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Business Writing Tips - Pronoun Agreement

2012-02-16T04:00:00.000-08:00

If you're clear on how to use he/she and him/her in documents without creating awkward sentences, you may not need to review our seven rules for pronoun agreement and reference:

A pronoun must agree with its antecedent (the word a pronoun replaces) in number. If the antecedent is singular, the pronoun must be singular; if the antecedent is plural, the pronoun must be plural.

Examples:An employee (singular) must do his/her (singular) best to schedule vacation days early.Employees (plural) must do their (plural) best to schedule vacation days early.

NOTE: Do not be misled by words or phrases that come between the antecedent
and its pronoun.

Example:
One (singular) of the managers left his/her (singular) notes behind.

NOTE: Do not use he/him to refer to both men and women. If the inclusive use of he/she or his/her sounds awkward, rewrite the sentence in the plural. Or you may be able to omit using any pronoun.

Not: Each employee (singular) should submit his (singular) time card by Friday.

But: Each employee (singular) should submit his/her (singular) time card by Friday.

Or: Employees (plural) should submit their (plural) time cards by Friday.
Or: Employees (plural) should submit time cards by Friday.
Or: Submit time cards by Friday.

As you can see, using pronouns correctly depends upon knowing whether they are singular or plural. Next week we'll review rules for pronoun number.

This edition was adapted from our Business Grammar Program. Previous editions may be read at this location. To receive this free weekly e-mail, select the newsletter option at www.uliveandlearn.com/userjoin.cfm.

Business Writing Tips - Subject-Verb Agreement (5)

2012-02-09T04:00:00.000-08:00

This wraps up our 12 essential subject-verb agreement rules:
When the subject is the title of a written document (article, report, etc.), use a singular very even if the form of the subject is plural.
Example:
"Writing Technical Reports" (one document) is (singular) an excellent article.

Use a singular verb when the subject is plural in form but singular in meaning.
Example:
The financial news (singular in meaning) is (singular) bleak this week.

When the subject of the verb is a pronoun like who, that, or which, the pronoun's antecedent (the word the pronoun replaces) determines whether the verb is singular or plural.
Examples:
He plans the programs (plural) that cost (plural) too much.
I plan the program (singular) that costs (singular) less than budgeted.

Leadership in Motion: From “Top Down” to Inclusive “Bottom Up"

2012-02-03T04:00:00.000-08:00

During the next several months, ULiveandLearn will be adapting our services and programs to meet the changing needs of our learners and partners. For the thousands of organization design and development professionals who are members of ULiveandLearn, we will be launching our live virtual events schedule with the Organization Design Forum's Leadership in Motion: From “Top Down” to Inclusive “Bottom Up".

The Organization Design Forum 2012 Virtual Learning Series, Organization Design – A Driver of Organizational Performance, of four webcast discussions will build on the precedent of offering in-depth conversations and access to some of our best thought leaders in the field of organization design. The series will focus on “real work” cases that incorporate state-of-the-art ideas in organization design and how they are driving organizational performance. Information on each of the session can be accessed using the link below.

The series will launch with Leadership in Motion: From “Top Down” to Inclusive “Bottom Up”. Roy Maurer, a Partner in The Clarion Group, will share client case studies (financial services and other industries) and foundational approaches to design for “upside down” leadership leading to measurable shifts in work processes, human capital systems, leadership behaviors and ultimately business results.

Warren Bennis (“The End of Leadership”) described traditional top down leadership as being “dysfunctional”, “maladaptive” and even “dangerous” in a world where the sophistication and complexity of issues requires “the coordinated contributions of many talented people working together.” But the pragmatic challenge of moving toward more inclusive leadership models is a significant one for organization designers. How this is done can be understood as a series of parallel shifts, almost mirror-images, with leadership perspective on one side and the organization as a system on the other (or as Bennis says, “some kind of weird alchemy”).

Leadership in Motion: From “Top Down” to Inclusive “Bottom Up”
March 13, 2012 11 a.m. - 12:30 p.m. Eastern
Program Fee: $49.00

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Beginning in 2012, you will automatically become a member of ODF when you purchase any of our programs or events, including our Virtual Learning series. There is no longer an annual membership fee. We are making this change to make it easier for people to join the ODF community and participate in the practice of our field. The virtual learning series is just one of many opportunities to expand how you learn, think and implement organizational design. Join us!

