What punctuation is used to formally introduce a word a list a statement or question a series of statements or a long quotation?

by Craig Shrives

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Before we discuss whether to use a comma, colon, or nothing before a quotation, let's remind ourselves why we need quotation marks. Quotation marks show the exact words previously spoken or written. For example:

• Anna looked up and said, "It's true. Her scatty dog ate the office key."
(The words within the quotation marks are the exact words that Anna said.)
• Her performance proved beyond all doubt that she was "simply the best."
(The words "simply the best" are a quote from a well-known song. They are the exact words in the song.)
• The sign clearly states, "Thieves will be prosecuted."
(These are the actual words on the sign.)

When introducing a quotation with words like "He said," "She whispered," "It stated," or "He said the following," you have to decide whether to follow the introduction with a comma, a colon, or nothing.

In creative writing especially, writers are free to choose to achieve their desired flow of text. In more formal writing, however, punctuation is expected after an introduction for a quotation. The rules are quite lax. Below is some general guidance:

You should opt for a colon if the introduction is an independent clause (i.e., a clause that could stand alone as a sentence), and you should start the quotation with a capital letter. For example:

• The guides always gave the same advice: "Leave them alone, and they will leave you alone."
(Here, "The guides always gave the same advice" is an independent clause.)

You could opt for a colon if the quotation itself is an independent clause, especially if you intend to start it with a capital letter. For example:

• The prisoner uttered: "Leave me alone."
(You could also use a comma here.)

You should opt for a comma if the introduction is not an independent clause. For example:

• She said, "tomorrow, definitely tomorrow."
(You should use a comma here as neither the introduction nor the quotation is an independent clause.)
• Granddad looked at me over the top of his glasses and said, "I've seen it all and done it all. I just don't remember any of it."
(You could also use a colon here.)

There is only a choice between a comma and a colon when the quotation is being introduced. Only a comma can be used after a quotation. For example:

• Paul looked over the hedge and shouted: "You can keep half of the strawberries you pick."
(Here, a colon has been selected because the quotation is an independent clause. A comma could have been used too.)
• "You can keep half of the strawberries you pick," shouted Paul, looking over the hedge.
(In this example, a colon is not an option.)

In the last example, the comma after "pick" is shown inside the quotation mark. This is the most common convention in the US. Most writers in the UK would place the comma outside the quotation. This is a hotly discussed topic among grammarians. (The best advice is to adopt whatever practice your national newspapers follow.) Read more about punctuation inside or outside quotation marks. Quite often quotations are used without introductions like "He asked," "She yelled," and "They wrote." (These are called "verbs of attribution.") In those cases, you cannot use punctuation to introduce the quotation. For example:

• I believe there really is "no place like home."
• I believe there really is, "no place like home."

Here is another example:

• If this is the "best skiing resort in France," I would hate to see the worst.
• If this is the, "best skiing resort in France," I would hate to see the worst.

Many writers use the words "the following" to create an independent clause in order to justify a colon. For example:

• She said the following: "Janet, erratic; James, bossy; and Tony, meek."
(With this version, no one can contest the colon. The introduction is an independent clause. It might seem like it's unfinished, but adding "the following" makes it an independent clause from a grammatical perspective. It justifies the colon.)
• She said: "Janet, erratic; James, bossy; and Tony, meek." (With this version, the colon cannot be justified.)

Read more about using "the following" to justify a colon. Many writers do not adhere to the guidelines regarding the use of commas and colons with quotations. Nowadays, it is acceptable to introduce a quotation with a comma, a colon, or nothing. In modern writing, the choice of punctuation depends largely on the desired flow of the text (i.e., how much the writer wants the reader to pause).

The strongest rule is the following one: Use a colon after an introduction that is an independent clause.

Quotation marks are not used for reported speech. (Reported speech is usually preceded by the word "that.") Only use quotation marks for actual quotations of speech or writing. Look at these similar examples:

• The secretary said, "The phones are dead."
(These are the exact words the secretary said.)
• The secretary said that the phones were dead.
(This is an example of reported speech.)
• The secretary said that "the phones were dead."
(Do not use quotation marks for reported speech.)

Look at this though:

• The secretary said that the phones were "dead."
(This is also an example of reported speech. This time, however, the quotation marks are okay because the secretary used the word "dead.")

Here is another example:

• Edmund said, "I am a good boy."
• Edmund said that "he was a good boy".
(This is reported speech. Edmund actually said, "I am a good boy." The quotation marks are wrong.)
• Edmund said that he was a good boy.
• Edmund said that he was a "good boy."

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Rule 1: Use the colon after a complete sentence to introduce a list of items when introductory words such as namely, for example, or that is do not apply or are not appropriate.

Examples:
You may be required to bring many items: sleeping bags, pans, and warm clothing. I want the following items: butter, sugar, and flour.

I want an assistant who can do the following: (1) input data, (2) write reports, and (3) complete tax forms.

Rule 2: A colon usually does not precede a list unless it follows a complete sentence.

Examples:
To be successful in sales, one should do the following: (a) dress appropriately, (b) ask customers about their needs, and (c) follow through.

To be successful in sales, one should (a) dress appropriately, (b) ask customers about their needs, and (c) follow through.

Rule 3: With tabular format, a colon customarily precedes a list. If the introductory statement is a complete sentence and the listed items are complete sentences as well, the listed items are capitalized and punctuated as complete sentences.

Examples:
To be successful in sales, one should do the following:
(a) Dress appropriately.
(b) Ask customers about their needs.
(c) Follow through.

If the listed items are each a separate completion of the introductory statement, the listed items are punctuated accordingly and are not capitalized.

To be successful in sales, one should:
(a) dress appropriately.
(b) ask customers about their needs.
(c) follow through.

It is also acceptable to use and before the last phrase, making the listed items a continuation of the introductory statement. As continuations, they would be punctuated with commas and not capitalized.

To be successful in sales, one should:
(a) dress appropriately,
(b) ask customers about their needs, and
(c) follow through.

Note:
Similar treatment can be applied to single words or phrases in list form, including bullets, or numbers. The rule of thumb is to be consistent.

To be successful in sales, one should:
 dress appropriately,
 ask customers about their needs, and
 follow through.

To be successful in sales, one should:
• dress appropriately.
• ask customers about their needs.
• follow through.

Note: With lists, you may use periods after numbers and letters instead of parentheses.

For our meeting on Tuesday, please:
a. e-mail the agenda to me by Monday afternoon.
b. call me 15 minutes before the meeting is set to begin.
c. distribute the notes to all the board members after the meeting.

Pop Quiz Add punctuation if needed. 1. The following are required (a) wet suits, (b) fins, (c) snorkels.

2. Please bring (a) wet suits, (b) fins, and (c) snorkels.

Pop Quiz Answers

1. The following are required: (a) wet suits, (b) fins, (c) snorkels.
2. Please bring (a) wet suits, (b) fins, and (c) snorkels. (CORRECT)

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