When to Use Semicolons and Dashes in Business Communication

The Semicolon, Colon, and Dash

The difference between a semicolon, a colon, and a dash is that a semicolon typically links two closely related independent clauses, a colon introduces or emphasizes information, and a dash creates a strong break in a sentence or emphasizes extra information. In other words, each has its own use or purpose in a sentence, depending how the sentence is constructed and the meaning or syntax one wants to convey or use. In business communication, it is good to know when to use them, how to use them, and why they are useful (Camp & Satterwhite, 2019).

A semicolon is used to link two closely related independent clauses (a group of words that could stand alone as complete sentences) in a single sentence. In and of itself, it indicates a pause between two main clauses, and as such it is more pronounced than that pause generally indicated by a comma. It is like a break in the action but not in the whole thought, which consists of two thoughts coming together as one. Thus, the semicolon is best and most often used when there are two independent clauses that are closely related in thought. When a coordinating conjunction (like 'and', 'but', 'or', etc.) is not desired, a semicolon can be used to link these clauses instead. It serves to balance two ideas equally rather than subordinating one to the other—that is its main purpose.

On top of that, semicolons can be used to separate items in a list when those items already contain commas. This use is purely grammatical and helps avoid confusion and maintain clear separation of items.

An example of a sentence with proper semicolon use is: My favorite dishes are pasta, especially with white sauce; sushi, particularly the avocado roll; and grilled chicken, specifically when it is marinated in honey and soy sauce.

As for the colon, it is often used to introduce something specific, such as a list, a quote, a clarification, or an explanation. It signals that what follows is directly related to the preceding clause. Or, a colon can be used to introduce a second clause that expands, illustrates, paraphrases, or completes the first clause. For example, here is a sentence in which a colon is used correctly: She had a simple philosophy in life: treat others how you wish to be treated.

A dash, or em dash, is used to create a strong break in the structure of a sentence. Dashes can replace commas, semicolons, colons, and parentheses to give added emphasis, indicate an interruption, or designate an abrupt change of thought.

Dashes are particularly useful in sentences that contain several commas—where you might want to avoid confusion—or when you want to create emphasis or drama. They are most often used in literature or poetry, but they can be useful in business communication when there is an important point that needs to be made and it can be set off by a dash.