mistake-free grammar & proofreading

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SEMINAR WORKBOOK

Mistake-Free Grammar & Proofreading

Proofreading

Winning the Grammar Game . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Let’s Get Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Ode to the Typographical Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Proofreaders’ Marks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Proofing for Keyboard Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Proofing for Character Accuracy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Word Search Game . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Grammar

Grammar Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Sentence Construction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Subject/Verb Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Pronouns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Nouns/Pronouns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Using the Active Voice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Punctuation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Frequently Misused Words . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Capitalization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Numbers: Figures or Words? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

Take-Home Tools

Creating a Positive Proofreading Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Overcoming the Proofreading Monotony . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Implementing Proofreading Strategies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Glossary of Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

150 Commonly Misspelled Words . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Crossing the Finish Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

©Pryor Learning, Inc. • WGG1707-DLii

Table of Contents

Proofreaders’ MarksWhat are the types of errors we’ll look for as we proofread?

What are the benefits to you and your organization?

• Credibility

• Work variety

• Promotability

• Visibility

• Product knowledge

•

•

•

•

•

©Pryor Learning, Inc. • WGG2009ES-DL 1

1 Proofreading

1. The marketing director returned to her office, she had forgotten the agenda for the meeting.

a. Fragment—add conjunction

b. Comma splice—replace comma with a semicolon

c. Correct as is

6. The disinterested/uninterested employee neglected to report the copy machine as it continually/continuously ran out of paper.

a. disinterested/continually

b. disinterested/continuously

c. uninterested/continually

d. uninterested/continuously

2. Each of the programmers _________ ten or more years of service with our organization.

a. has

b. have

7. Last friday he quit the job he’s had all fall and movedto the east.

a. Last Friday he quit the job he’s had all fall andmoved to the east.

b. Last Friday he quit the job he’s had all fall andmoved to the East.

c. Last Friday he quit the job he’s had all Fall andmoved to the East.

3. Mr. Sutton, a capable and qualified supervisor, is the candidate _________ most of the employee’s support.

a. whom

b. who

8. Begining tomorrow we will make a recommendation to guarrantee that all equiptment be invoiced and shiped immedeately.

a. 5 words are misspelled

b. 6 words are misspelled

c. 3 words are misspelled

d. 4 words are misspelled

4. The secretary prepared the report and it was distributed to the officers.

a. report and, it

b. report, and it

c. report, and, it

d. Correct as is

9. Terry went to the meeting with Chris and ______________________.

a. I

b. me

c. myself

5. Why didn’t you mark this private?

a. this “Private”?

b. this “Private?”

c. Correct as is

10. The proofreading mark for “insert space” is _____ .

a.

b.

c.

d.

Let’s Get StartedChoose the best answer for each of the following:

©Pryor Learning, Inc. • WGG2009ES-DL2

1 Proofreading

Paris in the the Spring

The typographical error is a slippery thing and sly;

You can hunt till you are dizzy, but it somehow will get by.

Till the forms are on the press, it is strange how still it keeps.

It shrinks down in a corner, and it never stirs or peeps—

That typographical error, too small for human eyes—

Till the ink is on the paper, when it grows to mountain size.

The boss, he stares with horror, then he grabs his hair and groans;

The copyreader drops his head upon his hands and moans.

The remainder of the issue may be clean as clean can be,

But the typographical error is the only thing you see.

—Anonymous


1 Proofreading

Ode to the Typographical Error

Proofreaders’ Mark Draft Proofreaders’ Mark Draft


1 Proofreading

Proofreaders’ Marks

For extra letters, figures, words, sentences, or spaces, use the following proofreaders’ marks:

delete, omit

cross out a mistake, write the correct letter above

close up the space, write as one word

When copy is omitted, use the following proofreaders’ marks:

insert copy

add a space

When a transpositional error occurs, use the following proofreaders’ mark:

transpose/reverse the order

Proofing for Keyboard ErrorsThe most common error is when you see a word correctly and type it wrong. This is commonly called a “typo” (typographical error) and is usually a one-letter or one-digit mistake. You may transpose a letter or number, omit or add a character, or simply make a misstroke.

Correct the following, using the appropriate symbols:

1. Manage ment skills can by improved through observing good role models.

2. Training seminars will greatly inhance you’re promottability.

3. The meeting started late because everybody was affected by traffic jam.

4. The programmer was operatng the new computer system.

5. John registered fro the conference Monday last.

6. Proofreaders msut pay attentoin to detial.

Keys

• Slow down your reading rate.

• Look for repetition of short words, such as the, an, to, or in at the beginning of a line.

• Picture each sentence written correctly.

• Watch for omission of letters in long words (e.g., inconvenience as inconvenence) .

