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In informal conversation, we often speak in partial sentences, as in the response of Holly below:
Randall: Holly, why were you late for today's meeting?Holly: Because of traffic on I-215
Although acceptable in colloquial speech, this reply becomes a sentence fragment in writing. Sentence fragments don’t belong in formal business writing.
Watch this video to review the three fundamental parts of a sentence:
This video identifies three sentence building blocks: subjects, verbs, and complements. Subjects are the noun actors in the sentence; they either do, are, or have something. Verbs express action, having, or being. Complements add meaning to the sentence by completing or giving more information about—modifying—the subject or the verb.
These elements collaborate to form meaningful sentence structure. Depending on the complexity of a sentence, it may contain multiple subjects, verbs, objects, and modifiers. A sentence may contain phrases and dependent clauses, but without an independent clause, no complete sentence exists. Click on the table below for examples of phrases, dependent clauses, and independent clauses.
Competent writers understand the difference between phrases and clauses and between independent and dependent clauses. This video clarifies the differences:
p13, 14, and 15 specify information about indefinite pronouns change the caption.
When expressed alone or with a dependent clause(s) only, a phrase is a fragment.
A clause contains both a subject and its verb. A dependent clause cannot stand alone, but an independent clause can stand alone because it is a complete sentence. A phrase is a group of words that does not contain a subject.
Adjectives modify nouns and pronouns. Adverbs modify verbs, adjectives, and other adverbs.
Adjectives and adverbs do not function interchangeably. Do not use an adverb where you need an adjective, and do not use an adjective where you need an adverb. Click on the table below for examples of adjectives and adverbs.
Whether they are words, phrases, or clauses, modifiers must be correctly placed in a sentence. Misplaced modifiers cause confusion because they are separated from the words, phrases, or clauses they describe or modify. Click on the table below for examples of how to correct misplaced modifiers.
A dangling modifier is a word or phrase that is neither clearly nor logically related to the word(s) it modifies. Unlike misplaced modifiers, dangling modifiers cannot be corrected by simply moving them to a different place in the sentence. Click on the table below for examples of how to correct dangling modifier errors.
Squinting modifiers—words or phrases that could modify the words before or after them—create ambiguity and confusion. Click on the table below for examples of how to resolve squinting modifiers.
They are tricky because they can function as adjectives or adverbs. This duality can cause great confusion. To avoid misinterpretation, think carefully about where to place only and just; they belong directly next to the word or words they modify. Click on the table below for examples of how to translate only and just.
Watch this video to review those pesky introductory phrases:
None of the examples are incorrect, depending on the meaning the writer wants to convey. Therefore, carefully place only and just in a sentence. Errors typically occur when these words appear between the subject and the verb. Speakers get away with inserting only and just between the subject and the verb because vocal intonation clarifies meaning. In writing, however, place these words exactly where they belong: immediately before the word(s) you intend to modify.
For a general adverb-placement review, watch the following instructional video:
Pronouns stand in for nouns. To understand how pronouns are useful, consider the following two sentences:
LIFE WITHOUT PRONOUNSElon Musk, CEO of Tesla, Inc., says that Elon Musk will drive electric cars for the rest of Elon Musk’s life.
Reading that sentence is confusing. Pronouns clarify and make the sentence easier to understand.
LIFE WITH PRONOUNS Elon Musk, CEO of Tesla, Inc., says that he will drive electric cars for the rest of his life.
Some situations require repeating pronouns because the reader can’t tell what the pronoun refers to. Rule #5 below (avoid ambiguous pronoun references) discusses these situations.
Using the correct pronoun starts with identifying the point of view, case, number, and gender.
First-person point of view indicates an I/We/Us perspective. Second-person point of view indicates a You perspective. Third-person point of view indicates a He/She/It/They/Them perspective.
Subjects do the action in a sentence. Objects either receive the action in the sentence or come after a preposition. Possessives indicate ownership. If they are used before a noun, they become adjectives. Reflexives or Intensives reflect on the subject or emphasize or intensify nouns.
Some pronouns indicate masculine or feminine gender; some are gender-neutral. Some pronouns are masculine. Others are feminine. Others are not assigned gender. Other languages have gender assigned to nouns, not just pronouns. English, however, assigns gender to only certain pronouns, like she, her, herself, he, him, and himself.
Table 3.1.1 provides a list of pronouns by point of view, number and gender, and case. Table 3.1.2 provides examples of each. Notice the gender-neutral y’all, which is inclusive. Click on the tables to view these examples.
Compound Pronoun Tip
If you get confused about which pronoun to use when it comes as part of a compound, use this helpful tip:
In your mind, omit one of the pair:
“My team leader is going with Devon and me/Devon and I to the company barbecue.”
RemovingDevon and simplifies the process so writers easily choose the correct pronoun.
To emphasize a subject or object, add the corresponding pronoun in the correct case. The table below shows a few examples. If you can make your point without using the emphatic pronoun, leave it out to remain concise. Click on the table below to view examples of emphatic pronouns.
When used to introduce relative adjective clauses, the relative pronouns—that, which, who, and whoever—introduce relative adjective clauses. Called relative pronouns because they relate the clause with the noun they modify, relative pronouns answer the questions, Which one? and What kind? Click on the table below for examples of how to use relative adjective clauses.
How do you know whether to use that, which, or who? When referring to objects or groups—including families or teams—use that or which. Using that indicates a clause essential or restrictive to the meaning of the sentence. Using which indicates a clause nonessential or nonrestrictive to the meaning of the sentence. Notice that commas set off nonessential clauses (more to come in the punctuation section). When referring to people, use who. Click on the table below for examples of this.
