+Free writing tips 231

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Tip #231: When you are asked to write a progress report, include the
following:

1. Use "we" rather than "I" to describe accomplishments.
2. Include phrases that give senior executives credit
   such as " We took your advice, Mr. Big Wig."
3. Describe how your team overcame obstacles to achieve
   results.

(Adapted from "Working Smart" monthly newsletter)

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Correct the following sentences:

1. To plan for retirement, financial planning must
   be made carefully.
2. The package will continue the city's 5th consecutive
   year without a property-tax rate increase and
   maintains funding for our top priorities.

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Last week's practice: Eliminate the following unnecessary wording:

1. Performed problem analysis and resolution activities
   via company help line
2. Functions performed included formatting and producing
   complex documents

Suggestion:

1. Analyzed and resolved problems via help desk.
2. Formatted and produced complex documents.

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #232: Possible vs. Feasible.

Something "possible" is capable of existing or happening if conditions
are right. Something "feasible" is usually desirable and capable of
being carried out successfully. Therefore, a plan might be feasible,
but resistance to the plan may be possible.

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Please correct the following sentences:

1. We will triumph over this problem ourself.
2. Helen, herself, gave him the diploma.
3. I will complete the work, myself.
4. Either Jim or yourself will paint the room.

******************************************************
Last week's exercise:
Correct the following sentences:

1. To plan for retirement, financial planning must be
   made carefully. (dangling modifier)
2. The package will continue the city's 5th consecutive
   year without a property-tax rate increase and
   maintains funding for our top priorities.
(parallel structure)

******

Suggestions:

1. To plan for retirement, you must do careful financial
   planning.
2. The package will continue the city's 5th consecutive
   year without a property-tax rate increase and will
   maintain funding for our top priorities.

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Committee--a group of people who individually can do nothing but as a
group decide that nothing can be done. (Fred Allen)

*********************************************************

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip # 233: Having written plans can help you with time management.
Write down what results you want to see by the end of the week; then
rank them in order of importance.

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Please punctuate the following:

1. His mothers-in-laws husbands were playing golf.
2. The chief executives officers positions were eliminated.
3. The notaries publics duties were changed.

*********************************************************

Last week's exercise: Please correct the following sentences:

1. We will triumph over this problem ourself.
2. Helen, herself, gave him the diploma.
3. I will complete the work, myself.
4. Either Jim or yourself will paint the room.

********

Suggestions:

1. We will triumph over this problem ourselves.
2. Helen herself gave him the diploma.
3. I will complete the work myself.
4. Either Jim or you will paint the room.

*********************************************************

Try not to become a success, but rather try to become a person of
value. (Albert Einstein)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #234: Here are tips for writing a persuasive proposal:

· State your conclusion. Make sure you include the
interests of those who are "buying" your ideas

· Support your proposal by presenting your evidence in
quantifiable terms; discuss why it is important to
implement now; provide information about how to
measure the results

· Provide a cost analysis and implementation plans

· Address any possible objections

· Restate your major conclusion in a sentence or two.

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Correct the following word usage:

1. He (sited, cited) new sales figures.
2. The new building (sight, site) is in Chicago.
3. The skyline was a beautiful (cite, site, sight).
4. Values are (principals, principles) that guide
our lives.
5. His (principle, principal) goal is quality.
6. Voice your (descent, dissent) at the meeting.
7. Older employees often (counsel, council, consul)
younger workers.

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Last week's practice: Please punctuate the following:

1. His mothers-in-laws husbands were playing golf.
2. The chief executives officers positions were eliminated.
3. The notaries publics duties were changed.

*****

Suggestions:

1. His mothers-in-law's husbands were playing golf.
2. The chief executives officer's positions were eliminated.
3. The notaries publics' duties were changed.

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip # 235: Use first- and second-person pronouns "I", "we," "my,"
"our," "you," "your," "yours," etc. to personalize your writing.

For example:
"You can take advantage of our new resume course by
using your email to notify our company."

*********************************************************

Please answer the following: Cynthia Green asks:

We are working to make all of our staff letter writers to be uniform
in the responses we send our clients. I would like to inquire about
the correct spacing for a formatted business letter. How many spaces
are required between sentences in a block formatted business letter --
one or two? Please inform me of the correct way.

*********************************************************

Last week's practice: Correct the following word usage:

1. He (sited, cited) new sales figures. (cited)
2. The new building (sight, site) is in Chicago. (site)
3. The skyline was a beautiful (cite, site, sight). (sight)
4. Values are (principals, principles) that guide our
   lives. (principles)
5. His (principle, principal) goal is quality. (principal)
6. Voice your (descent, dissent) at the meeting. (dissent)
7. Older employees often (counsel, council, consul)
   younger workers. (counsel)

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Since there were so many comments on Tip #233, here are my
explanations and revised answers based on The Gregg Reference Manual
and my discussion with the Grammar Hotline of Broward Community
College, Davie, Florida:

· His mothers-in-law's husbands were playing golf.
(This is correct because people can have more than
one mother-in-law if they have been married more than
once. To show possession in a plural word such as
"mothers-in-law," add an apostrophe and "s".)

· The chief executives officers' positions were eliminated.
(This is correct because the title "chief executives
officers" is a plural word that shows possession by adding
an "s". Turned around the sentence would be " The
positions of the chief executives officers were eliminated.)

· The notaries public's duties were changed. (I was
incorrect in placement of the apostrophe. The plural
word is "notaries public" and the apostrophe should
be placed before the "s" not after the "s".

*******

Suggestions:

Good comment from R. T. Groce:
1. His mothers-in-law's husbands were playing golf.
   (Technically speaking, can a man have TWO
   mothers-in-law? (As in, "His mothers-in-laws
   husbands were playing golf.") Seems one would
   have to be an "ex-mother-in-law" if the man were
   divorced, or a "former mother-in-law" if the man
   is a widower.

*******

Another great comment from V. J. Ewing
The rule for forming plurals of compound nouns says that if the plural
form does not end in "s," add an apostrophe plus "s" to form the
possessive (as you did with mothers-in law's). Therefore, shouldn't
the third sentence be: The notaries public's duties were changed.

However, to avoid awkwardness, it would probably be best to reword the
sentence: The duties of the notaries public were changed.

BTW, Merriam-Webster now says notary publics is acceptable (tho
notaries public is preferred), so I suppose you could say: The notary
publics' duties were changed.

In any case, the suggestion for 3 seems wrong. And 2 should
definitely be rewritten for clarity.

*******

Comment from my own daughter, Rachel:
His mothers-in-law's husbands were playing golf. -- Maybe I am missing
something, but how can a man have more than one mother-in-law?
(Unless maybe he lives in Utah...)

*******

Thanks to all who commented on my suggested answers. You got me
thinking.

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"A good sense of humor is essential to deal with the world's reality."
(Anonymous)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip # 236: E-mail should not contain abbreviations beyond "FYI"
because most are new slang not familiar to everyone.

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Please correct the following error in parallel structure:

"We are especially interested in hearing your ideas on motivating
employees, how to introduce change, and quality control techniques."

*********************************************************

Last week's question:
Please answer the following:

Cynthia Green asks:
We are working to make all of our staff letter writers to be uniform
in the responses we send our clients. I would like to inquire about
the correct spacing for a formatted business letter. How many spaces
are required between sentences in a block formatted business letter --
one or two? Please inform me of the correct way.