• Check for a closing bracket, quotation mark, or parenthesis.

• Words such as if, in, is, and it are often left out when the preceding word ends with the same letter or the nextword begins with it.

• We often omit words at the beginning and ending of lines because they are likely to be skimmed.

• Confusion of suffixes can cause missed errors (e.g., typed/types, former/formed).


1 Proofreading

Proofing for Character AccuracyCompare the addresses in the right and left columns below. In the right column, circle the differences you find:

Keys:

• Proofread important or technical material at least twice. If proofing on-screen, slowly pull your document down line by line on the first reading.

• Read numbers digit by digit.

• Be careful of confusing the sequence of numbers or letters: B, C, E, F, or 21, 23, 24.

• Use a partner to proof numbers that are in columns. Read the figures aloud and have your partner mark the corrections and changes on the copy being proofread.*

• Examine numbers and totals. Refigure all calculations and look for mis placed commas and decimal points. If numbers are displayed in columns, make sure they are properly aligned.*


1 Proofreading

1. a. Dr. Peter Clary b. 1701 S. Mountainview c. Reno, NV 86102

Dr. Peter Cleary 1701 S. Mountain View Reno, NV 86002

2. a. Ms. Ellen Tracy b. Room 114 Excelsior Hotel c. New York, New York 10007

Ms. Ellen Tracy Room 124 Excelsior Motel New York, New York 10020

3. a. Bertha Poston b. 6741 SE Place c. Glenview, IL 31307

Bertha Posten 6714 NE Place Glenview, ILL 30307

4. a. Anthony Edwards Fraser b. P.O. Box 3172 c. Grand Rapids, MI 41219

Anthony Edwards Frazer P.O. 3172 Grand Rapids, MICH 41229

5. a. Mr. Thomas Peterson b. Apt. 110 c. 6993 Boulder Dr. d. Gainesville, FL 72914

Ms. Thomas Petersen Apt. 110 6939 Boulder Rd. Gainesville, FLA 72214

* Reprinted with permission from the Document Design Center, American Institutes for Research.

O W S P E P Q C O M B X U S A I

I S K R A M N O I T A T O U Q S

N E N O O D G M H M K F Q C I E

J L Q O T X B M C Y W U S P R N

R V Z F I G R A M M A R H R F D

H G J R R T L R U W T P O Y N K

M S S E V A A R Y E C R B C T R

P D A A F H G Z J K F L N A N A

N R S D S R P M I R A M O R E L

T H O I K L O G E L V T L U M U

M I E N U E I E F N A M O C E S

A F H G O B G C A D T T C C E G

J L Q Z A U X A O R P K I A R I

O I W E B F N R S T C E M P G U

N O I T A U T C N U P Y E G A V

P U S P E L L I N G S O S Z T C

Accuracy

Agreement

Capitalization

Comma

Dash

Error free

Fragment

Grammar

Pronoun

Proofreading

Punctuation

Quotation marks

Semicolon

Spelling

Usage


1 Proofreading

Word Search Game

Grammar TermsHere’s a test of your grammar terminology. Match each definition on page 9 to one of the words in the bull’s-eye target. As you find each answer, cross it off (no word is used more than once). When all the definitions have been completed, arrange the eight unused words in the target to give you a message.

subject

preposition

conju

nction

antecedent

interjection

expe

rt

congratulations

clauseadverb

term

s

grammarobject

sentence

you

modifier

adjective

pronounnow

averb

arenoun


2 Grammar

1.Follows and receives the action of the verb. Ask “what” or “whom” following the verb to determine the object.

Example: We purchased a microcomputer.

2.Expresses exclamation.

Examples: Wow! Help! Fire!

3.

Expresses the person speaking, the person spoken to, the person or thing spoken about; a fundamental element in a sentence.

Example: The financial analyst examined the report.

4.Takes the place of a noun.

Examples: I, she, him, we, them.

5.A noun to which a pronoun refers.

Example: Mary paid her fee on Monday.

6.A connecting word.

Examples: and, or, but, neither, nor.

7.A modifier that describes nouns.

Examples: three pages, blue folder, competent manager.

8. A group of words, a subject and a verb (predicate), that states a complete thought.

9. A word, clause, or phrase that defines the meaning of a word. Adjectives and adverbs are examples.

10.Expresses action, condition, or state of being.

Examples: writes, am, is, documents, transcribes.

11.

A group of related words that contains a subject and a predicate. An independent clause expresses a complete thought and can stand alone as a sentence. A dependent clause does not express a complete thought and cannot stand alone as a sentence.

12.Person, place, thing, object, idea.

Examples: computer, secretary, Ms. Jackson, office.

13.A modifier that describes verbs, adjectives, and adverbs.

