Business
Grammar—A Vital
Refresher Course
®
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Business Grammar—A Vital Refresher Course
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Table of Contents
Introduction..........................................................................................................................................................................................................3
Understand How Business Writing Is Uniquely Different From Other Types of Writing..................................4
Grammar Mistakes You Never Want to Make...............................................................................................................................4
A Concise Refresher on How to Correctly Use Verb Tenses,
Subject-Verb Patterns, and Pronouns and Their Antecedents............................................................................................6
How to Free Your Writing From Unintentional Bias That Can Alienate Your Readers.....................................6
Avoid These Blunders When Using Apostrophes—They Scream “Rookie!”..............................................................7
To Capitalize or Not to Capitalize? These Tips Will Eliminate Any Question..........................................................7
A Checklist of Key Points to Review Before Any Document Leaves Your Desk........................................................8
When It’s Okay to Break Grammar Rules..........................................................................................................................................8
Personal Action Plan—Business Grammar.....................................................................................................................................9
Bonus Material..................................................................................................................................................................................................10
Symbol Key
Symbols used in this workbook:
Introduction: A brief overview of the session you are about to begin
Summary: A quick review of what you have learned in the current session
Personal Action Plan: An opportunity to apply your newly learned skills and knowledge to your
specific work environment
Introduction
For many people, grammar is difficult. And, unfortunately, the English language does not
help much since it is full of arcane rules, inconsistencies and downright “head scratchers.”
This business grammar Webinar will help you review basics and make sense out of the
seemingly incomprehensible.
 Describe how business writing is uniquely different from other types of writing
 List the grammar mistakes you never want to make
 Explain how to correctly use verb tenses, subject-verb patterns, and pronouns and
their antecedents
 Identify blunders when using apostrophes
 List the key points to review before any document leaves your desk
 Explain when it’s okay to break grammar rules
3
Understand How Business Writing Is Uniquely
Different From Other Types of Writing
It’s necessary for you to understand the differences between business writing and other forms of
writing in order to be an effective business writer.
The five major functions of business writing are to:
1. Inform
2. Request
3. Record
4. Instruct
5. Persuade
Grammar Mistakes You Never Want to Make
Some of these mistakes are constantly being made, even by television newscasters and reporters who
should know better.
Me/I
Incorrect: “Alice and me are going to the mall.”
Incorrect: “The bike belongs to Isaac and I.”
“I” is a pronoun that must be the subject, never the object, of a verb. “Me” is a pronoun that must be the
object, never the subject. (The same is true for he/him, she/her, we/us, etc.)
A simple test is to remove Alice from the sentence. You wouldn’t say “Me is going to the mall.” You’d
say “I am going,” so “Alice and I are going to the mall” is correct.
You wouldn’t say “The bike belongs to I.” You’d say “The bike belongs to me,” so saying “The bike
belongs to Isaac and me” is correct.
4
Commas
 Use to separate two sentences joined by a conjunction
— “Joanna enjoys playing golf, but she also has other interests.”
 Use to separate introductory phrases and clauses from the main parts of sentences
— “Besides being a good golfer, Joanna is an exceptional speller and has won many
spelling bees.”
 Use to separate items in a series
— “Joanna is a golfer, speller, writer and organizer.”
 Use to separate phrases and clauses that aren’t a part of the main sentence
— “Joanna, a great organizer, enjoys helping others become better organized.”
 Use to separate adjectives in a series
— “This is a clear, simple, easy-to-understand guide.”
 Use to set off transitional words from the rest of the sentence
— “Furthermore, she is always right.”
 Use to set off the names of people addressed in a sentence
— “Well, Joanna, you’ve reached your goal.”
 Use to separate titles and degrees from the names they’re associated with
— “We’ll now hear from Louie Hay, M.D.”
 Use to separate items in dates, addresses and geographical locations
— “Mary Anne published her first book on August 17, 1981.”
Who/whom? Who/whom Knows?
For many people, it is nearly impossible to decide whether who or whom is correct. Let’s take a look at
ways to solve this problem.
“Who” and “whoever” are subjective pronouns; “whom” and “whomever” are in the objective case.

