grammar rules Archives - Barbara McNichol Editorial Services

Mixing Singular with Plural: Keep the Old Rules with Some New Tricks

November 21, 2019 by Barbara McNichol Leave a Comment

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?

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.”

In order 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 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

Why Grammar Matters

February 21, 2018 by Barbara McNichol Leave a Comment

by Kathleen Watson (used with permission)

What is grammar? It encompasses the words you choose, how you string them together, and how you punctuate them to give them meaning.

To recognize National Grammar Day, which falls on March 4, this post examines 11 sentences that demonstrate why grammar matters. I point out the grammatical errors in each and offer a suggested rewrite.

Examples are the best teachers.

1) Just today, we actually got a press release that basically said that CreateSpace was disbanding their author services part of their business.

Problems:
Just, actually, the first that, and basically add nothing to meaning or clarity.
CreateSpace is a single business entity, not a “their”

Rewrite:
Today’s CreateSpace press release announced that it will disband the author services part of its business.

2) I personally actually travel a lot, so I plan to bring this alarm clock along with me everywhere I go!!

Problems:
Personally, actually and along add nothing to meaning or clarity.

Rewrite:
I plan to take this alarm clock with me in all of my travels.

3) Eric was told not to go by his boss, ostensibly because he was working too much overtime.

Problems:
“By his boss” could be interpreted as “close to or in the vicinity of.”
It’s unclear which he was working too much overtime.
Ostensibly, which means apparently or purportedly but perhaps not actually, can be more succinctly expressed.

Rewrite:
Eric’s boss told him not to go because of what he considers Eric’s excessive overtime.

4) After briefly mentioning an official’s alleged affair with his staff member earlier in the week, Stephen Colbert took a deep dive into the story Wednesday night.

Problems:
Briefly mentioning is redundant; to mention is to make a brief reference to.
Did the affair occur earlier in the week? Or was the affair just mentioned earlier in the week?
“An official’s alleged affair with his staff member” is unclear: Whose staff member? The official’s or Colbert’s?

Rewrite:
Early in the week, Stephen Colbert mentioned an affair between an official and the official’s staff member. Colbert delved into the story Wednesday night.

5) Nestled in your opulent guest room with luxurious bedding and special amenities, the Drisco’s thoughtful staff will be there to anticipate your needs and carry out your wishes.

Problem:
Drisco’s thoughtful staff members are not nestled in your opulent guest room.

Rewrite:
As you nestle into the luxurious bed of your opulent guest room and enjoy the Drisco’s special amenities, responsive staff will anticipate your needs and carry out your wishes.

6) Right after we got off the train we were trying to get our bearings and two lovely Chinese girls asked us if we needed help in excellent English.

Problem:
The girls were not asking the travelers if they needed help with excellent English; rather, they spoke excellent English when they asked the travelers if they needed help.

Rewrite:
Right after we got off the train and were trying to get our bearings, two lovely Chinese girls asked in excellent English if we needed help.

7) After speaking to residents, the stranger discovered that animal rescue teams had been attempting to catch a feral dog that roamed the area for five long years with no success.

Problems:
The feral dog had not experienced a lack of success as it roamed the area for five years; those on the animal rescue team had no success in catching it.
What is the difference between five long years, five years, and five short years?

Rewrite:
After speaking to residents, the stranger discovered that animal rescue teams had been attempting — without success — to catch a feral dog that had been roaming the area for five years.

8) Since language is fluid, does it follow that all new usages, since they are not incorrect, can be used in business settings?

Problems:
Since (used twice) means from then until now.
A double negative — are not incorrect — in nonstandard English.
Can traditionally implies ability; may implies permission.

Rewrite:
Because language is fluid, may all new usages — although not yet universally accepted — be used in business settings?

9) The reason why they were furious was because the products Pauley mentioned are half the price and twice as effective as theirs.

