correct grammar Archives - Barbara McNichol Editorial Services

Common Grammar Miscues that Undermine Good Writing

July 6, 2020 by Barbara McNichol

Avoid these common grammar mistakes in your writing.

by Barbara McNichol

Did you know that bad grammar can ruin a good message?

You could be missing opportunities to get your point across because your readers have to wade through awkward sentences that set their teeth on edge.

Common grammar mistakes can be avoided if you take the time to learn the rules and then apply them. Pay special attention to the eight that follow.

The 8 most common grammar miscues

Here’s a list of the eight most common grammar mistakes and ways to spot and fix them.

1. Me versus I: subject pronoun (plural subjects)

Incorrect:
“Me and Janet completed the quarterly sales report.”

Correct:
“Janet and I completed the quarterly sales report.”

Rule: When the subject is more than one, you need a subject pronoun (I, she, he, we, they, who).

Clue: Say the sentence without ‘Janet’. “I finished the quarterly sales report.” Now it’s easy to tell which pronoun is correct, right?

2. Me versus I: object pronoun (verb)

Incorrect:
“Katherine hired Dave and I to draft the sales proposal.”

Correct:
“Katherine hired Dave and me to draft the sales proposal.” is correct.

Rule: “Dave and me” is the object of the verb “draft” and therefore requires an object pronoun (me, her, him, us, them, whom).

Clue: Say the sentence without Dave. “Katherine hired me to draft the sales proposal.” It’s obvious now, isn’t it?

3. Me versus I: object pronoun (preposition)

Incorrect:
“Between you and I, we got the job done.”

Correct:
“Between you and me, we got the job done.”

Rule: In this sentence, “me” is the object of the preposition “between” and therefore requires an object pronoun (me, her, him, us, them, whom).

Clue: “I” is the subject of a sentence and will be followed by a verb “ran, went, jumped, cried.” “Me” is the object of a sentence and is preceded by a preposition “with, to, between, before.”

4. Self

Incorrect:
“Irene, Lloyd and myself finished the blueprints.”

Correct:
“Irene, Lloyd, and I finished the blueprints.”

Rule: You can’t use a “-self” pronoun (myself, yourself, himself, herself, themselves, ourselves) unless it refers to another noun or pronoun earlier in the sentence.

Clue: Look for the referral word that precedes the pronoun and say the sentence without “Irene, Lloyd.” “I finished the blueprints.”

How many times have you read this incorrect sentence?

“Please feel free to contact myself if you need further information.”

“Please feel free to contact me if you need further information.” is correct.

5. To versus too

Incorrect:
“Roger was to swamped and couldn’t complete the report on time.”

Correct:
“Roger was too swamped and couldn’t complete the report on time.”

This might seem like an obvious mistake. It happens most often when you’re in a hurry – but that’s no excuse. Your reader will notice the gaff.

6. Lay versus lie

“Nigel was feeling light-headed, so his manager suggested he lay down in the infirmary.” is incorrect.

“Nigel was feeling light-headed, so his manager suggested he lie down in the infirmary.” is correct.

Rule: You lie down on a bed and lay down an object.

Clue: To lay is to place something down in a resting position. A chicken lays eggs, it doesn’t lie eggs.

7. There versus their versus they’re

Incorrect:
“It was there turn to present sales projections.”

Correct:
“It was their turn to present sales projections.”

“Their looking forward to presenting this quarter’s sales projections.” is incorrect.

“They’re looking forward to presenting this quarter’s sales projections.” is correct.

Rule: There is a place, their is a possessive pronoun, they’re is a contraction of “they are.” This grammar gaff is rarely due to not knowing the difference; rather, it slips through spellcheck.

Clue: This common grammar mistake can easily be avoided by proofreading your communications carefully before pressing “send”.

8. They/their versus he/his or she/her

As you probably know, the convention for the use of “they” has changed. It is now acceptable to use “they” to identify an individual and allows for gender neutrality.

“They asked that their report be presented last” can refer to a single person.

Rule: In the appropriate context, “they/their” is a plural pronoun while he/his and she/her are singular. So, if you’re writing about someone who is previously identified as one male or female, “they” is no longer grammatically correct.

Clue: Are you referring to one person who identifies as either male or female? Or are you talking about a group of people or someone who wishes to remain gender-neutral? Attention to context is important with this grammar rule.

Why good grammar matters.

In the age of Twitter shorthand and texting shortcuts, good grammar and spelling are taking a beating. But according to experts in business communications, they’re still relevant.

If you take time to edit your writing – whether it’s an email to a peer or superior, a sales pitch to a potential client, or a summary of work you’ve completed – your message holds more weight when your grammar and spelling are accurate.

