Curriculum

Course I: Writing Correctly

Module I: Punctuation

0/1

- Commas -

0/2

- Semicolons -

0/2

- Colons -

0/2

- Dashes -

0/2

Apostrophes

0/2

- Punctuation Review -

0/1

Module II: Sentence Problems

0/1

- Fragments -

0/2

- Run-on Sentences -

0/2

- Subject-Verb Agreement -

0/2

- Dangling Modifiers -

0/2

- Parallel Construction -

0/2

- Sentence Problems Review -

0/1

Module III: Words That Are Similar and Often Confused

0/3

Final Course I Review

0/1

Text lesson

Colons

Colons announce and call attention to material that is to follow. Colons can announce:

– Lists
– Quotations
– Elaborations

They come at the end of introductory material and lead readers to expect related material. The introductory portion of the sentence builds anticipation, and the portion after the colon delivers the corresponding material.

Colons are also used in some other contexts, which we will briefly review as well.

To complete this section, review each of the tabbed areas below and complete the Semicolons Self Check at the end.

Announcing Lists

Section I: Colons Announce Lists

Introduction

Colons are most frequently used to introduce a list of items, and the items can be words or phrases. Here is an example of a colon used to introduce a list of items.

The President stated that a rise in any of three situations could cause the economy to falter: unemployment, inflation, or taxation.

Here is a typical example of using a colon to introduce a list of phrases.

Management should consider the following improvements: altering the audit and review process, enhancing loan underwriting standards, and developing better loan information systems.

Notice that the elements following the colon should be the same grammatical form, such as all nouns (e.g. documents, pens, pencils), infinitives (e.g. to review, to write, to audit), or prepositional phrases (e.g. to the manager, for the assistant, on the desk). This type of formatting is called parallelism, and we will review this in a later section.

Check out the presentation below to further explore how colons are used to introduce lists.

Presentation

Carefully review the presentation below. Core details on the above content are explained in further detail, along with relevant examples.

Access video version of the presentation. (Optional, voiced-over version of the above presentation)

PRESENTATION TRANSCRIPT

Based on the information we just reviewed, determine whether a colon is needed in the following two sentences.

The manager gave her staff three directives assess the problem, provide rectifying options, and price out each option.

The manager directed her staff to assess the problem and provide rectifying options.

If you said a colon is required in the first sentence but not needed in the second sentence, you are correct. This is the revision of the first sentence:

The manager gave her staff three directives: assess the problem, provide rectifying options, and price out each option.

Sometimes the colon introduces a list with the words “as follows” or “the following,” as shown here.

Certain qualities are needed to be a good examiner, such as the following: knowledge of financial accounting, expertise in using spreadsheets, attention to detail, discretion, and good communication skills.

However, the list does not always need to be introduced by words like “the following” or “as follows.” It can look like this:

Certain qualities are needed to be a good examiner: knowledge of financial accounting, expertise in using spreadsheets, attention to detail, discretion, and good communication skills.

Another option when designing a list introduced with a colon is to use bulleted items instead of straight text. Here is an example:

As described in the manual, an effective policy statement should contain the following elements:

– statement of purpose
– parameters
– authorities delegated
– authorities retained
– an exception process.

DON’T FORGET TO REVIEW THE REMAINING TABS FOR THIS TOPIC! • To do this, scroll back up to the top and looked for the Tabbed Navigation.

Announcing Quotations

Section II: Colons Announce Quotations

Introduction

Still another way to use colons is to introduce a quotation if the quotation is at the end of the sentence. Here is a satirical example from Mark Twain:

The English are mentioned in the Bible: “Blessed are the meek, for they shall inherit the earth.”

The colon follows an independent clause that is introducing a quotation at the end of the sentence.

One common mistake is to place a colon before a quotation introduced with the word “that.” When the word “that” precedes a quotation, no colon should be used, as shown in this example:

Paul Valery claimed that “Poems are never finished, only abandoned.”

