Punctuation Errors
Punctuation Errors
When proofreading, we have to keep a keen eye out for punctuation errors, especially things that the Spelling and Grammar Checker won't catch, such as misplaced commas and incorrect semicolon and colon usage, just to name a few. As we saw in the spelling errors lesson, relying solely (or even too heavily) on a computer program will get you nowhere fast. Let's take a look at some common punctuation errors we are bound to encounter in a document's proofreading stage.
We covered grammatical errors related to final punctuation (fragments and run-ons) in a previous lesson, so now we're going to attend to some formatting problems associated with final punctuation. Aside from the obvious (ensuring periods end sentences), one of the most common errors we catch involves inconsistent spacing after periods. A single space almost always follows a period unless a writer has decided to use two spaces consistently and this does not run contrary to the stipulations of his or her style guide.
While we want to be as thorough as possible, we don't want to sacrifice efficiency by spending more time than necessary on a document. Manually checking the spaces after each sentence is much too time consuming, especially when dealing with a large document. Instead, use the Find and Replace feature to search for double spaces; replace these with single spaces. This will save you a lot of time, but beware! Sometimes when you hit Replace (never hit "Replace all"), you will notice that more spaces are actually created! A system glitch, perhaps. Let's say you automatically replace two instances of double spacing and notice three spaces are created instead of one. Chances are, this will continue. If this happens to you, simply use the Find function to search for double spaces and fix them manually.
The other problem with final punctuation we thought we should probably mention (and we will mention it again in another regard) has to do with exclamation points and question marks. Be on the lookout for overuse of these pieces of punctuation. The occasional double question mark or double exclamation mark for emphasis might be permissible in informal text, but it's not appropriate for formal writing. Too many questions (and by default, too many question marks) in a document can make the document seem underdeveloped. In some cases, exclamation marks need to be avoided altogether.
Editors and proofreaders generally have a better than average grasp of commas, but an errant comma is easy to miss, even for the experts. While comma usage can sometimes be subjective, there are many specific rules regarding commas, and it is important as a proofreader to question whether a comma is necessary or if it aids reader comprehension. At the proofreading stage, extraneous commas are typically one of the biggest problems. To help you reduce the clutter of extraneous commas, let's go over some commonly missed errors.
Commas with "such as": When the "such as" phrase is going to be used restrictively, no comma should be used. If the "such as" clause is nonrestrictive, set it off using a comma. If the "such as" phrase occurs in the middle of a sentence, it should have a comma at the end of the phrase as well.
Restrictive: For the camping trip, you will need to bring supplies such as a tent, a sleeping bag, a pillow, and two changes of clothes.
Nonrestrictive: I have everything here that I need, such as a nice apartment, a good set of living room furniture, and all the pots and pans I could ever need for cooking.
Commas with "however," "therefore," etc.: While these phrases usually require a comma, a comma is not used when no pause is intended or if the adverb is essential to the meaning of the sentence.
With a comma: The project has been completed. However, there are still many things that need to be done around here.
Without a comma: There's no need for shouting however angry you might be.
Commas and independent clauses: When independent clauses are joined with a conjunction, a comma comes before the conjunction. In some cases, such as short sentences, the comma can be omitted, but it's better to include it and be safe and consistent than to exclude it and run the risk of having inconsistent usage problems.
I have just finished up a fifteen-mile run, and now I'm going to take a much-needed hot shower!
We've got new rugs for the front entryway, but they are all the wrong color.
The students have missed too many days due to inclement weather, so we're going to add a few days to the end of the term.
Commas and dependent clauses: If a dependent clause comes before the main clause, it should be followed by a comma. If the dependent clause comes after the main clause and is restrictive, no comma is needed; if the dependent clause is parenthetical, a comma should be used.
With a comma: If you have any complaints about our service, please notify the front desk.
Without a comma: Please notify the front desk if you have any complaints about our service.
At the proofreading stage, most of the problems with apostrophes will have been dealt with. Here are a few that are likely to crop up late in the game.
Apostrophes used in plural abbreviations: If you live in a larger city, take a stroll down one of the main streets lined with various independent shops and merchants and take a look at the signage. Without a doubt, you will see a music store selling "CD's, DVD's, and video games." This should make any editor or proofreader cringe and ask, "Doesn't the screen printer proofread?" For whatever reason, pluralized abbreviations are one of the most common places where you'll find apostrophe errors. Perhaps the writers feel like the -s at the end of that abbreviation needs some protection from the rest of the letters? Who knows? We do know that we, as diligent editors and proofreaders, cannot let these kinds of errors slide. Stop them at all costs!
