written communication style and composition

Written Communication Style and Composition

Written Communication Style and Composition

Senior Secretarial Skills Programme

Senior Secretarial Skills Programme

Mr. Jonathan Worley, [email protected]

Senior Lecturer in Written Communications

St. Mary’s University College

Centre for Excellence in Teaching and Learning (NI): Critical Thinking and Analytical Writing

Plan for the DayPlan for the Day

Introduction:Meaning v. Accuracy Exercise: ‘Correct’ a Letter Weapons in your Arsenal

Common Misunderstandings Extrinsic and Intrinsic Genre Sentence Accuracy and Style The Writing Process The Paragraph Clarification: Revision, Editing, Proofreading

Introduction:Meaning v. Accuracy Exercise: ‘Correct’ a Letter Weapons in your Arsenal

Common Misunderstandings Extrinsic and Intrinsic Genre Sentence Accuracy and Style The Writing Process The Paragraph Clarification: Revision, Editing, Proofreading

IntroductionIntroductionMaking Meaning, Making

ErrorsMaking Meaning, Making

Errors

Everywhere I see problems with writing. . . .

Everywhere I see problems with writing. . . .

What are we to make of them?

What are we to make of them?

‘Students these days can’t write!’ ‘If I have to correct one more apostrophe in a student essay, I’m going to scream.’ ‘It doesn’t matter what you say as long as you say it well.’ ‘We regularly filled up a lecture theatre with adult learners who wanted to study grammar, but tests given at the end of the course showed that their writing had not improved one bit.’ ‘The apostrophe as a requirement of formal writing is rapidly on the way out.’ ‘Two points off for every grammar error!’ ‘I was never taught grammar in school.’ Smart, successful graduate student: ‘I still have no idea where to put commas.’ ‘A recent graduate who came to work at our business cannot even write a business letter and their reports have to be rigorously reviewed for grammatical errors. I’m embarrassed to have to point them out, and they are embarrassed that they don’t know them.’ ‘There are significant grammar errors here, but let’s ignore them for now.’ Students were given two weeks to proofread the final draft of their essay. 80 of the students made no changes at all, even though their essay was being penalized for grammatical errors. ‘We just have to wean out the weak students.’ ‘Students who make grammar errors can be given a series of handouts.’‘Students who come to college or university should already know how to write: it’s not our job to teach these students how to write.’ ‘I keep giving students general advice on how to write an essay, but they don’t follow it!’ ‘Some good points. You need to go to the writing centre, though, to get rid of your grammatical errors.’ ‘Our business doesn’t need any instruction in grammar. Most information is cut and pasted from documents already in the computer.’ ‘We need to get rid of that writing teacher who doesn’t teach any grammar! It matters more what you are trying to say than how you say it. ‘This piece of writing is a piece of shite, and I don’t give a shite’ ‘hi jonathon can I have na extension on my essay’ [e-mail]. You are such a pedant when it comes to grammar! They went to the writing centre, and they’re still making grammar errors.

The MessageThe Message

The most important aspect of writing is genuine communication.

However, the way you write may interfere with meaning:

You may be misunderstood. You may amuse or annoy others with your errors. Your style may work against you.

The most important aspect of writing is genuine communication.

However, the way you write may interfere with meaning:

You may be misunderstood. You may amuse or annoy others with your errors. Your style may work against you.

Grammar v. StyleGrammar v. Style

Grammar is about right and wrong:

Grammar Syntax (sentence

structure) Spelling Usage Mechanics

(manuscript form, punctuation, capitalisation)

Grammar is about right and wrong:

Grammar Syntax (sentence

structure) Spelling Usage Mechanics

(manuscript form, punctuation, capitalisation)

Style is about choice:

Word Choices Sentence Choices Tone, Voice Audience Genre Figurative Language Structural Choices

‘Not right and wrong but good better, best. —Edward P. J. Corbett

Style is about choice:

Word Choices Sentence Choices Tone, Voice Audience Genre Figurative Language Structural Choices

‘Not right and wrong but good better, best. —Edward P. J. Corbett

Two Kinds of ErrorsTwo Kinds of Errors

• Appearance Errors -> You are a sloppy dresser! (2,3,4,5,6,8,9,11,12,13)

• Meaning Errors -> 1,7,10,15,16) Errors directly and significantly related to making of meaning.

