Semicolon

Semicolons help you connect closely related ideas when a style mark stronger than a comma 

is needed. By using semicolons effectively, you can make your 

writing sound more sophisticated.

                                      ____________________________________________________________

The semicolon is a punctuation mark with several uses. While terminal marks like full stops, exclamation marks, and question marks, mark the end of a sentence, the semicolon is normally a sentence internal, making it a secondary boundary mark. Semicolons are intermediate in between terminal marks; their strength is equal to that of the colon. 

Semicolons are followed by a lower case letter, unless that letter is the first letter of a proper noun like the word I or Paris.

Why should one use a semicolon?

The main task of the semicolon is to mark a break that is stronger than a comma but not as final as a full stop. It’s used between two main clauses that balance each other and are too closely linked to be made into separate sentences, as in these two examples:

• The road runs through a beautiful wooded valley; the railway line follows it.
• An art director searched North Africa; I went to the Canary Islands.

You can also use a semicolon as a stronger division in a sentence that already contains commas:

• The study showed the following: 76% of surveyed firms monitor employee Web-surfing activities, with 65% blocking access to unauthorised Internet locations; over one-third of the firms monitor employee computer keystrokes; half reported storing and reviewing employee emails; 57% monitor employee telephone behaviour, including the inappropriate use of voice mail.

Why use a semicolon instead of a full stop?

The semi-colon is used in a sentence when there is a pause which is longer than a comma, but shorter than a full stop. A semi-colon can be used instead of a full stop when the two parts of the sentence are too closely related in meaning to be put into separate sentences.

• We did not go into the theatre before our friends arrived; instead, we waited outside.

Semi-colons can also be used between items on a list, when the items consist of a number of words, or when the use of commas alone would be confusing.

• The committee consisted of Carol Jones, the staff representative; Bill Johnson, the boss; Terry Smith, the local doctor; Murray Todd, the fisherman; and Mary Renshaw, the cook.

A semicolon can also be used before a transition (connecting) word or phrase. The transition words you are probably most familiar with include however, therefore, hence, thus, consequently, nevertheless and meanwhile.

• It was the best of times; however, it was also the worst of times.

Semicolon usage

Link two independent clauses to connect closely related ideas.

• Some people write with a word processor; others write with a pen or pencil.

Link clauses connected by conjunctive adverbs or transitional phrases to connect closely related ideas.

• But however they choose to write, people are allowed to make their own decisions; as a result, many people swear by their writing methods.

Link lists where the items contain commas to avoid confusion between list items.

• There are basically two ways to write: with a pen or pencil, which is inexpensive and easily accessible; or by computer and printer, which is more expensive but quick and neat.

Link lengthy clauses or clauses with commas to avoid confusion between clauses.

• Some people write with a word processor, typewriter, or a computer; but others, for different reasons, choose to write with a pen or pencil.

Avoid using a comma when a semicolon is needed:

• Incorrect: The cow is brown, it is also old.
• Correct: The cow is brown; it is also old.

Cover letters

What is a cover letter?

To be considered for almost any position, you will need to write a letter of application. Such a letter introduces you, explains the purpose of your application, highlights your experiences, and requests an opportunity to meet with the potential employer. We refer to this important piece of material as a Cover Letter.

Precisely because this letter is your introduction to an employer, and because first impressions count, you should take great care to write an impressive and effective letter. Remember that the letter not only tells of your accomplishments but also reveals how effectively you can communicate.

How to format a cover letter

·         Type each letter individually, or use a word processor.

·         Use good quality bond paper.

·         Whenever possible, address each employer by name and title.

·         Each letter should be grammatically correct, properly punctuated, and have perfect spelling. It also should be immaculately clean and free of errors. Proofread carefully!

·         Use conventional business correspondence form. If you are not certain of how to do this, ask for help.

What to include in a cover letter

·         Try to limit your letter to a single page. Be succinct.

·         Assess the employer’s needs versus your skills. Then try to match them, in the letter, in a way that will appeal to the employer’s self-interest.

·         Tailor your letter to each job opportunity. Demonstrate knowledge of the organisation to which you are applying.

·         Write in a style that is mature but clear; avoid long and intricate sentences and paragraphs; avoid jargon.

·         Use action verbs and the active voice; convey confidence, optimism, and enthusiasm coupled with respect and professionalism.

·         Show some personality, but avoid hard-sell, gimmicky, or unorthodox letters.

·         Arrange the points in a logical sequence; organise each paragraph around a main point.

Opening paragraph

·         State why you are writing. Establish a point of contact (Ex. advertisement in a specific place for a specific position).

·         Give a brief idea of who you are (Ex. a recent PhD in History).

·         Highlight a few of the most salient points from your enclosed resume that are important for the position you are seeking.

·         Show how your education and experience suit the requirements of the position.

·         State how you could contribute to the organisation.

Closing paragraph

·         Stress action. Politely request an interview at the employer's convenience.

·         Offer to provide additional information (Ex. a portfolio, a writing sample, a dossier, an audition tape).

·         Thank the reader for his/her consideration and indicate that you are looking forward to hearing from him/her.

Questions to guide your writing

·         Who this letter targeted at?

·         What is my objective?

·         What are the objectives and needs of the person/people reading this?

·         How can I best express my objective in relationship to the employer’s objectives and needs?

·         What specific benefits can I offer to the employer and how can I best express them?

·         What opening sentence and paragraph will grab the attention of my employer in a positive manner?

·         How can I maintain the interest and desire of a potential employer throughout the letter?

·         What closing paragraph will ensure the reader of my capabilities and persuade him/her to contact me?

·         Is the letter my best professional effort?

·         Have I spent sufficient time drafting, revising, and proofreading the letter?

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Proofreading

Proofreading means examining your text carefully to find and correct typographical errors and mistakes in grammar, style, and spelling. Here are some tips.

Before You Proofread

·         Be sure you've revised the larger aspects of your text. Don't make corrections at the sentence and word level if you still need to work on the focus, organisation, and development of the whole paper, of sections, or of paragraphs.

·         Set your text aside for a while between writing and proofing. Some distance from the text will help you see mistakes more easily.

·         Eliminate unnecessary words before looking for mistakes.

·         Know what to look for. From the comments of your professors or a writing centre instructor on past papers, make a list of mistakes you need to watch for.

When You Proofread

·         Work from a printout, not the computer screen.

·         Read out loud. This is especially helpful for spotting run-on sentences, but you'll also hear other problems that you may not see when reading silently.

·         Use a blank sheet of paper to cover up the lines below the one you're reading. This technique keeps you from skipping ahead of possible mistakes.

·         Use the search function of the computer to find mistakes you're likely to make. Search for "it," for instance, if you confuse "its" and "it's;" for "-ing" if dangling modifiers are a problem; for opening parentheses or quote marks if you tend to leave out the closing ones.

·         If you tend to make many mistakes, check separately for each kind of error, moving from the most to the least important, and following whatever technique works best for you to identify that kind of mistake.
For instance, read through once (backwards, sentence by sentence) to check for fragments; read through again (forward) to be sure subjects and verbs agree, and again (perhaps using a computer search for "this," "it," and "they") to trace pronouns to antecedents.

·         Always BEGIN and END with a computer spell check. But remember that a spell checker won't catch mistakes with homonyms (e.g., "they're," "their," "there") or certain typos (like "he" for "the").