Grammar, Punctuation, Mechanics and Spelling

Grammar, Punctuation, Mechanics, and Spelling

The development and proper organization of your note, letter, or report are crucial. However, if your writing is full of grammar and punctuation mistakes, no one will be impressed with the caliber of your work or with you. Your first communication with business partners is frequently through written communications. Many people are under the impression that only English teachers use red pens and point out grammar mistakes, but businesspeople also do so and may view the writer as less important.

Recently, we were collaborating with a young executive who works for a governmental agency. This executive said that anytime a spelling mistake was discovered in a report submitted by a subordinate, the report was shown in front of the entire office. The error was pointed out to everyone, who then had a good chuckle about it. The report was then given back to the author for revision. Our friend assured us that everything was being done in good humor. He did add, though, that staff members soon learnt to revise and proofread their work in order to prevent such overt displays of inaccuracy. He continued by saying that he always kept his dictionary on his desk and that it was well-used.

Your writing at work may not be exposed to such scrutiny by coworkers. Instead, your writing may go directly to another firm, and those readers will see your mistakes. To avoid this problem, you must evaluate your writing for grammar, punctuation, and spelling errors. If you don't, your customer and colleagues will. Here we will be discussing about:

• Grammar rules
• Punctuation
• Rules for effective mechanics
• Spelling
• Proofreader's marks
   

Grammar Rules

You must first comprehend the main parts of a sentence in order to comprehend grammar's foundational concepts. A subject and a predicate make up an appropriate sentence (some sentences also include a phrase or phrases).

Example

• The meeting began at 4:00 A.M.
• Subject Predicate Phrase
• Subject
  • The doer of the action; the subject usually precedes the predicate.
• Predicate
  • The action in the sentence

Example

• He ran to the office to avoid being late.
  • Doer Action Phrases
  • You have an independent sentence if the subject and the predicate both express a complete thought and can stand alone.

Example

• The meeting began at 4:00 P.M.
  • Independent clause Phrase
    • A phrase is a collection of words with a common meaning that cannot stand alone or be punctuated as a sentence and lacks a subject and a predicate. Here are some examples of phrases:
      • At the house
      • In the box
      • On the job
      • During the interview
      • If a clause is dependent, it cannot stand alone.

Example

• Although he tried to hurry, he was late for the meeting.
• Dependent clause, Independent clause

Example

• He was late for the meeting although he tried to hurry.
• Independent clause Dependent clause

Note: Use a comma before the independent clause when a dependent clause starts a sentence. The dependent clause should not, however, be followed by a comma when an independent clause starts a sentence.

Agreement Between Pronoun and Antecedent (Referent)

• A pronoun must match its antecedent's gender and number.
  • Susan went on her vacation yesterday.
  • The people who quit said that they deserved raises.

When a singular indefinite pronoun is the antecedent, issues frequently occur. The singular pronouns anybody, each, everyone, everyone, someone, and someone are required for the antecedents listed below.

• Incorrect
  • Anyone can pick up their applications at the job placement center.
• Correct
  • Anyone can up his or her applications at the job placement center.
    • There are issues as well when there are many words between the pronoun and the antecedent.
• Incorrect
  • Even when the best employee is considered for a raise, they often do not receive it.
• Correct
  • Even when the best employee is considered for a raise, he or she often does not receive it.

Agreement Between subject and Verb:

When extra words divide the subject from the verb, writers occasionally cause conflict between the two. Ignore the words that come before the verb and the subject to ensure agreement.

• Incorrect
  • Her boss undoubtedly think that all the employees want promotions.
• Correct
  • Her boss undoubtedly thinks that all the employees want promotions.
• Incorrect
  • The employees who sell the most equipment is going to Hawaii for a week.
• Correct
  • The employees who sell the most equipment are going to Hawaii for a week.
    • Use a plural verb when a sentence has two subjects (a compound subject) joined together by and.
• Incorrect
  • ​​​​​​​Joe and Becky was both selected employee of the year.
• Correct
  • ​​​​​​​Joe and Becky were both selected employee of the year.
• Incorrect
  • ​​​​​​​The bench workers and their supervisor is going to work closely to complete this project.
• Correct
  • ​​​​​​​The bench workers and their supervisor are going to work closely to complete this project.