Apostrophes used with pluralized words ending with a vowel and with numbers: Does your local tavern sell "martini's"? Does the coffee shop down the street offer "cappuccino's"? Does the furniture store down the street offer "1000's of dollars in savings"? If so, you may want to inform the individual behind the counter that a martini or a cappuccino cannot own anything, nor can large numbers! Just as writers often feel the inexplicable urge to include apostrophes when pluralizing abbreviations, they often feel the same need when pluralizing a word ending in a vowel or when pluralizing numerals. That -s doesn't need any protection from those vowels or numbers. It will do fine on its own.
Apostrophes used with possessive pronouns: We're really only talking about a couple of possessive pronouns in particular here: its, your, and their. The word it's always means it is or it has. There are no exceptions to this rule. (That doesn't happen very often in English, so savor the moment.) The word its always functions as a possessive pronoun. The word you're always means you are. The word your always functions as a possessive pronoun. The word they're always means they are. The word their always functions as a possessive pronoun. This one could use a few examples.
It's (it is) going to be a rainy day.
It's (it has) been rainy all day.
Throw the dog its (possessive pronoun) bone.
The dragon forgot its mouthwash in its (both possessive pronouns) cave.
You're (you are) going to have to do better than that.
Your (possessive pronoun) dog has been barking incessantly all night.
They're (they are) not done with their (possessive pronoun) dinner yet.
Dashes and hyphens: The most important thing with these punctuation marks is consistency. The style guide required for the document being proofread will determine when and where (and even if) em dashes, en dashes, and hyphens are used, so you've got that covered. If they are allowed, you'll want to make sure that you aren't using em dashes to set off independent clauses (that's what a semicolon is for) and you'll want to make sure that you aren't hyphenating words with en dashes (that's what a hyphen is for, obviously). After you've checked and double checked these concerns, make sure that everything is consistent. Do a simple search for the punctuation marks in question and make sure that everything is in order.
Quotation marks: Early on, we learn that quotation marks are for, well, quoting. It's a fairly straightforward concept, and the eponymous title should do nothing but help individuals remember this concept. The only other possible use of quotation marks is to phrase something sarcastically. So perhaps the phenomenon of using quotation marks for emphasis started with the advent of "air quotes," quotation marks made with the hands when a person is speaking to demonstrate sarcasm. Unfortunately, people have taken this to mean that they can also be used to emphasize a word in a sentence. But ask yourself, how effective is the following if it is posted on a sign?
Thank you for "not" smoking.
Or what about this?
"Do not" dig here.
The quotation marks around the words not and do not make it seem as though the author of the signs is winking at you. Because quotation marks are used in a very strict set of circumstances, and it is obvious that no one is being quoted here, the only other possible explanation for these errant quotation marks is that this was meant sarcastically. So go ahead. Light up. Dig a hole. It's only a joke anyway, right?
Multiple punctuation marks: Blogs, Twitter feeds, Facebook updates, and text messages have oft been cited as the beginning of the end of grammar as we know it. And while we don't take that too seriously, it is undeniable that some aspects of the written word have suffered as a result of these entities. While there's nothing wrong with ending a personal message to a friend with fifteen exclamation points, using as many at the end of a sentence of dialogue in a novel might spell disaster for the book's marketability. In formal writing, or pretty much any writing that isn't solely intended for loved ones and friends, never use more than one punctuation mark where one will do. This goes for the ever so popular ellipsis as well. Just take a look at the following examples.
No: Bobby said, "This potato salad tastes better than any potato salad I've ever eaten!!!!!!!"
Yes: Bobby said, "This potato salad tastes better than any potato salad I've ever eaten!"
No: The sun nestled itself ever so peacefully behind the snowcapped mountains . . . . . . . . . . .
Yes: The sun nestled itself ever so peacefully behind the snowcapped mountains . . .
Punctuation errors typically go hand in hand with grammar errors, and often a proofreader can kill two birds with one stone by looking for errors that are related (misused comma causing a run-on sentence or an out of place period causing a sentence fragment). However, a proofreader won't always be able to identify all the errors in a document at the same time. When you are proofreading, check each individual punctuation mark, and keep in mind errors that the author consistently makes.
Last Updated: 09/09/2022