******

Gloria Huerta's comment:
In my organization there are two spaces between paragraphs in blocked
format. It makes the letter easier to read and the presentation (in
my opinion) looks more polished. Thanks for opportunity to comment.

******

Sharon Kalbacher's comment:
Two spaces are required after the period ending a sentence (before the
first word of the next sentence). Like this.

******

Linda K.'s comment
The standard for all end punctuation is 2 spaces (question marks,
exclamation marks) If there are any quotation marks at the end of a
sentence, the end punctuation falls inside the quote marks. Then you
space twice before you start another sentence.

To answer Cynthia Green's question-- Spacing after periods is always
2 spaces. After commas or semicolons in a sentence, however, you only
space once. This spacing remains the same for all letter styles.

******

Mary J. McLaughlin's comment:
The rule of leaving two spaces after a period comes from the days of
typewriters, where we had no proportional spacing. The two spaces
were necessary to make it clear there was a new sentence coming.
However, with the advent of proportional spacing and precise
printers, two spaces are no longer necessary to make a clean break.
It is now acceptable to leave just one space after a period, and also
after a colon. Either way is correct, as long as you are consistent.

******

My comment: Use one space when using full justification spacing;
use two spaces when using left justification spacing.

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You can either complain that rose bushes have thorns--or rejoice that
thorn bushes have roses.

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #237: In proposal writing, spend as much time in studying,
analyzing, planning, researching, and preparing to write as in writing
the proposal.

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Please rewrite the following by changing the negative tone to a
positive tone:

Dear Customer:

It has come to our attention that you have failed to remit your June
payment, which became overdue on June 12.

*********************************************************

Last week's exercise:
Please correct the following error in parallel structure:

"We are especially interested in hearing your ideas on motivating
employees, how to introduce change, and quality control techniques."
******

Suggestion:
"We are especially interested in hearing your ideas on motivating
employees, introducing change, and controlling quality .

*********************************************************

"Courage is very important. Like a muscle, it's strengthened by use."
(Ruth Gordon)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip # 238: Words such as "up," "in," "out," "on," and "off," are
commonly used as prepositions, but they can also function as adverbs.

Prepositions Adverbs
Jog up the hill Look up the definition
See in the mirror Bring in your old clothes
Look out the window Phase out operations
Drive on the parkway Put on a show
Fell of the bike Write off our losses

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Please correct the following sentences:

1. We hope to do a completer study next year.
2. He is looking for a more unique technique.
3. Of the two people, she is the most promising.

*********************************************************

Last week's exercise:
Please rewrite the following by changing the negative tone to a
positive tone:

Dear Customer:

It has come to our attention that you have failed
to remit your June payment, which become overdue
on June 12.

Better:

To keep your good credit rating, please remit your
overdue June payment.

*********************************************************

"Thinking is one thing no one has been able to tax." (Charles
Kettering)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #239: When using possessive forms of personal pronouns such as
"mine," "yours," "his," "hers," "its," "ours," or "theirs," use them
after the noun the word refers to.

For example:
That report is mine.
The choice was theirs.
Jane is a friend of hers.

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Please correct the following sentences:

1. The company must protect it's assets.
2. Their investing in high-tech stocks.
3. Your thinking of applying for a new job.

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Last week's exercise: Please correct the following sentences:
1. We hope to do a completer study next year.
2. He is looking for a more unique technique.
3. Of the two people, she is the most promising.

The corrected answers are:
1. We hope to do a more complete study next year.
     (The comparative of complete is more complete.)
2. He is looking for a unique technique. (The word
     "unique" does not logically permit a comparison.)
3. Of the two people, she is the more promising.
     (When comparing two people use the word "more."
     "Most" is used in comparing three or more.)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #240: Keep a monthly log of your achievements and what obstacles
you overcame to achieve those results. This type of record will be
helpful during your next performance evaluation or during a job
search.

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We receive over 100 emails per day. Without knowing
if the sender is a student in a course or someone
answering our weekly tips, it is difficult to know
how to answer your email. If you are answering a
weekly tip exercise, please identify the tip number
in the subject line of your email.

Weekly Exercise:

Which is correct and why:
"Hold on to your memories"
or
"Hold onto your memories"?

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Last week's exercise:
Please correct the following sentences:

1. The company must protect it's assets.
2. Their investing in high-tech stocks.
3. Your thinking of applying for a new job.

****

Suggestion:
1. The company must protect its assets.
2. They're or they are investing in high-tech stocks.
3. You're or you are thinking of applying for a new job.

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"Laughter has no foreign accent." (Paul B. Lowney)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip # 241: Do not write memos with too many words; follow the lead of
Abraham Lincoln. Look at how his words compare with others:

Things We Have Read                   Number of words
Gettysburg Address (Abraham Lincoln)        272
Bag of Lay's Potato Chips                   401
IRA Form 1040 EZ                            418
Average USA Today cover story             1,200

(Adapted from The Manager's Intelligence Report)

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We receive over 100 emails per day. Without knowing
if the sender is a student in a course or someone
answering our weekly tips, it is difficult to know
how to answer your email. If you are answering a
weekly tip exercise, please identify the tip number
in the subject line of your email.
*****

Please shorten the following:

As a recent graduate of Bigshot University with a degree in Biology, I
am currently launching my career as an environmental campaigner in
hopes of reversing global warming and ozone depletion on a world-wide
bases.

*********************************************************

Last week's exercise:

Which is correct and why:
"Hold on to your memories"
or
"Hold onto your memories"?

*****

My comment:
Use "on to" because the "onto" in the sentence is considered a "slang
expression."

*****

Mary Bing comments:
"Hold on to your memories" is correct. It's a function word used to
indicate the focus of some action. "Hold" is the action; the
prepositional phrase "to your memories" being the focus of the action

*****

Rita Green comments:
"Hold on to your memories" is correct because the verb or action
is "Hold on" to your memories.
or
"Hold onto your memories" is incorrect because one can not
physically grab hold of memories. Things Yes, memories... NO.

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"It takes a lot of things to prove you are smart, but only one thing
to prove you are ignorant." (Don Herold, humorist)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #242: When you have two numbers used as a compound adjective,
write one as a number and the other as a word.

For example:
3 two-lane highways
two 12-foot driving lanes

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Please choose the correct preposition for the following sentences:

1. You will have to account (to, for) Jim Smith for
   the loss of the book.
2. Happiness consists (on, in) wanting what you have,
   not wanting want you want.
3. Will you agree (for, to) their terms? (concur)

*********************************************************

Last week's exercise:
Please shorten the following:

As a recent graduate of Bigshot University with
a degree in Biology, I am currently launching my
career as an environmental campaigner in hopes of
reversing global warming and ozone depletion on a
world-wide bases.

*******

1. Paul Martin suggests:
As a graduate of Bigshot University with a degree
in Biology, I am launching my career as an
environmental campaigner to reverse global warming
and ozone depletion.

OR

As a graduate of Bigshot University with a degree
in Biology, I hope to reverse global warming and
ozone depletion as an environmental campaigner.

******

2. Edith Rice suggests:
My campaign shall be the reversal of global warming
and ozone depletion using the knowledge I gained
completing a biology degree at Bigshot University.

