When it comes to deciding whether a semicolon or a colon is correct in a particular instance, writers can make the correct decision if they know the rules governing usage of each punctuation mark.
Rules for Semicolon Usage
The semicolon is sometimes thought of as a “soft” period since it is most often used to link independent clauses that are closely related. (An independent clause is a clause that can stand by itself as a sentence)
Example: Tom has had two short stories published this year; his determination to succeed as a writer is obvious.
Semicolons are not used, however, to link clauses that are not closely related.
Example: After a two-week writing frenzy, Tom completed the rough draft of his first novel; John Grisham’s latest novel has been on the New York Times bestseller list for six consecutive months.
Although the main use of the semicolon is to link related independent clauses, it can also be used in the following situations:
- To link independent clauses joined by one of the seven coordinating conjunctions (for, and, nor, but, or, yet, so) if one or both of the clauses contain commas:
Tom asked Sue to purchase printing paper, manila envelopes, and mailing labels; but she instead bought copier paper, white envelopes, and stamps.
- To link two independent clauses with a conjunctive adverb such as on the other hand, however, in addition, subsequently, for example, consequently, moreover, etc:
The last agent Tom queried rejected his novel; however, the agent did say the rejection was no reflection on Tom’s writing ability.
- To set off items in a series if any one of the items contains internal punctuation, for example, commas:
For his first book signing, Tom plans to wear a black turtleneck sweater; gray slacks; a tweed sport coat, which had definitely seen its better days; and tinted sunglasses.
Note: Do not use a semicolon to link parts of a sentence that are not grammatically equal:
- Incorrect: Tom has three interests in life; writing, beer, and football.
- Correct: Tom has three interests in life: writing, beer, and football.
Rules for Colon Usage
Writers should use a colon, not a semicolon, in the following instances:
- After the salutation in a business letter:
- Dear Mr. Goodman:
- To Whom It May Concern:
- Dear President Obama:
- To separate numbers in the time of day and in Biblical passages:
- 9:30 p.m.
- John 3:16 (chapter 1, verse 16)
- To separate titles and subtitles:
- How to Write Fiction: A Guide for Beginners
- Writing Effectively: Sixth Edition
- After a short introductory word or phrase such as please note, note, remember, caution:
- Caution: Do not smoke while pumping fuel.
- Remember: A penny saved is a penny earned.
- Before items in a series that follow an anticipatory expression, for example, as follows, here it is, in this manner, in this way, the following, etc:
Pick up the following at the office supply store: two ink cartridges, a box of printing paper, a pack of 8 x 12 manila envelopes, and a dozen red pens.
Note: Do not use a colon if the anticipatory expression is within a complete sentence that is followed by another complete sentence.
All writers would like to have the following items in their home offices. They, however, aren’t practical for writers on a limited income.
- The most advanced computer model
- A copier, printer, and Fax
- High-speed wireless Internet service
- Surround sound speakers
- A well-stocked refrigerator
Note: Do not use a colon when the items in the series are necessary for the sentence to be complete.
Incorrect: Tom’s idea of an ideal writing environment includes: soft music, dim lighting, no interruptions, and a pint of Jack Daniels.
Correct: Tom’s idea of an ideal writing environment includes soft music, dim lighting, no interruptions, and a pint of Jack Daniels.
- To introduce indented quotations and quotations that are preceded by grammatically complete sentences:
- Tom’s father provided him with some wise advice: "Write only the stories that haunt you."
- Tom had one motto to which he adhered: "You only live once, so make the best of it."
- Tom’s father once said, “Son, write only the stories that haunt you.”
- Tom said, "You only live once, so make the best of it."
The Importance of Learning the Rules
By learning the rules governing usage of the semicolon and the colon, writers can avoid misusing these two punctuation marks; and one of the signs of a professional writer is precision, not only in sentence structure, word choice, and grammar, but also in mechanics.
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