Problems:
Reason why is redundant.
There’s a missing preposition: half the price of

Rewrite:
They were furious because the products Pauley mentioned are half the price of and twice as effective as theirs.

10) The report does not dispute that Trump fired Comey because he was unhappy with his continued pursuit of the Russia investigation.

Problem:
He and his are ambiguous: to whom to they refer?

Rewrite:
The report does not dispute that Trump fired FBI Director Comey because the president was unhappy with the director’s continued pursuit of the Russia investigation.

11) When I first mentioned my idea of writing a memoir to David Carr, he told me that I needed to “visit a foreign land where writers live.”

Problem:
The writer was referring to her own memoir, not one about the life and legacy of David Carr.

Rewrite:
When I first mentioned to David Carr my idea of writing a memoir, he told me that I needed to “visit a foreign land where writers live.”

If you don’t pay attention to words, their order and how they’re punctuated, readers might not understand what you’re trying to convey. Mastering grammar makes for clear communication. Consider this resource:

Grammar for People Who Hate Rules: Killer Tips from the Ruthless Editor

Grammar is not a set of rules carved in stone; it’s a collection of guidelines that help you communicate clearly.

Kathleen Watson has a love/hate relationship with grammar; she loves words and the punctuation that helps them make sense, yet she hates those pesky rules. Knowing others do, too, she wrote an easy-to-use grammar book called Grammar for People Who Hate Rules to help people write with authority and confidence.

How will you celebrate National Punctuation Day? Share your ideas 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.

When to Use Can vs. May vs. Might

July 25, 2017 by Barbara McNichol Leave a Comment

by Kathleen Watson

Either at home or early in your school days, did you learn about a difference between can vs. may?

Can you (do you have the ability to) have your book report done by noon?

May I (do I have your permission to) read your book report to the class?

According to merriam-webster.com, can still is the verb of choice for ability, but both can and may are acceptable to express permission.

But at oxforddictionaries.com, there still is a widespread view that using can to ask for permission is wrong and that it should be used related only to ability or capability:

Can you speak fluent French?

The wrestler can pin any opponent he chooses.

Other sources claim there’s only a minor difference between the two verbs: One sounds more polite than the other.

Can we come over and swim in your pool?

May we come over and swim in your pool?

If I can, I’ll ask you a few questions about your job.

If I may, I’ll ask you a few questions about your job.

Moving on to may and might

Now that we have can and may settled — sort of — what is the difference between may and might?

I’ve struggled with this for years, and I’ve conducted multiple Google searches, never feeling satisfied that I fully understood or agreed with what I found.

Some sources say that may and might normally can be interchanged without a significant difference in meaning. Although both convey that there is a chance something is true or there is a possibility of something happening, some sources claim that might implies less certainty:

I wouldn’t talk to Jess right now. He may still be angry about his team’s loss.

Ella is so talented, I think she may win the competition.

Although it might rain later, let’s take a chance and make a tee time.

If I can get my project done, I might go to a movie tonight.

I fail to see enough of a difference in the nuance of may or might to have concerns about which to use.

May versus might in academic, technical writing

I have found that may, rather than might, is used almost exclusively in the academic writing I’ve edited. However, the near-universal use of may raises potential for misinterpretation.

For example:

This research may be used for teaching purposes.

Is the author, despite holding the copyright for the material, giving broad permission for its use in a classroom?

Or is the author implying there’s a possibility the research could be relevant to include in developing curriculum?

One may use the entire set of data for projecting results.

Again, does this imply permission to use the data for determining results?

Or does it imply that using all of the data will yield appropriate projections of results?

Two editors, one in technical and one in academic writing, avoid may:

“In editing technical writing,” says the first, “I never allow ‘may,’ because it is too ambiguous:

“Other programs may be started during installation.”

Does this mean the installer can initiate other programs that are part of the installation process? Or does it mean the installer can begin to watch “Game of Thrones” as the installation runs?

The academic editor says, “I habitually edit “may” to “might” for possibility and “can” for ability.