******

3. Laurie K. Thrasher suggests:
As a biology graduate of Bigshot University, 2002,
I am campaigning to reverse worldwide global warming
and ozone depletion.

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"Truce is better than friction." (Charles Herguth)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #243: When writing a proposal, try to answer some questions:

1. How much time do you estimate the proposal
   will save?
2. How many people will it affect?
3. How will it affect these people?
4. How much will it cost to start vs. the potential
   savings?

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What's wrong with the following headlines?
Please rewrite them:

1. Squad Helps Dog Bite Victim
2. Jobless Rate Sores
3. Victims Say Tree Trimmer Takes Money, Then Leaves
4. Office Building Permits Plunge

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Last week's exercise:
Please choose the correct preposition for the following sentences:

1. You will have to account (to, for) Jim Smith
   for the loss of the book.
2. Happiness consists (on, in) wanting what you have,
   not wanting what you want. (notice my correction)
3. Will you agree (for, to) their terms?

******

Answers:
1. account to (someone)
2. consists in (exists in)
3. agree to (accept another person's plans)

********************************************

"A child's life is like a piece of paper on which every person leaves
a mark." (Chinese proverb)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #244: When writing persuasively, do not refer to mysterious
sources such as:

"Leading experts will agree..."
"A search of the literature indicates."
"Several professors at major universities are said
   to believe.."

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Please rewrite the sentences that require commas:

1. The deadline which was announced last month
   is March 30.
2. The deadline that we must meet is March 30.
3. The budgets that have been filed for the project
   have been approved.
4. The parts that will be replaced are the ones
   from Dysonic.

*********************************************************

Last week's exercise:
What's wrong with the following headlines? Please rewrite them:

1. Squad Helps Dog Bite Victim
2. Jobless Rate Sores
3. Victims Say Tree Trimmer Takes Money, Then Leaves
4. Office Building Permits Plunge

******
Adrivit Roy suggests:

1. Squad Helped Dog Bite Victim
2. Jobless Rate is Soaring
3. Victim Said Tree Trimmer Took Money, Then Left
4. Office Building's Permit Plunged

******
Margaret Collins suggests:

1. Squad Helps Victim of Dog Bite
2. Jobless Rate Soars
3. Victims Say Tree Trimmer Takes Money, Then Left
4. Plunge in number of Office Building Permits

******
Yossi David suggests:

1. Squad Helps Dog Bite Victim

Squad Helps Dogbite Victim.
I realize that dogbite is not a commonly accepted
compound word, but I think I'd use it here since it
removes the ambiguity from the headline without an
awkward rewrite. Neither Dog Bite Victim Helped by Squad
or Squad Helps Victim of Dog Bite works as well.

2. Jobless Rate Sores

Jobless Rate Soars

3. Victims Say Tree Trimmer Takes Money, Then Leaves

This one's cute. I'd leave (no pun intended) it alone.

4. Office Building Permits Plunge

Aside from the obvious double meaning, this one has
a nice ring to it. I can't think of a rewrite that
would sound as good, especially in as few words. I
suppose Office Building Permits Witheld or Reduction
in Office Building Permits would kind of work.

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"True friends are those who really know you but love you anyway."
(Edna Buchanan)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #245: A new year's resolution for writers could be to focus on
these common pitfalls of writing:

· Lack of simplicity
· Use of passive voice
· Use of faulty grammar and punctuation
· Need to edit your copy

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Change the passive sentences into active sentences:

1. The project was being managed by a director who
   had managerial experience and who had little
   technical experience.

2. Several issues were raised by our corporate lawyer
   following her analysis of our tax structure for the
   next two years.

3. This invoice was issued by the Accounting Department.

*********************************************************

Last week's exercise:
Please rewrite the sentences that require commas:

1. The deadline which was announced last month is
   March 30.
2. The deadline that we must meet is March 30.
3. The budgets that have been filed for the project
   have been approved.
4. The parts that will be replaced are the ones
   from Dysonic.

*******
I suggest:

Sentence #1 requires commas because the "which" clause is
nonrestrictive (is not necessarily needed):

The deadline, which was announced last month, is March 30.
*******

I received several e-mail comments from V.J. concerning the "which vs.
that" rule. There are other opinions about the this rule that V.J.
has pointed out. I appreciate learning the newest rules, and I want
to share them with you. Here are some of V.J.'s comments:

I suggest you check out this Web site
http://www.worldwidewords.org/articles/which.htm
(among others) and The American Heritage® Book of
English Usage; A Practical and Authoritative
Guide to Contemporary English. 1996.

As I said previously, traditional usage was more
restrictive (although I have a friend who says the
traditional "wisdom" was never correct). Modern
style guides say that either relative pronoun can
be used with restrictive clauses.

"The Guide to Grammar and Writing," a Web site
hosted by capital Community College in Hartford,
Connecticut, also supports my point of view.

WHICH VERSUS THAT
The word which can be used to introduce both
restrictive and nonrestrictive clauses, although]
many writers use it exclusively to introduce
nonrestrictive clauses; the word that can be used
to introduce only restrictive clauses.

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"What we see depends mainly on what we look for." (John Lubbock)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip #246: These are tips for preparing an electronic newsletter.
(Source: Fort Lauderdale Sun Sentinel)

· Offer potential subscribers a choice between plain
    text and HTML format.
· Create a consistent subject line for your e-mail.
· Tailor content to what readers want. (Use surveys)
· Be creative. Do not use generic articles found on
    any web site.
· Write in active voice with a friendly style.
· Use bullets to highlight important points.
· Proofread for spelling, grammar, and clarity.
· Provide a way for readers to subscribe or unsubscribe.
· Ask readers to forward copies to friends.

*********************************************************

Please correct the faulty punctuation errors in the following
sentences:

1. The work was not entirely satisfactory. Which is
   why they cancelled the contract.
2. The issue was never presented to a jury. The case
   having been settled out of court.
3. The meeting was nearly unanimous in reaching a
   decision. Although those who disagreed were local
   in their opposition.

*********************************************************

Last week's exercise: Change the passive sentences into active
sentences:

1. The project was being managed by a director who had
   managerial experience and who had little technical
   experience.
2. Several issues were raised by our corporate lawyer
   following her analysis of our tax structure for the
   next two years.
3. This invoice was issued by the Accounting Department.

*******

Answers:

1. A director, who had managerial experience and had
   little technical experience, managed the project.
2. Our corporate lawyer, following her analysis of our
   tax structure, raised several issues.
3. The Accounting Department issued this invoice.

*******
R.T. Groce's comment:
   By the way, readers who want to improve skills in
   using the active voice should study the Wall Street
   Journal's "What's News" column every day.

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"A still tongue makes no enemies." (Mexican proverb)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

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Tip # 247: How do you package a 15-minute speech into a few
sentences? You write a brief story about it. While writing, you will
discover whether your speech has any point at all. (Adapted from
American Speaker)

*********************************************************
               ******** Special Announcement: ********

I have been recommending a program called Stylewriter since
August, and I know that many of my readers have gone to their web site.
Unfortunately, they do not have a good tracking system, so I have
not received credit for the number of sales I believe they have made
as a result of this announcement. I am asking those of you who have
purchased the StyleWriter program to let me know, and also give me
your comments on the StyleWriter program.