• Appearance Errors -> You are a sloppy dresser! (2,3,4,5,6,8,9,11,12,13)

• Meaning Errors -> 1,7,10,15,16) Errors directly and significantly related to making of meaning.

Introductory AnecdoteIntroductory Anecdote

And Full-Class ExerciseAnd Full-Class Exercise

Letter from my Son’s Football Coaches

Letter from my Son’s Football Coaches

Dear Parents,

First,of all I hope everyone had a great christmas and hopefully a new year which will bring a couple of results for us! Our next two fixtures are against Springfield Star (13th January) and Orangefield (20th January), both 10am kick offs at Billy Neil . Apparently these are our last two remaining games before the league splits into two sections, with the bottom half playing each other and the top half playing for the league title. No fixtures or dates have been drawn up for this yet but we'll take it as it comes. When the league splits an important change will be made to the rules of the game, the offside rule is introduced. For us to teach kids this offside rule in a matter of weeks is a nightmare and so we have been feeding them the offside rule gently as the season has went on which has cost us a few goals. It would certainly help if you the parents could help with the explaination of 'offside' at home when thefootball is on Sky Sports or Match of the Day, just thebasics to get it into the minds and then we can putthem through practice in traini ng.

What difficulties do you see with this letter?

Sixteen Common ‘Grammatical’ Errors

Or

Sixteen Ways to Lose Your Reader

Weapons in Your Arsenal


Understanding Common Misunderstandings

Or Rules that you Never Should

Have Learned

Understanding Common Misunderstandings

Or Rules that you Never Should

Have Learned

“Never put a comma before ‘and’.”

“Never put a comma before ‘and’.”

On my pizza I favor squid, seaweed, hot peppers, anchovies, and goats cheese.

On my pizza I favour squid, seaweed, hot peppers, anchovies and goats cheese.

Your taste in pizza is European, and mine is American.

Your taste is your taste and my taste is my taste.

On my pizza I favor squid, seaweed, hot peppers, anchovies, and goats cheese.

On my pizza I favour squid, seaweed, hot peppers, anchovies and goats cheese.

Your taste in pizza is European, and mine is American.

Your taste is your taste and my taste is my taste.

‘Never begin a sentence with

because.’

‘Never begin a sentence with

because.’ Why can’t I go out to play?

Because I said so! Because I said so, you can’t go out

to play.

Why can’t I go out to play? Because I said so!

Because I said so, you can’t go out to play.

“Never use I.”“Never use I.”

I would like to invite you to dinner. We would like to invite you to dinner/ On behalf of George Bush, I would like

to invite you to dinner. You are invited to dinner. Queen’s University invites you to

dinner.

I would like to invite you to dinner. We would like to invite you to dinner/ On behalf of George Bush, I would like

to invite you to dinner. You are invited to dinner. Queen’s University invites you to

dinner.

“Never use I”(Scholarly Setting)

“Never use I”(Scholarly Setting)

I think Wordsworth’s poems display originality. Wordsworth’s poems display originality. Scholars disagree whether Wordsworth’s poems express

originality. In this essay, we will discuss Wordsworth’s originality. Wordsorth’s originality will be discussed. This essay will explore Wordsworth’s originality. Wordsworth’s originality shines out in every poem. One thinks Wordsworth’s poems are original.

I think Wordsworth’s poems display originality. Wordsworth’s poems display originality. Scholars disagree whether Wordsworth’s poems express

originality. In this essay, we will discuss Wordsworth’s originality. Wordsorth’s originality will be discussed. This essay will explore Wordsworth’s originality. Wordsworth’s originality shines out in every poem. One thinks Wordsworth’s poems are original.

Any other burning questions?