I always encourage my fellow writers to “make friends with good writing.”

Enjoyed this article? Here are three more to help you communicate effectively:

Whack Wordiness: How to Stop Rambling
Do You Use These Common Phrases Correctly?
Why Make a Big Deal Out of Correct Spelling and Grammar?

What grammar miscues trip you up? Please share them here.

If Only Writers Would Use “Only” Right

February 8, 2018 by Barbara McNichol Leave a Comment

by Kathleen Watson (used with permission)

Inaccurate placement of the modifier only continues to abound.

I’ve written about only before, and I’ve continued to save examples. Those with a misplaced only far outweigh those where only is in the right spot: closest to the word it modifies. Because the margin is so great, I’m climbing back onto my soapbox.

Why does the placement of only matter?

Only as an adjective or adverb means solely or exclusively, single or solitary, which is the case in most of my examples. It implies limits.

use of only Consider these three examples from my book, Grammar for Those Who Hate Rules (p. 29), which show that placement of only changes the meaning of each. Then consider how the placement of only applies to the numbered examples that follow.

Only Danny sang at the party. (No one else sang.)

Danny only sang at the party. (He didn’t dance or play the piano.)

Danny sang only at the party. (He didn’t sing elsewhere.)

Correct Onlys

Now let’s jump into my collection. In these eight examples, only is correctly placed. Note that only follows a verb, clearly indicating what it modifies.

Definitions of plain language that focused only on writing proved too narrow.
For a plural ending in s, x, or z, add only an apostrophe to show possession.
Praise the delivery to Norway of fighter planes that exist only in a video game.
The other defendants were charged only with misdemeanors.
Buckeye still has only about 60,000 people.
He engineered a “smart gun” that could be fired only by an authorized user.
If you get input only from your closest circle, you won’t get the whole picture.
It’s not hard to detect when someone wants to hear only praise and support for their own ideas

Incorrect Onlys

In the next examples, only is placed incorrectly. Note how often it precedes the verb, when it is intended to modify what follows the verb (underlined). Mentally put it in its correct place.

We only have one voice of reason in Alaska.
That could discourage widespread acceptance, especially for a product that may only have limited use.
VA Secretary McDonald has only fired three people for their involvement in the scandal.
On Sunday, the Senate only voted on the two amendments McConnell set up,
Reports from Reuters and Politico indicated that the president would only move to end the program after a six-month delay.
We only have so many weekends.
The U.S. Supreme Court has explicitly ruled that blood can only be drawn from drivers for probable cause and with a warrant.”
The current bills would only apply to new employees.
Starbucks announced plans to open stores that only accept mobile orders.
Google is concerned about SSL certificates, which are supposedly only issued after Symantec takes extra steps to verify the identity of the holder.
Do you still only write by hand?
A favorite Rick Perry flub is his announcement that as president he was going to shutter three federal agencies — and then could only think of two.
This doesn’t mean that you can only send a press release for information that would make the front page of the New York Times.
The tour company will only collect tasting fees for one person for each winery.
You only need 10,000 devoted readers to make a living.
When they run a “find word” search of your work and “that” only appears a handful of times, you already have a leg up.
Why does designer Vivienne Westwood only bathe once a week?
The asteroid was only spotted seven hours before flying past earth
You only have room for one blurb on the front and maybe two more on the back.
He is anticipating opposition from some of his fellow Republicans to a bill that only gives dreamers legal status.
The McDowell Sonoran Preserve could only be built if voters approve the proposed construction.

Look for other examples in articles you read and comment below.

Used with if — if only, as in this post’s headline — only can express a wish (If only writers used only right … ) or regret (If only I’d paid attention … ), or it can mean “if for no other reason” (She told him she’d already done it, if only to stop his reminders).

Pay attention to your onlys. Show that you’re an informed, skilled writer, and set a good example for others. Please share this with colleagues, friends, and family.

Kathleen calls herself the Ruthless Editor. She has created Grammar for People Who Hate Rules to help people write and speak with authority and confidence. Kathleen can be reached at kathy@ruthlesseditor.com.

A Distinction Between “Optimal” and “Optimum”?

November 26, 2017 by Barbara McNichol Leave a Comment

by Kathleen Watson

According to merriam-webster.com, scientists in the mid-19th century needed a word to describe the most favorable point, degree or amount; the best condition for the growth and reproduction of an organism. They took “optimus” from Latin to create the noun optimum.

It filled the scientific need, and optimum eventually gained use beyond the scientific community to broadly imply the best or most desirable.

A few decades later, optimum was being used as an adjective as well as a noun. That’s when optimal was coined to serve as an adjective, but the distinction is either not understood or not accepted by everyone.