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March 13, 2012	Leadership in Motion: From “Top Down” to Inclusive “Bottom Up
May 15, 2012	Leveraging Measurable Organizational Performance with Internal Facilitation
Sept. 11, 2012	Building an Internal Organization Design Capability
Dec. 4, 2012	TBD

Please share with your associates the wealth of valuable professional development programs and resources available at ULiveandLearn and through our Content Partners. All they need to do is join ULiveandLearn at no cost to have unlimited access to an extensive library of free programs and resources that will make it easy for them to be "Always Learning".

Business Writing Tips - Subject-Verb Agreement (4)

2012-02-02T04:00:00.000-08:00

We continue with our 12 essential subject-verb agreement rules:

Expletives such as there or here are not subjects. Find the subject and make the verb agree with it.
Examples:
There is (singular verb) only one mistake (singular subject) in this letter.
There are (plural verb) several mistakes (plural subject) in this letter.
With inverted sentences, find the subject and make the verb agree with it.
Examples:
Listed below is (singular verb) the winner (singular subject) of the trip to Japan.
Listed below are (plural verb) the winners (plural subject) of the personalized key rings.
For collective nouns, use singular verbs if the members of the group are acting as one unit, plural verbs if the members are acting separately.
Examples:
The committee (working as a unit) is meeting today.
The committee (acting individually) are unable to agree on a plan of action.
Make the verb agree with the subject, not with a predicate noun.
Example:
The best part (singular subject) of the seminar is (singular verb) the speeches (plural predicate noun).

This edition was adapted from our Business Grammar Program. To receive this free weekly e-mail, select the newsletter option at www.uliveandlearn.com/userjoin.cfm.

Business Writing Tips - Subject-Verb Agreement (3)

2012-01-26T04:00:00.000-08:00

We continue with our 12 essential subject-verb agreement rules:

With two or more subjects joined by and (a compound subject), use a plural
verb.
Example:
The secretary and the treasurer are (plural) responsible for presenting the annual report.

NOTE: When two parts of a compound subject refer to the same person or thing, use a singular verb. Example:
My boss and mentor (one person) has always been (singular) helpful to me.

Also, when the compound subject is preceded by each or every, use a singular verb.
Example:
Every file drawer and bookcase (singular) was (singular) searched.

With two or more singular subjects joined by or or nor, use a singular verb. If one of the subjects is plural and one is singular, make the verb agree with the subject closer to it.
Examples:
Neither the secretary (singular) nor the clerk (singular) has received (singular) her paycheck.

Neither the secretary (singular) nor the two clerks (plural) have received (plural) their paychecks.

Neither the two secretaries (plural) nor the clerk (singular) has received (singular)
her paycheck.

Business Writing Tips - Sentence Structure: Subject-Verb Agreement (2)

2012-01-19T04:00:00.000-08:00

Number three of our 12 essential subject-verb agreement rules:

If the subject of the sentence is a singular pronoun, use a singular verb.
The 'e' pronouns and their negatives are always singular:

each
each one
either, neither
everybody, nobody
everyone, no one
everything, nothing

      Examples:
    Everybody (singular) in our department donates (singular) to United Way.

      Each (singular) of the executives wants (singular) his or her own office.

These pronouns are also always singular: one anyone anybody someone somebody

Example: Somebody (singular) in the audience is arguing (singular) with her husband.
These pronouns are singular or plural. Their number is determined by the key word in the prepositional phrase that follows the pronoun: all any most none some

Examples: All of the work is (singular) finished. None of the reports are (plural) finished.
NOTE: None, used alone, may also be singular or plural. When the sense is "no persons or things," the plural is used: The proofreaders checked for errors, but none were found (none = no errors). When the sense is "not one," the singular is used: Of all my reports, none was as well written as my latest (none = not one).

Business Writing Tips - Sentence Structure

2012-01-12T04:00:00.000-08:00

Which is correct, "A number of staff was available at all times" or "A number of staff were available at all times?"

When the article a is used with number, number is plural. Therefore, you should use were in that sentence: "A number of staff were available at all times."

Because of the complexity of the English language, as shown in the example above, lack of subject-verb agreement is one of the most common grammar errors in business documents.

This series will help you increase your knowledge of 12 essential subject-verb agreement rules. We'll start with the first two rules:

Make every verb agree in number with its subject. If the subject is singular, use a singular verb; if the subject is plural, use a plural verb.

Examples:
This computer (singular) is (singular) advanced.

These computers (plural) are (plural) advanced.
Find the subject of the sentence, and make the verb agree with it. Do not be misled by words or phrases that come between the subject and the verb.
NOTE: Often the phrases that come between the subject and the verb are prepositional phrases. Learn to recognize these common prepositions:

about above across after along among around at

before behind below beneath beside between beyond but (except)

by down during except for from in into

like of off on over past since through

to toward under until unto up upon with

Those prepositions and the nouns that follow them (objects of the prepositions) are prepositional phrases. Objects of prepositions cannot be subjects.