To make the majority of plural subjects or singular verbs, add a final s or es as seen below:

The verb should agree with the closet subject in sentences with two subjects connected by either....or, neither....nor, or not only....but also. This lessens the awkwardness of the sentence.

• Example
  • Either the salespeople or the warehouse worker deserves raises.
  • Not only the warehouse worker but also the salespeople deserve raises.
  • Neither the salespeople nor the warehouse worker deserves raises.
  • Singular verbs are used after most indefinite pronouns such as following:

• Anyone who breaks here is guaranteed maternity leave.
• Everybody wants the company to declare a profit this quarter.

Frequently, singular verbs such as the following come after collective nouns:

• The staff is sending the boss a bouquet of roses.

Comma Splice

When two independent clauses are linked by a comma rather than a period or semicolon, it is referred to as a "comma splice."

• Incorrect
  • ​​​​​​​Sue was an excellent employee, she got a promotion.
    • There are several ways to fix this mistake.
      • Put a semicolon between the two independent clauses.
• Correct
  • ​​​​​​​Sue was an excellent employee; she got a promotion.
    • Put a period between the two separate clauses.
• Correct
  • ​​​​​​​Sue was an excellent employee. she got a promotion.
    • Use a comma and a coordinating conjunction to separate the two independent sentences (and, but, or, for, so, yet).
• Correct
  • ​​​​​​​Sue was an excellent employee, so she got a promotion.
    • Use a semicolon (or a period), a conjunctive adverb, and a comma to separate the two independent clauses. Adverbs in the conjunctive mood include also, also, accordingly, additionally, furthermore, but, alternatively, additionally, yet, hence, and thus.
• Correct
  • sue was an excellent employee; therefore she got a promotion.
  • Sue was an excellent employee. Therefore she got a promotion.
    • One of the independent clauses should be converted into a dependent class using a subordinate conjunction. After, although, as, because, before, even though, if, once, since, that, so that, though, unless, until, when, where, and whether are examples of sibordinate conjunctions.
• Correct
  • Because Sue was an excellant employee, she got a promotion.

Faulty or Vague Pronoun Reference

Pronouns must be used to refer to specific nouns (its antecedent). An excessive quantity of pronouns (which results in unclear pronoun refernce) and the absence of a distinct noun as an antecedent are both problematic situations. The antecedents in the passage that follows are not obvious, and there appear to be too many pronouns.

Example:

• Although Bob had been hired over two years ago, he found that his boss did not approve his raise. In fact, he was also passed over for his promotion. The boss appears to have concluded that he had mot exhibited zeal in his endeavors for their busines. Instead of being a highly valued employee, he was not viewed with pleasure by those in authority. Perhaps it would be best if he considered his options and moved to some other company where he might be considered in a new light.
  • Readers have issues because of the overuse and ambiguity of he and his. Whose words are these—Bob or his boss? You can never be 100 percent certain. Limit the use of pronouns to prevent this issue, as in the change that follows.
• Example
  • Although Bob had been hired for two years ago, he found that his boss, joe, did not approve his raise. In fact, Bob was also passed over for promotion. Joe appears to have concluded that Bob had not exhibited zeal in his endeavors for their business. Instead of being a highly valued employee, Bob was not viewed with pleasure by those in authority. Perhaps it would be best if bob considered his options and moved to some other company where he might be considered in a new light.
    • He and His have been changed to more specific names in the preceding sentence to make it clearer (Bob and Joe).

Fragments

When a group of words are employed improperly as an independent clause, the sentence becomes fragmented. The set of words frequently has a capital letter at the beginning, end punctuation, but neither a subject nor a predicate.

• Incorrect
  • Working with computers.
    • (fails to provide a predicate and fails to fully articulate the thought)
      • The set of words may be a dependent clause even though it contains a subject and a predicate.
• Incorrect
  • ​​​​​​​Although he enjoyed with computers.
    • (has a predicate, enjoyed, and a subject, he, but is a dependent phrase because the subordinate conjunction although introduces it.)