Another instance in which a colon should NOT be used is when a quotation falls in the middle of a sentence. In this case, commas should be used to offset the quotation. Here is an example:

Evelyn Waugh said, “Punctuality is the virtue of the bored,” and I’m always punctual.

Since the quotation is not at the end of the sentence, a colon is not used.

In the following presentation, we will briefly review accepted punctuation for introducing quotations at the end of sentences.

Presentation

Carefully review the presentation below. Core details on the above content are explained in further detail, along with relevant examples.

Access video version of the presentation. (Optional, voiced-over version of the above presentation)

PRESENTATION TRANSCRIPT

To review the information we just covered, determine which (if either) of the following sentences requires a colon.

Groucho Marx once said “Outside of a dog, a book is man’s best friend; inside of a dog, it’s too dark to read.”

Rosa Parks once commented “Knowing what must be done does away with fear” and she knew what needed to be done

If you said the first sentence requires a colon and the second sentence does not, you are correct. The first sentence requires a colon after “said” since the quotation is coming at the end of the sentence. The second sentence requires commas around the quoted material because the quotation is in the middle of the sentence.

Note: you can use a comma in the first sentence as well; it is also correct. We will review this on the next slide.

If the quotation is at the end of the sentence, you can introduce it using either a comma or a colon; either is acceptable.

Commenting on the economy, the Treasury Secretary said: “It’s like the Queen Mary—you can’t turn it around that quickly.”

Commenting on the economy, the Treasury Secretary said, “It’s like the Queen Mary—you can’t turn it around that quickly.”

DON’T FORGET TO REVIEW THE REMAINING TABS FOR THIS TOPIC! • To do this, scroll back up to the top and looked for the Tabbed Navigation.

Announcing More Details

Section III: Colons Announce Elaborations

Introduction

Colons are also used to announce further information (i.e., elaborations) in a sentence. Since the material following a colon is almost always more specific than the preceding introduction, it therefore clarifies that introductory statement by describing, defining, or elaborating on it. Here is an example from the author of a book entitled Montana Gothic:

“The eagle . . . stood on Deke’s shoulder as if in flight: body parallel to the wind and neck extended, angular white head aimed like an arrowhead into the blast, the three-foot white tail fan and seven-foot wings fully stretched.”
– Dirck Van Sickle

The usage of this stylistic device is less typical in report writing, but it represents another option in sentence construction that can occasionally be effective.

DON’T FORGET TO REVIEW THE REMAINING TABS FOR THIS TOPIC! • To do this, scroll back up to the top and looked for the Tabbed Navigation.

Other Uses

Section IV: Other Uses for Colons

Introduction

There are also standardized uses for colons when they are not part of sentence punctuation. Here are four usages:

1. In formal letters, salutations are followed by a colon

Dear Madam or Sir:

To Whom It May Concern:

2. In footnotes and bibliographies, a colon separates place of publication from the publisher.

(Boston: Little, Brown & Co.)

3. In book titles, a colon separates the main title from the subtitle.

Auditing: A Business Risk Approach

4. A colon between certain numbers is also standard practice, as with:

Time (5:30 P.M.) and

Ratios (4:3).

We will move on to a quick final recap of when colon usage is appropriate before testing your knowledge.

Final Recap: Colons

As you learned in this section, colons are used for the following purposes:

– To announce lists, quotations, and elaborations
– In formal letter greetings, footnotes and bibliographies, book titles with subtitles, and between numbers for time of day, ratios, and Biblical chapters and verses.

Now, test your knowledge of colons by completing the following self-check.

GREAT WORK!

DID YOU REVIEW ALL OF THE TABS FOR THIS TOPIC?
IF SO, CHECK THE “COMPLETE” BUTTON AT THE BOTTOM OF THIS PAGE.

AFTERWARD, PROGRESS TO THE SECTION SELF CHECK.