Recognizing GenreRecognizing Genre

GenreGenre

Extrinisic Genre — A particular kind of writing that has a set of expectations tacitly agreed between reader and writer.

Intrinsic Genre — Unique to each piece of writing but operating under extrinisic genre assumptions.

Extrinisic Genre — A particular kind of writing that has a set of expectations tacitly agreed between reader and writer.

Intrinsic Genre — Unique to each piece of writing but operating under extrinisic genre assumptions.

Proposal

Technical

Technical

Report

Navy Team Public AffairsCrisis Response: Recovery Operations for Trans World Airline Flight 800

Background Research One of the basic tenets of Department of Defense public affairs is maximum disclosure with minimum delay. NavyTeam Public Affairs specialists know that accidents involving a death or serious injury adds a special set of concerns.Personal privacy and sensitivity for victims and their families tempers our response.

We are familiar with crisis operations. Team Public Affairs has responded to the exceedingly challenging environmentof crisis ... where initial details are sketchy; first reports are wrong; the demand for information is overwhelming;and satellite-bounced broadcast news slices through the time between accident and first report. But nothing could prepareus completely for the crash of Trans World Airline's Flight 800 in July 1996.

There was almost no time for research. Team Public Affairs relied heavily on lessons learned from the past, eventhough the past wasn't an exact fit. We quickly decided that a look at the environment Team Public Affairs specialistswould face in the wake of such a tragedy was a key to our research effort. People and resources we could use to put apublic relations plan into action were catalogued and summarized. And then we had to get going.

Out of this environment of chaos certain lessons from the past turned up once again. These basic lessons or conceptspopped out of our research. They would later anchor our plan of attack. We needed to educate target audiences... audiences who probably knew little about our capabilities. Sensitivity and care for the feelings of the victims' familieswas paramount. An ongoing investigation limited what could be released and determined when information was providedto the public. Various agencies were involved in crisis response actions, and coordination of public relationsefforts was a key to successful communication.

The pressure to produce and release information would be overwhelming at times. Media from everywhere wouldswoop in on the crash site in large numbers, and they would get and then report bad information. This could shakepublic confidence. Our lessons learned reminded us that anyone involved in this effort might go from humanitarian statusto target for ridicule and blame. We needed seasoned public relations professionals on scene ... and on scene quickly.Our on scene Team Public Affairs professionals would have public information release authority. Because the crashsite was remote-and at sea-we needed to bring our own photo and video capabilities. We would be capturing andthen releasing the images that the media needed to tell the story.

Every kind of writing has its own genre (and, perhaps, sub-

genre).

Every kind of writing has its own genre (and, perhaps, sub-

genre). Example: Business

Letter

(Request)

Example: Business

Letter

(Request)

Proper addressing Proper salutation or

greeting Short and to the point No digressions Tone of competence and

energy Single-spaced and blocked Short paragraphs Avoid familiarity Avoid colloquial language Be careful with jargon

Proper addressing Proper salutation or

greeting Short and to the point No digressions Tone of competence and

energy Single-spaced and blocked Short paragraphs Avoid familiarity Avoid colloquial language Be careful with jargon

Intrinsic GenreIntrinsic Genre

ｷｷ Considering Your Audience ｷｷ Evaluating the Person You Represent ｷｷ Assessing Tone For 'Friendliness' ｷｷ Assessing Length ｷｷ Assessing Urgency of Communication ｷｷ Assessing Degree of Formality ｷｷ Adding Evidence and Detail ｷｷ Don't Overstep Your Boundaries

ｷｷ Considering Your Audience ｷｷ Evaluating the Person You Represent ｷｷ Assessing Tone For 'Friendliness' ｷｷ Assessing Length ｷｷ Assessing Urgency of Communication ｷｷ Assessing Degree of Formality ｷｷ Adding Evidence and Detail ｷｷ Don't Overstep Your Boundaries

As a senior secretary. . .As a senior secretary. . .

What are your responsibilities?What are your

responsibilities?

As a Senior Secretary, you…

As a Senior Secretary, you…

May be given more responsibility. over the content of documents.

May have to write on behalf of someone.

