Download grammar - PCC - Portland Community College

Business Grammar
Customized & Workplace Training
AAI/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
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
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



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
 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
 Dependent 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
– MUST be connected to an
independent clause for
meaning
– Function as adverb or
adjective
– Use “subordinating
conjunction” (although, because,
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.
if, which, who, etc.)
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
 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.
Incorrect: The board members finished their meeting on
schedule.
Incorrect: The chairperson and members were surprised;
they thought it would take longer.
Incorrect: 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 coworker.
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 coworker.
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)
 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