Thanks for your support.

*********************************************************

I had a question from Gloria H. Please provide her with an answer:

"There was an interesting discussion in my workgroup this morning
regarding words ending in "er" vs. words ending in "or". Examples:
seller, buyer, producer, trumpeter, lawyer, vs. director,
investigator, mentor, investor, doctor. Maybe that would be a good
discussion topic to throw out to your audience and see if anyone can
come up with an explanation. We cannot come up with a logical
explanation or common denominator why some words end one way and some
the other. Can you explain? Or, would you mind posting and seeing
what kind of response you receive? Thank you."

Please put Tip #247 in the Subject of your reply.

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Last week's practice: Please correct the faulty punctuation errors in
the following sentences:

1. The work was not entirely satisfactory. Which is why
   they cancelled the contract.
2. The issue was never presented to a jury. The case
   having been settled out of court.
3. The meeting was nearly unanimous in reaching a
   decision. Although those who disagreed were vocal
   in their opposition. (Notice the word "local" should
   be "vocal." Never trust your spelling checker program.)
*******

Suggestions:
1. The work was not entirely satisfactory, which is why
   they cancelled the contract.
2. The issue was never presented to a jury; the case
   having been settled out of court.
4. The meeting was nearly unanimous in reaching a
   decision, although those who disagreed were vocal
   in their opposition.
********

Deborah's suggestions:
1. They cancelled the contract because the work was
   not entirely satisfactory.
2. The case was settled out of court, so the issue
   was never presented to a jury.
3. {These two sentences are a bit confusing. I am sure
   when you refer to "meeting" you mean the attendees
   of the meeting. When you said "local" did you mean
   "vocal"? Ok, now I ask you, how can a meeting be
   unanimous in its vote, hmmm}

Anyway, here is my correction for #3:
The decision to agree was almost unanimous even though the minority
who disagreed were vocal in their opposition.
******

P. Martin's comment: Is it correct to say that a meeting was
unanimous?   I would re-write it as, "The meeting resulted in a nearly
unanimous decision, and those who disagreed were local in their
opposition."
(Good Point!!)

*********************************************************

"Never confuse activity with results." Lou Gerstner, CEO of IBM

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip # 248: Fragments are sentences without a subject and a verb.

Don't: Because it was too difficult to reach
          the manager. (Fragment)
Do #1: Because it was too difficult to reach the
          manager, Gloria decided to wait until Friday.
Do #2: Gloria decided to wait until Friday because
          it was too difficult to reach the manager.

*********************************************************
          ******** Special Announcement: ********

I have been recommending a program called Stylewriter since
August, and I know that many of my readers have gone to their web
site.

Unfortunately, they do not have a good tracking system, so I have
not received credit for the number of sales I believe they have made
as a result of this announcement. I am asking those of you who have
purchased the StyleWriter program to let me know, and also give me
your comments on the StyleWriter program.

Thanks for your support.

*********************************************************

Please answer T.S.'s question below:

Tamara Simon asks, "When should "Firm", "the Firm", "our firm", etc.,
be capitalized? What about possessive and plural nouns as it relates
to "the firm" e.g., The Firm's Los Angeles attorney, the Firm's
attorneys, our firms, etc.?"

*********************************************************

Last week's practice: I had a question from Gloria H.
Please provide her with an answer:

"There was an interesting discussion in my workgroup this morning
regarding words ending in "er" vs. words ending in "or".
Examples: seller, buyer, producer, trumpeter, lawyer,
vs. director, investigator, mentor, investor, doctor. Maybe
that would be a good discussion topic to throw out to your
audience and see if anyone can come up with a logical explanation
or common denominator why some words end one way and some the
other (-er v/s -or).   Can you explain?

*****

Ashwin commented:

I attempt to answer the questions.

-er is the native (Old) English and common Germanic (Dutch,
German, etc) suffix for agent (the doer, the nomen agentis).

-or is the originally the Latin suffix for the same function.

-or is mostly found in latinate words, i.e., words derived from
Latin, either as emprunt or constructed in English using Latin
elements (roots, prefixes and suffixes.)
Examples: actor, doctor, investigator, professor, etc.

-er is the general suffix for unlatinate words (anything not part
of the above definition.)
Sometimes, you also find -ar, -eur, and -eer.
Examples: killer, seller, buyer, Englander, trainer, entertainer,
experiencer, etc.

There are however some historical "aberrations" to this pattern.

Examples: wrongly -or: advisor, ... I can't recall the
          examples now.
          wrongly -er: motor, but promoter (motion, promotion)

The rule for making an -or agent-noun is this:
Get the -ion form. Remove -ion and add -or.
Examples: seduce: seduction -> seductor
          destroy: destruction -> destructor
          (used in programming terminology)
          translate: translation -> translator

When there is no acceptable -ion form, use the -er formation.
Sometimes, the -er form is preferred, usually when the -ion form
is longer

Examples: adapt: adaptation -> adapter (there is also
          the exceptional 'adaptor', which is incongruous
          with the pattern)
          implement: implementation -> implementer
          (-or here is incorrect)
          revolve: revolution -> revolver
          produce: production -> producer
          consume: consumption -> consumer

******

Suzanne, Business Information Specialist, commented:
In general, use -or for words of Latin origin. Latin-based words
ending in sibilant -c(e) would use the -er suffix, as in "producer."
******

Chris Judge commented:
If the verb ends in a "t" - e.g. "direct," "invest" - then add "or."
If the verb ends with any other letter - e.g. "sing," "fly" - then add
"er." The exception: words that end in a "t" and are nouns (or can be
nouns) - e.g. trumpet, hat, paint, etc. - add "er".

*********************************************************

"Eating words has never given me indigestion." (Winston Churchill)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip # 249: Make sure your compositions:
· Contain the right message
· Are coherent
· Are easy to read
· Have variety
· Are positive
· Are concise
· Emphasize important points
· Use correct grammar, spelling, punctuation

*********************************************************

Correct each sentence:

1. How quick he runs.
2. Neither Dan nor I are to follow.
3. Each of us were scheduled to take the test.
4. The coach, not the players, have been ill.
5. This phone call is for Jane and I.

*********************************************************

Last week's exercise: Please answer T.S.'s question below:

Tamara Simon asks, "When should "Firm", "the Firm", "our firm", etc.,
be capitalized? What about possessive and plural nouns as it relates
to "the firm" e.g., The Firm's Los Angeles attorney, the Firm's
attorneys, our firms, etc.?"
******

The following comments are from Linda Kleinschmidt of The
WriteWatchman:

Re your question about when to capitalize "firm," the simple answer is
when the word is part of a title or is a proper noun by itself,
capitalize it.

Ex: Mr. Firm is a nice man; Quite Firm, Inc., is a
new company; The Firm (movie title or proper name for an exercising
program or a synonym for the CIA)

99% of the rest of the time, you will be safe not to capitalize the
word. The only other exception is if the company you are working for
likes to capitalize the casual reference to their company. Then, of
course, do it. Always follow the style sheet of an organization.

Re possession use:

The determination here follows the normal possession rules:
(1) add 's to the singular form: the firm's policy
    or the Firm's video program
(2) add ' to the plural form to form plural possession:
    the firms' policies (note that using "policy" in this
    case would mean the more than one firm had the same
    policy; using "policies" indicates that several firms
    have several policies. The key is determining what
    you mean by the possessive form.