May be the one who takes minutes at high-level meetings.

May have to learn about your ‘manger’s’ or ‘boss’s’ style of communication.

May be given more responsibility. over the content of documents.

May have to write on behalf of someone.

May be the one who takes minutes at high-level meetings.

May have to learn about your ‘manger’s’ or ‘boss’s’ style of communication.

Other Responsibilities. . . Other Responsibilities. . .

You may do the following kinds of writing:

You may do the following kinds of writing:

Compose business letters on behalf of someone else.

Take dictation. Edit academic documents.

Compose business letters on behalf of someone else.

Take dictation. Edit academic documents.

Other Kinds of WritingOther Kinds of Writing



The SentenceThe Sentence

1. Write in complete sentences.

1. Write in complete sentences.

Whoever thought

learning to read

and write would

pay off?

My novels started getting a lot better after I started using verbs.

The Sentence

The Sentence

What is a sentence?

What is a sentence?

Definition of a Sentence

Definition of a Sentence

Definition: A sentence contains a subject a predicate and expresses a complete thought.

n. v. Slobodan Milosovic conquered. I die.

Meaning: Sentences are about people or things doing things.

Definition: A sentence contains a subject a predicate and expresses a complete thought.

n. v. Slobodan Milosovic conquered. I die.

Meaning: Sentences are about people or things doing things.

Subject/Verb/ObjectSubject/Verb/Object

Huckleberry hound yo-yos.

Huckleberry hound yo-yos the yo-yo.

Huckleberry Hound throws the yo-yo.

Huckleberry hound yo-yos.

Huckleberry hound yo-yos the yo-yo.

Huckleberry Hound throws the yo-yo.

Meaning: Sentences are about people (or things) doing things to people (or things).

Sentence SenseSentence Sense

Make sure that there are no missing words and that the sentence as it stands makes sense.

Make sure that there are no missing words and that the sentence as it stands makes sense.

Wrong Words, Missing Words, Syntax Errors

Wrong Words, Missing Words, Syntax Errors

Known that the meeting will be a long one, we would like to extend an invitation for you to stay overnight.

Please reply your earliest convenience.

The calculations for distribution students fine.

Known that the meeting will be a long one, we would like to extend an invitation for you to stay overnight.

Please reply your earliest convenience.

The calculations for distribution students fine.

Avoid sentence fragments.

Avoid sentence fragments.

Bart, the son of Homer. No predicate Until you are at the end of term. Incomplete thought Was caught in a compromising

position. No subject

Bart, the son of Homer. No predicate Until you are at the end of term. Incomplete thought Was caught in a compromising

position. No subject

Exception!Exception!Writers sometimes deliberately deploy sentence

fragments, though rarely, in formal writing: Examples:

‘He had had it. Was finished. Kaput.’ Meaning: You aspire to be Ernest Hemingway

‘Words have a stone-like qualities. Hard. Substantial. Smooth or soft.’ Meaning: You are a casual literary critic.

‘Get lost. Like right now. Okay?’ Meaning: Casual conversation from an insecure bully.

Writers sometimes deliberately deploy sentence fragments, though rarely, in formal writing:

Examples: ‘He had had it. Was finished. Kaput.’ Meaning:

You aspire to be Ernest Hemingway‘Words have a stone-like qualities. Hard.

Substantial. Smooth or soft.’ Meaning: You are a casual literary critic.

‘Get lost. Like right now. Okay?’ Meaning: Casual conversation from an insecure bully.

Sentence Meaning and Sentence Style

Sentence Meaning and Sentence Style

The Simple Declarative Sentence has Force

The Simple Declarative Sentence has Force

The dog died. I love you. The end of the world is here.

The dog died. I love you. The end of the world is here.

However, too many simple sentences: However, too many simple sentences:

Twenty thousand dollars complete the project. Funds are not available. We need your help. We need £300 pounds. Our reserves are spent. Other sources are have been asked.

Twenty thousand dollars complete the project. Funds are not available. We need your help. We need £300 pounds. Our reserves are spent. Other sources are have been asked.

