B U S I N E S S
W R I T I N G
Foundation Series®
Grammar Drills
inform – inspire – implement – improve
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B U S I N E S S
W R I T I N G
Grammar Drills
iSpeakTM prepared this workbook for use in the area of Training and Development for continuing
education. It is intended that these materials will be used to assist students in the learning process during the
workshop, after the workshop for review, and continued learning as a reference guide.
ACKNOWLEDGMENTS
Curriculum Developers:
Russ D. Peterson, Jr.
Kevin J. Karschnik
Cynthia Oelkers
Copyright Notice
Copyright © 2012 by iSpeak™. All Rights Reserved. Printed in the United States.
iFS_Business Writing_Feb 2012_v4.4 GRAMMAR-DRILLS
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G R A M M A R
D R I L L S
Grammar Drill: Punctuation
“I never made a mistake in grammar but once in my life and as soon as I done it I seen it.”
- Carl Sandburg. Poet and novelist
Write so that the reader can focus on your meaning, not your mistakes. In this section you will learn to
avoid the common mistakes we make in punctuation.
Using commas
Commas should be used to simplify the meaning of a sentence. If leaving a comma out of a sentence
creates confusion, it is best to insert the comma. Commas should be used to:

Separate a city or town from a state, as in: Sarasota, Florida and Santa Ana, California.

Set off the name in a direct address. “Jane, can you send me the Log File from that server?”

Before degrees that come after a name, as in Joan Walker, PhD.

Separate elements in a series, including numbers in a list: “I enjoy drinking orange juice, tea, milk,
and coffee.” (Note: The last comma after the word milk is optional.)

Use a comma to separate independent clauses that are joined by and, but, or, nor, for, or yet.
“We investigated the issue for three hours, but we didn't locate the cause for the software
crash.”
The apostrophe

Use an apostrophe to show possession:

“The client’s office was always busy.”

“The CEO’s system crashed when the corrupt file was copied over from the server.”

“The company’s image was on the line.”

Use an apostrophe to show contractions.

“They’re on vacation and can’t get back in time for the meeting.”

“It’s going to rain, so I’ll take my umbrella.”

The exception: use an apostrophe when the meaning of “it’s” is “it is.” However, DO NOT
use an apostrophe with the word “it” to show possession. “The dog hurt its tail.”
This one of the most common mistakes in the English language.

Do not use an apostrophe with the words “hers” or “theirs”.
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Exercise: Punctuate the Sentence
Select the correctly punctuated word to complete the sentence.

Yes, sir, ______ my baby.
a. thats
b. that’s

The __________________ signature is required to approve this proposal.
a. Director’s
b. Directors

The two ____________ met to broker the deal.
a. CEOs
b. CEO’s

Drilling has been delayed because ____ a holiday.
a. its
b. it’s

The rig has a mind of ____ own.
a. its
b. it’s

The green coffee mug is one of _____.
a. hers
b. her’s
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G R A M M A R
D R I L L S
Grammar Drill: Word Agreement
Whether you are writing a formal document such as a printed proposal or presentation or simply
composing an email, appropriate grammar and punctuation will portray a professional image that
reflects favorably upon you and your organization. Several areas of grammar that can make an
immediate impact on perceptions of the reader include word agreement, sentence structure, and
appropriate punctuation.
Pronoun / antecedent agreement
Make pronouns and their antecedents (the word to which the pronoun refers) agree.

“The doctor (antecedent) finished her (pronoun) rounds.”

“The doctors (antecedent) finished their (pronoun) rounds.”
Subject / verb agreement
Most of the time, it is easy to make subjects and verbs agree. A singular subject (the dog) takes a
singular verb (eats). However, there are a few tricky words that sound plural, but are actually singular.
Anyone, everyone, someone, no one, each, and nobody are always singular and take a singular
verb.

Everybody who wants to order breakfast should sign up at the front desk.

No one complains more than the people in the quality assurance department.

Each of the workers receives a check. (“Each” is often followed by a prepositional phrase “of
the _______” that ends in a plural word [“workers’]. It makes it seem like you should use a
plural verb, but “each” is ALWAYS singular.)

None can take either a singular verb or a plural one. If by none you mean “not one,” use a
singular verb. If you mean “not any,” use a plural verb.

None of you will receive a penalty this time. (“Not one of you….”)

