Avoiding Sentence Errors

Agreement of Subject And Verb

A verb must agree with its subject in number(singular or plural)

Examples:
The members was proud of their sales record The members were proud of their sales record. Our director, along with most of the associate directors, find the new procedure awkward at best Our director, along with most of the associate directors, finds the new procedure awkward at best.

 Use singular verb after these pronouns One , Noone, Everyone, Anyone, Someone, Each, Nobody, Anybody, Everybody, Somebody, Anything, Everything, Something, Neither, Either

Example: Each of the systems is failing. One of the calculators was advertised at a reduced price Neither of the team members wants to change the hours.

 The indefinite pronouns listed below are plural and require a plural verb Both, Few, Many, Several

Examples: Many students understood the lesson, but a few are still confused

 When a sentence contains more than one subject and those subjects are joined by and, the subject is considered plural and the verb must also be plural

Example Pencil and paper are required for this test.

 The use of Blackberries and phones is / are prohibited during staff meetings. The use of Blackberries and phones is prohibited during staff meetings Exits from the room to answer blackberries and phones is/are prohibited during staff meetings Exits from the room to answer blackberries and phones are prohibited during staff meetings

Sentences that are too long

Studies show that people generally have to read sentences of more than 28-30 words at least twice

 To help Debra succeed in her present position, we recommend that she be given the opportunity to participate with the department supervisor, in meetings to be held twice a month starting in the first quarter of next year, with the specific purpose of discussing alternative work methods for processing work flow (51) To help Debra succeed in her present position, we recommend that she be given the opportunity to participate with the department supervisor.(24) These meetings will be held twice a month starting in the first quarter of next year.(16) During these meetings, Debra and her supervisor can discuss alternative work methods for processing work flow (15)

Keep the average length of your sentences to 17-24 words, with only one or two thoughts per sentence. If you are using technical or unusual information, drop the count to 15-18 words

Two steps for revising a long sentence

List the ideas Write separate sentences containing only one or two ideas. Use transitions to link the sentences.

I worked with a number of managers and supervisors to explore the issues which surfaced during the change process, including concerns about their own limitations, a sense of loss as a result of change, reconciliation of conflicting needs and priorities, and how to preserve their own sense of worth when everyone else seems to be moving forward

List the ideas I worked with managers and supervisors to explore the issues resulting from changes. The issues included concerns about their limitations Sense of loss as a result of change Concerns about conflicting needs and priorities Ways to preserve their sense of self worth

I worked with managers and supervisors to explore the issues resulting from changes Two of the major issues concerned feelings about their own limitations and their sense of loss as a result of change.(21) In addition, they wanted to reconcile their conflicting needs and priorities.(11) Finally, they are working to preserve their own sense of self-worth when everyone else seems to be moving

Revise this 55-word sentence into several shorter ones

I have enclosed a survey form that will allow you to give me feedback about the process used to set up the display booth that will help us learn whether our customers were satisfied with the arrangements and if they were not, we want to know what specific changes we should make for next year.

 I have enclosed a survey form that will allow you to give me feedback about the process used to set up the display booth.(25) your feedback will help us learn whether our customers were satisfied with the arrangements.(14) if they are not satisfied, we want to know what specific changes we should make for next year.

Fixing Choppy Sentences

Good writing achieves a rhythm by using a variety of sentence patterns and lengths. If all of your sentences are the same length, your writing will be choppy or jarring. Short, choppy sentences sound abrupt and disconnected. Fix choppiness by combining and connecting sentences.

 Last quarter was a difficult one. The new line didn't move well. This quarter is starting to show a boost in sales.

Combine by coordinating
You can combine these sentences with coordinating conjunctions such as and, but, or, and yet, so, nor, for. Last quarter was a difficult one, and the new line didn't move well; but this quarter is starting to show a boost in sales. Or, with some rewording The new line had a slow start last quarter, but sales have picked up since then.

 You can also combine these sentences with subordinating conjunctions such as because, although, and before, after, although, as, because, before, how, if, once, since, than, that, though, till, until, when, where, whether, while which will help you emphasize key points. Although last quarter was a difficult one for the new line, we are now seeing a boost in sales. Or While the new line is currently selling well, last quarter was a difficult one.

 Another suggestion for eliminating choppiness is to use clear transitions between sentences, moving the reader logically from one idea to the next. For example: Last quarter was a difficult one because the new line didn't move well. However, we are starting to see a boost in sales. The transition word however carries the reader smoothly from one idea to the next. When fixing choppy sentences, the key is to create a smooth, logical flow of ideas. Remember, though, to always connect related ideas.

