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SECTION I GRAMMAR Chapter 1: STYLE IN BUSINESS WRITING A. PUNCTUATION Punctuati

SECTION I GRAMMAR Chapter 1: STYLE IN BUSINESS WRITING A. PUNCTUATION Punctuation, capitalization, number expression, abbreviation usage are all elements of style that greatly affect the general readability of a written message. They are the tools that every writer uses to guide the reader in quickly and correctly separating and interpreting the thoughts that comprise and convey the complete message. Let us see how to use each of them. 1. The period or Full stop Use it - After a sentence, that makes a statement of fact, opinion, or belief that expresses a command or a polite request. - With abbreviations of courtesy titles, professional titles, seniority terms, academic degrees and a-m and p-m, Mr., Mrs, Miss, Dr., etc., … - With numbers - After condensed statements which are often called an elliptical statement and are usually a word or phrase used as an answer to a question. 2. The Question mark Use it  At the end of a sentence that asks a direct question;  After a condensed question, which is frequently a word or phrase following a statement;  In a series of brief questions related to the same subject and verb.  ex : Would the best qualified person for this job be Marie? Bill? Jane?  To enclose a statement that consists of the exact words spoken or written by someone else  To enclose the titles of articles, essays, short poems, lectures, report and chapters of books 3. Exclamation point Use it - After a sentence, a phrase or a single word to indicate strong feeling or emotion. ex: Congratulations! You deserve the promotion! 4. Comma Use it  Between independent clauses  In a series  Between coordinate adjectives  After introductory words (consequently, accordingly, yes, no, however, therefore, otherwise)  After introductory phrases  After introductory clauses  To separate thousands from hundreds, millions from hundred thousands ex: 11,256 employees; 91,356,200  Between consecutive numbers ex: In 1982, 12,357 members participated in the survey. 5. The Semi-colon Use it  Between independent clauses  Before namely, that is or similar expression. 6. The Colon Use it  After a statement that introduces a series of items within a sentence or a list of items displayed in separate lines.  Between hours and minutes (when clock time is expressed in figures, use a colon to separate hours from minutes. 7. The Dash Use it  Before all, these or a similar word that follows and summarizes a series at the beginning of a sentence. 8. The Parentheses Use them  To set off references to illustrations, charts, diagrams, pages or chapters of books and so on. 9. Underscores  Underscore the title of books, magazines, newspapers, pamphlets, reports and chapter of books.  Underscore words referred to as words, words accompanied by definitions and foreign expressions that are not part of the English language. 10. The Apostrophe Use it  To denote a letter or letters omitted.  To denote possession. 11. The Inverted Commas  Round direct speech.  Round slang and words with a special technical meaning. 12. Hyphen In many cases this is not regarded as very important in English and in such instances may be inserted or omitted according to personal will. B. CAPITALIZATION Capitalize  First words of sentences – of direct quotations – of each item displayed in a list – of complimentary closings.  Title of persons before names – after names  Title of literary and artistic works  Periods of time and historical events  Brand and trade names  Place names  Organizations names  Words derived from proper nouns. C. ABBREVIATION Personal names, titles and related terms Personal names: With the expression of saint, which is usually abbreviated (st); do not abbreviate the name of a person. In the names of government agencies, United States is often abbreviated (US); however, names of countries should not be abbreviated when they appear by themselves in sentences. Personal titles: Whether they appear with complete names or with last names only, abbreviate these titles : Mr., Mrs., Miss and Dr. Do not abbreviate the names of months or days of the week. A.D and B.C.: A.D (representing Anno Domini and meaning “in the year of our Lord”) is written before the year : A.D 1812 The abbreviation B.C. (“before Christ”) is written after the year : 3000 B.C. Business Terms: Such commonly used business terms as those below are often abbreviated. c.o.d or COD (Cash on Delivery) P.O (Post Office) f.o.b or FOB (Free on Board) e.o.m or EOM (End of Month) PR (Public Relations) CEO (Chief Executive Officer) Chapter 2: PARTS OF SPEECH The parts of speech are the eight classes into which words are divided in the basis of how they are used in sentences, clauses and phrases. Here are those eight classes and definitions: Noun – Pronoun – Adjective – Verb – Adverb – Preposition – Conjunction – Interjection. 1. Adjective  An adjective is a word used to modify a noun or a pronoun. 2. Adverb  An adverb is a word that modifies a verb, an adjective, or another adverb. 3. Conjunction  A conjunction is a word that connects words, phrases or clauses in a sentence. 4. Interjection  An interjection is a word used to express strong feeling or emotion. An interjection has no grammatical relationship to the rest of the sentence. 5. Noun  A noun is a word that names a person, place, animal, quality, object or thing of any kind. 6. Preposition  A preposition is a connecting word that shows the relationship between a following noun or pronoun (the object of the preposition and some other word in a sentence). 7. Pronoun  A pronoun is a word that takes the place of a noun. The use of pronouns eliminates the monotonous repetition of nouns. 8. Verb  A verb is a word that expresses action or state of being. Every group of words that is a sentence or a clause contains at least one verb. Chapter 3 : THE VERB DEFINITION Verb is the most important class of the parts of speech. o A verb is a word by means of which something is said about somebody or something. o The verb, we may say, is the heart and life of a sentence; without a verb (expressed or understood) there can be no sentence. CATEGORIES OF VERBS We distinguish four categories of verbs: 1. The auxiliary verbs: To BE and TO HAVE 2. The semi-auxiliary verbs: DO – NEED – LET 3. The modal or defective verbs: CAN – MAY – MUST- OUGHT TO – SHALL – WILL with their pasts 4. Ordinary verbs which are divided into two parts (Regular and Irregular verbs) Chapter 4 : THE VERB – VOICE We can often put a statement in two different ways by using a word as the object, by using the same word as the subject. Ex: The tiger killed the man The man was killed by the tiger. In the first sentence, the subject (the tiger) stands for the doer of the action and the verb (killed) is said to be in the active voice. In the second sentence, the subject is “the man” and the verb (was killed) is said to be in the passive voice. We know that only verbs used transitively can take an object, therefore only transitive verbs can be used in the passive voice. We use the passive voice:  When the active subject is unknown or cannot easily be stated.  When the subject is unmistakably clear from the context  To avoid the too frequent use of the pronoun I, and so to avoid the appearance of egotism. ex: As has already been said. Active and passive nouns and adjectives: It may be of some interest to notice here that some nouns and adjectives, also have what may be called an active or a passive meaning. Thus: Employer (active) >>> employee Contemptuous >>> contemptible Chapter 5 : THE VERB – MOOD The Mood: Mood is the form of the verb which shows the manner in which the action is represented. It consists of groups of tenses, each group having a certain similarity of meaning. There are three chief moods, which we may describe briefly as follows: i. Indicative, the mood of fact ii. Imperative, the mood of command iii. Subjunctive, the mood of uncertainty There is also the Infinitive, which is hardly a mood at all but rather a collection of verb nouns and verb adjectives. It comprises Infinitives, Gerunds and Participles. The infinitive is a verb-noun; it expresses or names the action in a general way: to learn, to have learnt. It names the action in an indefinite way, without reference to maintaining. The participle is a verb-adjective: it is used as an epithet (ex: let sleeping dog lie). As a predicative adjective. The gerund is a verbal noun: It is used as: 1. Subject: uploads/s3/ english-bts-hnd-1docx.pdf