None of the firefighters were hurt. (“Not any of the firefighters…”)
All and some are singular or plural depending on what they're referring to.
Hint: if the object to which they are referring is countable, use a plural verb.

Some of the pennies are missing. (You can count pennies!)

Some of the sand is gone. (You can’t count sand!)
In a sentence using both “neither” and “nor” the verb agrees with the final noun as in, “Neither Roger
nor the twins are here today.”
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B U S I N E S S
W R I T I N G
Exercise: Word Agreement
Rewrite these sentences so subjects, verbs, nouns, and pronouns agree.
The competitive advantages of our products requires more information.
If any one of the servers are dropped from the cluster, there will be minimal impact to the overall
infrastructure.
Some of these problems looks challenging.
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G R A M M A R
D R I L L S
Grammar Drill: Sentence Fragments, Run-ons
What is a complete sentence? You probably haven’t thought of this since middle school, so let’s
review. A complete sentence has:

A subject (the actor)

A verb (the action)

A complete thought (the sentence can stand on its own – it’s independent!)
Examples:

Bill stood.
(Bill is the actor and stood is the action. Plus, this sentence is a complete thought!)

Bill stood quietly.
(Even when we add to the sentence, the main subject and main verb are still present. The
independent clause is still intact.)

Bill stood quietly for five minutes because he was paying his respects.
(Here, we have added a dependent clause “because he was paying his respects” to the
independent clause “Bill stood.”)
Sentence fragments

An incomplete sentence is called a fragment. This occurs when either the main subject or
main verb are absent from the sentence. It’s easy to spot an incomplete sentence when the
sentences are simple like the ones above. But, what about these?

Because Bill stood quietly.

Since she lied.

While he talked.

Meaning the drilling would start sooner.
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Subordinating conjunctions & dependent clauses

These sentences contain a subject and verb, but they are not complete thoughts. Why not?
They all begin with a special type of word called a subordinating conjunction (“because”,
“since”, “while”, and “meaning”). These words turn the phrases into dependent clauses.
They need an independent clause with a main subject and verb to complete them. Dependent
clauses are thoughts that rely on the independent clause to make sense.

Because Bill stood quietly, (what happened to him?).

Since she lied, (who was affected and how?).

While he talked, (what went on simultaneously?).

(What timeframe was given?), meaning the drilling would start sooner.

Because Bill stood quietly (dependent clause), he missed the opportunity to be counted when
a vote were taken (independent clause).
Even though a dependent clause has a subject and verb, by itself it is a fragment. Subordinating
conjunctions are simply words that can occur at the beginning, middle, or end of a sentence that help
us express the following:

Cause / Effect: because, since, so that

Comparison / Contrast: although, even though, though, whereas, while

Place & Manner: how, however, where, wherever

Possibility / Conditions: if, whether, unless

Relation: that, which, who

Time: after, as, before, since, when, whenever, while, until
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G R A M M A R
D R I L L S
Exercise: Sentence Fragments
Turn these fragments into complete sentences.
Unless Rob received a better offer.
Whether the valve arrived on time, or not.
Though the client needed a written proposal.
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B U S I N E S S
W R I T I N G
Grammar Drill: Sentence Construction
Sentences that are parallel are easier to read and understand because they create a certain rhythm to
the sentence. Parallel construction means that the parts of a sentence that are alike in function should
also be alike in structure. This is especially true when you write lists or a series of items. For example, if
you write, “She likes hiking, jogging and to play soccer,” “to play soccer” is a different construction
from “hiking” and “jogging.” To make the activities parallel in structure, the sentence could be
rewritten as, “She likes hiking, jogging and playing soccer.”
Some other examples of proper parallel sentence construction:

“I installed the software on my laptop, tested the new .dll file, and recorded the results.”

“Joe is going to download the patch, schedule the change window, and notify the customer.”
Exercise: Sentence Construction
Change the following sentences to the correct parallel structure.
Formatting, installing, and then upgrade the mesh screens are the steps to incorporate the filter system.
To finalize transfer of DEMCO from motor vessel to storage tank, record the final reading from
DEMCO Flow Meter, you should blow down transfer hose, place drip pans under connection and
remove the hose.
To prepare for the transfer of DEMCO pre-mix, you have to post work permit, have to hold safety
meeting and start locating the spill response kit.
Three reasons why this procedure can be dangerous are the fluids are not water miscible, fluids will
float on top of water, and to be flammable it does not take much.
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G R A M M A R
D R I L L S
Grammar Drill: Passive / Active Voice
Active voice
In an active sentence, the subject of the sentence is clearly acting upon an object. For example:

Teresa ate the oatmeal granola bar.