Examples: typed quickly, change occurred slowly, she speaks well.

14.A function word that shows relationship.

Examples: to, at, by, for, on.

Refer to page 32 for an alphabetical list of these important grammar terms.


2 Grammar

Grammar Terms

Grammar UpdateKeys

• List errors you spot over one month to see if patterns exist.

• Suggest standard proofreading symbols for your office.

• For longer reports or for multiple bosses, use a style sheet.

Grammar


2

Sentence ConstructionA sentence is a group of words that expresses a complete thought. It requires both a subject and a verb. The subject is the person, place, or thing you are speaking about, and the verb shows what the subject is or does.

Sentence FragmentsAn incomplete sentence, called a sentence fragment, may contain a subject and a verb but does not express a complete thought.

Instead of: Because John finished the job and went home.

Use: John finished the job and went home.

Run-on SentencesTwo or more complete ideas that are joined without punctuation create a run-on sentence.

Readability studies show that sentences of fewer than 20 words are best for comprehension, with an average sentence consisting of 15 to 17 words.

To identify and correct sentence errors, you may need the following marks:

Insert a period.

Insert a comma.

Put in capitals.

Put in lowercase letters.

Start a new paragraph.

Remove the paragraph break.

Keys

• Count the number of words, and shorten longer sentences.

• Read the sentence out loud to hear the pace and rhythm.

• Errors lurk in the middle of long sentences—don’t lose your train of thought.

• In compound sentences, read each of the complete ideas separately, and check for flow, relationship, and logic.


2 Grammar

Using the proofreading marks, find and mark all sentence fragments and run-on sentences in Leonard Patterson’s letter:

1 Dear Mrs. Kelley:

2

3 We received your letter describing the difficulty you had in obtaining the forms needed

4 to register your company on our approved vendor list which was unintentional we

5 assure you because we depend on our vendors’ good will to guarantee the most efficient

6 method of obtaining our needed services and supplies. Because you may have called

7 at the busiest time. We do experience a peak telephone usage around 3:00 which you

8 stated was the time of your call to Ms. Barton. According to your letter you do not yet

9 have. Because you have taken the time to write to me about your situation I will

10 personally see that you receive the forms you are requesting. The qualifications you

11 are presenting appear to meet all of our criteria and as soon as you complete the two

12 forms I have enclosed we will meet with you and Don Holland our purchasing director

13 after which you will have a vendor number entitling you to bid on all of the public

14 offerings you will find posted in the Bulletin issued on the tenth of each month which is

15 the official source for all bids with any illegal bids being refused at the purchasing

16 office. Looking forward to doing business. If I can answer any questions please call

17 me at the number below.

18

19 Sincerely

20

21 Leonard Patterson


2 Grammar

Subject/Verb Agreement

• The subject and the verb must agree in number. A singular subject needs a singular verb; a plural subject needs a plural verb.

We {subject} are {verb} the best department in the company.

I {subject} am {verb} planning to attend the seminar on Friday.

• Ignore phrases and clauses that separate the subject from the verb.

The box {subject, singular} containing all of the missing materials was {verb, singular} found in Fayetteville.

Program managers {subject, plural}, along with the speaker, have {verb, plural} to meet at the seminar.

• When two or more subjects are joined by and, use a plural verb. When two or more singular subjects are joined by or or nor, use a singular verb. If the subjects are of different numbers, make the verb agree with the subject nearest the verb.

Sally and Joe {subject, plural} have been hired {verb, plural} to work in our Finance Department.

Either a brochure or a catalog {subject, singular} is {verb, singular} to be selected for the test.

• Use a singular verb after indefinite singular pronouns e.g. each, everyone, everybody, nobody, someone, every, one, another, etc.

Every computer terminal is down.

Everybody was present for that videotaping.

• Use a plural verb after both, few, many, others, and several.

Both books are out of print.

Many were asked, but few were able to answer.

• Collective nouns: If the group is acting as one unit, use a singular verb. If the members of the group are acting separately, use a plural verb.

The Board of Directors meets on Thursday.

The firm is one of the best in the field.

The committee members are not in agreement on the decision.

The staff members have responded to the upward appraisals with enthusiasm.


2 Grammar

Pronouns

Pronouns are one of the eight parts of speech; they take the place of nouns in sentences. There are four case forms of pronouns. They are nominative, objective, possessive, and reflexive.

Nominative pronouns function as the subjects in sentences. They are the “naming” pronouns. Objective pronouns function as objects in sentences or objects of prepositions. Possessive pronouns show ownership. Unlike other possessive words, possessive pronouns are never formed with an apostrophe. Reflexive pronouns direct the action of the verb back to the subject.

