Business

GrammarA Vital
Refresher Course

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Business GrammarA Vital Refresher Course
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Table of Contents
Introduction..........................................................................................................................................................................................................3
Understand How Business Writing Is Uniquely Different From Other Types of Writing..................................4
Grammar Mistakes You Never Want to Make...............................................................................................................................4
A Concise Refresher on How to Correctly Use Verb Tenses,
Subject-Verb Patterns, and Pronouns and Their Antecedents............................................................................................6
How to Free Your Writing From Unintentional Bias That Can Alienate Your Readers.....................................6
Avoid These Blunders When Using ApostrophesThey Scream Rookie!..............................................................7
To Capitalize or Not to Capitalize? These Tips Will Eliminate Any Question..........................................................7
A Checklist of Key Points to Review Before Any Document Leaves Your Desk........................................................8
When Its Okay to Break Grammar Rules..........................................................................................................................................8
Personal Action PlanBusiness Grammar.....................................................................................................................................9
Bonus Material..................................................................................................................................................................................................10

Symbol Key
Symbols used in this workbook:
Introduction: A brief overview of the session you are about to begin

Summary: A quick review of what you have learned in the current session

Personal Action Plan: An opportunity to apply your newly learned skills and knowledge to your
specific work environment

Introduction
For many people, grammar is difficult. And, unfortunately, the English language does not
help much since it is full of arcane rules, inconsistencies and downright head scratchers.
This business grammar Webinar will help you review basics and make sense out of the
seemingly incomprehensible.

Describe how business writing is uniquely different from other types of writing
List the grammar mistakes you never want to make
Explain how to correctly use verb tenses, subject-verb patterns, and pronouns and

their antecedents

Identify blunders when using apostrophes

List the key points to review before any document leaves your desk
Explain when its okay to break grammar rules

Understand How Business Writing Is Uniquely

Different From Other Types of Writing
Its necessary for you to understand the differences between business writing and other forms of
writing in order to be an effective business writer.
The five major functions of business writing are to:

1. Inform

2. Request

3. Record

4. Instruct

5. Persuade

Grammar Mistakes You Never Want to Make

Some of these mistakes are constantly being made, even by television newscasters and reporters who
should know better.
Me/I
Incorrect: Alice and me are going to the mall.
Incorrect: The bike belongs to Isaac and I.
I is a pronoun that must be the subject, never the object, of a verb. Me is a pronoun that must be the
object, never the subject. (The same is true for he/him, she/her, we/us, etc.)
A simple test is to remove Alice from the sentence. You wouldnt say Me is going to the mall. Youd
say I am going, so Alice and I are going to the mall is correct.
You wouldnt say The bike belongs to I. Youd say The bike belongs to me, so saying The bike
belongs to Isaac and me is correct.

Commas
Use to separate two sentences joined by a conjunction
Joanna enjoys playing golf, but she also has other interests.
Use to separate introductory phrases and clauses from the main parts of sentences
Besides being a good golfer, Joanna is an exceptional speller and has won many
spelling bees.
Use to separate items in a series
Joanna is a golfer, speller, writer and organizer.
Use to separate phrases and clauses that arent a part of the main sentence
Joanna, a great organizer, enjoys helping others become better organized.
Use to separate adjectives in a series
This is a clear, simple, easy-to-understand guide.
Use to set off transitional words from the rest of the sentence
Furthermore, she is always right.
Use to set off the names of people addressed in a sentence
Well, Joanna, youve reached your goal.
Use to separate titles and degrees from the names theyre associated with
Well now hear from Louie Hay, M.D.
Use to separate items in dates, addresses and geographical locations
Mary Anne published her first book on August 17, 1981.

Who/whom? Who/whom Knows?

For many people, it is nearly impossible to decide whether who or whom is correct. Lets take a look at
ways to solve this problem.
Who and whoever are subjective pronouns; whom and whomever are in the objective case.

Who is that masked man? (Who/subject)

The men, four of whom are ill, were indicted for fraud. (whom/object)

When you are not sure:

Substitute he/him or she/her. If its either he or she, then its who; if its him or her, then
its whom.

Who made the prank call? (WhoHE did.)

Haley became engaged to the man whom she met in Chicago. (Haley met HIM).

A Concise Refresher on How to Correctly

Use Verb Tenses, Subject-Verb Patterns,
and Pronouns and Their Antecedents
A verb must agree with its subject in number:
Incorrect: Three teachers and the principal was late to the meeting.
Correct: Three teachers and the principal were late to the meeting.
A pronoun must agree with its antecedent (the word it stands for) in number and gender:
Incorrect: The tour leader took their time.
Correct: The tourists took their time. (plural antecedent)
Verbs that are currently undergoing changes:
Base Verb
Kneel
Shine
Strive

Old Past Tense

Knelt
Shone
Strove

New Past Tense

Kneeled
Shined
Strived

How to Free Your Writing From Unintentional

Bias That Can Alienate Your Readers
Its vital that you stamp out biased and sexist references to maintain your credibility and avoid
offending others or making them angry.