One other use of the apostrophe would be the contraction use: This
firm's going to succeed == This firm is going to succeed.

Or

The Firm's a great movie == The Firm (italicize this title) is a great
movie.

*********************************************************

"To swear off making mistakes is easy. All you have to do is swear
off having ideas." (Leo Burnett)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip # 250: Fragments: To continue last week's discussion of
fragments, I thank Linda Kleinschmidt from The WriteWatchman for her
additional information.

"A fragment is not simply a sentence without a subject and a verb.
While that is a good basic definition and a place to start your
editing, this presumption can also lead the writer astray. The
practical truth can be quite different. Other constructions often
appear as complete sentences when they structurally are not.

1) A fragment can be a dependent clause which has
   a subject and verb, but starts with a dependent or
   subordinate conjunction like "because" or "that" or
   "which" and thus requires further explanation.
   EX: Because I went to my office.
2) A fragment can be a phrase with words that look like
   verbs, but are not verbs, such as "walking" or "to
   eat." These constructions can be one of several
   types:
   a) gerunds - verb forms ending -ing which act as nouns:
      EX: working a lot; or examining the policy;
   b) participles which are present or past verb forms
      that really act as adjectives.
      EX: Having looked at every possibility or
           Seeing the basic problem;
   c) infinitives - which are the preposition "to"
      plus a verb. (by the way this structure is
      a fragment.) Infinitives can be both phrases
      and clauses; they can have action and take
      objects and even their own subjects. However,
      they are not complete sentences.
      EX: Wanting to finish the job or To complete the
          work easily;
   d) appositives are phrases which rename a noun.
      These phrases look and sound like a complete
      thought, but they are not sentences.
      EX: Mary, the best worker in the office.

Finally, in some quarters, sentences that begin with coordinating
conjunctions like "and", "but," "or," "so," and "for," are also
considered fragments. Why? Because the use of such a conjunction at
the start of sentence indicates the sentence is the second half of a
compound sentence and thus should not stand alone. It needs its
partner.
EX: But I wanted to go to the meeting also. And...
     Let's do the work together.

The secret to avoiding fragments is: Don't presume that because you
have a subject and verb construction, you have a sentence. Look
further at the entire structure to make sure you don't have a
subordinate construction masquerading as a complete sentence or a verb
form that is working in another capacity like a noun or an adjective."

*********************************************************

We are proud to announce that Ohio State University has chosen our
Bull's Eye Business Writing course as a required course for their Ohio
Certified Public Manager Program. This Program is necessary to become
an accredited member of the National Certified Public Manager
Consortium (CPM).

*********************************************************

Correct the following:
1. How will you be effected financially if the
   effect of downsizing means you will lose your job?
2. Harold and Sara were real good friends.
3. None of the coworkers offered his support.
4. The desk and the file cabinet sits in the corner.
5. Mary did good on the test she took yesterday.

***********************************************************

Last week's exercise: Correct each sentence:
1. How quick he runs.
2. Neither Dan nor I are to follow.
3. Each of us were scheduled to take the test.
4. The coach, not the players, have been ill.
5. This phone call is for Jane and I.
*****

Answers:
1. How quickly he runs.
2. Neither Dan nor I am to follow.
3. Each of us was scheduled to take the test.
4. The coach, not the players, has been ill.
5. This phone call is for Jane and me.

***********************************************************

"A smile is contagious; be a carrier."

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip # 251: Clean Up Your Language - Always assume that every e-mail,
no matter how confidential, will be forwarded, and eventually and on
yours boss's desk! Strike any off-color, sexist, profane, or otherwise
objectionable language. Unless you are quoting someone, there is never
a good reason for this in any business communication.

*********************************************************

We are proud to announce that Ohio State University has chosen our
Bull's Eye Business Writing course as a required course for their Ohio
Certified Public Manager Program. This Program is necessary to become
an accredited member of the National Certified Public Manager
Consortium (CPM).

*********************************************************

Please correct the following:

1. If you were I, would you accept the job?
2. The reservation for he and Barbara was made yesterday.
3. Shirley is likely to get a raise as him.
4. Give the results to Jim or to myself.
5. It will be us who win this election.

*********************************************************

Last week's exercise: Correct the following:
1. How will you be effected financially if the effect
of downsizing means you will lose your job?
2. Harold and Sara were real good friends.
3. None of the coworkers offered his support.
4. The desk and the file cabinet sits in the corner.
5. Mary did good on the test she took yesterday.
*****

Answers:
1. How will you be affected financially if the effect
of downsizing means you will lose your job?
2. Harold and Sara were really good friends.
3. None of the coworkers offered their support.
4. The desk and the file cabinet sit in the corner.
5. Mary did well on the test she took yesterday.

*********************************************************

"The road to success is always under construction."
(Lily Tomlin, actor and comedian)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #252: To decide whether to use subject or object pronouns after
the words "than" or "as," mentally complete the sentence.

For example: "Tom is as smart as she/her."
If we mentally complete the sentence, we would say, "Tom is as smart as she is." Therefore, "she"
is the correct answer.

*********************************************************

We are proud to announce that Ohio State University has chosen our
Bull's Eye Business Writing course as a required course for their Ohio
Certified Public Manager Program. This Program is necessary to become
an accredited member of the National Certified Public Manager
Consortium (CPM).

*********************************************************

Please choose the correct pronoun:

1. He is taller than I/me.
2. Larry would rather talk to her than I/me.
3. In favor of the vote were Jan, Fay, and I/me.

*********************************************************

Last week's exercise: Please correct the following:

1. If you were I, would you accept the job?
2. The reservation for he and Barbara was made yesterday.
3. Shirley is likely to get a raise as him.
4. Give the results to Jim or to myself.
5. It will be us who win this election.
******

Answers:
1. If you were me, would you accept the job?
2. The reservation for him and Barbara was made yesterday.
3. Shirley is likely to get a raise as he.
4. Give the results to Jim or to me.
5. It will be we who win this election.

*********************************************************

"It takes less time to do a thing right than it does to explain why
you did it wrong." (Henry Wadsworth Longfellow)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #253: Here are some writing tips for those who are preparing a speech:

* Write the main points with bullets
* Keep your notes visually simple
* Space the points so you can read them easily
* Type or write neatly
* Write the sequence of the presentation on a
separate card
* Highlight important points
* Punch holes in the top left-hand corners of the cards
and connect them with a ring clip or piece of string

*********************************************************

We are proud to announce that Ohio State Certified Public
Manager Program has chosen our Bull's Eye Business
Writing course as a required course. This program is
necessary to become an accredited member of the National
Certified Public Manager Consortium (CPM).

*********************************************************

Please correct the following:

1. We need to keep this problem from reoccurring again.
2. The stern warning you delivered did not phase him.
3. Our company used to file all their memos.
4. We need your insurance that the workmen will finish
by Friday.