It sounds like a beginning reader.

Introductory ElementsIntroductory Elements

In fact, Christopher Columbus was not the first person to discover America.

When a person is going for a blood test, he or she should not eat anything after the midnight of the night before.

Perceiving his error, Hamlet hid the body of Polonius underneath the staircase.

To win, a player must make the first forty moves in under two hours.

Over the river and through the woods, the sled went to Grandmother’s house.

In fact, Christopher Columbus was not the first person to discover America.

When a person is going for a blood test, he or she should not eat anything after the midnight of the night before.

Perceiving his error, Hamlet hid the body of Polonius underneath the staircase.

To win, a player must make the first forty moves in under two hours.

Over the river and through the woods, the sled went to Grandmother’s house.

Linking PhrasesLinking Phrases

Above Accordingly As previous

mentioned Consequently Therefore Thus

Above Accordingly As previous

mentioned Consequently Therefore Thus

Likewise Hence Otherwise Whereas Nevertheless Moreover

Likewise Hence Otherwise Whereas Nevertheless Moreover

Compound SentencesCompound Sentences

The world is fixed, but it was never broken.

Life begins at forty, or death begins at forty.

They’ve stolen his mind, and he wants it back.

It is only Tuesday, yet it has rained every day this week.

The world is fixed, but it was never broken.

Life begins at forty, or death begins at forty.

They’ve stolen his mind, and he wants it back.

It is only Tuesday, yet it has rained every day this week.

Making links in a logical way between equal ideas.

Compound SentencesCompound Sentences

*n. v. n. v.* I went to Xtravision, and I bought a copy of The Full Monty.

* Independent clauses joined by a coordinating conjunction: and, but, or, for, nor, so yet.

*n. v. n. v.* I went to Xtravision, and I bought a copy of The Full Monty.

* Independent clauses joined by a coordinating conjunction: and, but, or, for, nor, so yet.

The Language of Linking

The Language of Linking

And But

Or For Nor

And But

Or For Nor

So Yet

So Yet

Complex Sentences —The Language of Logic and

Argument


Argument Although Dillard’s does not approach

nature in a scientific fashion, she grounds her approach on observation.

Dillard grounds her approach on observation although she does not approach nature in a scientific fashion.

If insects do not consciously practice altruism, they practice it statistically.

Although Dillard’s does not approach nature in a scientific fashion, she grounds her approach on observation.



Meaning: Meaning is subordinated or dependent


Argument


Argument







Meaning: Meaning is subordinated or dependent

Common Subordinating Conjunctions

Common Subordinating Conjunctions

after, although, as, as if, as long as, as though, because, before, if, in order that, provided that, since, so that, than, though, unless, until, when, whenever, where, wherever, while

after, although, as, as if, as long as, as though, because, before, if, in order that, provided that, since, so that, than, though, unless, until, when, whenever, where, wherever, while

Comma Splice - Two Sentences Incorrectly

Joined by a Comma

Comma Splice - Two Sentences Incorrectly

Joined by a Comma New Labour is not new, it only looks new. New Labour is not new. It only looks new. New Labour is not new because it only looks new .

(connecting word - subordinating conjunction) New Labour is not new, and it only looks new. (connecting

word coordinating conjunction) New Labour is not new: it only looks new. (colon: pay

attention to following) New Labour is not new; Old Tory is not old.

(semicolon: balanced and of equal weight)

New Labour is not new, it only looks new. New Labour is not new. It only looks new. New Labour is not new because it only looks new .

(connecting word - subordinating conjunction) New Labour is not new, and it only looks new. (connecting

word coordinating conjunction) New Labour is not new: it only looks new. (colon: pay

attention to following) New Labour is not new; Old Tory is not old.

(semicolon: balanced and of equal weight)Meaning of comma splice: (1) you don’t know what you ar doing,(2) You know what you are doing but you are ‘artsy’, (3) you areImitating breathless conversation, (4) you mean to say that the Ideas are so closely related you can’t even bear to have a comma or aconjuction

Fused Sentence—Two sentences joined together as

one sentence

Fused Sentence—Two sentences joined together as

one sentenceComma Splice:New Labour is not new, it is Old

Tory. Fused Sentence: New Labour is not new it is Old

Tory.