For more information on pronoun-related errors, visit The Purdue OWL. The Towson University website also clearly explains pronouns.
Pronouns must agree with their antecedent—the noun they are replacing. The pronoun must match the antecedent in number, singular or plural, and in gender, male or female. Click on the table below for examples.
Singular Pronoun Tip
The following link clearly explains how to use singular pronouns with a singular company: Business Writing Blog.
Click on the tables below for examples of indefinite pronouns by number—singular or plural. Always-singular indefinite pronouns always pair with singular pronouns. Always-plural pronouns pair with plural pronouns.
In business, a team is composed of a number of individuals. However, because the team is an entity distinct from its individual members, use a singular pronoun and verb when referring to the team as a whole. Click on the table below for examples of how teams and families take singular pronouns.
Pointing to other nouns in the sentence, the demonstrative pronouns this, that, these, and those indicate number and proximity. This and that are singular. These and those are plural. This and these refer to close items. That and those refer to items that are far away. If the physical distance is ambiguous, consider context. Assess physical proximity, emphasis, and intended meaning to choose the most suitable demonstrative pronoun. Click on the table below for examples of how to use demonstrative pronouns
Why We Use “All” or “Y’all” Instead of Adding “His or Her” With Indefinite Pronouns Like Each or Every
When using always-singular indefinite pronouns like each, every, or anyone, maintain agreement with the singular form. While a gender-neutral option, "his or her" can become cumbersome in longer sentences. To avoid this problem, consider rephrasing the sentence with a plural alternative. Consider the below examples, which ensure clarity while respecting gender neutrality.
Original: Each student should submit his or her assignment by midnight on the due date.
Alternative: All students should submit their assignments by midnight on the due date.
Also concerning is the plural masculine reference "you guys," which traditionally refers to mix-gendered groups. Because the phrase carries gendered, non-inclusive connotiations, consider using a centuries-old phrase from the American South: "y'all" is a popular choice for addressing groups without relying on gendered terms. If you're comfortable with it, "y'all" can be a great replacement for "you guys" in both tone and function.
Original: You guys should submit your assignments by midnight on the due date.
Alternative: Y'all should submit your assignments by midnight on the due date.
Pronouns must not only agree with their antecedents in gender and number but also refer to only one antecedent. For more information, watch this video that contains advice on keeping your pronoun references straight.
Take note—antecedents must be nouns or pronouns. Verb phrases, adjectives, and adverbs are not allowed to be antecedents.
The following video explains pronoun references:
Click on the table below for examples of how to use clear pronoun references.
Parallelism means using the same word patterns—the same syntax—for similar parts of a sentence. When these similar elements aren’t parallel, they sound awkward and out of place.
Writers most often violate the parallelism principle in three situations:
Click on the table below for examples of how to create parallel expressions.
Learn more about parallelism in the video below:
To solidify your understanding of how to use parallel connectives, watch this video:
To learn more about parallel connectives, click the link below.
Have you ever been confused about whether to use affect or effect? If so, you are in good company. Many words are commonly confused. Take, for example, the words every day and everyday. Every day means daily. Everyday means commonplace.
INCORRECT: For my new exercise regimen, I do yoga everyday.
CORRECT: For the company picnic, I wore my everyday jeans.
If you don't understand the difference between any of the pairs in this table, review this alphabetized list of common word-use errors: Easily Confused Words.
Awareness is the first step toward mastery. This section covered seven types of sentence structure and word-choice errors. If you struggle with any of these errors, keep studying, practicing, and getting feedback. Your writing and speaking will continue to improve until these seven fundamentals become second nature to you.
Consider putting your writing through an AI grammar checker. Do you notice whether it finds your grammar errors?
MCOM Grammar Videos
Fogarty, Mignon. "What Is a Subordinate Clause?" Grammar Girl Quick and Dirty Tips, February 29, 2016.
Mills, Bonnie. "Pronouns and Antecedents." Grammar Girl Quick and Dirty Tips, November 30, 2018.
For further information on the importance of grammar in business writing, review the following articles:
Wiens, Kyle. “I Won’t Hire People Who Use Poor Grammar. Here’s Why.” HBR Blog Network, July 20, 2012.Kyle Wiens takes a stand on sloppy grammar and will not hire people who do not pass a grammar test. He believes that grammar is relevant for all companies because it establishes credibility.
Hoover, Brad. “Good Grammar Should Be Everyone’s Business.” HBR Blog Network, March 4, 2013.In response to Wien’s article, Brad Hoover, CEO of Grammarly, reviewed 100 LinkedIn profiles of native English speakers with similar job experience for correct use of grammar. He found that those with fewer grammar errors achieved higher positions, and moved up the corporate ladder more quickly.
Shellenbarger, Sue. “This Embarrasses You and I: Grammar Gaffes Invade the Office in an Age of Informal Email, Texting, and Twitter.” The Wall Street Journal, June 20, 2012.Shellenbarger discusses business professionals’ grammar inequity. Because grammar rules are often unclear, they can be sources of office debate and argument (for example, using the Oxford comma, or ending a sentence with a preposition).
For more in-depth information, review the following books:
HBR Guide to Better Business Writing by Bryan Garner
It Was the Best of Sentences, It Was the Worst of Sentences by June Casagrande
Words Fail Me by Patricia O'Conner
Eats, Shoots, and Leaves by Lynne Truss
The Only Grammar Book You’ll Ever Need: A One-Stop Source for Every Writing Assignment by Susan Thurman
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