Mark sent the email in on time.

We believe the pricing is fair.

In the examples above, the subject is the “doer.” These types of sentences typically follow the
subject, verb, object construction.
When should I use active voice?
Use active voice when you want to reveal the actor and use sound, precise verbs. Most people prefer to
read writing that is in the active voice, especially when the writing is about people. It is easier to read
“Robert Green developed a process for constructing new solar homes,” than it is to read, “A new
process for developing solar homes was developed by Robert Green.” Your sentences will be more
interesting and easier to understand.
Passive voice
In the passive voice, the receiver (or object) of the action moves into the subject’s slot, and the “doer”
of the action becomes the object. Usually, you will see the word “by” added to the sentence.

The granola bar was eaten by Teresa (doer).

The email was sent by Mark on time.

The pricing is believed (by us) to be fair.
When should I use passive voice?
 To deliver bad news. “The decision to terminate your lease was agreed upon by all members of
the committee.”

To be tactful by not naming the actor. “The contract was breached and penalties were due.”

To create an authoritative tone. “Delivering products after the deadline will not be tolerated.”

When you aren’t sure who or what is responsible for an action. “Their house was broken into
last night.”

Use passive voice when you want to focus attention on the action, not the doer of the action.
“When harvest time approaches, the potato plants are sprayed with a chemical to keep them
from sprouting.”
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Exercise: Passive versus Active voice
Convert these sentences from passive voice to active voice.
The new process is believed to be superior by the investigators.
______________________________________________________________________________
______________________________________________________________________________
The office will be inspected by John Rhodes from NYC.
______________________________________________________________________________
______________________________________________________________________________
It is desired by this office that the problem be brought before the board.
______________________________________________________________________________
______________________________________________________________________________
A complete renovation was required by the new owners.
______________________________________________________________________________
______________________________________________________________________________
Exercise: Passive versus Active voice
Follow your facilitator’s directions to create active and passive sentences based on the actions of
others.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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G R A M M A R
D R I L L S
Grammar Drill: Acronyms, Initialisms, and Abbreviations
Take the pretest to see how well you score! Circle the best answer:
1.
“UFO” is a/an… A) Acronym B) Initialism C) Abbreviation
2.
Would you write… A) A UFO B) An UFO
3.
Would you write… A) A LMS B) An LMS
4.
Which is correct:
a. When considering Cameron versus another company, you should…
b. When considering Cameron VS. another company, you should…
c. When considering Cameron vs another company, you should…
5.
Which is correct:
a. Drilling fluid (i.e., mud) is used to displace cuttings.
b. Drilling fluid (e.g., mud) is used to displace cuttings.
6.
What is the correct abbreviation for “20 inches?”
a. 20 in.
b. 20 in
c. 20 ins.
7.
Which is the correct abbreviation for “20 kilometers?”
a. 20 km.
b. 20 km
c. 20 kms.
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W R I T I N G
Acronyms and initialisms:
Both an acronym and an initialism are composed of the first letter of each word, but an acronym can
be pronounced as a word: NASA, GUI, or AIDS. Initialisms are not pronounced as words: HTTP,
UFO, or HIV. The rule for both is to spell them out when you first use them, followed by the
acronym/initialism in parentheses. After the first use, it is fine to simply use the acronym. Acronyms
appear in ALL CAPS.

The outlet is a ground fault circuit interrupter (GFCI). When wiring a GFCI circuit, make sure
cut the electricity to that part of the building before working.
Using articles with acronyms and initialisms

When words are written out in their complete forms, it is easy to choose the appropriate
article:

“A” goes before words that begin with consonants.

A car

A drill

“An” goes before words that begin with vowels.

An ecosystem

An option

But, which article is appropriate for acronyms when the first letter sounds like a vowel, but
stands for a word that begins with a consonant?

A / An LMS (learning management system)

Hint: the “L” is pronounced “elle”

A /An MCT (mechanical caliper device)

Hint: the “M” is pronounced “Em”

A / An UFO (unidentified flying object)

Hint: the “U” is pronounced “yoo”
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Abbreviations
“i.e.” versus “e.g.”
i.e. – This is an abbreviation for the Latin phrase id est, which means “that is.” Use “i.e.” when you
want to rephrase something you’ve already said. If you can say “in other words” as a substitute for the
abbreviation, use “i.e.”

