When To Cap The Caps!
Here’s a punctuation disaster that shows up in a lot of business writing: using
capital letters incorrectly. How can you use capital letters incorrectly? Isn’t it
one of the most basic elements of language? How hard can it be to mess that
up?
Easy: by using too many of them. Many people capitalize words for emphasis,
but this can achieve an “alphabet soup” look to your copy, and distracts the
reader from your core message.
So how do you know when to cap the caps? Here are some quick tips:
1) Check The Word's Usage: Job titles are a good example. When referring to
one by title, capitalize it. But if you're describing what the person does (the job
function), don't use caps.
Correct: John is a supervisor. A room full of supervisors.
Incorrect: John is a Supervisor. A room full of Supervisors.
Correct (using title): John is an Accounting Supervisor.
2) Capping To Emphasize Text: As mentioned earlier, a lot of business writing
I've seen has capitalized words in an effort to emphasize them. This is not good!
Too many caps give an "Alphabet Soup" look to your copy, and distracts your
reader. One of the best ways to emphasize a word without capping it is through
italics:
Correct Example: Our expertise is the best!”
Incorrect: "Our Expertise is the best!"
Solution: Your objective is emphasis. You want to draw attention and importance
to the word in the text. To do so, use italics, underline, or bold-face it. Don't use
caps.
And remember, use emphasis sparingly. Too many italics, underlines, and bold
faces dilute the effect.
2) If Not Trademarked or Titled, Don't Cap It: If a word is part of an officially
trademarked title, by all means, cap it. But if it’s an everyday word that wouldn't
be capitalized in normal writing...don't cap it. Again, if your objective is
emphasis, use italics, underlines, or bold-face.
Correct: We specialize in great savings for you!
Incorrect: We specialize in Great Savings for You!
Correct (if a registered trademark): We specialize in Great Savingsâ for you!
For more information about capitalization and other rules of writing, please visit
Dictionary.com’s Grammar, Usage & Style page: http://dictionary.reference.
com/writing/
Julie Ann Waid is owner of Waidwrites Communications, a full-service
writing and editing firm specializing in marketing communications. Sign
up for her free e-zine “J’s Communique: Marketing Tips For Business”
at www.waidwrites.com and get a free, five day e-course "How To Get
Better Results From Your Business Writing (From Memos To Ads).
Copyright 2006, Waidwrites Communications. All Rights Reserved
Here’s a punctuation disaster that shows up in a lot of business writing: using
capital letters incorrectly. How can you use capital letters incorrectly? Isn’t it
one of the most basic elements of language? How hard can it be to mess that
up?
Easy: by using too many of them. Many people capitalize words for emphasis,
but this can achieve an “alphabet soup” look to your copy, and distracts the
reader from your core message.
So how do you know when to cap the caps? Here are some quick tips:
1) Check The Word's Usage: Job titles are a good example. When referring to
one by title, capitalize it. But if you're describing what the person does (the job
function), don't use caps.
Correct: John is a supervisor. A room full of supervisors.
Incorrect: John is a Supervisor. A room full of Supervisors.
Correct (using title): John is an Accounting Supervisor.
2) Capping To Emphasize Text: As mentioned earlier, a lot of business writing
I've seen has capitalized words in an effort to emphasize them. This is not good!
Too many caps give an "Alphabet Soup" look to your copy, and distracts your
reader. One of the best ways to emphasize a word without capping it is through
italics:
Correct Example: Our expertise is the best!”
Incorrect: "Our Expertise is the best!"
Solution: Your objective is emphasis. You want to draw attention and importance
to the word in the text. To do so, use italics, underline, or bold-face it. Don't use
caps.
And remember, use emphasis sparingly. Too many italics, underlines, and bold
faces dilute the effect.
2) If Not Trademarked or Titled, Don't Cap It: If a word is part of an officially
trademarked title, by all means, cap it. But if it’s an everyday word that wouldn't
be capitalized in normal writing...don't cap it. Again, if your objective is
emphasis, use italics, underlines, or bold-face.
Correct: We specialize in great savings for you!
Incorrect: We specialize in Great Savings for You!
Correct (if a registered trademark): We specialize in Great Savingsâ for you!
For more information about capitalization and other rules of writing, please visit
Dictionary.com’s Grammar, Usage & Style page: http://dictionary.reference.
com/writing/
Julie Ann Waid is owner of Waidwrites Communications, a full-service
writing and editing firm specializing in marketing communications. Sign
up for her free e-zine “J’s Communique: Marketing Tips For Business”
at www.waidwrites.com and get a free, five day e-course "How To Get
Better Results From Your Business Writing (From Memos To Ads).
Copyright 2006, Waidwrites Communications. All Rights Reserved
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