 Choppy: The starting date of August 24 works well for me. Ill begin to search for housing. Thank you for the material you sent about moving costs and real-estate agencies. Could you please send information about area schools? Smooth: As we discussed earlier, the starting date of August 24 works well with me Before then, Ill begin to search for housing. In addition to the material you have already provided about moving costs and real-estate agencies, could you also please send information about area schools?

 To unify your writing , you need to link individual sentences and paragraphs into a smooth, easy to read document. Transition words help how ideas are linked by location, time, or logic

Words that show location

Above, between , on top of, to the right, throughout, over, outside, beyond, by, in the back, in front of, inside, near, into, off, under

Words that show time

As soon as , meanwhile, during, finally, a soon as, afterward, again, soon, then

Words that contrast things(show differences)

Although, still, nevertheless, however, on the other hand, even though, in contrast, yet, but..

Words that emphasize a point

For this reason, again, most importantly, main point, to repeat, in fact.

Words that add information

Additionally, as well, in addition, for instance, along with, besides, next, likewise, moreover.

Words that conclude, summarize

In summary, all in all, to sum up, therefore, in conclusion, as a result, finally.

Words that compare things(show similarities)

Also, likewise, in the same way, similarly, as , like

For Smooth Sentences Combine by coordinating Combine by subordinating Connect with transitions

Use Active Language

Passive language can weaken your writing, confuse your readers, and make your sentences longer. Active language focuses your readers attention and increases the impact of your message

 A safety plan was prepared and distributed to the employees by the committee The committee prepared a safety plan and distributed it to employees

 The cover of the printer should be lifted, the ink cartridges that have been emptied should be removed, and the new ink cartridges should be opened, prepared, and inserted in the appropriate slot. Lift the printer cover, remove the empty cartridges, open and prepare the new cartridges, and insert them into the appropriate slot.

Use Specific Language

Our group went to Los Angeles for a meeting. Our project team flew to Los Angeles to meet with Harriet Allen, the system designer Ask the client to complete the paperwork in a timely manner Ask the client to complete the new account application form within ten working days.

 We have identified a few items to be discussed at the meeting, so please leave considerable time in your schedule. At the meeting we will discuss the next conference, the move to the new building, and the new staff position, so please leave at least three hours in your schedule.

Use Plain English

Pompous language can confuse, intimidate amuse or annoy your readers. Plain English communicates your message more reliably. Stuffy words and phrases can force your readers to mentally translate your writing into everyday language, which can waste valuable time and create misunderstandings

 Per your request, enclosed herewith are documents concerning the above mentioned project. Please review said documents and return them to this office prior to Sept 20.we will then initiate the process of implementing the requested system modifications. As you asked, I am sending a description of the Acme project. Please read the description and send it back to me before Sept 20. We will then start the system modifications.

 Division Managers are hereupon requested to facilitate the implementation of the aforementioned program by forwarding details of their personnel requirements. Please help us get this program started by letting us know how many people you need to complete the job.

 Enclosed herewith is the information requested by you in your recent communication with the undersigned subsequent to your recent purchase of our computer system. It is our belief that the enhancements described therein would be beneficial to the efficiency of your organization by making it possible to increase the amount of data processed within a given time period.

 As you asked, I am sending a description of the improvements we plan to make to the model 603A computer system you purchased from us last month. We believe these improvements will help your organization process at least 15 percent more data each month.

 It is our policy to endeavor to provide the optimum service possible to our customers. Please be advised that should you have additional questions or concerns, every attempt will be made to provide a response in a timely manner.

 We try to provide the best possible service to our customers. Please let me know if you have any more questions or concerns, and I will do my best to address them within five working days.

Parallel Structure
The principle of parallel construction is a simple one. Plainly put, the reader expects consistency. Ideas that are related to each other should be expressed in parallel form.

 If you begin making a list with adjectives you enter a contract with the reader to complete your list in like fashion. If you switch to a different part of speech somewhere in your list, you break the contract and jar the reader. The point is to be consistent.

 "She is capable, experienced, and often works late at night." In this sentence the writer shifts from a series of adjectives, "capable" and "experienced," to a verb phrase, "often works late at night." The result is a break in rhythm, a loss of momentum. "She is capable, experienced, and dedicated"--or "talented" or "brilliant" or whatever adjective came to mind, as long as it was another adjective.

 "The volume of business depends on an institution's delivery method, production time, and whether or not it is open or closed." The series should be concluded as it was begun--with a third noun phrase, like this: "delivery method, production time, and hours of operation."

