Booher's Rules of Business Grammar - Dianna Booher 2009

“Hi hank, what do yyou think frank?”
Punctuation problems

COMMAS WHEN ADDRESSING PEOPLE DIRECTLY

Eons ago, when people wrote each other letters, they began “Darling Brunhilda,” “Dear Bruno,” “My dear Hannah,” or “Dear Mr. Hartford,” whether they intended to invite the recipient for dinner or a duel.

E-mail has changed our format and tone. Often the salutation is “Hi, Fritz.” No problem—as long as the writer remembers that Hi isn’t an equivalent for Dear. Dear is an adjective—a descriptive word (unless, of course, you’re calling someone Dear as a name instead of Honey Buns or Hot Lips). Hi is a greeting. Big difference.

When you write

Dear Fritz,

Blah, blah, blah …

you add only the comma after the name. You are describing Fritz as someone dear—even though nowadays no one takes the term seriously and you may actually hate Fritz’s guts. On the other hand, when you write

Hi, Fritz,

Blah, blah, blah …

you are not describing Fritz in any way. You are simply talking to Fritz directly. So you set off Fritz’s name as you would in any other situation when directing your comments specifically to a person: “Fritz, may I have a word with you in my office?” “In my opinion, Trixy, you’re about to make a big mistake.” “Why did you, Pongo, of all people, attend this meeting?” “How did you know where we ate lunch, Eldora?”

The misunderstanding in thinking that those two greetings are the same and therefore should be punctuated the same way spills over into general writing.

Playing therapist now, I’m guessing that the origin of this recent habit is also e-mail greetings: Because e-mail writers have become so accustomed to the contagiously incorrect “Hi Paul—” opening, they are failing to set off all names of people they’re talking to in their sentences:

Incorrect:

Hi Hank.

What do you think Frank?

Trixy is it you that I will be presenting the report to on Friday?

In my opinion Fritz the software is the real problem.

I don’t understand Pudge why we weren’t given a chance to bid on this project.

Wrong, wrong, wrong. When you’re talking to someone, you have to get that person’s attention: Set off the name with commas so that the reader pauses before and after, and takes notice that you’re speaking directly to him or her.

This habit has gotten way out of control: “Thanks Spike.” “See you later Dilbert.” “Hey Kilpatrick are you attending the meeting on Thursday?” Without the comma and pause, Spike, Dilbert, and Kilpatrick may doze right through such comments, not realizing that you’re talking to them. Instead, look them in the eye, address them directly, and slap them upside the head with that comma to get their attention.

Hi, Hank—

Thanks, Spike!

See you later, Dilbert.

Hey, Kilpatrick, are you attending the meeting on Thursday?

When you talk to people, punctuate so that they’ll listen.

Memory tip

When talking to people directly, add the comma, and figuratively pause until they look you in the eye.