Pronoun Cases

Nominative I he she we they who you it

Objective me him her us them whom you it

Possessive my his her our their whose your its

Reflexive myself himself herself ourselves themselves yourself itself

Susan and I attended the banquet with Bill and him.

We officers will complete the drill today.

It was their flip chart and my markers that were left in the room.

You must meet with them yourself to discuss the financials.


2 Grammar

EXAMPLES

Review this chart of pronoun cases:

Nouns/Pronouns

• A noun and its pronoun must agree, in person and number, whether they act as subject, object, or possessor. I must stand by my client, just as you must stand by yours . John said he did it. Alice likes her new job. The company won’t change its policy.

• Use who and whoever when you can substitute he, she, they, I, or we for the who clause. Who was promoted? Who did they say was chosen? I will speak to whoever answers. Write to whoever you think can supply the information.

• Use whom and whomever when you can substitute him, her, them, me, or us as the object of the verb or the object of the preposition in the whom clause.

Whom did you see today? Whom were you talking about? I will hire whomever I can find.

Pronouns with Multiple Nouns

• If two nouns are joined by and, the pronoun is usually plural. John and Mary brought their reports to the meeting.

• If both male and female are involved, it’s better to change the wording from singular to plural.

Instead of: Each manager must meet with his staff.

Use: Managers must meet with their staffs.

• When a pronoun refers to nouns joined by or, nor, either ... or, or neither ... nor, and one of the nouns is plural, make the pronoun match the closest noun.

Neither Fred nor the Smiths parked their cars.

• Remember, watch collective nouns like team, committee, and board. These are singular words that refer to collections of people. Use a singular pronoun.

The committee took its break in the lunchroom.

Keys

• Always avoid gender specific language.

• Use parallel language.

Instead of: men and ladies

Use: men and women

• Use terms that include both sexes.

Instead of: chairman, manned, fireman

Use: chairperson, staffed, firefighter


2 Grammar

Using the Active Voice

Create dynamic and powerful writing by using active rather than passive verbs.

When the sentence is written in the active voice, the subject performs the action. When a sentence is written in the passive voice, the subject is acted upon.

PassiveThe verb contains a form of the verb “to be”:

Instead of: The budget was presented to the staff by the department head.

Use: The department head presented the budget to the staff.

The main verb is written in the past form:

Instead of: It was recommended that the policy be changed.

Use: Tom recommended that the policy be changed.

The sentence often has a “by” phrase:

Instead of: A study of the report was made by Jones.

Use: Jones studied the report.

Disadvantages of the Passive

• It is wordy and roundabout.

• It muddles the meaning and hides responsibility.

• It is unnatural and dull.

But the passive is not always bad. It is appropriate when:

• “Doer” is unknown. The stadium was built in 1974.

• “Doer” is unimportant. Your books were shipped yesterday.

• “Doer” is better left unsaid. Use tact. Your invoice was written for the wrong amount.


2 Grammar

Proofread this text, and make appropriate corrections:

1 It has been decided by the management of Zed Computers to implement some

2 changes in their organization.

3

4 The reorganization of the departments are necessary because our customers is

5 changing, competition have increased, and the economy are slow.

6

7 All departments is expected to cut budgets by 30 percent, and each district manager

8 are expected to move his department to the Albany office.

9

10 These arrangements were made by management last week, so details still has to

11 be finalized.

12

13 The president will speak directly to you next week. If there is any questions,

14 please address them to José or myself. I will speak to whomever have concerns.

Keys

• Double-space documents in draft form for easy proofreading.

• To avoid being liable for other people’s mistakes, make copies of all originals and date each version.


2 Grammar

Punctuation

When to use Example

In a sentence where two complete thoughts are separated by but, or, yet, so, for, and, or nor.

Mr. Smith did not attend the meeting, nor did he send his report.

We believe you have good ideas, and the conference committee should incorporate several of them.

To set off an introductory dependent clause. Before we can reach our goal, we need additional revenue.

When three or more items are listed in a series. Place a comma before the and preceding the last item.

We purchased pencils, pens, paper clips, and printer ribbons.

New job descriptions were written for clerks, word processors, and administrative assistants.

Between consecutive adjectives where the comma is used instead of and. Mary hated the dark, gloomy office.

To set off parenthetical information.

Mr. Walker, the president, arrived on time for the guest speaker.

Jane Gates, our personnel manager, will help you complete the leave form.

To set off the year if it follows the month and day.

Note: Omit the comma when only the month and year are given.

On June 28, 2011, I will receive my five-year bonus.

Mr. Jackson was promoted in January 2011 to director of sales.

To set off the name of anyone you are addressing directly. Let’s end this report, Angela, with the budget results.


2 Grammar

Commas

Semicolons

Hyphens

When to use Example

When a coordinating conjunction (but, or, yet, so, for, and, or nor) is omitted between two complete thoughts.