Examples:
The letter (singular) to the editors is (singular to agree with letter) ready.

The copiers (plural) in Operations are (plural to agree with copiers) better than those in our area.

Business Writing Tips - Commonly Misused Words (7)

2012-01-05T04:00:00.000-08:00

We'll end this series with words that can devalue business documents if used improperly:

percent, percentage: Percent is used with numbers. (Fifty percent of the class passed the exam.) Percentage is used without numbers. (Only a small percentage of the population responded.)

precede, proceed: Precede means to go before in order or time. (A neutral statement should precede the reasons for refusal in a letter of refusal.) Proceed means to go onward. (The meeting proceeded smoothly in spite of interruptions.)

principal, principle: As an adjective, principal means chief or main, as in principal residence. As a noun, principal means leader or chief officer or in finance, a capital sum. (The principal reason the principal of our school changed banks was to get higher interest on his principal.) The noun principle means fundamental law or truth. (He explained the principle behind laser technology.)

secondly, thirdly, etc.: Unless you are prepared to begin with firstly and defend its use, do not use -ly with numbers. Use second, third, and so on.

shall, will: Shall is used to express determination in contracts, directives, and policy statements. Will is correctly used to express the future tense for all persons. (Local procedures shall be approved by the Manager of Procurement. We will meet with ABC's Customer Service Representatives on January 3.)

state: Do not use state as a substitute for remark or say. Use it in the sense of to express definitely or specifically. (She stated their position on the case.)

than, then: Do not use than (a conjunction used in comparisons) for then (an adverb indicating time). (He is older than I. I will see you at dinner, and I will return your book then.) Use than to express degrees of comparison.

that, which: That always introduces clauses essential to a sentence's meaning. Which may introduce either an essential or nonessential clause, but it is preferred to use it only when introducing a nonessential clause. (The report that I'm writing is due on Tuesday. The Johnson report, which I received yesterday, is superb.)

unique: Several adjectives such as unique, perfect, round, straight, and complete name qualities that do not vary in degree. They should not be used with comparative and superlative forms such as more or most. Do not say It was the most unique suggestion.

Business Writing Tips - Commonly Misused Words (6)

2011-12-29T04:00:00.000-08:00

good, well: Good is always an adjective. Well is usually an adverb. It is used as an adjective only when it refers to health. (She looked good in red. She was dressed well. She had been sick for several weeks and did not look well.)

if, whether: If meaning whether has been established in standard English for a long time. (I haven't decided if I'll go.)

imply, infer: Imply means to suggest, to express indirectly. Infer means to conclude, as on the basis of suggestion or implication. A writer implies to a reader; a reader infers from a writer. (I can infer from his report that he is implying that the figures are wrong.)

irregardless: Irregardless is not considered standard English. Use regardless.

it's, its: It's is a contraction of it is. Its is the possessive form of the pronoun it. (It's the first time its collator hasn't worked.)

last, latest: Last implies that there will be no more. Latest implies that this is the most recent. (After hearing his latest presentation, we hope that it is his last.)

lend, loan: Both lend and loan may be used to mean to give something (or money) on the condition that it is returned (with interest). But loan is more commonly used in financial contexts. (The government has loaned money to urban developers. My brother lent me his car.)

like, as: The preposition like must be followed by an object. (He talks like a Southerner.) As and as if are conjunctions followed by a clause. (He talks as if he were a Southerner.)

media: Media is the plural form of medium, a means, agency, or instrument of expression or material suitable for the cultivation of microorganisms. (Which medium is best for this message? Only the local media are covering this event. Which medium is best for this experiment?)

myself: Do not use myself as a substitute for I or me. (Not: He and myself were there. But: He and I were there.) Use myself only intensively (I, myself, shall do it) or reflexively (I blame only myself).

Business Writing Tips - Commonly Misused Words (5)

2011-12-22T04:00:00.000-08:00

This week we'll confirm the answer to the data question -- is data singular or plural? -- and sort out a bit more.

data: Data is a plural form; the singular datum is rarely used. When used as a mass noun meaning information, data requires a singular verb. (Not much data is available.) When data means facts or pieces of information, it requires a plural verb. (These data are described fully elsewhere.)

different than: Use different from, not different than.

discreet, discrete: Discreet means careful, maintaining silence about private or delicate information. Discrete means separate. (Human Resources personnel must be discreet. Discrete studies resulted in comparable results.)

disinterested: Disinterested means unbiased or impartial. Do not confuse disinterested with uninterested, which means not caring about.