It is easy to fix a fragment bu doing one of the following:

• Insert a subject.
• Insert a predicate.
• Add a predicate and a subject.
• A dependent clause should be followed by an independent clause.
   
• Correct
  • Joe found that working with computers used his training.
    • (Joe is the subject; "found" is the predicate.)
• Correct
  • Although he enjoyed working with computers, he could not find a jobin a computer-related field.
    • (With the dependent clause's addition of the independent clause, "He couldn't find a job,"
      • Although he enjoyed workinh with computers)

Fused Sentence

When two independent clauses are involved without any punctuation, the sentence becomes fused.

• Incorrect
  • ​​​​​​​The company performed well last quarter its stock rose several points.
    • There are numerous ways to fix this mistake.
      • Put a period between the first and second sentence.
• Correct
  • ​​​​​​​The company performed well last quarter. Its stock rose several points.
    • The two independent clauses should be separated by a comma and a coordinating conjunction.
• Correct
  • ​​​​​​​The company performed well last quarter, so its stock rose several points.
    • Making a dependent clause requires the use of a subordinating conjunction.
• Correct
  • Because the company performed well last quarter, its stock rose several points.
    • Separate the two independent clauses with a semicolon.
• Correct
  • ​​​​​​​The company performed well last quarter; its stock rose several points.
    • Use a semicolon, a conjunctive adverb, a transitional word or phrase, and a comma to separate the two independent clauses.
• Correct
  • ​​​​​​​The company performed well last laquarter; therefore, its stock rose several points.
• Correct
  • ​​​​​​​The company performed well last quarter; for example, its stock rose several points.

The transitional words and phrases mentioned below are arranged in order of use.

To Add

To Compare/ Contrast

To Provide Examples

To Show Place

To Reveal Time

To Summarize

Modification

A word, phrase, or clause that clarifies or adds information about other words, phrases, or clauses is known as a modifier.

Misplaced Modifiers

A modifier that is not positioned close to the term it modifies is misplaced.

• Incorrect
  • ​​​​​​​He had a heart attack almost every time he was reviewed by his supervisor.
• Correct
  • ​​​​​​​He almost had a heart attack every time he was reviewed by his supervisor.
• Incorrect
  • ​​​​​​​The worker had to frequently miss work.
• Correct
  • ​​​​​​​The worker frequently had to miss work.

Dangling Modifiers

When a modifier is not positioned close to the word or phrase it modifies, it is said to be hanging. Place modifiers next to the world(s) they are referring to to prevent misleading your readers. Don't assume that your readers will figure out what you mean.

• Incorrect
  • ​​​​​​​While working, tiredness overcame them.
    • (who was working? Who was overcome by tiredness?)
• Correct
  • ​​​​​​​While working, the staff became tired.
• Incorrect
  • ​​​​​​​After soldering for two hours, the equipment was ready for shipping.
    • (Who had been soldering for two hours? Not the equipment!)
• Correct
  • ​​​​​​​After soldering for two hours, the tecnicians prepared the equipment for shipping.

Parallelism

A list's items ought to all have parallel grammatical structures. Keeping phrases and sentences separate (independent clauses).

• Incorrect
  • At the departmental meeting, the following topics will be covered:
    • Mileage entry in logs (phrase)
    • Each employee is required to sign up for a training session. (sentence)
    • The goal of quarterly evaluations (phrase)
    • Some workers who process data travel to job sites. (sentence)
• Correct
  • At the departmental meeting, we'll talk about the following:
    • Mileage entry in logs (phrase)
    • Registering for training sessions (phrase)
    • Evaluating quarterly the performance of staff (phrase)
    • Traveling to work locations (phrase)
• Correct
  • You will learn how to at the department meeting.
    • Log your miles (phrase)
    • Sign up for training sessions (phrase)
    • Quarterly evaluation of employees' performance (phrase)
    • Trip to the workplace (phrase)

Punctuation

Apostrophe ( ' ):

To show possession in a solitary word, use an apostrophe before the last s.

• Example
  • Jim's tool chest is next to the furnace.
    • If the word is plural, place the apostrophe after the final s.