The Finance Department approved the increase; the Marketing Department disapproved.

When two complete thoughts are linked by a transitional expression such as however, therefore, accordingly, conse quently, and moreover.

Place a semicolon in front and a comma behind.

The manager has agreed to the project; however, we must await budget approval.

Mary did not receive the promotion; therefore, she left the company.

To separate a series of phrases that already contain commas.The board members went to different countries: Peter Jones, England; John Thomas, France; and Janet Kirby, Germany.

When to use Example

When a compound noun lacks a noun as one of its elements.two-by-fours make-believe

When a compound noun ends with a prepositional phrase.jack-of-all-trades stay-at-home

When a compound noun has a single letter as its first element.A-frame x-ray

Two nouns that signify one person or thing that has two functions.editor-publisher realtor-owner

When the prefix is “co” and the base word begins with “o,” use a hyphen except in a few words. If the base word begins with any other letter, omit the hyphen.

co-owner, copilot co-organizer, coworker, co-op, cosigner


2 Grammar

Punctuation

Colons

When to use Example

After a salutation in a business letter. Dear Ms. Jones:

To introduce a list.

We introduced a number of low-cost samples: paintbrushes, poster board, and markers.

“There are three kinds of lies: lies, damned lies, and statistics.” —Mark Twain

To separate the title from the subtitle of a book. Grammar A–Z: Everything You Wanted to Know About Grammar but Were Afraid to Ask

To represent the word “to” in a ratio. 10:1

To separate hours and minutes in expressions of time. 1:30


2 Grammar

Punctuation

Quotation Marks

ApostrophesWhen to Use:

To show possession Singular Plural

Any word not ending in “s” Singular: ‘s Plural: ‘s

Any word ending in “s” Singular*: ‘s Plural: s’

* Exception: a singular word ending in “s” that forms an extra syllable for pronunciation

woman’s

New Orleans’ jazzboss’s

women’s

classes’

In contractions or to show omission of letters and numbers. can’t, won’t, ’96

To form a plural where the omission of the apostrophe would cause confusion.

Instead of:three Asdotting the is,ps, and qs

Use:three A’sdotting the i’s,p’s, and q’s

If a new syllable is formed in the pronunciation of the possessive, add an apostrophe plus s. Gomez Gomez’s

When to use Example

To indicate the exact words of a speaker. John said, “All employees must attend the safety meeting tomorrow.”

To indicate words or phrases introduced by expressions such as labeled, marked, signed, and entitled. The box was labeled “This Side Up.”

Periods and commas go inside quotation marks. Colons and semicolons go outside quotation marks. Question marks and exclamation points can go either place.

She asked, “How are you?”

When will you stop saying “No problem”?


2 Grammar

Punctuation

Punctuation

Em Dashes

Parentheses

Add punctuation to the following sentences:

1. Mr Hastings office was broken into around 8 oclock last evening

2. Three former crewmembers all supervisors will train the new repair crew

3. Jenny came to the meeting but she had to leave early

4. Mike said I need your report by next Monday

5. We were pleased with the results of an intense nationwide search for a new vice president of finance

6. Barry told his boss that he couldnt understand her

7. Mary Travis who left the company four years ago has since been promoted to vice president at her new company

8. The October 2011 report is due in Mr Johnsons office before its turned over to Operations Publications

9. The guest speaker Dr Angela Barton is expected to arrive by 515 pm and Ms Ellis the meeting chairperson will open the session at 530 pm

10. John said May Ling I need you to pick up the manager from the airport hes earlier than we expected

When to use Example

To set off and de-emphasize nonessential explanatory material.

(Use instead of dashes to soften and not draw attention to the nonessential items.)

Three CEOs (all under 35) will speak about their successful climbs up the organizational ladder.

When to use Example

To show emphasis, to indicate abrupt change, or to set off explanatory material instead of parentheses or commas.

Note: Type the dash by striking two consecutive strikes of the hyphen key, allowing no space before or after the hyphens.

We should determine—before the quarter ends—the cost of a relocation.


2 Grammar

Spelling

Ten Frequently Misspelled Words

1. 6.

2. 7.

3. 8.

4. 9.

5. 10.

Spelling Suggestions

Good proofreaders should never make a spelling error. Use these guidelines for spelling accuracy.

• Learn common spelling rules.

• Study lists of misspelled words, and practice writing them correctly.

• Be attentive to words that have five or more letters.

• Watch for words that are always spelled as one word: cannot, nobody, somebody, somewhat, wherever, and worthwhile.

• Watch for words that are always spelled as two words: a lot, in spite, all wrong, and all right (note that alright with one “l” is acceptable).