 "My primary responsibilities are to manage staff, to create a new database, and reorganizing the office. "My primary responsibilities are to manage staff, to create a new database, and to reorganize the office."

 You are not only responsible for organizing the conference, but we also want you to introduce the keynote speaker. You are responsible not only for organizing the conference but also for introducing the keynote speaker.

 The form describes issues at each stage in the evaluation process: after 1 day, 1 week later, then 2 weeks after starting and when 30 days. The form describes issues at each stage in the evaluation process: after 1 day, after1 week , after 2 weeks and after30 days.

 All products must be tested, receive approval, and have labeling before shipment All products must be tested, approved, and labeled before shipment.

 Remember: Unparallel construction occurs when the kind of words or phrases being used shifts or changes in the middle of the sentence

 Remember: The point is to be consistent.

Shifts in sentence construction

Shift in person Shift in Tense Shift in Voice

Shift in person
Salespeople have to be careful when a customer tries on clothes. You cant hint that a suit may be a size too small. Salespeople have to be careful when a customer tries on clothes. They cant hint that a suit may be a size too small.

 If you want to learn to write well, people need to practice, practice, practice. If people want to learn to write well, they need to practice, practice, practice

 Customers can pay for the items when ordering or when you receive them Customers can pay for the items when ordering or when they receive them

Shift in Tense
Using more than one tense in a sentence when only one tense is needed. We are currently replacing the regulators in the serial link boxes, even though these units operated satisfactorily We are currently replacing the regulators in the serial link boxes, even though these units are operating satisfactorily

 Advisors will tell their students to register early so that they got the classes they wanted. Advisors will tell their students to register early so that they will get the classes they want.

 The director planned the program and the staff delivers each session.

The director planned the program and the staff delivered each session.

Shift in Voice
As we searched the warehouse for damage, a broken window was discovered. As we searched the warehouse for damage, a we discovered a broken window

 This is in continuation with our tele conversation, all employees at pune crisil are willingly required a exercising facility, as they are interested in the facility given by company may be paid. This will be useful to reduce the stress level during the working hours also sort of health maintenance. Please look into the matter. Pls revert back if any issues are not clarified

 This is my kindly request to you that we need some exercise facility in the office premises. As you know that what a busy schedule we have we could not get time for exercise at home that why we need it in the office premises.

 My name is . I am working with IT TEAM PUNE. If We gets Exercise Facility in office it would be beneficial to all the Employee. Since Exercise is most important thing for everyone. In IT team due to late hours working it is not possible to go to gym. If it would be in office then we can go for exercise anytime.

 This is.., working as part of Crisil GDS, Pune. I just want to inform you that here is not availability of any kind of exercising facility in our pune premises. So, I want to request you to start this facility here. It will very useful to employees working at Pune. To get refresh & maintain a very good work culture. Kindly consider my request.

I am working in . as a analyst. We need a exercising facility in Pune office. It will very much useful for our employees. So request you to provide facilities for our Pune office

 I am .working for the Crisil in GDSIL Dept, last 1 year. My working in daily allocation work. Day to day co-operate for the analyst, executive and my colleague.

 Dear Respected Sir, Sub: About we want exercising facilities in our crisil office Pune In our Crisil office want some exercising facilities In our Crisil office in our GDSL dept. So that we can improve the mail and languages writing

 As stress for work have increased in office, I urge you to provide us exercising facility in Pune , So the employees can ease their stress& tiredness and can feel fresh to work more. Pleas kindly approve the requirement for the same.

 I Mr. Chandrashekhar wanted to know that In our company any facility about exercise? If yes, let me know what type of exercises available here. If in any case not any such facility then in future any plan about this? I am waiting for your reply. Thanking you

 Respected Sir, I am ......... & I am working GDSIL Department. Sir, I am a representative of Employees & I am thankful for the facilities provided by an organization. But our employee some more expectation from an organization on which will make them joyful to work with application and dedication. So please consider it.

 Here I am requesting to start exercise facility in our office premises where we get advantage to develop our working efficiency. As u know now a days health of employee is becoming a major issue because they dont have any physical exercise during the day. we have only mental pressure and no physical exersion. So please consider this request for healthy future of our organization. Employees can use it whenever possible or we will decide the time for use this facility. Please kindly consider this request.

 I .. Working for GDSIL Deptt, would like to invite your attention for the following concern. The concern that I need to address is that we need exercising facilities at our premises. By doing so, we would be availing on erecreation centre.