A popular resource for writers, Garner’s Modern American Usage, prefers “optimum” as the noun and “optimal” the adjective.

Noun Examples: optimum

These examples show how optimum is used as a noun (the best condition or amount):

Professor Albertson was pleased that the soil conditions of the test garden finally reached their optimum.

The pass interception yielded the optimum the coach could have hoped for.

Your thorough preparation resulted in the optimum your job search could have achieved.

Adjective examples: optimal

These examples show how optimal is used as an adjective (the most desirable, most favorable, most effective). Note that optimal is followed by the element it modifies:

Once students achieved optimal soil conditions for the test garden, the plants thrived.

The quarterback’s injury contributed to an optimal opportunity for a pass interception.

Because of your thorough preparation, your achieved optimal results from your job search.

I align with those who recognize and appreciate the distinction between optimum and optimal. Consider these pairs of words that follow the same noun / adjective pattern as do optimum and optimal:

bacterium / bacterial

cerebrum / cerebral

cranium / cranial

minimum / minimal

If optimum and optimal mean the same thing — if they are interchangeable — why do both words exist? Choosing one word over another because of its precise meaning or nuance separates the thorough writer, editor, or publication from the rest.

In your opinion, are these two words interchangeable?

English Grammar Matters – and it’s easy to follow the rules

May 10, 2017 by Barbara McNichol 4 Comments

by Barbara McNichol

When it comes to English grammar, disagreements show up in writing and editing all the time – and mainstream media has blurred the lines along the way.

I can hear you saying, “Fine, but why does it matter?”

Well, precision in language is important, because an exception on one platform – a printed newspaper article or spoken news broadcast, for example – will have different repercussions than an exception in an academic paper, a technical manual, or a formal business document.

If you’re creating content on one platform that doesn’t adhere to basic English grammar rules and suddenly find yourself in a situation, at work or in university, where you’re expected to follow them to the letter you’ll be at a disadvantage.

By following the basic rules of English grammar at all times you will establish yourself as an authoritative, clear, and precise communicator. And there are some simple ways to stay on the right side of grammar rules, but first…

What does the media have to do with it?

As I mentioned, mainstream media has influenced English grammar.

The Associated Press (AP) Stylebook gave writers the green light to use one disagreement: the plural pronoun “they” as a singular noun. This change came about because of issues surrounding gender identity, and it’s a worthy endeavour to represent people more accurately.

AP’s solution to this shift is to substitute:

He or she with “they”
His or hers with “theirs”
Him or her with “them”

The Stylebook suggests that writers use the person’s name wherever possible if they’ve asked to not be identified by gender. Further, when using the plural pronoun in place of the singular pronoun, to be sure the reader understands you’re talking about one person, not several.

In theory, this leaves less room for ambiguity on the reader’s part when he or she is taking meaning away from a news item.

Grammar experts are asking themselves…

Why is this necessary?

It’s a fair question.

Isn’t it more important to follow English grammar norms – especially when there are easy fixes to common problems?

Here are some common examples of noun/pronoun disagreement, and the simple solution:

“We want the school board to do their job.”

Problem? It’s one school board, not several. Here are two potential fixes for this grammatical error:

“We want the school board to do its job.”

“We want the school board members to do their job.”

“Your reader can peruse your book at their leisure.”

Problem? There’s only one reader, not several. Here are grammatically correct alternatives:

“Your readers can peruse your book at their leisure.”

“Your reader can peruse the book at his or her leisure.”

To keep agreements in place – to not switch between singular and plural – when dealing with gender identity, you can use these writing tips:

Use the person’s name instead of a pronoun.
If you don’t know the gender (or preference) of the person you’re citing, use “his or her”, “he or she” or even “s/he” – they’re all grammatically correct.
Alternate between masculine and feminine pronouns – I edited a book for an author writing about raising a baby who did this seamlessly.

Just because it’s old…

You could argue that it’s not relevant to hang on to the “old” English grammar rules and it’s true that they have flexed and changed slightly over time. But it’s wise to hang onto those basic rules, and there are ways to adapt your message to current communication standards without abandoning the basics.

I’ve got a handy Proper Pronoun Chart you can use if you’re in doubt – request one here.

Finally, I’d like to know what you think. Given our ever-changing language, would you side with the exceptions the AP Stylebook offers, or do you prefer to put accuracy above all in your writing?

Did you enjoy this article? Here are three more you might find useful:

Better Word Choices For Better Writing

Does Word Order Matter? Think Short to Long

The Pros and Cons of Using the Oxford Comma

Common Grammar Miscues that Undermine Good Writing

The 8 most common grammar miscues