Comma Splice:New Labour is not new, it is Old

Tory. Fused Sentence: New Labour is not new it is Old

Tory.Meaning of fused sentence: (1)You were going to make a comma splice error but you forgot the comma, (2) you are trying imitate stream-of-consciousness writing like James Joyce or William Faulkner



Paragraphs:Logical Units of Writing

‘Paragraphs say and do’ — Patricia Belanoff The Right Handbook (1993)

Paragraphs:Logical Units of Writing

‘Paragraphs say and do’ — Patricia Belanoff The Right Handbook (1993)

Paragraph LengthParagraph Length

Depends upon type of writing:

√ Newspapers√ Business Letters√ Report Writing√ A-level Writing√ University-Level Writing

Depends upon type of writing:

√ Newspapers√ Business Letters√ Report Writing√ A-level Writing√ University-Level Writing

Longer

What should a paragraph do?What should a paragraph do?

Be Relevant to the Larger Purpose (‘Thesis Statement’ or ‘Controlling Idea’)

Express and Develop a Topic Make use of Evidence to Develop a

Topic and/or Make use of Arguments to Develop a Topic

Be Relevant to the Larger Purpose (‘Thesis Statement’ or ‘Controlling Idea’)

Express and Develop a Topic Make use of Evidence to Develop a

Topic and/or Make use of Arguments to Develop a Topic

Paragraphs should have

Paragraphs should have

Unity

Coherence

Unity

Coherence

Paragraph with topic sentence first followed by evidence.

Paragraph with Argument and Evidence

Paragraph Lacking Unity

Paragraph Lacking Unity

How to Make a Paragraph Coherent

How to Make a Paragraph Coherent

Develop in Chronological Order Develop in Spatial Order Develop in Order of Importance Develop by Comparison and

Contrast More . . .

Develop in Chronological Order Develop in Spatial Order Develop in Order of Importance Develop by Comparison and

Contrast More . . .

Weapons in Your ArsenalWeapons in Your Arsenal

The Writing ProcessThe Writing Process

Paragraph Lacking Coherence

Paragraph Lacking Coherence

The writing process occurs in four steps. Finally, one clarifies the draft.The second step is to begin by collecting information. Focusing comes somewhere before ordering. To focus, one picks a topic.

The writing process occurs in four steps. Finally, one clarifies the draft.The second step is to begin by collecting information. Focusing comes somewhere before ordering. To focus, one picks a topic.

Why is knowing ‘writing process’

useful?

Why is knowing ‘writing process’

useful? Know, as a secretary, at what

stage you are entering the process.

Differentiate between revision, editing and proofreading.

Know when you need to back to an earlier stage.

Emphasise ‘focus’ and ‘order’

Know, as a secretary, at what stage you are entering the process.

Differentiate between revision, editing and proofreading.

Know when you need to back to an earlier stage.

Emphasise ‘focus’ and ‘order’



ProofreadingProofreading

Proofreading TipsProofreading Tips

Proofreading is the final activity. Different tasks require different degrees

of care in proofreading. Reading aloud or sub-vocalizing is key. Reading backward will work. Printing out the final copy and

proofreading once more is a fail-safe. Getting someone else to look at it is

extremely useful.

Proofreading is the final activity. Different tasks require different degrees

of care in proofreading. Reading aloud or sub-vocalizing is key. Reading backward will work. Printing out the final copy and

proofreading once more is a fail-safe. Getting someone else to look at it is

extremely useful.

What to Proofread

For

(‘Sixteen Ways to

Lose Your Reader’)

What to Proofread

For

(‘Sixteen Ways to

Lose Your Reader’)

1. Write in Complete Sentences

1. Write in Complete Sentences

2. Use the apostrophe correctly — plurals, contractions,

possessives

2. Use the apostrophe correctly — plurals, contractions,

possessives 1950s or 1950’s Jesus’s or Jesus’ Keat’s or Keats’ or Keats’s The dog drank from it’s (its) dish. Its (it’s, it is) getting very late.