Who is that masked man? (“Who”/subject)

The men, four of whom are ill, were indicted for fraud. (“whom”/object)
When you are not sure:
Substitute “he/him” or “she/her.” If it’s either “he” or “she,” then it’s “who;” if it’s “him” or “her,” then
it’s “whom.”

“Who made the prank call?” (Who—HE did.)
 “Haley became engaged to the man whom she met in Chicago.” (Haley met HIM).
5
A Concise Refresher on How to Correctly
Use Verb Tenses, Subject-Verb Patterns,
and Pronouns and Their Antecedents
A verb must agree with its subject in number:
Incorrect: “Three teachers and the principal was late to the meeting.”
Correct: “Three teachers and the principal were late to the meeting.”
A pronoun must agree with its antecedent (the word it stands for) in number and gender:
Incorrect: “The tour leader took their time.”
Correct: “The tourists took their time.” (plural antecedent)
Verbs that are currently undergoing changes:
Base Verb
Kneel
Shine
Strive
Old Past Tense
Knelt
Shone
Strove
New Past Tense
Kneeled
Shined
Strived
How to Free Your Writing From Unintentional
Bias That Can Alienate Your Readers
It’s vital that you stamp out biased and sexist references to maintain your credibility and avoid
offending others or making them angry.

Use parallel language

Address people the way they prefer

Use non-gender-specific terms

Use plural forms
6
Avoid These Blunders When Using
Apostrophes—They Scream “Rookie!”
Incorrect
Correct
cant
can’t
boys bag (individual possessor)
boy’s bag (individual possessor)
boy’s bags (multiple possessors)
boys’ bags (multiple possessors)
peoples’
people’s
Father’s and Mother’s house (joint possession)
Father and Mother’s house (joint possession)
To Capitalize or Not to Capitalize?
These Tips Will Eliminate Any Question
Capitalization is pretty straightforward.
Capitalize the first letter of:

Sentences, listed items, quotations, salutations and complimentary closings

The first word, last word and all the main words in titles of books, plays, movies, articles,
essays, poems and short stories

The first word, last word and all the main words of headings and subject lines

Names of races and nationalities

Names of geographical regions when they refer to a definite region or are part of a
proper name