Use parallel language

Address people the way they prefer

Use non-gender-specific terms

Use plural forms

Avoid These Blunders When Using

ApostrophesThey Scream Rookie!
Incorrect

Correct

cant

cant

boys bag (individual possessor)

boys bag (individual possessor)

boys bags (multiple possessors)

boys bags (multiple possessors)

peoples

peoples

Fathers and Mothers house (joint possession)

Father and Mothers house (joint possession)

To Capitalize or Not to Capitalize?

These Tips Will Eliminate Any Question
Capitalization is pretty straightforward.
Capitalize the first letter of:

Sentences, listed items, quotations, salutations and complimentary closings

The first word, last word and all the main words in titles of books, plays, movies, articles,
essays, poems and short stories

The first word, last word and all the main words of headings and subject lines

Names of races and nationalities

Names of geographical regions when they refer to a definite region or are part of a
proper name

Names of peoples titles or positions when they precede the persons name

A Checklist of Key Points to Review

Before Any Document Leaves Your Desk
Giving a document a final check before it goes out will let you rest easy.
Ask yourself:
h Is it written with my reader in mind?
h Does the opening grab the readers attention?
h Is it organized?
h Is the tone appropriate for the message?
h Does it conform to my style guide?
h Did I punctuate correctly?
h Did I check for spelling errors?
h Is my opening powerful?
h Is my closing powerful?
h Did I eliminate clichs?
h Are key points highlighted?
h Do the transitions work?
h Is it free of bias?

When Its Okay to Break Grammar Rules

While its important to know the rules of grammar, its also important to know when you can bend
the grammar rules. The following rules are ones that can be bent when it will help in getting your
point across more easily.

1 Ending sentences with prepositions

2. Splitting infinitives

3. Starting sentences with and, but or because

4. Reusing words

5. Using simple contractions

Personal Action PlanBusiness Grammar

1. List the ways business writing is different from other forms of writing.
1.
2.
3.
4.
5.

2. Write three sentences that contain bias, and then rewrite them to remove the bias.
1.

2.

3.

3. List five points to review before any document leaves your desk.
1.
2.
3.
4.
5.
In this business grammar Webinar, you have learned the differences between business
writing and other forms of writing. You reviewed the correct use of apostrophes and
noun-verb agreement. You learned how to remove bias from your writing, when to
capitalize and when it is OK to break grammar rules.
9

Bonus Material

Correct Spellings of
Commonly Used Foreign Words
la carte
la mode
a priori
ad hoc
ad infinitum
ad nauseam
alfresco
alma mater
alter ego
bona fide

de jure
double entendre
en masse
en route
esprit de corps
et al.
etc.
ex officio
fait accompli
habeas corpus

magnum opus
maven
modus operandi
modus vivendi
non sequitur
ombudsman
op. cit.
per annum
per capita
per se

quid pro quo

raison dtre
rendezvous
repertoire
rsum
savoir faire
sic
sine qua non
sotto voce
status quo