e.g., i.e.: e.g. means for example and introduces an open-ended, representative list; i.e. means that is and introduces a closed, finite list or a defining statement. These terms are not interchangeable. (The two groups had much in common, e.g., an interest in e-commerce and a need to train globally. They also shared a common immediate objective, i.e., to hire more staff.)

eminent, imminent: Eminent means distinguished in a particular profession (said of a person) or noteworthy and lofty (said of a thing or quality, such as honesty). Imminent means threateningly near at hand, usually said of a danger. (An eminent economist warned of imminent inflation.)

etc.: Etc. is an abbreviation of the Latin words et (and) and cetera (other things). It should not be preceded by and, it should not be used in combination with e.g. or such as, nor should it be used to avoid writing precisely.

fewer, less: Fewer refers to countable objects; less refers to singular mass nouns. (Fewer guests require less attention.) The distinction between fewer and less is disappearing in modern standard English. However, about 50 percent of modern educated writers still make the distinction.

foreword, forward: Foreword is a noun; forward is an adverb. A foreword is a preface in a book or article; it contains informal introductory remarks. Forward means toward the front or toward a goal.

formally, formerly: Formally means in a formal manner. (The new manager was formally introduced at the board meeting.) Formerly means at a previous time. (The manager was formerly with GE.)

This edition was adapted from our Business Grammar Program. To receive this as a free weekly e-mail, select the newsletter option at www.uliveandlearn.com/userjoin.cfm.

Business Writing Tips - Commonly Misused Words (4)

2011-12-15T04:00:00.000-08:00

complement, compliment: Complement usually means something that completes or enhances and to complete. (His report complements the project.) Compliment is an expression of praise or to praise. (The supervisor complimented each of the administrative assistances on his skills.)

USAGE TIP: Complement begins with comple-; complete begins with comple-. Complement usually means something that completes or enhances and to complete. Compliment contains an i. An example of a compliment is "Hi, I like your tie!"--a sentence with lots of i sounds.

continual, continuous: Continual means repeated often. (The suggestions to the boss were continual.) Continuous means going on without interruption. (For two days the noise from the broken copier was continuous.)

credible, creditable: Credible means believable. (The evidence in the report was not credible.) Creditable means deserving esteem or admiration. (The new word processor gave a creditable performance on his time test.)

criterion, criteria: A criterion is a standard of judgment. Criteria is the plural form of criterion; it requires a plural verb. (Three criteria for success are knowledge, networking, and quality. How do you grade yourself for each criterion?) Therefore, to answer our earlier question, we correctly write: "The critical criterion is quality."

currently, presently: Currently means now. (We are currently working on your problem.) Presently, used with the present tense, also means now. (She is presently on a leave of absence.) Presently, used with the future tense, means soon. (The supervisor will be back presently.)

This edition was adapted from our Business Grammar Program. To receive this as a free weekly e-mail, select the newsletter option at www.uliveandlearn.com/userjoin.cfm.

Business Writing Tips - Commonly Misused Words (3)

2011-12-08T04:00:00.000-08:00

bad, badly: Do not confuse bad, an adjective, with badly, an adverb. (He hurt himself badly. [Badly describes the verb hurt.] He felt bad. [Bad describes him.])

being as, being that: Being as and being that are unacceptable. Use since or because.
but, hardly, scarcely: All are negative and should not be used with other negatives. Can't hardly is incorrect. Use can hardly.

can't help but: Can't help but is a mixed construction. Can't help and can't but are separate expressions, either of which is correct. (He can't help attempting it. He can't but attempt it.)

capital, capitol: Capital is a city, an upper-case letter, and wealth or assets; capital is also an adjective meaning chief, excellent. Capitol is a building.

center around, center about: Though these expressions are in common use, it is preferable to use center on. (The debate centered on--not centered around or centered about--the rights of workers.)

cite, site: To cite means to mention as proof, to refer to as an example, or to commend for outstanding service or work. A site is an area or exact position where something is or will be located. To site means to place in position for operation. (His profiting from his property being used as the site for the new municipal building was cited when he was accused of conflict of interest.)