• Watch for words that have two acceptable spellings. Choose the preferred spelling, which is always listed first in the dictionary.

• Read copy from right to left or bottom to top to spot spelling errors.

• If you are not sure of a word, ask the writer.

• Read aloud or touch each word to slow you down.

• Never be embarrassed to use a spelling dictionary, a dictionary, a thesaurus, or a stylebook.

• Pronounce and use words correctly.

• Use a spell-check software program.

• Read on your own time to improve your recognition of correctly spelled words.

Key

• Place a ruler below the line you are reading to avoid skipping words.


2 Grammar

Frequently Misused Words

The meaning and spelling of the following word pairs are commonly confused.

Affect/Effect Affect—to influence, to change.

An organization’s profitability can affect whether employees receive raises.

Effect—(noun) impression, results. (Verb) to cause. Global warming is having an increasingly strong effect on our everyday lives. It has effected a change in the way we view our future.

Among/Between Among—used for more than two.

He divided the money among his three sons.

Between—used in connection with two persons or things. He divided the money between his two sons.

Continual/Continuous Continual—action that occurs with pauses and intermissions. The computer continually breaks down.

Continuous—action that occurs without pauses. The roar of the waterfall was continuous.

Disinterested/Uninterested Disinterested—impartial, showing no preferences or prejudice

To serve on a jury, you must be a disinterested party.

Uninterested—bored or lacking interest. He was uninterested and took no part in the meeting.

Eager/Anxious Eager—fervent, enthusiastic.

I am eager for news about my job possibility.

Anxious—full of anxiety or worry caused by apprehension. Her coworkers were anxious about her poor health.

Farther/Further Farther—refers to physical distance. We will drive no farther tonight.

Further—refers to degree or extent. Let’s pursue this argument no further.


2 Grammar

Frequently Misused Words

Imply/Infer Imply—to throw out a hint or suggestion. She implied by her manner that she was unhappy with her supervisor.

Infer—to take in a hint or suggestion. I inferred from her manner that she was unhappy with me.

Lay/Lie Lay—to put or place something. Please lay your report on the desk.

Lie—to rest or recline. We asked the sick employee to lie down.

Less/Fewer Less—used for quantities. The amount of money in my savings account is less than it was last month.

Fewer—used for individual units, numbers. You will need to make fewer mistakes in your report.

Stationary/Stationery Stationary—still, fixed. The computer terminal is stationary.

Stationery—letter paper. Please order more stationery for our office.


2 Grammar

Circle the appropriate word:

1. What did the boss (imply, infer) from your report?

2. The copier (continually, continuously) runs out of paper.

3. As a (disinterested, uninterested) member, he can provide an objective decision.

4. How will the decision to streamline operations (affect, effect) the work force?

5. Just (among, between) the three of us, what do you think about the proposal?

6. We are (eager, anxious) to receive reimbursement for our travel expenses.

7. He ran (farther, further) than anyone else in the company race.

8. When you are finished with the letter, please (lay, lie) it on my desk.

9. Bring (less, fewer) muffins for next week’s staff meeting.

10. When you order (stationary, stationery) for our computer, use the telephone by the (stationary, stationery) terminal.

Capitalization

Capitalize all official titles of honor and respect when they precede personal names.

Ms. Mary Moore

President Henry Burke

• Do not capitalize such titles when the personal name that follows is set off by commas.

Instead of: Yesterday, the president, Henry Burke, spoke to the staff.

Use: Yesterday, President Henry Burke spoke to the staff.

• In general, do not capitalize position titles when they follow a personal name or are used in place of a personal name. Exceptions are made for dignitaries and high-ranking officials.

Henry Burke, president of Zed Computers, addressed the staff about the relocation plans.

The Lieutenant Governor

Capitalize titles.

• Capitalize the first, last, and all principal words of titles.

• Articles, conjunctions, and short prepositions are not capitalized unless they begin the title. Prepositions are capitalized if they consist of five or more letters or if they’re the first or last word of a title or heading.

Robert Ludlum is the author of The Bourne Identity.

I saw the Broadway production of Fiddler on the Roof several years ago.

Going Through Changes opens tonight.

Capitalize both the full names and the shortened names of government agencies, bureaus, departments, services, etc.

We must send the form to the Treasury Department.

Capitalize all academic degrees that follow a name, whether abbreviated or written out.

Patrick Davies, Ph.D.

Peggy Thurber, Master of Arts

Capitalize abbreviations if the words they stand for are capitalized.

I made the invoice out to William Parker, M.D.


2 Grammar

Capitalization

Capitalize all academic titles and religious titles such as doctor, professor, dean, and bishop when they precede a name.

