Reference Chapter A

Reference Chapter A
Correctness of Communication
Chapter 2

Slides Prepared by Dr. Karen Pike, Conestoga College

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 The Importance of Correctness and Style (1)
Proper grammar indicates a level of intelligence and education.
Here are the most common grammar and style errors.
▪ Misuse of commas.
▪ Non-parallel structure.
▪ Misplaced modifier.
▪ Dangling modifier.
▪ Run-on sentence.
▪ Sentence fragment.
▪ Commonly confused words.

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 The Importance of Correctness and Style (2)
▪ Inappropriate or awkward word choice.
▪ Prepositional fillers.
▪ Passive vs. active voice.
▪ Shift in verb tense.
▪ Lack of sentence variety.

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 Grammar Is an Issue in Business

45% of 430 employers say

they’re increasing employee
training programs to improve
grammar.

Human Resource Management and

AARP Survey, 2012

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 Commas
Use commas for parenthetic expressions.
▪ Incorrect: My students you shouldn’t be surprised to hear
are doing well in class.
▪ Correct: My students, you shouldn’t be surprised to hear,
are doing well in class.

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 Commas (1)
Don’t use commas when the information in the clause is essential
to the meaning.
▪ Incorrect: The students, who spent a year abroad, showed
greater improvement in their foreign language skills.
▪ Correct: The students who spent a year abroad showed
greater improvement in their foreign language skills.

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 Commas (2)
Use commas before conjunctions introducing independent
clauses.
▪ Incorrect: The business trip from Cincinnati to Vancouver was
long but it was worth it when she landed the account.
▪ Correct: The business trip from Cincinnati to Vancouver was
long, but it was worth it when she landed the account.
▪ Correct: The business trip from Cincinnati to Vancouver was
long but worth it when she landed the account.

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 Commas (3)
Include a comma after an introductory word.
▪ Incorrect: Unfortunately we can’t make it to your party.
▪ Correct: Unfortunately, we can’t make it to your party.

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 Parallel Structure
Use the same grammatical pattern when sharing similar ideas
within a sentence.
▪ Incorrect: Our business writing project was successful,
challenging for our team, and took a lot of time.
▪ Correct: Our business writing project was successful,
challenging, and time-consuming.

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 Misplaced Modifier
Make sure modifying phrases are placed by what they are
modifying.
▪ Incorrect: She served entrees to the guests on silver plates.
▪ Correct: She served the guests entrees on silver plates.

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 Dangling Modifier
A dangling modifier occurs when you don’t use the proper
noun or pronoun for what you’re modifying.
▪ Incorrect: Pulling into the parking lot, the campus was
overrun with protestors.
▪ Correct: Pulling into the parking lot, I noticed the campus
was overrun with protestors.

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 Run-on Sentences
A run-on sentence occurs when two or more complete
sentences are joined as one sentence, without a conjunction.
▪ Incorrect: She doesn’t know why she’s considering moving to
another country for a job her family and friends are here.
▪ Correct: She doesn’t know why she’s considering moving to
another country for a job. Her family and friends are here.

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 Fragments
A complete sentence contains a subject and a predicate that
describes the subject. A fragment, on the other hand, lacks
both these elements and is incomplete.
▪ Incorrect: We’ll have to cancel the spring marketing
campaign. But launch it in the fall instead.
▪ Correct: We’ll have to cancel the spring marketing
campaign, but we’ll launch it in the fall instead.

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 Commonly Confused Words
Several words are commonly confused by students. These
include you’re/your, they’re/their, and it’s/its.
▪ Incorrect: I agree with you’re political views.
▪ Correct: I agree with your political views.
▪ Incorrect: Its hard being a full-time writer.
▪ Correct: It’s hard being a full-time writer.
▪ Incorrect: Go over they’re reports today, please.
▪ Correct: Go over their reports today, please.

Go to Appendix 1 description.

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 Shift in Verb Tense
Shift verb tense mid-sentence if there’s a change in time.
Don’t if there isn’t.
For a class that isn’t over yet:
▪ Incorrect: Our teacher gave us a syllabus, but she didn’t
follow it.
▪ Correct: Our teacher gave us a syllabus, but she doesn’t
follow it.

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 Inappropriate Word Choice
Always choose the simplest, commonly used word to make
your communications clear.
▪ Incorrect: It would behoove us to ameliorate the current
accounting process as its utilization is no longer a viable
option.
▪ Correct: We need to improve our accounting process.

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 Avoid Prepositional Fillers
Generally, more than two prepositional phrases per sentence is
too much.
▪ Incorrect: The increase in the amount of revenue this
company has seen in the last fiscal year is a testament to the
regard in which this company is held by our various and
sundry clients.
▪ Correct: The increase in last fiscal year’s revenue proves
how valuable we are to our clients.

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 Active and Passive Voice
Try to use active instead of passive voice unless the message
is negative.
▪ Incorrect: For an employee to change medical coverage
mid-year, an application must be completed. A meeting
must also be set up with HR. There may also be a monetary
penalty ascribed to your monthly premium for the
delinquent change.
▪ Correct: If you want to change your medical coverage in
the middle of the year, you need to set up a meeting with
HR and fill out an application. You may also have to pay a
fee that will be added to your premium every month.

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