Tag Archive for: grammar tips

How Many Spaces After a Period?

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2024 Grammar-for-Grownups Top 10

 

Question 1:

“I believe we discussed this in class, but I can’t remember how many spaces you said to place between sentences in a paragraph. I’m used to placing two spaces after the period between sentences, but I have also seen it with one space. Thank you.”

 

Well, we’re wrapping up this series of blog posts with a doozy, aren’t we? When I share the answer to this question during live business writing workshops, sometimes people boo and moan and groan. Old habits die hard. The answer is unequivocally one space. 

 

But, before you stop reading and log out in frustration, please know I’m a former two-spacer. I feel your pain. I’m old enough that when I learned to type, it was on an electric typewriter (at least it wasn’t a manual one) rather than a computer keyboard. We were taught to place two spaces after periods and colons. I used two spaces forever—that is, until my graphic designer fussed at me one day. John told me I was causing him extra time and extra work. He said, “Every time you submit copy to me in Word, I have to manually go in and remove all the extra spaces when I upload it to my graphic design program. If I don’t, you’ll have all these ugly rivers of white space running through your one-sheets and brochures.” Who knew? He taught me that one space following a period is preferred.

 

You may be asking, “Why did this rule change?” Quite frankly, many admins in the workplace today have never even heard of the two-space rule. They’ve always been taught one space. That’s because Microsoft does the extra spacing for us. In Word, when you end a sentence with a period and begin the next sentence with a capital letter, Word automatically converts it to an em-space. The lowercase “m” is the widest letter in any font you use (except Courier, in which letters are equally spaced and sized). By adding the em-space, our word processors save us the extra keystroke of adding two spaces after the period. It gives our eyes just a bit of breathing room between sentences without creating those dreaded rivers of white space throughout our documents. The answer is one space. 

 

One of my clients even has a t-shirt that reads: “Two Spaces after a Period Are the Mom Jeans of Punctuation.”

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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Photo by Miranda Lattimore

begin a sentence with because

Can You Begin a Sentence with Because?

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2024 Grammar-for-Grownups Top 10

Number 2: Can you begin a sentence with because?

 

I’d like to discuss the use of “because,” whether to use it at the beginning of a sentence, when and when not. What are better ways of explaining it?

 

Because this question was shared by a participant in IAAP’s CAPstone Business Writing Specialty Certificate course, I’ll answer it in this blog post.

 

The above sentence exemplifies the correct use of because at the beginning of a sentence. Because shows causal relationships. It introduces an essential clause at the beginning of the sentence. I’ll answer the question because one of my participants asked it.

 

I believe people have been told not to begin sentences with because BECAUSE sometimes the sentences end up being incomplete sentences or sentence fragments.

 

Because the pizza ended up being the most popular item on the lunch buffet.

 

That’s not a complete sentence.

 

Because Lawrence worked all year to save money for the French Club’s trip to Paris that summer.

 

Again, that’s not a complete sentence.

 

However, it is considered grammatically acceptable to begin complete sentences with because.

 

Because the pizza ended up being the most popular item on the lunch buffet, we knew we needed to double the order before next week’s student orientation.

 

Because Lawrence worked all year to save money for the French Club’s trip to Paris that summer, he had a deeper appreciation for the 12 days he spent abroad.

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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Photo by Thirdman

Should We Use Contractions?

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2024 Grammar-for-Grownups Top 10

 

Number 3 

 

“For formal business writing, when should contractions be used, and when should they not be?”

 

This question was shared by a participant in the IAAP CAPstone Business Writing Specialty Certificate course.

 

The answer to this question is more stylistic in nature. Consult your organization’s writing style guide first. Different companies have different viewpoints on the acceptability of contractions in business communication. Follow your organization’s preferences. 

 

I’ll simply share my recommendation. Generally speaking, contractions are acceptable in professional emails and informal correspondence. In other words, we can write the way we speak.

 

We’ll make reservations for the restaurant around the corner from the convention center.

 

They don’t require two forms of identification for the application.

 

The professor isn’t going to grade the essays this weekend.

