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Business Grammar
Customized & Workplace Training
City of Portland/Portland Community College
Facilitated by George Knox
Why Is English Grammar So
Difficult?
We have a complex language
 We first learn the grammar informally
(as young children before schooling)
 We have “multiple grammars”

– Verbal (formal and informal)
– Written (formal and informal)

Our standards change
Why Is English Grammar Important?
 Meaning
 Clarity
 Credibility
For example:
“Despite the warnings given to
the worker by his manager, his
actions resulted in liability for the
company and for employee.”
Whose actions? Which
employee? Who is responsible?
The Parts of Speech
Noun – Names a person, place, thing, idea
 Verb – Expresses action, being or state of being
 Pronoun – Substitutes for a noun or group of nouns
 Adjective – Modifies/describes a noun/pronoun
 Adverb – Modifies/describes a verb, adjective or
another adverb
 Preposition – Introduces a phrase functioning as
an adjective or adverb
 Conjunction – Joins words or groups of words
 Interjection – Expresses emotion
 Article – Points to a noun

Other Important Concepts
Subject – Names who or what the
sentence is about, simple or complex
 Predicate (Verb) – Expresses the
action/being of the sentence
 Clause – A group of related words
containing a subject and a verb
 Phrase - A group of related words
without a subject-verb relationship

Sentence Structure

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ALL sentences have a Subject and a Predicate
Both Subject and Predicate may be simple or
complex (w/ modifiers)
Sentences may have more than one subject and
more than one predicate.
Examples:
The product was delivered on time as promised. The
package even included a note from the vendor. Then
and there, the happy manager ordered another shipment.
Paragraph Structure
Topic sentence with support sentences
(details and examples)
 Usually topic sentence comes first
 Front load vs. back load
 Start a paragraph when you introduce a
new topic sentence

Common Grammar Problems
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Clause Confusion
Disagreement Between Elements
Unclear Meaning
Independent and Dependent Clauses

Independent Clause
– Can stand alone and still
make sense
– Can be used alone as a
sentence
– Can be used as part of a
compound sentence w/
other clauses

Dependent Clause
– MUST be connected to an
independent clause for
meaning
– Function as adverb or
adjective
– Use “subordinating
conjunction” (although,
because, if, which, who, etc.)
Example: If the contract
meets your approval,
please sign the copies
and return them to me.
Example: If the contract
meets your approval,
please sign the copies
and return them to me.
Clause Confusion: Run-Ons

Problem: Independent clauses joined
incorrectly with other clauses.
 Cause: Missing punctuation and/or
conjunctions
Incorrect: I need the insurance paperwork back
as soon as possible the coverage begins
early next month.
Incorrect: But we discussed last week you will
have full coverage for yourself and family.
Clause Confusion: Run-Ons

Solution: Find where the clauses join. Then
decide how you want to use the first
independent clause:
– Alone as a complete sentence with end
punctuation
– With another independent clause as a
compound sentence, either with a comma and
conjunction OR a semicolon
– With a dependent clause in a complete
sentence (adding a subordinate conjunction)
Clause Confusion: Run-Ons
Incorrect: I need the insurance paperwork back
as soon as possible the coverage begins
early next month.
Correct: I need the insurance paperwork
back as soon as possible. The coverage
begins early next month.
Incorrect: But we discussed last week you will
have full coverage for yourself and family.
Correct: But as we discussed last week, you
will have full coverage for yourself and
family.
Clause Confusion: Sentence Fragments

Problem: Phrases are used as independent
clauses OR dependent clauses are used alone,
without an independent clause
 Cause: Fragments are not complete sentences
or have subordinating conjunctions without
anything to modify.
Incorrect: The patient uninsured at this time and now
unable to make payment.
Incorrect: Since the due date is past and collection is
requested.
Clause Confusion: Sentence Fragments