The choice is yours

Reflecting on the websites I’ve visited and the explanations and examples I’ve found, I still am not convinced there is enough difference between may and might to worry about in most usage.

However, as a professional writer and editor, I will continue to watch for potential misunderstanding with may: There could be a significant difference in meaning when it is not clear whether it implies permission or simply possibility.

I trust you can figure out which to use, but you might still have questions. If that’s the case, you may contact me.

Kathy Watson has a love/hate relationship with grammar; she loves words and the punctuation that helps them make sense, yet she hates those pesky rules. A self-proclaimed ruthless editor, she prefers standard usage guidelines of The Associated Press Stylebook. Her easy-to-use Grammar for People Who Hate Rules helps people write and speak with authority and confidence.

Why Grammar Matters

March 3, 2017 by Barbara McNichol Leave a Comment

by Barbara McNichol

Did you celebrate National Grammar Day on March 4th? I think it needs to be celebrated all year ’round especially when it comes to business writing.

Here’s why using proper grammar is important:

“Grammar is credibility. If you’re not taking care of the small things, people assume you’re not taking care of the big things.” — Amanda Sturgill, associate professor of communications at Elon University

What’s the best way to recognize Grammar Day? Spend extra effort to make sure your sentences, whether spoken or written, are grammatically correct.

grammar book How do you know what’s correct? Let me direct you to my colleague Kathleen Watson’s new reference book, Grammar For People Who Hate Rules: Killer Tips From The Ruthless Editor.

This week only, Kathleen is offering it in ebook form for only 99 cents, downloadable on Amazon. This special offer expires at midnight on March 8, so act now!

You can order the paperback version at any time. It’s available at:

Amazon

Barnes & Noble

Powell’s Books

This is one resource I use often and highly recommend!

Subconscious vs. Unconscious: What’s the Difference?

August 29, 2016 by Barbara McNichol Leave a Comment

by Kathleen Watson (used with permission)

A reader asked me to discuss subconscious and unconscious, clarifying the implications of prefixes sub and un.

First of all, conscious means to be awake, aware, and responding to one’s surroundings.

A prefix is a letter or a group of letters that appears at the beginning of a word and changes its original meaning.

The prefixes sub and un have distinctly different meanings:

sub: under or below
substandard, subcommittee
Substandard living conditions contribute to poor health.
The subcommittee will investigate the cost of the proposal.

un: the opposite or reverse of
unlike, unwearable
She is so unlike her twin sister in temperament.
The soaked jacket was unwearable.

Your subconscious (noun) is the part of your mind just below awareness; a subconscious (adjective) thought is one of which you are not fully aware but that might influence your feelings or actions:

Trevor has a subconscious fear that his girlfriend, Jenna, will break up with him if he goes fishing this weekend.
At a subconscious level, Jenna hopes her boyfriend, Trevor, will go fishing this weekend so she can use it as an excuse to break up with him.

To be unconscious means to lose consciousness.

When Trevor fell in the fishing boat and hit his head, the jolt left him unconscious for a few seconds.
When Jenna learned that Trevor’s fall had left him temporarily unconscious, she couldn’t be mad at him for going fishing — or use it as an excuse to break up with him.

grammar book Our language is full of prefixes: anti (antidepressant), bi (bilateral), dis (disassemble), extra (extracurricular), infra (infrared), inter (interoffice), multi (multicolored), non (nonfiction), out (outperform), over (overpay), para (parasailing), post (postgraduate), pre (precondition), re (reintroduce), under (underestimate).

Note that none of these words created with a prefix requires a hyphen.

My new book Grammar for People Who Hate Rules has a list of words with these and other common prefixes, most of which don’t require a hyphen.

Kathy has a love/hate relationship with grammar; she loves words and the punctuation that helps them make sense, yet she hates those pesky rules. Be sure to check out her new book Grammar for People Who Hate Rules (great title) at Amazon.com now!