WRITE GUD... YOU ARE WHAT YOU WRITE!
by Neal Doten
Note: Colons have many uses
The colon (:) is a little used and often misused form of punctuation. Lots of people can describe a colon:"It's those two dots... one on top of the other." But, when you ask them to give an example of using a colon, they usually say, "DUH!" Be careful of one thing: Don't ask a medical person the same question - you'll end up with an anatomy lesson!
Now, it's time for a quick quiz! How many times have I correctly used a colon in the lead and first paragraph of this article?
The answer is three. Three colons appear above: one in the lead, one in the second sentence before the quote, and one in the last sentence. All are used correctly and represent just a few of the ways colons may be used. There is one thing you may not have noticed - the correct use of spacing before an after a colon. Here are the three simple rules for spacing: 1) no space before a colon; 2) two spaces after a colon (within a sentence); and 3) no space before or after a colon used to show time (8:25 pm) or a proportion (2:1).
Now let's look at some common ways you can use colons when writing. other than time and proportions mentioned above, I want you to consider using colons in three ways.
First, use a colon after a short introductory word that starts a sentence you wish to emphasize. I did this in the lead for the article. Caution, Remember and Wanted are some other introductory words that you can use.
Second, you may use a colon as I did in the first paragraph. A colon may be used before a quote if the introduction to the quote is an independent clause (i.e., the introduction is a complete sentence and can stand alone).
Third, consider using a colon between two independent clauses (i.e., each could stand alone as a complete sentence) where the second one describes or explains the first one. (I did this in the last sentence of the first paragraph.)
Let's look at two other uses for a colon - ones that you might find useful in your business letters. These involve lists and the salutation of a business letter.
If you want to present a number of items (four or more), you should consider creating a list - not putting them within a sentence. You should write a sentence that prepares the reader for the list by including an anticipatory expression such as "the following" or "as follows." When you do this, you should use a colon to separate the sentence from the list. Here's an example:
"After taking inventory of our supplies, I would like to place an order for the following items:" (now list the items in columns across and/or down the page).
The last example for using a colon involves the salutation (i.e., introduction or opening) of a business letter. Since a business letter is more formal than a social or personal letter, the salutation should be followed by a colon. These are some examples of business letter salutations:"Dear Sir:" ... "Dear Ms. Langtree:" ... "Gentlemen:" ..."Dear Abaco Bahamas Charters:" ... and "Dear Mr Ambassador:". (I'll go into more detail on business letters in future articles...)
That should get you off and running with a good bit of knowledge about colons. Remember to use them to enhance your written communications. Just be sure to use them correctly and you will present a professional image on paper!
In Richard Lederer's More Anguished English, he reminisces about
his youth and the fact that children repeat exactly what they hear... or
so they think. He mentions singing in church: "With piping voice,
I used to sing a hymn about bringing in the sheeps and another called 'Gladly
the Cross-Eyed Bear.'" He also remarks that his school assemblies
often featured a collective recitation of the Twenty-third Psalm. He says
there is a very nice lady who appears towards the end of the palm: "Shirley,
good Mrs. Murphy, shall follow me all the days of my lives."