Doctor Blake

Dean Mary Wright

• However, do not capitalize academic, religious, and professional titles when they stand alone.

The professor asked for a new assistant.

Capitalize trade names.

Xerox copier

Kodak film

Capitalize official names of buildings, streets, and other public places.

The Sheraton Hotel is located at 96 Seventh Avenue.

Capitalize family members and specific classes.

Mom, Dad, Grandpa Bob

Class of ’46

Note: Do not capitalize the seasons, or a.m. or p.m.


2 Grammar

Make the appropriate capitalization changes:

1. the supervisor of this department is mr. smith.

2. the guest speaker, dr. peter willis, chairman, will arrive at 9 p.m.

3. the first draft of your report is due friday, december 1.

4. payments for state withholding taxes are sent to the california department of taxation.

5. we are planning on staying at the hilton hotel, 87 fifth avenue.

6. i just finished watching “60 minutes” on channel 10.

7. we are planning to see the painted desert when we travel to the west coast next spring for the conference.

8. please order scotch tape and 3m post-it notes for the finance department.

9. his office is located at 21 madison street.

10. please order 5 staplers, 11 pens, and 20 notebooks from sam’s office supply store.

Days of the week Sunday, Monday

Months January, February

Holidays, holy days Christmas, Hanukkah

Periods, events in history Renaissance, Middle Ages

Special events Battle of Bunker Hill

Official documents Declaration of Independence

Trade names Xerox copier, Ford Focus

Formal epithets Alexander the Great

Geographical names: Planets, heavenly bodies Continents

Mars, Earth, the Milky WayAustralia, Africa

Streets, roads, highways Park Avenue, Route 66

Sections of a country, of a continent the Southwest, the Far East

Landforms Sahara Desert, Rocky Mountains

Bodies of water Lake Superior, Nile River

Public areas Yellowstone National Park


2 Grammar

Capitalization at a Glance

Numbers: Figures or Words?Basic Rule:

Numbers from one to ten are expressed as words (one, two, three).

Numbers 11 and above are expressed as figures (22, 55, 330).

Express as words Example

Exact amounts when they begin a sentence Thirty companies

Smaller of two numbers when used together Two 8-drawer file cabinets, 35 ten-drawer file cabinets

Approximate amounts and fraction About a thousand attended

To express time if the word “o’clock” is understood She left at five.

To express ordinals in running text The fourteenth employee

Express as figures Example

Dates and times, except in formal writing We started at 9:30 a.m. on June 1.

Dimensions and weights The room is 15 x 20 feet.

Dates in business letters November 8, 2011

Numbers following nouns such as page, chapter, room, and rule

Rule 9, page 16


2 Grammar

Special Considerations

Creating a Positive Proofreading Environment

• Clarify your schedule—know all timelines, due dates, and expectations. Ask if you don’t know!

• Proofread during your “prime time”—know when you’re the most alert.

• Limit distractions—avoid answering the phone. Close your door!

• Clear your work space—remove papers and files relating to other projects.

• Have necessary reference materials within reach—dictionary, grammar and usage manuals, and stylebook.

• Create a comfortable work environment—appropriate chair height and adequate lighting.

Overcoming the Proofreading Monotony

• Rest; close your eyes every 10 to 15 minutes.

• Check your posture.

• Change your work pace or content.

• Take short breaks.

• Eat light meals as needed.

• Move about, stretch, walk.

Keys

• If you can, alter your routine. Don’t proofread at the same time every day. Varying your schedule will help you approach the task with a keener eye.

• When prioritizing multiple projects, give preference to the person who gives you your performance evaluation.*


3 Take-Home Tools

* Reprinted with permission from the Document Design Center, American Institutes for Research.

Implementing Proofreading Strategies

Distance Yourself

If you composed the document, put time between the writing and the correcting. Sit in a different chair to gain objectivity.

Establish a System

Show your associates the proofreaders’ marks you will be using. Consistency on the team is important.

Review the Project

Before you begin proofreading, review the entire document to assess your challenge. Select a plan of action using the options below.

Proofreading Options

• Comparison method: Move your eyes from the original copy to the copy recently updated or corrected. When proofreading hard copy produced on a word processor, keep your screen and hard copy at the same place in the document. Corrections and updates will be easier and faster.

• Reading aloud: The “see and say” method will highlight some punctuation errors as well as missing words.

• Partner proofreading: Correct the new copy as your partner reads aloud from the original. Change places to break the monotony. For highly technical text or text with lots of numbers, this method provides great accuracy.

• Editing: Revise words and sentences to improve style if it is your role to do so. Do not change the message or meaning.

• Spelling proofreading: Read the document backward, word by word.

• Visual proofreading: Use these three techniques to check the document’s alignment.

• Run a straightedge down the left and right margins.

