Transcript Business Writing Skills

Avoid Grammar that Confuses
the Reader
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Avoid run-on sentences and fragments
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Apply parallel construction
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Avoid misplaced modifiers
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Avoid unclear pronoun reference
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Apply pronoun/noun agreement
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Apply subject / verb agreement
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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, she
apparently underestimated the opposition.
The President’s popularity has plummeted. She
apparently underestimated the opposition.
The President’s popularity has plummeted; she
apparently 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.
Not Parallel
Parallel
Training sessions
have been stimulating
and a challenge.
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.
Dangling
modifier
The word or phrase it
describes is missing
from the sentence.
After working overtime, the
report was finally finished.
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…
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.
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
Wrong: If a student parks a car on campus, they have to buy a sticker.
Correct: If a student parks a car on campus, he or she has to buy a sticker.
Wrong: The student should do their best.
Correct: The student should do his or her 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)
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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
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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.
Formal
List
Definition
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.
A semi-colon joins two independent clauses
(closely linked in thought) or separates complex
items in a list
Separate two closely linked independent clauses.
The project was finally completed, and we were elated.
The project was finally completed; we were elated.
Separate sentences joined by a transitional
expression.
The job is filled; however, we will keep your resume
Separate items in a series that contain internal commas.
Members of the survey crew were Juan Jimenez, a
geologist; Hector Lightfoot, a surveyor; and Mary
Shelley, a graduate student.
Hyphen and Dash
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Hyphen
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En-dash
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Separates parts of a compound word or name, or
between syllables in a word
Two-day class, seventy-five people
Connects inclusive numbers
Example: 15 – 40
Em-dash
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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.
conjunctions
Use a comma between two independent clauses joined by a
coordinate conjunction such as and, but, or, and nor.
Series
Use 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.
interrupters
Use commas to separate internal sentence interrupters, such as
nonrestrictive (nonessential) clauses. For example, On Monday,
which is a holiday, we will close.
Dates
Use 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
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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
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Write for clarity and
conciseness
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Write effective
sentences
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Avoid excess wordiness
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Avoid grammar and
punctuation that
confuses the reader
“Make everything as simple as
possible but not simpler.”
Albert Einstein