Comma Series PP 16-16b Do not use commas to separate items when each item is connected by a conjunction. Cover letters require the exact last name of the person and the exact spelling of the name and the title of his or her position. continued

28 Business English at Work The Period and the Comma Series PP 16-16c Use commas in a series of names in an organization exactly the way that the organization uses the commas on its letterhead or on another verifiable source. Do not use a comma before the ampersand (&) in the name of an organization unless the company itself does. The firm of Farrell, White, and Jones specializes in recruiting hospital employees. Henderson, Hernandez, & Holmes fills its positions through networking. continued

29 Business English at Work The Period and the Comma The Comma and Etc. PP Use a comma before and after the abbreviation etc. When etc. appears at the end of a sentence, use a comma before the abbreviation only. The abbreviation etc. means and so forth or and others. Do not use the phrase and etc. Most experts recommend cream, white, off- white, etc., bond paper for résumés.

30 Business English at Work The Period and the Comma Independent Adjectives PP 16-18a Place a comma between independent adjectives that precede a noun unless they are already separated by a coordinating conjunction. To determine whether adjectives are independent, reverse their order or place the word and between the two adjectives. If both revisions sound satisfactory, place a comma between the two adjectives.

31 Business English at Work The Period and the Comma Independent Adjectives PP 16-18b Examples continued James offered vague, disorganized answers to the interview questions. Anne conducted a successful, well- organized job search. A study of successful female job hunters indicated that attention to detail is vital.

32 Business English at Work The Period and the Comma Appositives PP 16-19a Use commas to set off an appositive if it is not essential to the meaning of a sentence. Kris Hing, CEO of Hing and Associates, looks for candidates who speak at least three languages. JOBS, an online listing of professional positions, helped me narrow my job search.

33 Business English at Work The Period and the Comma Appositives PP 16-19b Do not use commas to set off an appositive that explains or clarifies the noun preceding it. The newspaper National Business Employment Weekly offers job hunting strategies. The year 2001 was the year that I was promoted to assistant manager. continued

34 Business English at Work The Period and the Comma Parenthetical Expressions PP 16-20a Parenthetical expressions interrupt a sentence. These side remarks do not add to the clarity of a sentence, and they are set aside by commas.

35 Business English at Work The Period and the Comma Parenthetical Expressions PP 16-20b Below is a partial list of parenthetical expressions. continued after allas a consequence as a matter of factas a result as a ruleas you know at any ratebelieve me by the wayfor example howeverI am sure I assure youI believe

36 Business English at Work The Period and the Comma Parenthetical Expressions PP 16-20c Examples continued Being unemployed, as you can see, allowed me to return to school. Unfortunately, Jack lost his disk that contained his résumé. Group interviews, by the way, are popular with educational institutions.

37 Business English at Work The Period and the Comma Introductory Expressions Dependent Clauses PP 16-21a Use a comma to separate an introductory dependent clause from the independent clause. If I have to move to another state, I will turn down the job offer. Although the competition was intimidating, Carrie still secured the job.

38 Business English at Work The Period and the Comma Introductory Expressions Dependent Clauses PP 16-21b Generally, do not use a comma when the dependent clause follows the independent clause or when the comma is necessary for the meaning of the sentence. Do thorough research on a company before any job interview. continued

39 Business English at Work The Period and the Comma Introductory Expressions Prepositional Phrases PP Use a comma to set off an introductory prepositional phrase from the independent clause that follows. Within one year, he received a promotion to the position of accounts payable supervisor. From an employer’s standpoint, a thank-you note that is sent after the interview is important.

40 Business English at Work The Period and the Comma Introductory Expressions Infinitive Phrases PP Use a comma to set off an introductory infinitive phrase from the rest of the sentence. To save time, more companies are using résumé scanning software. Do not use a comma when an infinitive phrase is the subject of a sentence. To purposely lie on your employment application may cause dismissal from most positions.