Tip: Use computer search for the apostrophe and check

Tip: never use its with an apostrophe and see if you can expand its to it is

1950s or 1950’s Jesus’s or Jesus’ Keat’s or Keats’ or Keats’s The dog drank from it’s (its) dish. Its (it’s, it is) getting very late.

Tip: Use computer search for the apostrophe and check

Tip: never use its with an apostrophe and see if you can expand its to it is

3. Titles3. Titles

Longer works underlined or italicised, but not both!

Shorter works in inverted commas.

Longer works underlined or italicised, but not both!

Shorter works in inverted commas.

4. Spelling4. Spelling

Use the Spelling checker. Have spelling checker set for proper country.

Know what words you tend to misspell. Watch out for homonyms. Check proper names. Use dictionary for hyphenated words.

Use the Spelling checker. Have spelling checker set for proper country.

Know what words you tend to misspell. Watch out for homonyms. Check proper names. Use dictionary for hyphenated words.

5. Quotations5. Quotations

Know proper punctuation, capitalisation for quotations.

If necessary, know proper form for citations and bibliography.

Know proper punctuation, capitalisation for quotations.

If necessary, know proper form for citations and bibliography.

6. Paragraphing & Style6. Paragraphing & Style

7. Know comma rules7. Know comma rules

Introductory Commas Linking Commas Separating Commas

Introductory Commas Linking Commas Separating Commas

8. Use tenses appropriately8. Use tenses appropriately

Choose a tense and stay with it. Know conventions for past and

present usage. Avoid colloquialisms common here

in the North: ‘I seen’, ‘I done’, ‘I done gone’.

Choose a tense and stay with it. Know conventions for past and

present usage. Avoid colloquialisms common here

in the North: ‘I seen’, ‘I done’, ‘I done gone’.

9. Know When to Capitalise

9. Know When to Capitalise

Specific v. generic places: Queen’s University Belfast. I am going to the university.

Historical periods: Industrial Revolution. Things with numbers in them: History

101, but not ‘history’. ‘history department’ or ‘the History

Department’.

Specific v. generic places: Queen’s University Belfast. I am going to the university.

Historical periods: Industrial Revolution. Things with numbers in them: History

101, but not ‘history’. ‘history department’ or ‘the History

Department’.

10. Word Choice10. Word Choice

Avoid jargon: ‘Per your PT3 of 7 August. . . ‘ .

Avoid casual or informal language: “it’s”, “see ya”

Avoid anything potentially inflammatory.

Avoid jargon: ‘Per your PT3 of 7 August. . . ‘ .

Avoid casual or informal language: “it’s”, “see ya”

Avoid anything potentially inflammatory.

11. Split Infinitives11. Split Infinitives

“To boldly go where no man has gone before”

“To boldly go where no man has gone before”

12. Know when to use colon and semicolon

12. Know when to use colon and semicolon

Colon After a long

introduction to a quotation

Before a long list. Joining two

sentences where you mean, “Pay attention to the next sentence!”

Two-part Titles

Colon After a long

introduction to a quotation

Before a long list. Joining two

sentences where you mean, “Pay attention to the next sentence!”

Two-part Titles

Semicolon

Two sentences of equal weight

The semicolon rule.

To divide up especially complicated lists.

Semicolon

Two sentences of equal weight

The semicolon rule.

To divide up especially complicated lists.

12. Semicolon, colon, em dash

12. Semicolon, colon, em dash

Use Use a semicolon in the following standard form:

Use Use a semicolon in the following standard form:

If I had my way, the streets would be paved with gold; however, macadam will have to do for the present.

Not: If I had my way, the streets would be paved with gold, however macadam will have to do.

If I had my way, the streets would be paved with gold; however, macadam will have to do for the present.

Not: If I had my way, the streets would be paved with gold, however macadam will have to do.

