While business letters can often be compelling and even fun to read, they should also showcase proper punctuation. Punctuation rules for business letters are fairly straightforward, but you can mess them up as early as the salutation.
Salutation and Closing
Business letters can feature one of two types of punctuation based on the punctuation marks you use after your salutation and closing. Mixed punctuation uses a comma after the salutation and a comma after the closing:
Dear Mr. Robert Edmunds,
Sincerely,
Open punctuation omits any type of punctuation after the salutation and closing:
Dear Mr. Robert Edmunds
Sincerely
Body of Letter
The body of the letter follows standard punctuation guidelines, which it never hurts to review. A big change over the years has been the use of one space, instead of two, after a period. Semicolons are used when you’re combining two independent clauses. Example:
It was a pleasure meeting you on Friday; we look forward to working with you.
Commas have a reputation for being tricky, but two main rules can help you use them properly in business correspondence. The first is to use a comma before a short conjunction when you’re combining two independent clauses. Example:
It was a pleasure meeting you on Friday, and we look forward to working with you.
The second comma rule is not as strongly set in stone, and it involves the use of the comma when listing three or more items. It even has a special name: the Oxford Comma. The rule depends on whom you ask, with the AP Stylebook omitting the Oxford comma before the conjunction. Example:
We are ready to set up our website, launch our product and begin our first marketing campaign.
Your other option is to include an Oxford comma before the conjunction. Example:
We are ready to set up our website, launch our product, and begin our first marketing campaign.
Both options are technically correct, and the latter can be helpful if omitting the comma changes the meaning of the sentence. Example:
Our company picnic will feature hot dogs, macaroni and cheese.
Our company picnic will feature hot dogs, macaroni, and cheese.
Once you’ve mastered the punctuation rules for business letters, you’re free to be as creative as you like with your business letterhead or decorative border paper. The whole properly punctuated package will confirm your professionalism and perhaps even make for a fun read.
The only people who do not find punctuation sticklers to be, well, just plain annoying, are the nitpickers themselves. Although we do need punctuation rules simply because misplacing a comma or period can create serious miscommunication issues, some punctuation rules are made to be broken. Here are five of them:
1. Comma dilemma over whether to use a comma after an introductory clause or phrase. For example, punctuation fanatics insist that this sentence is correct: The play was over, but everyone wanted an encore. What makes the difference if a comma is placed after the word “over?” The sentence implies the same idea without the comma and it is one less thing for the writer to worry about when writing items like brochures or award certificates that need to be informative and meaningful. Break this rule!
2. Oxford commas, or putting an unnecessary comma (again) in a sentence because Oxford University says to do it. This only applies to sentences listing least three items, i.e., She detests broccoli, spinach, and peas. Notice the “Oxford” comma after the word “spinach”. However, omit the comma and the sentence reads the same. Break this rule!
3. Are semicolons really necessary? Do two independent clauses really need connected by a funny-looking dot with a tail? Why not just put a simple period in between independent clauses like this: Sharon worked hard to finish the essay on time. Consequently, she missed her favorite television show. Break the rule!
4. Punctuation police hype the hyphen as a necessary evil that should join two words serving as one adjective. However, does anyone care if there is a hyphen between “chocolate” and “covered” when describing raisins? Ask anyone if “chocolate covered raisins” and “chocolate-covered raisins” mean the same thing and you will get an across the board answer–yes Break the rule!
5. Last punctuation rule everyone should break deals with the number of spaces expected to separate a period, exclamation point, question mark or colon–two. Why? When you need extra space for inclusion of more important words (information on business cards or invitations, for example)–break that rule!
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