Business Writing Tips - Commonly Misused Words (2)

2011-12-01T04:00:00.000-08:00

Many misused words start with the letter 'a'. We'll cover these today.

all ready, already: All ready means that everyone is ready. (We are all ready to go.) Already means previously. (He had already decided to go when I called.)

all right: All right, rather than alright, is the correct form for formal, edited writing.
all together, altogether: All together means in a group. Altogether means completely. (When we were all together at the convention, we agreed that we were altogether pleased with his presentation.)

allude, elude: Allude means to refer to indirectly or casually. Elude means to avoid or escape. One alludes to a book or to one's ill-spent youth. One eludes a pursuer.

allude, refer: Allude is not completely synonymous with refer. To allude means to refer to indirectly. To refer is to direct specific attention to. (When he spoke of our communication problems, we knew that he was alluding to our disagreement, although he did not refer directly to that incident.)

a lot: A lot is the correct form. Alot is not a word.

among, between: Use between with two persons or objects. Use among with more than two. (There was a disagreement between Shirley and Georgette. There was a disagreement among the staff.) EXCEPTION: Use between to express a reciprocal relationship. (An agreement was reached between the four companies.)

amount, number: Amount refers to a sum of money or a quantity not able to be counted. Number refers to a quantity able to be counted. (A large number of benefits requires a great amount of paperwork.)

assure, ensure, insure: To assure means to give confidence or certainty to. To ensure means to make certain. To insure means to indemnify or safeguard. (I assure you that filling out this form will ensure that your package is insured.)

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This edition was adapted from our Business Grammar Program. Previous editions may be read at this location. To receive this free weekly e-mail, select the newsletter option at www.uliveandlearn.com/userjoin.cfm.

Business Writing Tips - Commonly Misused Words

2011-11-24T04:00:00.000-08:00

While wishing a happy Thanksgiving to our American readers, we never take a holiday from our mission to foster clear, concise and effective business communication. Here is the first installment in our series on commonly misused words.

Is data singular or plural? For example, which is correct, "Not much data is available" or "Not many data are available?"

To answer that and other usage questions, over the next few weeks we'll review the most commonly misused words and phrases. Some are word pairs whose meanings are often confused (amount, number); some are word pairs confused because they sound alike (accept, except), and some are not grammatically acceptable (can't help but, plan on).

a, an: Use the article a before consonant sounds (a significant event, a NASA meeting, a one-year term [one sounds as if it begins with a w], a historic event). Use the article an before vowel sounds (an event, an SPCA meeting [the s sounds as if it begins with es], an honorable man [h is silent in honorable]).

accede, exceed: Accede is a verb that means to consent or to agree to. Exceed is a verb that means to extend outside of or to surpass. (I can't accede to your exceeding the budget.)

accept, except: Accept means to receive or to take something that is offered. Except means to omit, to exclude, or other than. (We accept the fact that we will go to all the meetings except the one at 3:00.)

affect, effect: Affect is usually a verb meaning to influence. (The rise in steel prices will affect our industry.) As a noun affect is an expressed or observed emotional response. (Blunted affect may be a symptom of mental illness.)
Effect can be a noun or a verb. As a noun, it means a result or consequence. (A loss of profits is one effect of the rise in steel prices.) As a verb, effect means to bring about. (A mediator was able to effect a compromise.)

USAGE TIP: Although affect can be a noun or a verb, it is more frequently a verb in business writing. Therefore, when you have the, which signals a noun, it will usually be followed by effect. The ends in -e, effect begins in -e.

Business Writing Tips - Spelling: Be Precise

2011-11-17T04:00:00.000-08:00

While this may seem overly fundamental, you would be surprised at how many "educated" people have trouble with the pronunciation and spelling of these words:

Don't Say or Spell  Instead Say or Spell
could of           could have
should of           should have
might of             might have
would of             would have
suppose to           supposed to
use to               used to
happen to             happened to
ask to                asked to
Learn these commonly used abbreviations:
e.g.          exempli gratia   for example
et al.        et alii          and others
etc.         et cetera        and so forth
i.e.          id est           that is
no., nos.                      number, numbers
p., pp.                        page, pages
par., pars.                    paragraph, paragraphs
vol., vols.                    volume, volumes

Next week we'll begin a series on commonly misused words.

Grammar Basics: Spelling - Memorize Foreign Plurals

2011-11-10T04:00:00.000-08:00

We all need to memorize these foreign plurals.

Memorize foreign plurals:
Singular        Plural
analysis       analyses
basis          bases
crisis          crises
criterion       criteria
hypothesis      hypotheses
phenomenon      phenomena
Some foreign plurals that are correct in their anglicized as well as in their foreign forms include:

Singular   Plural Anglicized
appendix    appendices   appendixes
focus       foci         focuses
index       indices      indexes
radius      radii        radiuses

Business Writing Tips - Memorize Essential Spelling Rules

2011-11-03T04:00:00.000-07:00

This week we will review some additional tips to help you avoid common spelling errors.

