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Avoid Grammar that Confuses the Reader

Avoid run-on sentences and fragments

Apply parallel construction

Avoid misplaced modifiers

Avoid unclear pronoun reference

Apply pronoun/noun agreement

Apply subject / verb agreement

Fragments and Run-ons

Fragment: A fragment is a group of words that either is missing a subject or a verb or does not express a complete thought.

Run-on: A run-on is two or more independent clauses that are not joined properly. For instance, a common mistake is to have a comma between the clauses.

Sentence (S), fragment (F), or run-on (RO)?

1 The team project was challenging, we were happy with the results.

2 When we finished the team project, we held a team party.

3 People brought a variety of food to the party. For example, burgers, hot dogs, cheese cake, potato salad, and cookies.

RO

S

S / F

Three situations in which run-on sentences are apt to happen…

1. A pronoun in the second clause refers to a noun in the first clause.

The President’s popularity has plummeted, sheapparently underestimated the opposition.

The President’s popularity has plummeted. Sheapparently underestimated the opposition.

The President’s popularity has plummeted; sheapparently underestimated the opposition.

Three situations in which run-on sentences are apt to happen…

2. A suggestion or directive occurs in the second clause.

You will be responsible for this material on the final exam, study it thoroughly.

You will be responsible for this material on the final exam. Study it thoroughly.

You will be responsible for this material on the final exam; therefore, study it thoroughly.

Three situations in which run-on sentences are apt to happen…

3. When two clauses are connected by a transitional expression.

Many people think protectionism can halt rising prices, however, the opposite is true.

Many people think protectionism can halt rising prices; however, the opposite is true.

Many people think protectionism can halt rising prices. However, the opposite is true.

Fixing a Fragment

People brought a variety of food to the party. For example, burgers, hot dogs, cheese cake, potato salad, and cookies.

People brought a variety of food to the party, including burgers, hot dogs, cheese cake, potato salad, and cookies.

She spent her first week on the job as a researcher. Selecting and compiling technical information from journals.

She spent her first week on the job as a researcher, selecting and compiling technical information from journals.

Apply Parallel Construction…

Parallel expression uses balanced construction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.

Training sessions have been stimulatingand a challenge.

Not Parallel Parallel

Training sessions have been stimulating and challenging. (Matches -ing verbs)

The policy affected all vendors, suppliers, and those involved with consulting.

The policy affected all vendors, suppliers, and consultants. (Matches nouns)

Avoid Misplaced or Dangling Modifiers

Modifiers must be close to the word they describe or limit.

The word or phrase it describes is missing from the sentence.

After working overtime, the report was finally finished.

Dangling modifier

Misplaced modifier

The word or phrase it describes is not close enough to be clear.

Firefighters rescued a dog from a car that had a broken leg.

Avoid Unclear Pronoun References…

it???Although the motorcycle hit the tree, it was not damaged.

If you receive an e-mail titled "Win A Holiday," do

not open it. It will erase everything on your hard

drive. Forward this e-mail out to as many people

as you can. This is a very malicious virus and not

many people know about it.

This???this???

Apply Correct Pronoun / Noun Agreement

A pronoun refers back to a noun or takes the place of a noun.Therefore,

Singular noun singular pronoun

Plural noun plural pronoun

Correct: If a student parks a car on campus, he or she has to buy a sticker.

Wrong: If a student parks a car on campus, they have to buy a sticker.

Correct: The student should do his or her best.

Wrong: The student should do their best.

The indefinite pronouns everybody, anybody, anyone, each, neither, nobody, someone, a person, etc. are singular and take singular pronouns.

Example: Everybody ought to do his or her best. (NOT: their best)

Example: Neither of the girls brought her umbrella. (NOT: their umbrellas)

Apply Correct Subject / Verb Agreement

First, determine the subject

Singular subject singular verb

Plural subject plural verb

Tricky situations (see handout)

Sentences that begin with there is/was/were…

Relative pronouns

Indefinite subject pronouns

Collective nouns

Subjects joined by either…or, or neither…nor

Subjects joined by both… and

Avoid Punctuation Errors that Create Confusion for the Reader

Punctuation marks are the traffic signs and signals placed along the reader’s road. They tell when to slow down and when to stop, and sometimes they warn about of the nature of the road ahead.

Punctuation Review

Colon

Semi-colon

Dash

Comma

Punctuation rules are designed to have sentences be read one way

Colon: A colon introduces a formal list, long

quotation, equation, or definition.

Semi-Colon: A semi-colon either joins two

independent clauses (closely linked in

thought) or separates complex items in a

list.

Dash: A dash acts as a parenthesis to separate

items that cannot be separated by commas.

Comma: A comma separates details in a sentence.

A colon introduces a formal list, long quotation, definition, or equation

We studied five types of marsupials: opossums,

bandicoots, koalas, wombats, and kangaroos.

The laboratory growth of this crystal made

possible a new astronomical tool: a gamma-ray

detector with high-energy resolution.

In formal writing, what is on the left side of the colon should stand alone as a

separate sentence.

Once the list ends, the sentence ends.

Formal List

Definition

A semi-colon joins two independent clauses (closely linked in thought) or separates complex items in a list

The project was finally completed, and we were elated.

The project was finally completed; we were elated.

Separate two closely linked independent clauses.

The job is filled; however, we will keep your resume

Separate sentences joined by a transitional expression.

Members of the survey crew were Juan Jimenez, a geologist; Hector Lightfoot, a surveyor; and Mary Shelley, a graduate student.

Separate items in a series that contain internal commas.

Hyphen and Dash

Hyphen

Separates parts of a compound word or name, or between syllables in a word

Two-day class, seventy-five people

En-dash

Connects inclusive numbers

Example: 15 – 40

Em-dash

Acts as parentheses to separate items

May use em-dash or parentheses interchangeably

The cost ($600) was more than we expected.

The cost—$600—was more than we expected.

Five most common comma guidelines

introductions

Use commas after introductory clauses. Such clauses often begin with although, since, if, when, as, and because. Also use commas after long introductory phrases (five or more words) or those that include verbs. For example, To apply for a job, submit an application.

conjunctionsUse a comma between two independent clauses joined by a coordinate conjunction such as and, but, or, and nor.

SeriesUse commas to separate three or more items (words, phrases, or short clauses) in a series. For clarity, be sure to use a comma before the conjunction.

interruptersUse commas to separate internal sentence interrupters, such as nonrestrictive (nonessential) clauses. For example, On Monday, which is a holiday, we will close.

DatesUse commas appropriately in dates, addresses, geographical names, degrees, and long numbers. For example, The meeting is Tuesday, July 3, in Dallas, Texas.

Writing Style Check List

Who is my reader? What is my purpose?

Did I provide enough detail? who, what, when…

Are my paragraphs short and logically organized, e.g., topic sentence, supporting sentences, ideas linked within paragraph?

Do I use active voice, strong verbs (not disguised as nouns), and dependent clauses instead of a series of prepositions?

Have I eliminated excess wordiness: redundant words, long lead-ins …

Have I used easily understood words?

Do I have run-on sentences or fragments?

Do I have misplaced modifiers or non-parallel construction?

Do I have unclear pronoun reference?

Do I have subject / verb agreement?

Do I have a comma after an introductory clause or phrase?

Have I proofread for any typos or misspelled words?

Summary: Apply Business Writing Style

―Make everything as simple as possible but not simpler.‖ Albert Einstein

Write for clarity and conciseness

Write effective sentences

Avoid excess wordiness

Avoid grammar and punctuation that confuses the reader