*********************************************************

Last week's exercise: Please choose the correct pronoun:
1. He is taller than I/me.
2. Larry would rather talk to her than I/me.
3. In favor of the vote were Jan, Fay, and I/me.
*****

Answers:
1. He is taller than I.
2. Larry would rather talk to her than me.
3. In favor of the vote were Jan, Fay, and I.
******

I enjoyed the remarks of one of my readers, Yossi D.:

My mom taught me this week's rule when I was just a
wee tike. I still use it to try to help others, but
many people insist on saying "I" when it should be
"me." I think this is from having "I" hammered into
our heads as kids when we mistakenly said things like
"Him and me went to the movies." As a result, many
people automatically assume "I" is correct whenever
they aren't certain.

*********************************************************

" You were born an original. Don't die a copy." (John Mason)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #254: Use these words and phrases to motivate:

Will you help me?
Congratulations!
You were very kind.
It's been a real pleasure.

*********************************************************
We are proud to announce that Ohio State Certified Public
Manager Program has chosen our Bull's Eye Business
Writing course as a required course. This program is
necessary to become an accredited member of the National
Certified Public Manager Consortium (CPM).
*********************************************************

Please help Laurie L. with her question:

"Could you help me with prepositional phrases? My office is stumped as
to whether or not a sentence is grammatically correct if it begins
with a prepositional phrase.   The example we have is, "Due to heavy
rain, the house has flooding in the basement."

I remember being instructed to never begin a sentence with 'due to'. I
feel the sentence should read: "The house has flooding in the basement
due to heavy rains." Is it correct both ways?

Also, are words and phrases that are accepted in the English language
also grammatically correct? What I mean is that some people in my
office feel that both sentences are acceptable, but they are not both
grammatically correct. Now I'm confused!

*********************************************************

Last week's exercise: Please correct the following:

1. We need to keep this problem from reoccurring again.
2. The stern warning you delivered did not phase him.
3. Our company used to file all their memos.
4. We need your insurance that the workmen will finish
   by Friday.
********

Suggested answers:

1. We need to keep this problem from reoccurring .
2. The warning you delivered did not faze him.
3. Our company filed all their memos.
4. We need your assurance that the workmen will finish
   by Friday.
*******

Suzanne's comments: "I enjoyed reading this week's quiz involving
misused words; it's one of my pet topics, and timely since I've seen
the term "wreck havoc" three times in the past two weeks... once in
the newspaper, once in an online user discussion group, and once in a
business memo.

Until two weeks ago, I had never heard that phrase mangled so. Is the
word "wreak" gone from our language? If folks would stop to think a
moment, they might realize that to "wreck havoc" would be to commit a
tidiness!

*********************************************************

"Personality can open doors, but only character can keep them open."
(Elmer Leterman, business executive)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #255: Be careful in determining the subject of your sentence, and
make it agree with the verb.

Notice the subject is "arrival" and not "friends."

Wrong: The arrival of many friends promise good times.
Right: The arrival of many friends promises good times.

*********************************************************

What are your thoughts on the following comment?

Is there a difference between the word "recur" and "reoccur"?

Chris Greene comments:
I haven't been paying attention, but have people been
complaining about your use of "reoccurring?" (See below)
(No one complained.)

The word is recur, as in, "I have noticed a recurring
problem of people's use of the word 'reoccur.'"

Regarding your exercise, I suggest the following:
"We must ensure that this problem does not recur."

*********************************************************

Last week's exercise:

Please help Laurie L. with her question: "Could you help me with
prepositional phrases? My office is stumped as to whether or not a
sentence is grammatically correct if it begins with a prepositional
phrase. The example we have is, "Due to heavy rain, the house has
flooding in the basement."

I remember being instructed to never begin a sentence with 'due to'. I
feel the sentence should read: "The house has flooding in the basement
due to heavy rains." Is it correct both ways?

Also, are words and phrases that are accepted in the English language
also grammatically correct? What I mean is that some people in my
office feel that both sentences are acceptable, but they are not both
grammatically correct."
******

Linda Chambers comments:
(1) There's nothing wrong with beginning a sentence
    with a preposition (basically as the subject),
    such as: To question rules is not necessarily wrong.

(2) The example using "due to" brings up the point that
    it is such a trite, over-used phrase, I'd lose it
    entirely--and go w/ "because," "since," etc.,
    as appropriate.
******

Steve Sorensen comments:

The sentence, "Due to heavy rain, the house has flooding in the
basement" is perfectly correct. I'm no grammar guru, so when I have a
question I use the substitution method. Substitute "Because of" and
you have a sentence with the exact same meaning. According to Webster,
both "due to" and "because of" are two words that function as a single
word, a compound preposition. But if some obscure reason exists for
avoiding them at the beginning of a sentence, I don't know what it is.
I suspect it's one of Miss Thistlebottom's hobgoblins. Although
grammar texts differ on the issue, Fowler's Modern English Usage says,
"the offending usage has indeed become literally a part of the Queen's
English. Due to inability to market their grain, prairie farmers have
been faced... with a shortage of sums...." (Speech from the Throne on
the opening of the Canadian Parliament by Elizabeth II, Oct. 14, 1957.)
If it's good enough for the queen (and presumably her speechwriters)
almost a half century ago, it should be good enough for Laurie and
me today.

As for the general rule regarding beginning sentences with
prepositional phrases, I find no rule against it. "With her hat in her
hand, Laurie offered a sincere apology." That sentence begins with 2
prepositional phrases, and if Laurie needed to apologize (although she
doesn't), that would be a good way to do it. I can find hundreds of
good sentences that begin with prepositions.

Incidentally, Laurie says "I remember being instructed to never begin
a sentence with 'due to'." Whoever taught her that fractured an
infinitive. She can correct the misguided grammarian by advising the
person to repair the split infinitive: "I remember being instructed
never to begin...."

Due to the marvelous flexibility of the English language, these
exercises are fun. Thank you.
******

Linda.S.Kleinschmidt comments:

"Due to" which means "owing to" is not generally considered correct
usage. "Due " is an adjective and is correctly used following a
linking verb or as a modifier of a noun :

Ex: The note is due tomorrow
Ex:   The due date is tomorrow

Use "because of" which is a phrasal preposition that indicates
"cause," or use "on account of" which is closely synonymous in
meaning.

Ex: Because of heavy rains, the basement flooded.
Ex: The basement flooded because of heavy rains.
Ex: On account of the heavy rains, the basement flooded.

The phrase "due to" is always acceptable when the phrase functions as
a predicate adjective (His hesitancy was due to fear); however, when
used as a prepositional phrase, " due to" is considered objectionable
by many, "He hesitated due to fear." Still, the phrase is often seen
in common use. It is considered to be colloquially acceptable.
******

My comments:

Oops!!!! Please make this correction to last week's answer for
sentence #3

3. Our company filed all its memos. (Company is singular.)

Thanks to those who pointed this out to me.

*********************************************************

"There is no such thing as a non-working mother." (Hester Mundis)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #256: Discriminate between words that sound alike but have different meanings. Here are some "homophones," words with similar pronunciations and different meanings.

Elicit (to draw or bring out)
Illicit (illegal)

Cite (to quote)
Sight (vision)
Site (position, place)

Taught (past tense of "teach")
Taut (tight)

Capital (seat of government)
Capitol (building in which a legislative body meets)

(If you are interested in increasing your vocabulary skills and learning how English words were made from Greek and Latin roots, please see my reading workbook, How to Improve Your Business Reading
Skills.)