Drilling fluid (i.e., mud) will be used to displace cuttings.

e.g. – This is an abbreviation for the Latin phrases exempli gratia, which means “for the sake of
example.” Use “e.g.” when you want to list specific examples after a word or phrase.

We use only the highest quality of drilling fluids (e.g., Actiguard, GELEX, and M-I CEDAR
FIBER).
Units of measure and mathematical terms
For most units of measure, no period is used:

20 ft

20 lb

20 km

The exception is that a period is used after inches to distinguish it from the preposition “in.”

30 in.

There is no need to add an “s” to makes abbreviations of units of measure plural. It is assumed
when the number is greater than 1. In addition, there is a space between the number and the
unit of measure.
Versus
Spell out the word “versus” unless you are reporting game scores.
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B U S I N E S S
W R I T I N G
Grammar Drill: Hyphens and Quotation Marks
Hyphens
When two or more words function as one adjective, it is called a compound adjective. There are
three types of compound words: open, solid, and hyphenated. Open compound words are made up
of two terms that are closely and consistently associated: high stakes poker game, civil rights activist, federal
tax attorney. Solid compound words were originally separate words. These words have become more
permanent in our language, so they are typically spelled as one word: babysitter, goodwill, login.
Hyphenated words tend to be more temporary (not found in most dictionaries) and are put together
by the writer for specific occasions. Many times, the hyphen is used to elminate ambiguity as to which
word the first adjective of the compound phrase is modifying. For example:

It was a free flowing fountain. (Is it a free fountain? Or is it flowing freely?)

It was a free-flowing fountain. (This tells us that free is describing the flow, not the cost of the
fountain.)
When a compound adjective appears before the noun it is describing, a hyphen is typically used:

Communication is a two-way street.

We stock hard-to-find products.

It was a hard-hitting storm.

However, when the same words follow the noun, a hyphen is not typically used.

The flow of communication is two way

These products are hard to find.

The storm was hard hitting.
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G R A M M A R
D R I L L S
There are some exceptions:
1.
2.
3.
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When the compound adjective is in the comparative (-er) or superlative (-est) form:

That was a better tasting sandwich than the one I made.

We should use the highest quality bit next time.

Recommend the lower viscosity fluid next time.
When the first word is an adverb ending in –ly.

The quality is low because it was a hastily mixed compound.

Her seam ripped because it was made with a loosely threaded sewing machine.

The delivery will be late due to a regularly scheduled closure.
When referring to chemicals.

Benzoyl peroxide solution

Anionic acrylamide copolymer
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Quotation marks
One of the most common questions of punctuation is whether or not to put periods, commas,
exclamation marks, and question marks inside or outside quotation marks.
Always put periods and commas within quotation marks unless a parenthetical reference follows the
quotation:

William said, “I’ll meet you there at 5:00 p.m.”

Dr. Collins reported, “Nine out of ten people showed signs of improvement” (Medical Journal,
1998).
Put question marks and exclamation marks within closing quotations when punctuation applies to the
direct quote itself. Place them outside when punctuation applies to the sentence as a whole.

She asked, “Does it always rain here?”

Does Glenda always recommend to “speak softly, but carry a big stick”?

The sign said, “Careful! Wet Paint!”

You should be ashamed of your love for “Scary Movie 12”!
What if you are quoting someone who made a mistake in grammar or spelling in their writing? Simply
put the term [sic] directly after the mistake to denote that you are quoting directly from someone else.
Sic means in Latin: "thus", "so", "as such", or "just as that".

“We love Cameron because their [sic] the best company in town!”
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Time
Management
Learn how to get
organized and
discipline
techniques for
better results.
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Selling Skills
Learn how to use
a sales process to
improve sales with
prospecting,
dealing with tough
questions, and
closing.
Presentation Skills
Strong delivery using
3 easy steps. Learn
methods for
attention, body
language, and using
your voice.
Supervisory Skills
Learn the tools for
communication as
a manager, how to
coach, & methods
for building your
team strength.
Customer Service
Learn how to deal
with difficult
customers face-toface and over the
phone. Practice
listening empathy.
Business Writing
How to deliver bad
news in an email,
knowing your
audience, writing
reports, and
persuasive writing.
Conflict
Management
Learn the types of
conflict, how to
deal properly with
tough people, and
finding solutions.
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