Solution: Check for a missing subject or
predicate. Look for a subordinate
conjunction. Then:
– Add or link the dependent clause to an
independent clause OR
– Convert the fragment to an independent
clause by dropping the subordinate
conjunction and adding the needed subject
or predicate
Clause Confusion: Sentence Fragments
Incorrect: The patient uninsured at this time and
now unable to make payment.
Incorrect: Since the due date is past and
collection is requested.
Correct: The patient is uninsured at this time
and is now unable to make payment. Since
the due date is past, collection is
requested.
Disagreement: Subject - Verb

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Problem: Confusion over whether the subject is
singular or plural, especially when words come
between the subject and the verb OR when the
verb comes before the subject
Cause: Verbs must agree with their subjects in
number (singular/plural) and in person (1st/2nd/3rd)
Incorrect: The patient, along with her family,
request an extension or waiver.
Incorrect: The guidelines for billing does not allow
an exception in such cases unless a manager
approve an override.
Disagreement: Subject - Verb

Solution: Find the subject (not its
complement) and the verb. Change
the verb to agree with the subject in
number and in person.
Disagreement: Subject - Verb
Incorrect: The patient, along with her family, request
an extension or waiver.
Correct: The patient, along with her family,
requests an extension or waiver.
Incorrect: The guidelines for billing does not allow
an exception in such cases unless a manager
approve an override.
Correct: The guidelines for billing do not allow
an exception in such cases unless a manager
approves an override.
Disagreement: Compound Subjects


Problem: Confusion over whether to treat compound
subjects as singular or plural.
Cause: Different conjunctions result in different
treatment. Also, “either” and “neither” may be used
alone a indefinite pronouns rather than conjunctions.
Incorrect: Dr. Williams, Dr. Smith and Dr. Jones wants to
participate in this week’s training.
Incorrect: Neither Dr. Williams nor the others has their
application completed.
Incorrect: However, everyone have submitted the
registration fee.
Disagreement: Compound Subjects

Solution: Find the compound subject
– If joined with “and”, treat as plural.
– If joined with “or/nor”, use the subject
nearest the verb to determine the
agreement.
– If an indefinite pronoun, treat as singular.
Disagreement: Compound Subjects
Incorrect: Dr. Williams, Dr. Smith and Dr. Jones wants to
participate in this week’s training.
Incorrect: Neither Dr. Williams nor the others has their
application completed.
Incorrect: However, everyone have submitted the
registration fee.
Correct: Dr. Williams, Dr. Smith and Dr. Jones want to
participate in this week’s training.
Correct: Neither Dr. Williams nor the others have their
application completed.
Correct: However, everyone has submitted the
registration fee.
Disagreement: Pronoun - Antecedent


Problem: The pronoun does not match the noun it
references (its antecedent) for number or gender; Sexist
language may also be used.
Cause: Confusion over whether the antecedent is
singular or plural; Assuming an individual or group is one
gender or another based on bias.
Incorrect: The board members finished its meeting on
schedule.
Incorrect: The chairperson and members were surprised;
he thought it would take longer.
Incorrect: Every professional relishes it when he completes
a project successfully.
Disagreement: Pronoun - Antecedent


Solution: Find the antecedent. Ensure that the pronoun
matches for number and gender.
– Treat indefinite antecedents (e.g. anyone, somebody),
generic nouns and collective nouns as singular.
– Treat compound antecedents connected by “and” as
plural.
– For compound antecedents connected by “or/nor”, make
the pronoun agree with the nearer antecedent
– Use gender neutral pronouns when possible
Hint: It may be easier to change the antecedent than the
pronoun
Disagreement: Pronoun - Antecedent
Incorrect: The board members finished its meeting on
schedule.
Incorrect: The chairperson and members were surprised;
he thought it would take longer.
Incorrect: Every professional relishes it when he
completes a project successfully.
Correct: The board members finished their meeting
on schedule.
Correct: The chairperson and members were
surprised; they thought it would take longer.
Correct: Professionals relish it when they complete a
project successfully.
Disagreement – Ambiguous Pronouns