*********************************************************

Please correct the errors in agreement:

1. John, besides the Smiths, want two tickets to the game.
2. Rachel and Guy, no less than Jeff, seems anxious to
hear the results of the exam.
3. The sound of the bells always please me.
4. In the back of the room sits many of my friends.

*********************************************************

Last week's exercise: What are your comments to the following comment? Is there a difference between the word "recur" and "reoccur?"

Chris Greene comments:
I haven't been paying attention, but have people been complaining about your use of "reoccurring?"
(See below) (No one complained.)

The word is recur, as in, "I have noticed a recurring problem of people's use of the word 'reoccur.'"
Regarding your exercise, I suggest the following: "We must ensure that this problem does not recur."
******

Victoria Macdonald comments:
Merriam-Webster's Word for the Wise states," A listener asked which verb is preferable: the
two-syllable "recur" or the three-syllable "reoccur"? It depends on what you're trying to say. Although a
few usage commentators criticize reoccur as unnecessary, reoccur and recur (as well as their noun
forms, reoccurrence and recurrence) can be distinguished from one another, and both can be
useful in speech and writing.

Reoccur is most often used in a very basic way; it simply tells you that something has happened
again. Recur and recurrence go beyond that core meaning, suggesting that the repetition is not just
a one-shot deal, but that it happens (or has happened) periodically or frequently.
******

Darlene Connor comments:
Reoccur is used to suggest a one-time repetition, whereas recur suggests repetition more than once,
usually according to a fixed schedule, as in "the recurring phases of the moon," although it can also
apply to a one-time repetition.
******

Joyce Oldham comments:
In your March 21 writing tips appeared the following:
Linda Chambers comments:

(1) There's nothing wrong with beginning a sentence with a preposition (basically as the subject), such
as: To question rules is not necessarily wrong.

I agree there is nothing wrong with beginning a sentence with a preposition such as "Due to...."
However, if I remember my training correctly, her example is not a preposition, but is an infinitive
which is a verbal noun. In English, the infinitive is composed of two words, to + verb; to love, to walk,
to enjoy, to be. When you look up a verb in the dictionary you find it without the to. This form is
called the dictionary form; love, walk, enjoy, be.

The infinitive is a verbal noun; it is the name of the action of the verb. ... Infinitives can be active
or passive in voice; they can be present, perfect, or future in tense.
*******

Paul Martin comments:
Following up on comments from other readers about misused phrases, perhaps you can forward the
following two examples of redundancies to the distribution list:

1. Past experience - all experience is past.
2. Plan ahead - all planning is done ahead of time.

Does anyone else have others that are often misused?

*********************************************************

"When ideas fail, words come in very handy." (Goethe)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #257: Effective social and business correspondence adhere to the following:

* Get to the point
* Present facts logically
* Sound friendly without being insincere
* Use concrete, specific words
* Avoid bias and prejudice
* Understand the readers' needs and interests

*********************************************************

Rewrite the following sentences so they get to the point:

1. Replying to yours of the 24th, we are pleased to enclose herewith the information you requested.
2. It is believed that prices will increase.
3. The telephone sales reps are equipped by the company with computer-based tools that serve to remind reps to ask questions about the kinds of uses that will me made of new products.

*********************************************************

Last week's exercise: Please correct the errors in agreement:

1. John, besides the Smiths, want two tickets to the game.
2. Rachel and Guy, no less than Jeff, seems anxious to hear the results of the exam.
3. The sound of the bells always please me.
4. In the back of the room sits many of my friends.
********

Answers:
1. John, besides the Smiths, wants two tickets to the game.
2. Rachel and Guy, no less than Jeff, seem anxious to hear the results of the exam.
3. The sound of the bells always pleases me.
4. In the back of the room sit many of my friends.
*********

Linda Gebaroff comments: Well now that you ask.....Pet peeves in
grammar:
"Irregardless of..."
This is one of my pet peeves (this and not using spell check), and I cringe whenever I hear anyone say it. I'd be interested in hearing some of your other readers' pet peeves.
*******

A pet peeve: Gale Driscoll comments: A staff member is attending training, or is attending a class. Why do so many professionals like to say "So and so is attending a training class"? What other kind of class is there?
*******

Another pet peeve: Yossi D. comments: Repeat again is one of my favorites. Of course, when referring to the second, third or higher repetition of something "repeat again" is fine, but it is often used to refer to the first repetition, which is clearly redundant.
*******

In a similar vein, am I the only one bothered by phrases like "cold temperatures" and "expensive prices?"

*********************************************************

The examples you use so often relate to issues that arise regularly in my office. Thanks. ~~ Cathey

*********************************************************

"Success is 99 percent failure." (Soichiro Honda, founder of Honda Motor Corp.)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #258: How much do you need to write about your subject, and what
do your readers need to know? The scope and meaning of your topic
depends on how informed your audience is and whether the information
presented is essential to the topic. Delete any information that does
not support your main points.

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Change each "not" phrase into one word that means the same thing:

1. Dan announced his reports were not effective because
   he could not use his usual computer program.
2. Because Rose failed to notice her staff members were
   not happy, she faced a production crisis not unlike
   the one that had occurred the week before.
3. Not many people attended the task force meeting: a
   situation that does not occur often.

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Last week's exercise:
Rewrite the following sentences so they get to the point:

1. Replying to yours of the 24th, we are pleased to
   enclose herewith the information you requested.
2. It is believed that prices will increase.
3. The telephone sales reps are equipped by the
   company with computer-based tools that serve to
   remind reps to ask questions about the kinds of
   uses that will me made of new products.
*******

Jill Terry's answers:

1. The information you requested on the 24th is
   enclosed. OR We are pleased to enclose the
   information you requested on the 24th.
2. Prices will increase. OR Experts believe prices
   will increase.
3. The computer-based tools provided to telephone
   sales reps remind them to ask questions about
   new product uses.
********

Y. David's answers:

1. Enclosed please find the information you
   requested. (If this is official business
   correspondence, the letter of the 24th should
   be listed as a reference,)
2. Prices will likely increase.   Or A price increase
   is likely.
3. When dealing new products, the telephone sales
   reps use computerized checklists to help determine
   the needs of potential customers.
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Pet Peeves:

Suzanne's pet peeve:

1. The "is, is" construct, always heard in oral sentences
   such as, "What puzzles me is, is that he used the wrong
   map." Or, "The fact of the matter is, is he found the
   place anyway." The phrase is simply "the fact of the
   matter," not "the fact of the matter is." (The "is,
   is" often is spoken very quickly, sounding like a
   single word, "iziz.")

2. "Calm winds," used frequently in weather reports.

My dear late grandfather's favorite, one he hung onto even after a
debilitating stroke, was the word "often" with a pronounced "t." He
was an engineer and an editor, and schooled his family strictly to
pronounce that word "offen."
*********

Judy Anger's pet peeve: "Go ahead."
********

Camille Dulaney comments:
Great tips and very interesting pet peeves? May I add a few pet
peeves of my own? In my organization, the misuse of "utilize"
is rampant. Also, replacing "about" or "related to" with
"around" is a new fad. People have discussions "around" the
due dates for a project and set guidelines "around" the use of
the corporate credit card. Lastly, people never "work
together" anymore -- they "partner" on everything!
**********

Jill Terry comments:
Note to the person who submitted this: In a
similar vein, am I the only one bothered by phrases like "cold
temperatures" and "expensive prices?" I fail to see what's wrong with
those phrases. Not all temperatures are cold, so the adjective seems
perfectly reasonable. All merchandise has a price but some of those
prices are low, some are reasonable, and some are expensive.
Adjectives describe nouns and that is clearly what they're doing
here.
**********

Jackie A. comments: Why do so many intelligent, experienced people
use "pacific" instead of "specific"? And how many times do you see
"effect" used where "affect" is the appropriate word, or vice versa?