 

You don’t have to spell out:

 

  • We will
  • Do not
  • Is not

 

When many of us were in high school, our English teachers taught us never to use contractions in our papers. Fortunately, that rule has been relaxed for contemporary correspondence. However, if you are submitting a more formal report or proposal, I recommend avoiding contractions. Do not use them in legal documentation or contracts.

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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Grammar for Grownups Top 10: A Blooper in the Society Pages

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2024 Grammar-for-Grownups Top 10

 

Number 4: A Blooper in the Society Pages

 

In recent weeks, several readers have brought up one of my most cringe-worthy grammar peeves: using the incorrect subject-verb agreement with couple.

 

Couple should be treated as a singular noun. It is a collective noun. I’m afraid you’ll read it incorrectly in the society pages:

 

Following a honeymoon in Montana, the couple plan to reside in Jackson, Mississippi. 

 

No.

 

The grammatically correct sentence is below:

 

Following a honeymoon in Montana, the couple plans to reside in Jackson, Mississippi.

 

These are correct agreements:

 

The couple plans

The couple has

The couple is

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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Is it Backward or Backwards?

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2024 Grammar-for-Grownups Top 10

 

Number 5: Is She Moving Backward or Backwards?

 

Keep the wacky words coming! Thanks to all of you who have been commenting and adding to our wacky-word conversation these past few weeks. Please continue to post your questions and share your examples. This week’s winner is backward/backwards.

 

Is it backward or backwards? 

 

We’ve all heard it both ways. But only one way is correct: backward.

 

It’s backward. No “s.” Never say backwards. 

 

Allow me to share a helpful gimmick to cement this rule in your mind: If you can’t go forwards, then you can’t go backwards. That’s a fun yet memorable trick for remembering not to put an “s” on those words. We don’t say forwards, so we shouldn’t say backwards. It’s forward and backward. It’s toward, not towards.

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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Image by Petra from Pixabay

Use or Utilize?

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2024 Grammar-for-Grownups Top 10

 

Number 6: Use vs. Utilize

 

A blog reader recently tagged me with this question, and it is one we cover during our Grammar-for-Grownups seminars:

 

From a Business Writing Specialty Certificate participant:

 

Question: “I have a coworker who insists utilize is a word worth using. I change it, but he changes it back. Do you have information you could share regarding your recommendation not to use that word?”

 

Answer:

 

To answer your question, the real issue is with people using use and utilize synonymously. Many business writers substitute utilize for use because they believe it sounds more professional. Many technical writers especially tend to overuse utilize, and they usually are not approaching it correctly. 

 

In reality, use and utilize do not have the same meaning. Practically speaking, we use use any time we are talking about engaging something in order to accomplish a task. 

 

Allen used email to update his team about all the meeting cancelations due to weather precautions. (Utilize would be incorrect in this sentence.)

 

Utilize has a different meaning. We use utilize when we are describing engaging something in order to accomplish a task for which it was not originally intended.

 

Lynnie utilized her dictionary as a doorstop for her office door.

 

International travelers have begun utilizing surgical slippers as face masks when trapped in airports for hours.

 

We should stop substituting utilize for use. It is a commonly misused word in the “rise of -ize” trend we are encountering as writers. This frowned-upon writing habit includes words such as:

  • Bulletize
  • Securitize
  • Dollarize
  • Statementize
  • Calendarize

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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Photo by Magda Ehlers

affect or effect

Affect or Effect?

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2024 Grammar-for-Grownups Top 10

 

Number 8: Affect and Effect

 

This question pops up in almost every #IAAP CAPstone Business Writing Specialty Certificate course, and this semester’s cohort had the same question.

 

Question: “Mandi, is there a trick to remembering when to use affect or effect?”

 

Answer: Oh, how I wish there were a simple gimmick to help us remember when to use affect or effect. Alas, that’s why it’s so tricky; there’s no sure-fire memorable saying to help with this sometimes confusing word choice. And, it’s not as simple as saying affect is a verb and effect is a noun. So, how do we know when to use which word?

 

Below is what I shared with the cohort. It boils down to word substitution—but I’ve found it really works.

