Module 3
Correspondence Mechanics

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Punctuation within a Displayed List

The rules about how to punctuate a displayed list are still evolving. However, following some basic guidelines, based on the length of items in the list, will make your punctuation more consistent:

  • If the items in the list are short (a word or a short phrase), use no end punctuation.
  • If the items are slightly longer, use commas.
  • If the items are long phrases but are not complete sentences, use semicolons.
  • If the items are complete sentences (each with its own subject and verb), use semicolons or periods.
  • If you use commas or semicolons, add “and” at the end of the second-last item and a period after the last one. If you use periods throughout, be sure to capitalize each item.

The Patterns

Very short items: no punctuation

This e-mail addresses three concerns:

  • Lunch breaks
  • Late arrivals
  • Family leave

Short items: commas

This e-mail addresses three concerns:

  • Coverage during lunch breaks,
  • Problems with late arrivals, and
  • Notification of family leave.

Long phrases: semicolons

According to the AO, we need to address the following concerns about staffing:

  • The need for phones to be covered during lunch breaks;
  • The inconvenience caused by late arrivals; and
  • The importance of proper notification if a staff member must take unscheduled family leave.

Sentences: semicolons or periods

According to the AO, we need to address the following concerns about staffing:

  • The phones need to be covered during lunch breaks;
  • People who arrive later than their scheduled time cause inconvenience to other staff members; and
  • The designated person must be notified before 8:00 a.m. if a staff member must take unscheduled family leave.

Or

According to the AO, we need to address the following concerns about staffing:

  • The phones need to be covered during lunch breaks.
  • People who arrive later than their scheduled time cause inconvenience to other staff members.
  • The designated person must be notified before 8:00 a.m. if a staff member must take unscheduled family leave.