• Turn the document upside down.

• Hold the document at arm’s length.

Communicate Tactfully

When it is appropriate, give feedback to the writer. Be helpful and focus on the mistake, not the person who made the mistake. Use courtesy and diplomacy.


3 Take-Home Tools

Glossary of Terms

Adjective: A modifier that describes nouns. Examples: three pages, blue folder, competent manager.

Adverb: A modifier that describes verbs, adjectives, and other adverbs. Examples: typed quickly, change occurred slowly, she speaks well.

Antecedent: A noun to which a pronoun refers. Example: Mary paid her fee on Monday.

Clause: A group of related words that contains a subject and a predicate. An independent clause expresses a complete thought and can stand alone as a sentence. A dependent clause does not express a complete thought and cannot stand alone as a sentence.

Conjunction: A connecting word. Examples: and, or, but, neither, nor.

Interjection: Expresses exclamation. Examples: Wow! Help! Fire!

Modifier: A word, clause, or phrase that defines the meaning of a word. Adjectives and adverbs are Examples of modifiers.

Noun: Person, place, thing, object, idea. Examples: computer, secretary, Ms. Jackson, office.

Object: Follows and receives the action of the verb. Ask “what” or “whom” following the verb to determine the object. Example: We purchased a microcomputer.

Preposition: A function word that shows relationship. Examples: to, at, by, for, on.

Pronoun: Takes the place of a noun. Examples: I, she, him, we, them.

Sentence: A group of words composed of a subject and a verb (predicate) that states a complete thought.

Subject: Expresses the person speaking, the person spoken to, the person or thing spoken about; a fundamental element in a sentence. Example: The financial analyst examined the report.

Verb: Expresses action, condition, or state of being. Examples: writes, am, is, documents, transcribes.


3 Take-Home Tools

a lot

absence

acceptable

accommodate

accuracy

acquaint

acquire

adapt

adequately

adolescent

advertise

affect

aggravate

all right

amateur

among

analyze

annually

apparent

appearance

argument

athletic

attendance

auxiliary

awkward

battery

beginning

beneficiary

bureaucracy

calendar

carefully

catalog (catalogue)

cemetery

chief

commitment

committee

controlled

criticized

definitely

description

develop

difference

disappear

disappoint

disapprove

discussion

dividend

division

effect

embarrassed

exaggerate

excellent

expense

facsimile

fascinate

February

finally

financially

forty

fulfill

government

governor

guarantee

humorous

illogical

imaginary

immediately

inconvenience

independent

indispensable

inoculate

interest

interruption

invariably

irresistible

jewelry

judgment (judgement)

knowledgeable

laboratory

latter

leisurely

license

lonely

maintenance

maneuver

maybe

meant

mortgage

necessary

nickel

ninety

noticeable

nuclear

nuisance

occasion

occurring

occurrence

oppressed

parallel

particle

pastime

possibly

practically

precede

precedent

preference

privilege

probably

proceed

pronunciation

propaganda

proposal

questionnaire

Realtor

received

recommend

responsibility

responsible

restaurant

rhythm

satellite

secretary

seize

separate

signature

sincerely

skiing

souvenir

strictly

stubbornness

succeed

success

summarized

superintendent

surprise

swimming

tendency

therefore

thorough

through

transferred

truly

unanimous

until

used to

usually

vacuum

vertical

vitamin

weird


3 Take-Home Tools

150 Commonly Misspelled Words

1 December11 20XX

2

3 Maria Valdez

4 Centex General Company

5 188 Oak Street

6 Boulder, Colorado 80303

7

8 Dear Maria:

9 Thank for meeting with me yesterday to to discuss the upcoming national sale

10 meeting. The purpose or this letter is to outline the plans wee made and ot pose

11 ome questions We decided that the overall theme for the meetting wil be “Go for

12 the Gold”. I will ask The Creative Department to design a logo to be used no all

13 corespondence related to the meeting. The social evening will feature a “Hooray

14 for Hollywood party, I will coordinate with the hotel to arange decorations &

15 dance music.

16

17 We agreed that each of the sales representatives will present his sales results.

18

19 I have come upwith more questions which need answers:

20

21 –What is the budget for the social evening?

22 –Will we provides breakfast before departure on may 5?

23 –should we find out whom is attending form the east?

24

25 Please giv me your response by December 20. I am anxious to implement all of

26 these exciting plans.

27

28 Sincerely

29

30 Karen Rider

Crossing the Finish Line

Take this test seven to ten days after the seminar to reinforce the proofreading and grammar skills you learned today. Proofread the text and make the appropriate corrections.


3 Take-Home Tools


3 Take-Home Tools

Crossing the Finish Line

mistake-free grammar & proofreading

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