Use a semicolon to separate two sentences of equal importance but very closely

related.

Use a semicolon to separate two sentences of equal importance but very closely

related.

I would like to go home now; my daughter would

like to go home, too.

I would like to go home now; my daughter would

like to go home, too.

Use a colon to separate two sentences when the first sentence announces the importance of the

second:

Use a colon to separate two sentences when the first sentence announces the importance of the

second:

Do not go home that way: the traffic is tied up because of a

bomb scare.

Do not go home that way: the traffic is tied up because of a

bomb scare.

Use a colon to introduce a block

quotation.

Use a colon to introduce a block

quotation.

The importance of Gould’s central assertion cannot be underestimated: There is clearly a difference

between biological potential and biological determinism. Since

biological determinism cannot be proven, it is necessary to weigh the preponderance of evidence. (341)

The importance of Gould’s central assertion cannot be underestimated: There is clearly a difference

between biological potential and biological determinism. Since

biological determinism cannot be proven, it is necessary to weigh the preponderance of evidence. (341)

However:However:

For Dillard, the fixed is clearly a matter of perspective. Where do I get my standards? The world may be fixed but it never was broken. (34).

Note: This is not preferred but a colon would be grammatically incorrect.

For Dillard, the fixed is clearly a matter of perspective. Where do I get my standards? The world may be fixed but it never was broken. (34).

Note: This is not preferred but a colon would be grammatically incorrect.

Em-dashEm-dash

When flying an airplane—gosh, isn’t that sunset beautiful—never take your eyes off the instrument panel.

Please remind Dave to bring his suitcase—not that he ever needs reminding.

On second thought—it didn’t occur to me at first—I didn’t have a first thought.

When flying an airplane—gosh, isn’t that sunset beautiful—never take your eyes off the instrument panel.

Please remind Dave to bring his suitcase—not that he ever needs reminding.

On second thought—it didn’t occur to me at first—I didn’t have a first thought.

13 Avoid dangling participles.

13 Avoid dangling participles.

Dangling participle: 'Turning now to sports, Manchester United is once again in the headlines.

Corrected: 'Turning now to sports, I bring you the latest scores.'

(Manchester United does not turn to sports: the sports presenter does.)

Dangling participle: 'Turning now to sports, Manchester United is once again in the headlines.

Corrected: 'Turning now to sports, I bring you the latest scores.'

(Manchester United does not turn to sports: the sports presenter does.)

14 Deploy gender free language.

14 Deploy gender free language.

To go boldly where no one has gone before.

A reader must make up his own mind. Readers must make up their own minds. ‘Garbage man’ becomes ‘sanitation

engineer’. ‘Stewardess’ becomes ‘flight attendant’.

God, in _____ infinite mercy.

To go boldly where no one has gone before.

A reader must make up his own mind. Readers must make up their own minds. ‘Garbage man’ becomes ‘sanitation

engineer’. ‘Stewardess’ becomes ‘flight attendant’.

God, in _____ infinite mercy.

15 Subject and verb, noun and pronoun agreement

15 Subject and verb, noun and pronoun agreement

Readers must make up their minds.

Not one of the many applicants is going to get the job.

Readers must make up their minds.

Not one of the many applicants is going to get the job.

16 Antecedents. 16 Antecedents.

Have pointing words such as 'this' clearly identified:

This is what is important. This discrepancy is important.

Tip: whenever you see ‘this’ in your paper, see if you can insert a noun after this without awkwardness.

Have pointing words such as 'this' clearly identified:

This is what is important. This discrepancy is important.

Tip: whenever you see ‘this’ in your paper, see if you can insert a noun after this without awkwardness.

Antecedents continuedAntecedents continued

When James Herriot took his dog for a walk, he liked to lift up his hind leg to pee on the neighbour’s hawthorn bush.

Prospero thwarts Caliban’s plot making him angry and and wanting revenge.

When James Herriot took his dog for a walk, he liked to lift up his hind leg to pee on the neighbour’s hawthorn bush.

Prospero thwarts Caliban’s plot making him angry and and wanting revenge.