Memorize essential spelling rules such as the following:
- Write "ie" when the sound is long "e," except after "c."
  Examples: believe, chief, receive
- Write "ei" when the sound is not long "e," especially when the sound is long "a."
  Examples: neighbor, weigh, foreign
- Only one English word ends in "sede" -- supersede.
  Only three English words end in "ceed" -- exceed, proceed, succeed.
  Eight English words end in "cede" -- accede, antecede, cede, concede, intercede, precede, recede, secede.
- When a prefix (letters added in front of a word) is added to a word, the spelling of the word itself does not change.
  Examples: dis + approve = disapprove
  mis + spell = misspell
- When the suffixes "ness" and "ly" are added to a word, the spelling of the word itself is not changed.
  Examples: sure + ly = surely
  polite + ness = politeness
- Drop the final "e" before a suffix beginning with a vowel.
  Examples: hope + ing = hoping
  love + able = lovable
  
  Exceptions: Keep the final "e" in words ending with "ce" or "ge."
  Examples: advantage + ous = advantageous
  change + able = changeable
  
  Also keep the final "e" to simplify pronunciation in such words as "mileage" and "therein." And keep the final "e" when dropping it would cause confusion with another word as in "dyeing" and "dying."
Next week we'll review foreign plurals that we all need to memorize.

Business Writing Tips - Grammar Basics: Spelling

2011-10-27T04:00:00.000-07:00

Is correct spelling really that important?

To answer that and other questions about spelling, let's review the first of five spelling tips:

Proofread every document, and look up suspect words.
Poor spelling distracts your reader and gives the appearance that you don't care about your work. The surest way to guard against misspellings is to proofread carefully, to use programs with spell checkers, and to look up any suspect words in the dictionary.The "does-it-look-right?" test is unreliable. (So is the "show-it-to-someone-else-and-see-if-he-or-she-thinks-it-looks-right" test.)
Therefore, when in doubt about spelling, look it up.

SPELL CHECKER CAUTION: Spell checkers will "overlook" words that are misused but not misspelled (homonyms such as know and no, their and there, for example).Therefore, use spell checkers in addition to, not instead of, your own proofreading, or you may end up sending out a passage like this one. (It passed the spell check test.)

Spell checkers kin make miss steaks do too there in ability to fine words that ore spelled rite but miss used. They cant catch punctuation arrows, either. Or sentence fragments. Their fore, dough knot bee leave that ewe can eliminate proofreading the dock you mint yore self. Yew cant.
English is a complex language, especially where spelling is concerned. So memorization is key to your success. If improving spelling is one of your goals, consider purchasing a book such as one of the following and practicing your spelling every day:
- 1001 Commonly Misspelled Words: What Your Spell Checker Won't Tell You, by Robert Magnam and Mary Lou Santovec
- 1001 Vocabulary and Spelling Questions: Fast, Focused Practice to Help You Improve Your Vocabulary and Spelling Skills
  LearningExpress, 2nd edition

Business Writing Tips - Grammar Basics: More on Apostrophes

2011-10-20T04:00:00.000-07:00

Is it correct to say, "The Technician position requires a years experience?" or "a year's experience"?

To answer that question, let's review some additional rules for possessives.

To show that more than one person possess the same item, make only the last name possessive.

Example: Mr. D'Angelo and Mr. Green's report
(Both are working on the same report.)
To show separate or individual possession, make each name (or noun) possessive.

Examples:
Mr. D'Angelo's and Mr. Green's suggestions
the conference room's and the reception area's phones
To show the possessive of words indicating time, follow the rules for other nouns.

Examples:
a week's delay
a two days' visit
In names of organizations and institutions, an apostrophe is frequently omitted.

Examples: Business Managers Association
Do not use apostrophes with possessive pronouns like its.

Not: The manual is very well written. It's instructions are clear and complete.
But: The manual is very well written. Its instructions are clear and complete.

Next week we'll begin a series to help you proofread for common errors that spell checkers don't correct. We'll start a review of essential rules and conventions for spelling, capitalization, and numbers.

Business Writing Tips - Grammar Basics: Apostrophes

2011-10-13T04:00:00.000-07:00

How is the possessive formed of words ending in s?
What is the difference between its and it's?

To answer those and other questions about apostrophes (particularly if you were perplexed by bullet 2 from last week's edition), let's review the following rules for apostrophes (five this week, and five more next week):

Apostrophes are used to indicate the omission of one or more letters in a word, to form plurals of abbreviations and symbols, and to form possessives.