 

Effect is a noun. When effect is being used as a noun, it means “result.”

 

One effect of Tropical Storm Bob was closed beaches in Mobile Bay.

 

Translation: One result of Tropical Storm Bob was closed beaches in Mobile Bay.

 

Another way to look at it is if you can put an or the in front of it, use effect.

 

Affect is a verb. When affect is being used a verb, it means “to change or influence.”

 

Tropical Storm Bob affected our vacation plans.

 

Translation: Tropical Storm Bob changed our vacation plans.

 

Life would be sweet if it really were that simple, but here’s the catch. Effect also can be used as a verb. And when effect is a verb, it means “to cause.” [Think of cause and effect.]

 

This new HR policy will effect a change in our organizational chart.

 

Translation: This new HR policy will cause a change in our organizational chart.

 

This word substitution works for me. I’m curious if you have any other memorable tricks for effect and affect—and effect. Please share in the comments.

 

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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irregardless

Is it “Irregardless” or “Regardless”?

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2024 Grammar-for-Grownups Top 10

Number 10: Irregardless

 

We just completed the eight-week intensive #IAAP CAPstone Business Writing Specialty Certificate course. Congratulations to the 48 participants who completed the course requirements successfully! It was my pleasure to work with you and get to know you during our time together, even though most of it was on Zoom.

 

During the final two weeks of the course, we focused on the rewriting phase of the overall business writing process. Participants emailed questions throughout the week, and we answered them during our Friday Feature session on Zoom. We called it the Friday Feature because we featured the grammar, punctuation, and capitalization questions that puzzled some of us. I’ve whittled these questions into a Top 10 list. These were the most regularly asked questions during the course. We’ll begin with number 10.

 

Question: “As far as wacky words, I have an executive who always uses irregardless instead of regardless. Can you please clarify during our discussion on Friday?”

 

Answer: It won’t take long to answer this one. Irregardless is not grammatically acceptable. Don’t use it. Avoid it when speaking, and definitely don’t write it. Regardless is always the acceptable version.

 

Example: I’ll be at the school regardless of what time the student awards program ends.

 

Example: We decided to rent a car and drive to Kansas City regardless of the 11-hour time commitment.

 

Never use irregardless. You’ll notice even your spellcheck rejects it.

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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capitalization competency

Capitalization Competency: More Capital Ideas

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Capitalization rules are easy; it’s the exceptions that drive us crazy. 

 

Which is correct?

These reports were provided by the city of Jackson. 

OR

These reports were provided by the City of Jackson.

 

Isn’t this a great question? And, get ready for a lot of twists and turns with the answer. This question exemplifies why capitalization rules are simple—but the exceptions drive us crazy.

 

Correct: These reports were provided by the city of Jackson. 

Capitalize the word city only when it is part of the corporate name of the city as in Kansas City or Mexico City. Otherwise, it is proper to write the city of Overland Park or the city of Madison.

 

So far, so good. Now let’s address the word state. Capitalize the word state only when it follows the name of a state:

 

New York State is a popular destination for international tourists.

Washington State is the nation’s top apple producer.

The state of Mississippi is known for its burgers, blues, and barbeque.

Political candidates flock to the state of Iowa in the month’s leading up to the primary elections.

 

Now, here’s where it gets tricky: Do not capitalize state when used in place of the actual state name.

 

Lesley is an employee of the state.

She is a state employee.

 

However, people working for state government write it as State. Often with internal governmental correspondence, the names of countries, national divisions, and governmental groups, the common noun IS capitalized when replacing the full name. In other words, when the government rather than the actual place is the intended meaning, the word state is usually capitalized.

 

The motion was filed by the State yesterday.

 

Well, this is about as clear as mud. I use four primary style guides as references, and all four books list slightly different rules. Indeed, many of the capitalization rules in the Associated Press Stylebook contradict rules listed in other grammar guides. My recommendation: Refer to the rules I’ve distilled for you above, and be consistent. Be consistent not just within the document but within your entire organization. 

 

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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Further or Farther

How Do You Know When To Use Further or Farther?

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Learning 365 new words a year is one of my perennial grammar goals.  Read more