5/24/2010
Simple Sentences – When and How to Eliminate Colons, Part 1
A Question of Not Only How, but When
How Are Your Colons?
Colons have their place. Yet, the temptation to depend on the colon when it isn’t needed can be strong. In much the same way as with semicolons, using colons too often can contribute to over-complexity, making our writing less accessible. Yet, there is a difference: If the semicolon is a weak period (rather than a strong comma), the colon is the strongest possible break within a sentence.
While we can often eliminate colons to good effect, there are times when only a colon will do. At these times, a colon will actually eliminate confusion and make our writing clearer. Our job is to determine when to eliminate colons and when – and how – to use them.
Let’s look at a few ways colons are generally used, a few alternatives to using them, and a few instances where we’d be wise not to eliminate them. I’ll cover the first multi-part method for using the colon in this post and the other methods in Parts 2 and 3.
1. The colon can introduce a list of items – either within a sentence or as a lead-in to a numbered or bulleted list.
a. When a colon introduces a list within a sentence
In this case, you may eliminate the colon by simply incorporating the list items right into the body of the sentence, as in the second sentence, below.
Compare:
Please stop at the stationery store on your way home and pick up the following items for the printer: paper, ink, and toner.
Please stop at the stationery store on your way home and pick up paper, ink, and toner for the printer.
Notice how much shorter the second sentence becomes after eliminating the colon, and with it the need to use “the following items” or a similar phrase. This is a tidy way to eliminate a colon and make our writing more concise.
Please remember not to use a colon in the following manner, which would be incorrect:
Please stop at the stationery store on your way home and pick up: paper, ink, and toner for the printer.
The above sentence requires no punctuation at all to introduce the list. The colon – which, as we’ve said, indicates the strongest possible break in a sentence – is definitely out of place here, since it interrupts the smooth flow of the sentence.
b. When a colon introduces a simple bulleted or numbered list
Eliminating the colon in this situation is a little more difficult and sometimes much more cumbersome than using the colon would be, since it requires more punctuation than would be practical to replace the single colon.
Compare these two examples:
At our annual company picnic last month, our organization recognized employee efforts in the following areas:
• Sales
• Marketing
• Production
• Accounting
Despite the colon, the first example is neat, tidy, straightforward, and clear.
At our annual company picnic last month, our organization recognized employee efforts in
• Sales,
• Marketing,
• Production, and
• Accounting
Notice the awkwardness of the second example. In such cases, retaining the colon, as in the first example, or dispensing entirely with the bulleted-list format in favor of conventional sentence form would be far better, as in the following examples:
At our annual company picnic last month, our organization recognized employee efforts in sales, marketing, production, and accounting.
At our annual company picnic last month, our organization recognized employees’ sales, marketing, production, and accounting efforts.
Please note that while each item should be capitalized in a bulleted or numbered list, this isn’t necessary (or correct) within a sentence unless the list items are proper nouns, as in the following example, where they represent department names:
At our annual company picnic last month, our organization recognized the efforts of employees who work in Sales, Marketing, Production, and Accounting.
Do Whatever Your Project or Format Requires
I’m sure you’ve noticed that, despite everything I’ve said here, I’ve used colons throughout this post to introduce my examples – and also in the first paragraph, to introduce the difference between colons and semicolons. These are legitimate uses for colons. In the format I’ve used to present this information, a colon is the correct method for introducing examples. The colon also works nicely in the colon/semicolon sentence near the beginning of the post. Yet, varied sentence style and structure help keep our writing fresh and interesting, which is why I wouldn’t recommend using this legitimate technique excessively.
In Part 2, we’ll discuss several more uses of the colon and whether and when eliminating it would be wise.
What’s your usual experience with colons? Do you find them bothersome or a time-tested technique? Or does it vary?
11 Responses to Simple Sentences – When and How to Eliminate Colons, Part 1
Great advice, Jeanne. In my editing, I find many mistakes in the use of colons and semicolons.
.-= Lillie Ammann’s last blog ..Global Day of Prayer 2010 =-.
Thanks, Lillie! Colons and semicolons do tend to be a bit tricky for those who haven’t taken the time to study their correct usage. Good to see you!
Jeanne,
A wonderful summary on this important area of punctuation.
If used sparingly and appropriately, colons and the lists that follow add simplicity, sharpness and clarity to writing.
.-= Andrew’s last blog ..Defending the value of AGMs in Australia =-.
Thank you, Andrew! I completely agree with you! A well-placed colon is a beautiful thing — and bulleted and numbered lists are just as lovely! They make things so much more pleasant for our readers! Thanks for the visit!
This clears up a lot. I confess that I do get confused with the use of semicolons. I find that I use colons mainly for bullet pointed lists, and have a clearer understanding of the way I should use them. I use colons to help separate a list and make it clearer for the reader. When listing items or creating any sort of list, then colons are a definite advantage.
.-= Mandeep Khunkhuna’s last blog ..CSS Reset for Web Designers =-.
Hi, Mandeep! Semicolons do tend to be a bit more confusing than colons, though some people are confused by colons as well. I think the colon as a lead-in to a bulleted or numbered list is widely recognized, though some people aren’t sure of the proper way to structure the sentence that introduces the list. I think you’re right that colons can offer a real advantage when we’re creating lists. They definitely have their uses! Thanks for stopping by!
Jeanne, Thanks for the in-depth look at this often misused punctuation mark. One thing I like about colons is their ability to add drama to a sentence.
He had one thing on his mind and it was escape.
He had one thing on his mind: escape.
I like your recommendations on punctuating bulleted lists. Although AP Stylebook says semicolons at the end of the bulleted clause, I think for Web writing in particular it’s best to eliminate as much punctuation as possible.
.-= Brad Shorr’s last blog ..Simple Sentences – When and How to Eliminate Colons, Part 1 =-.
Thanks for providing the forum for these punctuation discussions!
Definitely agree with your thought about the colon’s ability to add drama to a sentence. In your example, the second sentence is so much more powerful. In the first example, the word “escape” is almost anticlimactic because of its presentation.
As far as the AP Stylebook’s directive to use semicolons at the end of a bulleted clause, that seems to be the accepted convention with clauses — particularly if they also contain commas. Personally, though, I find semicolons cumbersome in bulleted lists — even when they come at the end of clauses, though somewhat less so then than when they follow single-word list items. If I were to punctuate a bulleted list containing single-word list items, I would do so as I’ve done in this post: by using commas — though I believe even commas are unnecessary and can actually distract from the content, along with making the formatting awkward.
[Update: By definition, a bulleted or numbered list should free us from the conventions of regular sentence structure (which include commas and semicolons). I look at it this way: Since these lists never end with a period, why should they require internal commas or semicolons to separate items? Such punctuation is required in sentence form, whereas in bulleted or numbered lists, the bullets or numbers -- along with placing each item on its own line -- serve as totally adequate separators.]
Thanks to the Internet, the fast pace of modern life, and less-formal modern-day attitudes, writing conventions are changing rapidly. People simply don’t have the time or patience to deal with all the cumbersome extras that slow down their comprehension and muddy up a presentation, and I believe that soon even the AP Stylebook will begin to reflect that.
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Thanks, Karen!