Use apostrophes to indicate omitted letters or numbers.
Examples:
won't (will not)
it's (it is)
class of '03 (class of 2003)
To form the plural of numbers, letters, signs, and words referred to as words, add an apostrophe and s.
Examples:
Put the g's and 6's in the second column.
Change the &'s to and's.
NOTE: The apostrophe is optional when writing the plural of acronyms such as PCBs and 747s.
To form the possessive of singular words not ending in s, add an apostrophe and s.
Examples:
manager's office
book's title
To form the possessive of singular words ending in s, add only the apostrophe. You may add an apostrophe and s if an extra syllable would be pronounced. (Both endings are correct. Decide which ending you prefer, then use it consistently.)
To form the possessive of plural words not ending in s, add an apostrophe and s.
Examples:
women's rights
people's skills.
To form the possessive of plural words ending in s, add only an apostrophe.
Examples:
clients
bosses'
NOTE: Make words singular or plural, as appropriate, before you make them possessive.

Singular Singular possessive Plural Plural possessive

client client's clients clients'

woman woman's women women's

To form the possessive of plural words not ending in s, add an apostrophe and s.
Examples:
secretary-treasurer's report
chairman of the board's speech

Next week we'll explore some additional rules for possessives.

Business Writing Tips - Grammar Basics: Italics

2011-10-06T04:00:00.000-07:00

When are italics used instead of underlining or quotation marks?

To answer that and other questions about italics, let's review the following four rules for italics:

Italics are used to emphasize or set off special words.

Italicize or underline special words or phrases for emphasis, but only if the emphasis might otherwise be lost. Do not overuse italics or underlining. Your readers may be offended by the assumption that they aren't smart enough to locate the most important words or to recognize your use of irony.
Italicize or underline letters, numbers, and words when they are taken from a special vocabulary or when you use them in a special sense.
Example: No if's, and's, or but's! If we don't make this deadline, we don't get this contract.
Italicize or underline titles of books, magazines, and newspapers. Use quotation marks to enclose titles of short works such as articles or speeches.
Use italics for foreign abbreviations, words, and phrases that are not commonly used.            Examples:
        She gave me carte blanche to plan the regional meeting.
        (no italics since carte blanche is commonly used)

        The pièce de résistance was a 30-minute appearance by Billy Joel.
        (italics since pièce de résistance is not commonly used)

Next week we'll explore apostrophes.

Business Writing Tips - Grammar Basics: Quotation Marks

2011-09-29T04:00:00.000-07:00

Are periods and commas placed inside or outside of quotation marks?

Quotation marks are used in pairs to indicate the beginning and end of a quotation.

Use quotation marks to enclose titles of short works (articles, speeches). Italicize or underline titles of books, magazines, and newspapers.
Example: Focus recently published an article entitled "Increasing Efficiency of Part-time Employees."
Use quotation marks to enclose words taken from special vocabularies or used in a special sense. (Or you may use italics.)
Example: A full-time "equivalent employee" provides 1,704 working hours per year.
Use quotation marks to enclose quotations short enough to work into your own text (three lines or fewer).
Example: In his article, Michael J. Brooks suggests that "what the writer is trying to do is not only to communicate with the reader but also to influence his or her behavior."
Indent quotations of more than three lines. If a passage of more than one paragraph is quoted and is not to be indented (as in legal documents), place quotation marks at the beginning of each of the quoted paragraphs, but at the end of the last paragraph only.
Put commas and periods inside closing quotation marks; put semicolons and colons outside. Question marks and exclamation points should be put inside closing quotation marks only when they are part of the matter being quoted.
Use single quotation marks within double quotation marks for quotations within quotations.

Next week we'll explore italics.

Business Writing Tips - Grammar Basics: Parentheses

2011-09-22T04:00:00.000-07:00

Are periods and commas placed inside or outside of parentheses?

To answer that and other questions about parentheses, let's review the following three rules for parentheses:
Parentheses are used in pairs to set off interjected explanatory or qualifying remarks.

Use parentheses to enclose supplementary details inserted into a sentence. The details take various forms:
Incidental remarks
Example: The new manager (he is a close friend of Eric's) will start work on Monday.
Details and examples
Example: For the past five years (2006-2011), we have been increasing our orders.
Enumeration
Example: This proposal proves that (1) the time schedule is realistic, (2) the personnel are available, and (3) the payback is immediate.

NOTE: Except in legal documents, it is common practice to use Arabic numerals for dollar amounts rather than written numbers followed by numerals in parentheses.
Not: I have enclosed a check for (35) dollars.
But: I have enclosed a check for $35.
Place punctuation marks outside the parentheses unless the entire sentence is parenthetically enclosed.
Example: When this job is completed (the Cramer-Johnson merger), I want to begin working on the report to the stockholders.