Names of people’s titles or positions when they precede the person’s name
7
A Checklist of Key Points to Review
Before Any Document Leaves Your Desk
Giving a document a final check before it goes out will let you rest easy.
Ask yourself:
h Is it written with my reader in mind?
h Does the opening grab the reader’s attention?
h Is it organized?
h Is the tone appropriate for the message?
h Does it conform to my style guide?
h Did I punctuate correctly?
h Did I check for spelling errors?
h Is my opening powerful?
h Is my closing powerful?
h Did I eliminate clichés?
h Are key points highlighted?
h Do the transitions work?
h Is it free of bias?
When It’s Okay to Break Grammar Rules
While it’s important to know the rules of grammar, it’s also important to know when you can bend
the grammar rules. The following rules are ones that can be “bent” when it will help in getting your
point across more easily.
1 Ending sentences with prepositions
2. Splitting infinitives
3. Starting sentences with “and,” “but” or “because”
4. Reusing words
5. Using simple contractions
8
Personal Action Plan—Business Grammar
1. List the ways business writing is different from other forms of writing.
1.
2.
3.
4.
5.
2. Write three sentences that contain bias, and then rewrite them to remove the bias.
1.
2.
3.
3. List five points to review before any document leaves your desk.
1.
2.
3.
4.
5.
In this business grammar Webinar, you have learned the differences between business
writing and other forms of writing. You reviewed the correct use of apostrophes and
noun-verb agreement. You learned how to remove bias from your writing, when to
capitalize and when it is OK to break grammar rules.
9
Bonus Material
Correct Spellings of
Commonly Used Foreign Words
à la carte
à la mode
a priori
ad hoc
ad infinitum
ad nauseam
alfresco
alma mater
alter ego
bona fide
de jure
double entendre
en masse
en route
esprit de corps
et al.
etc.
ex officio
fait accompli
habeas corpus
magnum opus
maven
modus operandi
modus vivendi
non sequitur
ombudsman
op. cit.
per annum
per capita
per se
quid pro quo
raison d’être
rendezvous
repertoire
résumé
savoir faire
sic
sine qua non
sotto voce
status quo
carte blanche
caveat emptor
chutzpah
cul-de-sac
de facto
ibid.
in absentia
in toto
joie de vivre
laissez-faire
prima facie
prix fixe
pro forma
pro rata
pro tem
tête-à-tête
tour de force
troika
vice versa
vis-à-vis
10
Using Dozens of Troublesome
Words Correctly in Business Writing
A, An................................................ A: Use before words beginning with a consonant sound—“a car”
.......................................................... An: Use before words beginning with a vowel sound—“an hour”
A lot, Alot......................................... A lot: Many
.......................................................... Alot: Sorry! Not a word
Accept, Except............................... Accept: To take; to receive
.......................................................... Except: To exclude
Ad..................................................... A shortened form for advertisement. In business writing, consider using the longer form of the word.
Adapt, Adopt.................................. Adapt: To adjust
.......................................................... Adopt: To choose; to put in practice
Adverse, Averse.............................. Adverse: Adjective: Unfavorable
.......................................................... Averse: Adjective: Not willing or inclined; opposed to
Advice, Advise . ............................. Advice: A noun—“That was good advice.”
.......................................................... Advise: A verb—“Will she advise you?”
Affect, Effect .................................. Affect: Use only as a verb—“That deeply affected him.”
.......................................................... Effect: Can be used as either a verb—“He effected the change”; or as a noun—“The change had an
.......................................................... exhilarating effect on him.”
All, All of ......................................... It’s not necessary to use of after all unless the word that follows is a pronoun
All right, Alright . .......................... Alright and all right are interchangeable in general communications. However, all right is still
.......................................................... considered the standard in business communications.
Allusion, Illusion............................ Allusion: A reference to something
.......................................................... Illusion: A false impression
Anxious, Eager . ............................ Anxious: Implies worry, fear or concern
.......................................................... Eager: Means enthusiastic desire or interest
Assure, Ensure, Insure.................. All mean “to make certain” or “to guarantee,” but assure is used where people are concerned—“I assure
.......................................................... you that everything is all right.”
Bad, Badly ...................................... Bad: An adjective—“It was a bad proposal.”
.......................................................... Badly: An adverb—“He writes badly.”
Capital, Capitol ............................. Capital: Invested money, chief in importance or the city in which a central government is located
.......................................................... Capitol: The specific building that houses a central government
Common, Mutual . ....................... Common: Refers to what we share with others
.......................................................... Mutual: Reciprocal
Complement,................................. Complement: Something that completes
Compliment................................... Compliment: A noun—A flattering remark. A verb—To praise.
Council, Counsel .......................... Council: A governing body of people
.......................................................... Counsel: To advise
Disinterested,................................. Disinterested: Unbiased or impartial Uninterested.................................. Uninterested: Showing lack of interest
Eminent, Imminent ..................... Eminent: Prestigious
.......................................................... Imminent: Near
Fewer, Less . ................................... Fewer: Measures numbers
.......................................................... Less: Measures quantity
Good, Well ..................................... Good: An adjective—“He received a good recommendation from the committee.”
.......................................................... Well: An adverb and an adjective—Adverb: “She did as well as she could on the exam.”
.......................................................... Adjective: “The child did not feel well.”
Irregardless ................................... Is redundant for regardless; avoid use
Its, It’s .............................................. Its: A possessive pronoun—“The company makes its daily bank deposit at 10 a.m.”
.......................................................... It’s: A contraction meaning “it is”
Like, As ........................................... Like: A preposition meaning “similar to”—“He looked like a pro.”
.......................................................... As: A conjunction meaning “to the same degree”—“It flew straight as an arrow.”
Myself ............................................. Myself: Use only when the subject of the sentence is also the receiver of the action—“I hurt myself.”
Of, Have .......................................... Don’t use of instead of have with verbs. Write “would have” or “should have” instead of “would of” or
.......................................................... “should of.”
Set, Sit ............................................. Set: Means to place something somewhere
.......................................................... Sit: Means to be seated or to be in a resting position
Than, Then .................................... Than: Use when making comparisons
.......................................................... Then: Means “therefore,” “as a result” or “a point in time” or is used to indicate a sequence
Utilize, Utilization ........................ Awkward ways of saying use and usage
11
Are Your Paragraphs in a Confusing, Illogical Order?
Here’s How to Tell and How to Fix the Problem
Determine the order of your paragraphs by starting with the opening, then adding the middle and
the end paragraphs.
1. Opening: Starts with an attention getter and finishes with your topic sentence
2. Middle: Expands on your topic sentence, giving all the facts and details
3. End: Restates your topic and gives closing thoughts to complete your ideas
Paragraph guidelines:

Begin with an outline

Limit each paragraph to one topic

Open each paragraph with your main idea
12
Put the “Know Thy Reader” Commandment Into
Practice and Double the Impact of Your Message
You must know your reader in order to keep his or her attention and to write effectively.
A six-step process for tuning in to your audience:
1. Who?

Job title, department, responsibilities
 Personal: Age, sex
2. What?

What does the reader already know about the subject?

What else does the reader need to know?

What will the reader do about this message (decide, delegate, transmit, do
the work)?
3. When?
 When will the reader read this message?
 How much time will the reader spend on it?
 When does the reader have to act?
4. Where?
 Where in the company hierarchy is this reader located?

Where is most of the reader’s work done?
5. How?

How interested is the reader in the arrival of this message?

How will the reader feel about it (good news or bad news)?
6. Why?
 Why am I writing?

Why should my reader respond?
Source: Persuasive Business Writing by Mary Cross
13
The “Best-of-the-Best” Desktop References
You’ll Want at Your Fingertips for Quick Answers
These key desktop references will answer the vast majority of your grammar, usage and
spelling questions.
References that you should have close to your desk:

Collegiate dictionary
— Webster’s New World Dictionary of American English (Merriam-Webster)

Thesaurus and other word books
— Modern Guide to Synonyms and Related Words (Funk & Wagnalls)
— Webster’s New World Misspeller’s Dictionary (Simon & Schuster)

Style guides
— The Gregg Reference Manual by William a. Sabin (McGraw-Hill)
— SkillPath Business Communication Style Guide by Michelle Poley (SkillPath Publications)

Reference books
— The Business Writer’s Handbook by Charles Brusaw et al. (St. Martin’s Press)
— The New Webster’s Desk Reference Library (Lexicon Publications)

Books on writing
— Grammar? No Problem! by Dave Davies (SkillPath Publications)
— Letters & Memos—Just Like That! by Dave Davies (SkillPath Publications)
— Power Write! by Helene Hinis (SkillPath Publications)
— Write It Right! by Richard Andersen and Helene Hinis (SkillPath Publications)

Miscellaneous
— Managing Your E-mail by Christina Cavanagh (Wiley)
— Communicating With Poise and Power by Michelle Poley (SkillPath Publications)

Internet sites
— http://www.wsu.edu/~brians/errors/
— http://owl.english.purdue.edu/
14
Notes
15
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Business Grammar—A Vital Refresher Course
V622 Webinar
6/11