Problem: It is unclear which antecedent a pronoun
references
Cause: There are a number of possible causes
– More than one antecedent is present
– The pronoun is not close to the antecedent
– An implied antecedent is referenced
– “That” or “which” is used to refer to persons
Incorrect: Jill had a fight at work and had to meet with
her supervisor, Joan, about it. It made her mad.
Incorrect: Joan didn’t know which was to blame, Jill or
her co-worker.
Disagreement – Ambiguous Pronouns

Solution: Replace the pronoun with a noun or
move the pronoun closer to the antecedent.
Use “who”, “whom” or “whose” when referring
to persons.
 Hint: Try moving the pronoun first to avoid
repetitive words/phrases (e.g. using a
person’s name repeatedly).
Disagreement – Ambiguous Pronouns
Incorrect: Jill had a fight at work and had to meet with her
supervisor, Joan, about it. It made her mad.
Incorrect: Joan didn’t know which was to blame, Jill or her
co-worker.
Correct: Jill had a fight at work and had to meet with
her supervisor, Joan, about it. The fight made Joan
mad.
Correct: Joan didn’t know who was to blame, Jill or
her co-worker.
Unclear Meaning
“I once shot an elephant in my pajamas.
How he got into my pajamas, I’ll never
know.”
- Groucho Marx
Unclear Meaning: Misplaced Modifiers

Problem: Confusion over which word or words
are modified or how they are modified
 Cause: Modifiers are placed too far away from
what they modify
Incorrect: The first patient rushed past the
pharmacist beating the other patients to the
counter.
Incorrect: The patient almost spent $200.
Unclear Meaning: Misplaced Modifiers
Solution: Move the modifier closer to the
word or words it modifies.
 Hint: Sometimes punctuation may also
work, by setting off a dependent clause or
phrase.

Unclear Meaning: Misplaced Modifiers
Incorrect: The first patient rushed past the
pharmacist beating the other patients to the
counter.
Incorrect: The patient almost spent $200.
Correct: Rushing past the pharmacist, the
first patient beat the other patients to the
counter.
Incorrect: The patient spent almost $200.
Unclear Meaning: Dangling Modifiers

Problem: Introductory or closing modifying
phrases that do not name the subject
modified.
 Cause: The modifier implies the wrong
subject is modified.
Incorrect: Writing quickly, the prescription was
completed without looking up.
Incorrect: The patient left the doctor flying out
of the room.
Unclear Meaning: Dangling Modifiers

Solution: The sentence must be rewritten.
(Moving the modifier will not help.)
– Name the word/words being modified in the
subject of the independent clause OR
– Place the word/words being modified within
the modifying phrase.
Unclear Meaning: Dangling Modifiers
Incorrect: Writing quickly, the prescription was
completed without looking up.
Incorrect: The patient left the doctor flying out
of the room.
Correct: Writing quickly, the doctor
completed the prescription without
looking up.
Correct: The patient flew out of the room as
he left the doctor.
Unclear Meaning: Passive Voice
Passive voice emphasizes who/what is
receiving the action rather than
who/what is doing the action.
 So decide where the emphasis should
be on the actor or the receiver. If the
actor is more important, write in active
voice. If the receiver is more important,
write in passive voice.

Unclear Meaning: Passive Voice
Passive: The results of the procedure were not
adequately documented by the clinic.
Active: The clinic did not adequately document
the results of the procedure.
Passive: The procedure will need to be
rescheduled by the clinic free of charge.
Active: The clinic will need to reschedule the
procedure free of charge.
Proofreading for Grammar
(Sentence Level)
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When proofing and editing, focus on meaning and clarity
Know your grammatical weaknesses, and check those first
Read a sentence aloud to confirm “verbal grammar”
Look for shifts in voice, person and tense
Identify subject, predicate, clauses, phrases within a
sentence
Quickly cover the basics:
– Complete sentences (and ideas)
– Agreement between elements
– Clear and appropriate modifying phrases
– Correct punctuation
Use the writing assistants to find likely errors (but check
again for yourself)
Keep a good grammar guide handy