carte blanche
caveat emptor
chutzpah
cul-de-sac
de facto

ibid.
in absentia
in toto
joie de vivre
laissez-faire

prima facie
prix fixe
pro forma
pro rata
pro tem

tte--tte
tour de force
troika
vice versa
vis--vis

10

Using Dozens of Troublesome

Words Correctly in Business Writing
A, An................................................ A: Use before words beginning with a consonant sounda car
.......................................................... An: Use before words beginning with a vowel soundan hour
A lot, Alot......................................... A lot: Many
.......................................................... Alot: Sorry! Not a word
Accept, Except............................... Accept: To take; to receive
.......................................................... Except: To exclude
Ad..................................................... A shortened form for advertisement. In business writing, consider using the longer form of the word.
Adapt, Adopt.................................. Adapt: To adjust
.......................................................... Adopt: To choose; to put in practice
Adverse, Averse.............................. Adverse: Adjective: Unfavorable
.......................................................... Averse: Adjective: Not willing or inclined; opposed to
Advice, Advise . ............................. Advice: A nounThat was good advice.
.......................................................... Advise: A verbWill she advise you?
Affect, Effect .................................. Affect: Use only as a verbThat deeply affected him.
.......................................................... Effect: Can be used as either a verbHe effected the change; or as a nounThe change had an
.......................................................... exhilarating effect on him.
All, All of ......................................... Its not necessary to use of after all unless the word that follows is a pronoun
All right, Alright . .......................... Alright and all right are interchangeable in general communications. However, all right is still
.......................................................... considered the standard in business communications.
Allusion, Illusion............................ Allusion: A reference to something
.......................................................... Illusion: A false impression
Anxious, Eager . ............................ Anxious: Implies worry, fear or concern
.......................................................... Eager: Means enthusiastic desire or interest
Assure, Ensure, Insure.................. All mean to make certain or to guarantee, but assure is used where people are concernedI assure
.......................................................... you that everything is all right.
Bad, Badly ...................................... Bad: An adjectiveIt was a bad proposal.
.......................................................... Badly: An adverbHe writes badly.
Capital, Capitol ............................. Capital: Invested money, chief in importance or the city in which a central government is located
.......................................................... Capitol: The specific building that houses a central government
Common, Mutual . ....................... Common: Refers to what we share with others
.......................................................... Mutual: Reciprocal
Complement,................................. Complement: Something that completes
Compliment................................... Compliment: A nounA flattering remark. A verbTo praise.
Council, Counsel .......................... Council: A governing body of people
.......................................................... Counsel: To advise
Disinterested,................................. Disinterested: Unbiased or impartial
Uninterested.................................. Uninterested: Showing lack of interest
Eminent, Imminent ..................... Eminent: Prestigious
.......................................................... Imminent: Near
Fewer, Less . ................................... Fewer: Measures numbers
.......................................................... Less: Measures quantity
Good, Well ..................................... Good: An adjectiveHe received a good recommendation from the committee.
.......................................................... Well: An adverb and an adjectiveAdverb: She did as well as she could on the exam.
.......................................................... Adjective: The child did not feel well.
Irregardless ................................... Is redundant for regardless; avoid use
Its, Its .............................................. Its: A possessive pronounThe company makes its daily bank deposit at 10 a.m.
.......................................................... Its: A contraction meaning it is
Like, As ........................................... Like: A preposition meaning similar toHe looked like a pro.
.......................................................... As: A conjunction meaning to the same degreeIt flew straight as an arrow.
Myself ............................................. Myself: Use only when the subject of the sentence is also the receiver of the actionI hurt myself.
Of, Have .......................................... Dont use of instead of have with verbs. Write would have or should have instead of would of or
.......................................................... should of.
Set, Sit ............................................. Set: Means to place something somewhere
.......................................................... Sit: Means to be seated or to be in a resting position
Than, Then .................................... Than: Use when making comparisons
.......................................................... Then: Means therefore, as a result or a point in time or is used to indicate a sequence
Utilize, Utilization ........................ Awkward ways of saying use and usage
11

Are Your Paragraphs in a Confusing, Illogical Order?

Heres How to Tell and How to Fix the Problem
Determine the order of your paragraphs by starting with the opening, then adding the middle and
the end paragraphs.

1. Opening: Starts with an attention getter and finishes with your topic sentence

2. Middle: Expands on your topic sentence, giving all the facts and details

3. End: Restates your topic and gives closing thoughts to complete your ideas
Paragraph guidelines:

Begin with an outline

Limit each paragraph to one topic

Open each paragraph with your main idea

12

Put the Know Thy Reader Commandment Into

Practice and Double the Impact of Your Message
You must know your reader in order to keep his or her attention and to write effectively.
A six-step process for tuning in to your audience:

1. Who?

Job title, department, responsibilities

Personal: Age, sex

2. What?

What does the reader already know about the subject?

What else does the reader need to know?

What will the reader do about this message (decide, delegate, transmit, do
the work)?

3. When?

When will the reader read this message?

How much time will the reader spend on it?
When does the reader have to act?

4. Where?

Where in the company hierarchy is this reader located?

Where is most of the readers work done?

5. How?

How interested is the reader in the arrival of this message?

How will the reader feel about it (good news or bad news)?

6. Why?

Why am I writing?

Why should my reader respond?

Source: Persuasive Business Writing by Mary Cross

13

The Best-of-the-Best Desktop References

Youll Want at Your Fingertips for Quick Answers
These key desktop references will answer the vast majority of your grammar, usage and
spelling questions.
References that you should have close to your desk:

Collegiate dictionary

Websters New World Dictionary of American English (Merriam-Webster)

Thesaurus and other word books

Modern Guide to Synonyms and Related Words (Funk & Wagnalls)

Websters New World Misspellers Dictionary (Simon & Schuster)

Style guides

The Gregg Reference Manual by William a. Sabin (McGraw-Hill)

SkillPath Business Communication Style Guide by Michelle Poley (SkillPath Publications)

Reference books

The Business Writers Handbook by Charles Brusaw et al. (St. Martins Press)
The New Websters Desk Reference Library (Lexicon Publications)

Books on writing

Grammar? No Problem! by Dave Davies (SkillPath Publications)

Letters & MemosJust Like That! by Dave Davies (SkillPath Publications)
Power Write! by Helene Hinis (SkillPath Publications)
Write It Right! by Richard Andersen and Helene Hinis (SkillPath Publications)

Miscellaneous

Managing Your E-mail by Christina Cavanagh (Wiley)

Communicating With Poise and Power by Michelle Poley (SkillPath Publications)

Internet sites

http://www.wsu.edu/~brians/errors/
http://owl.english.purdue.edu/

14

Notes

15

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Business GrammarA Vital Refresher Course

V622 Webinar

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