Do not use a period at the end of a sentence that is included within another sentence.
Example: The Johnson report (you will find it filed with the Cole papers) has figures for the merger.

Do not use any punctuation outside parentheses that come between two sentences.
Example: Mr. Thomas sent a list of possible clients. (He owns a business trades publication.) We should process this list as soon as possible.
Commas, dashes, and parentheses are all used to set off nonessential elements. To determine when to use parentheses, use the following comparisons:

Commas are used to set off a thought that is closely related to the rest of the sentence.

Dashes (two hyphens without spacing before or after) are used to set off a thought that is loosely related to the sentence. A dash emphasizes the element that is set off. Do not overuse the dash.

Example: The primary concern--a drop in the bottom line--can be eliminated by careful attention to pricing.

Parentheses are used to enclose material that is even more loosely connected to the sentence. Parentheses minimize the element that is set off. You may enclose one or more complete sentences within parentheses.

Next week we'll explore rules for quotation marks.

Business Writing Tips - Grammar Basics: Hyphens (Part Two)

2011-09-15T03:50:00.000-07:00

Here are our last four rules for hyphens, as used in compound words and numbers, written fractions and prefixes:

Use a hyphen in compound words that are not yet accepted as single words. Use a dictionary as reference.
Examples:
governor-elect
in-house
double-check
start-up (noun and adjective)
but shutdown (noun)
Use a hyphen to form compound numbers from twenty-one through ninety-nine.
Use a hyphen to separate the numerator from the denominator in written fractions if they are adjectival.
Examples:His speech was one-third fact and two-thirds fiction. (The fractions one-third and two-thirds are adjectives modifying fiction.)

Two thirds of the report has to be rewritten. (Two is an adjective modifying the noun thirds in this sentence, so no hyphen is needed.)
Consult a reliable dictionary to determine current use of hyphens with prefixes. Some of the more common rules are listed below:

Use a hyphen between a prefix and a noun beginning with a capital letter.
Examples: pro-American
ex-President Clinton
Use a hyphen with a prefix to avoid a double vowel.
Example: anti-infective
Use a hyphen with a prefix to avoid confusion between the hyphenated word and a compound word with a different meaning.
Examples: re-cover (to cover again) recover (to regain)
Use a hyphen when joining a prefix to a hyphenated word.
Example: non-flower-bearing shrub
Use a hyphen with mid only when a capitalized word follows (mid-America) and when mid precedes a figure (a salary in the mid-forties).

Next week we'll explore parentheses.

Business Writing Tips - Grammar Basics: Hyphens

2011-09-08T04:00:00.000-07:00

Business documents are filled with recently coined words like e-mail and compounds like worldwide. When are hyphens used?
To answer that and other questions about hyphens, let's review the first four of our eight rules for hyphens:

With few exceptions, do not divide words at the end of a line of text unless text is right-justified or in narrow columns. Proofread automatic hyphenation to ensure that these rules have been followed:

Use a hyphen to join closely linked modifiers (words that, as a unit, modify the noun) when they precede a noun. This is the hyphen rule that you will use most often.
Examples:
a well-kept ledger
an all-out effort
a three-inch opening
It was a well-run meeting.
The meeting was well run.

NOTE: If the unit modifier consists of two nouns, do not use a hyphen.
Example:
injury prevention program (injury and prevention are both nouns)

Exception: Use a hyphen when the two words are hyphenated as a noun.
Example: year-end (noun), so year-end (adjective) costs

Be particularly careful to hyphenate when leaving the hyphen out may cause ambiguity.
Example:
two hundred-gallon drums (each holds 100 gallons)
two-hundred-gallon drums (each holds 200 gallons)

PUNCTUATION TIP: Don't depend on your reader knowing the significance of or even noticing your use of hyphens. Instead, restructure your presentation of hyphenated words to ensure absolute clarity.
Example: two 100-gallon drums
Do not use a hyphen when the first word of a closely linked modifier is an adverb ending in -ly.
Examples:
a quickly moving inventory
inventory
Use suspended hyphens to avoid repeating a word in a series.
Example: The duplicator fluid comes in one-, two-, or five-gallon cans.

Next week we'll cover our last four rules for hyphens, in compound words and numbers,

written fractions and prefixes.

about	above	across	after	along	among	around	at
before	behind	below	beneath	beside	between	beyond	but (except)
by	down	during	except	for	from	in	into
like	of	off	on	over	past	since	through
to	toward	under	until	unto	up	upon	with

Singular	Singular possessive	Plural	Plural possessive
client	client's	clients	clients'
woman	woman's	women	women's