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"Much unhappiness has come into the world because of bewilderment and
things left unsaid." (Feodor Dostoyevsky)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #259: What is the difference between "credible" and "creditable?"
At one time they meant the same thing, but that has changed.
"Credible" means "believable" and "creditable stands for "deserving of
credit or praise." So, you can be a credible and creditable person.

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Jeanne Hindman asked these questions:
1. Which is correct?
    Kirkwood was the first college I attended.
    OR
    Kirkwood is the first college I attended.

2. What trick do you have to remember when to use:
    ensure....assure....insure.   The dictionary
    definitions are similar.

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Last week's exercise:
Change each "not" phrase into one word that means the same thing:

1. Dan announced his reports were not effective because
   he could not use his usual computer program.
2. Because Rose failed to notice her staff members were
   not happy, she faced a production crisis not unlike
   the one that had occurred the week before.
3. Not many people attended the task force meeting: a
   situation that does not occur often.
**********

Suggested answers:

1. Dan announced his reports were different because
   he was unable to use his usual computer program.
2. Because Rose failed to notice her staff members were
   unhappy, she faced a production crisis like one that
   had occurred last week.
3. Few people attended the task force meeting: a
   situation that rarely occurs.

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Pet Peeves:

Julie K. comments: The majority of people I know have forgotten the
existence of adverbs. I estimate that at least sixty percent say,
"Drive safe" or "We should
leave quick."

P.S. I agree with "Jackie A" that it is irritating to hear "pacific"
instead of "specific," however, a friend of mine has difficulties with
the pronunciation of words like "specific." She practically refuses to
say the word.
**********

Carol Luers Eyman comments: I have started to see writers who mean
"prospective" use "perspective" instead, as in "I sent the brochure to
perspective clients."
**********

David Collins comments: My pet peeve is the word "Illinois" pronounced
"Illinoise"!!!!!!!!!!!!!!!!!!
**********

Diane.Anziano comments: I have to agree on the comment on "cold
temperatures"; however, "expensive prices" just doesn't sound correct
to me. An item can be expensive; a price is either high, low or
reasonable.
*********

Victoria.Macdonald comments: My pet peeve? "Impactful."
*********

Mike Jones comments: This is my first week to receive your writing
tips. Thoroughly enjoyed them and look forward to next week. My pet
peeve...the use of the phrase 'First Annual...' An event is not an
annual event until it is held the second time, which would mean it
is the First and then the Second Annual.
*********

Y.D. comments: If the pet peeves thread is expanding to
pronunciations, I'd like to add a couple. These are especially
poignant for me since, along with everyone else who mispronounced
them, they were uttered by persons who should certainly have known
better.

1. Height pronounced as heigt-th - I had a math professor
   in college who did this.
2. Nucular (instead of nuclear) -Jimmy Carter did this,
   and he was a nuclear engineer by training.

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"Age is not important unless you're a cheese." (Helen Hayes, actor)
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To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

http://www.basic-learning.com

Tip #260: A good piece of advice from How to Take the Fog Out of
Writing, by Gunning and Mueller, is to play a game called "Chop It" at
least once a week for 20 minutes with a group or alone. The rules are
to find any writing with too many words and get rid of the words that
are useless. Then rewrite the same thought in fewer words.

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Play "Chop It" with the following. Get rid of any useless
information:

"In order to keep you informed of the results of the sales meeting
held on February 10 to consider ways and means of reducing the cost
of the proposed spring sales campaign, we are submitting herewith a
brief resume and the procedure outlined for the cost reduction plan."

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Last week's exercise:
Jeanne Hindman asked these questions:
#1. Which is correct?
    Kirkwood was the first college I attended.
    OR
    Kirkwood is the first college I attended.

#2 What trick do you have to remember when to use:
    ensure....assure....insure.   The dictionary
    definitions are similar.
********

Brenda Russell comments: The second option, "Kirkwood is the first
college I attended," is correct if the college is still in existence.
**********

Mayra I. Labrie comments:
1. My answer is... "Kirkwood is the first college I attended."
   The first one implies that the school is no longer around.
2. My answer is... I put myself on "guard", so to me "Ensure"
   is to give a sense of certainty. "Assure" is to give a sense
   of security. "Insure" is to give a sense of protection
*********

Linda Kleinschmidt commented about last week's tip: Interestingly
enough, "creditable" has as one of its definitions "being deserving of
commercial credit or capable of being assigned." In this world of
credit bureaus and credit reports and money worthiness, perhaps this
concept is a "technical" use for this word. "Creditable" also has the
connotation of praise, commendation, or worthiness. On the other hand,
"credible" seems to relate more to believability, as in plausible,
reliable, believable. There's is a slightness of definition
difference here, but in the information age, the difference seems to
be one worth noting. I would probably use "credible" to refer to
aspects that were related to ethics and "creditable" for aspects that
were more technical and documentable.
*********

Steve Sorensen also commented about the tip: See if you think this
answer is credible: Both "credible" and "creditable" are adjectives,
so both should be used to modify nouns (or pronouns). Both sound
similar, but are not quite synonyms. John has a credible idea. (John
has a believable or convincing idea.) Here, credible is a synonym for
believable, convincing, plausible, and a variety of other adjectives.
John has a creditable idea. (John has a praiseworthy idea.) Here,
creditable is a synonym for admirable, praiseworthy, or commendable.
Another use of "creditable" is as follows: The idea is creditable to
John. (The idea is able to be credited to John, or, John is the source
of that idea.) Here, creditable is used as a predicate adjective,
modifying the subject, idea, and tells the origin of the idea. If this
answer is credible, it is creditable to me.

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Pet Peeves:

Joanne comments: How about "Intergration" instead of "Integration"?
My employer actually publishes a schedule using the erroneous
spelling. So everyone probably thinks it's right.
*********

John O'Brien comments: the recording on the "L" in Chicago announcing
the next stop as "liberry" at the Harold Washington Library stop.
**********

Connie LeCleir comments: My pet peeve for words is "preventive" and
"preventative". They appear to be interchangeable, but to me it sounds
like an extra syllable inserted! AAHHH!
**********

Jack Williams comments: pet peeve - the increasing use of "supposably"
in place of "supposedly."
*********

In response to Mike Jones' pet peeve, Nancy LaGuardia comments: From a
marketing perspective, "First Annual" is acceptable. It indicates to
the public that the event will continue to be an annual affair and to
expect it next year.

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"Make the most of yourself, for that is all there is of you." (Ralph
Waldo Emerson, 1803-1882, philosopher and writer)

To respond to the quiz, or to email Gloria, send to: gloria @ basic-learning.com.

Writing Tips: 231 - 240

These tips provided by: http://www.basic-learning.com