41 Business English at Work The Period and the Comma Introductory Expressions Participial Phrases PP Use a comma to set off an introductory participial phrase from the rest of the sentence. Surprised by the results of my skill tests, I decided to set new goals. Reviewing my cover letter, I realized that I had used an incorrect telephone number.

42 Business English at Work The Period and the Comma Nonrestrictive Adjective Clauses PP Use commas to set off a nonrestrictive adjective clause from the rest of the sentence. Drug testing, which is becoming more prevalent, is a requirement for some occupations. I carry my resume in a leather portfolio, which was a graduation gift.

43 Business English at Work The Period and the Comma Restrictive Adjective Clauses PP Do not set off a restrictive adjective clause (necessary for the meaning of the word it modifies) from the rest of the sentence. Job applicants who arrive late for their interviews are usually not hired at our firm. A college degree that emphasizes communication skills is valuable in today’s job market.

44 Business English at Work The Period and the Comma Contrasting Expressions PP Use commas to set aside a contrasting expression from the rest of the sentence. A contrasting expression often begins with the word not or never. A contrasting expression contradicts the noun or idea it follows. The interview, not the résumé, gets you the job. The position for which Nina is interviewing is an existing position, not a new one.

45 Business English at Work The Period and the Comma Direct Address PP Use commas to set off the names of individuals who are being addressed directly. You will be pleased to know, Larry, that you will receive a bonus this year. Sheila, you are a finalist for the position.

46 Business English at Work The Period and the Comma Tag Questions PP Use a comma to separate a tag question from the rest of the sentence. We have five job candidates to interview today, don’t we? We do not need to interview the job candidates on Saturday, do we?

47 Business English at Work The Period and the Comma Quotations PP Use a comma to introduce a direct quotation or set it off from other parts of a sentence. Mr. Bertoli asked me, “How do you define success?” “Success,” Mr. Bertoli said, “depends upon your own definition.” Do not use a comma to set off an indirect quotation. Mr. Bertoli said that success depends upon your own definition.

48 Business English at Work The Period and the Comma Dates PP Use a comma before and after the year when a date includes a month, day, and year. I hope to graduate by June 30, 2005, or at the latest December 31, Do not use a comma if only the month and day or only the month and year are in a sentence. Mr. Elias indicated that he would notify me by August 5 about the position. My first interview was in October 2001 for a retail sales position.

49 Business English at Work The Period and the Comma Addresses PP Use commas to separate parts of an address or geographical location. Do not place a comma between a state name or a two-letter state abbreviation and the ZIP Code within a document or on an envelope. I applied for a position at Sonoma State University, 1801 East Coati Avenue, Rohnert Park, CA 94953, last week.

50 Business English at Work The Period and the Comma Occupational Designations, Academic Degrees PP Use commas to set off occupational designations or academic degrees when they follow a person’s name. Do not use both a personal or job title before a name and a job or academic degree designation after the name. Pamela Guzman, M.S., refers her clients for vocational assessment. Dylan works with Leslie Salazar, Ph.D., and Luis Pardue, M.B.A.

51 Business English at Work The Period and the Comma Seniority Designations PP Do not use commas to separate seniority designations from the name unless the person being referenced prefers to use commas. Lonnie Lamont Jr. works for Diamond Lane Communications. Nielson Electronics promoted Richard Whitmore II to the position of comptroller of their Canadian operations.

52 Business English at Work The Period and the Comma Company Names PP Do not use commas to separate Inc. or Ltd. from the rest of the company name unless the company’s letterhead or other official source indicates commas are necessary. Fantastic Foods Inc. offers excellent profit sharing bonuses to its employees.

53 Business English at Work The Period and the Comma Numbers PP Use a comma in a whole number with more than four figures. Some prefer to insert a comma in a number such as 3,482. Rhonda discovered 12,325 career sites on the Internet. Do not use a comma in a policy, account, page, serial, model, or check number or in a house number in an address. Policy 1503 describes our hiring procedures.

54 Business English at Work © 2003 Glencoe/McGraw-Hill End of


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