Name: Agnes Lipa

English 4

1. Basic Grammar Rules

1. Spelling Errors
There is no good excuse for spelling errors in a final draft.
Everyone should use a dictionary or turn on Spell Check. When in doubt, check it out!
2. Run-on Sentences
Run-ons occur when you try to make one sentence do too much.
For example:William gazed across the broad Pacific his heart was filled with dread.
a. Avoid run-ons by: a. breaking the long sentence into separate sentences:
William gazed across the broad Pacific. His heart was filled with dread.
b. reducing one of the clauses to a subordinate clause and adding a comma:
When William gazed across the broad Pacific, his heart was filled with dread.
c. adding a comma and coordinating conjunction between the two clauses:
William gazed across the broad Pacific, but his heart was filled with dread.
3. Sentence Fragments
Fragments occur when youve written only part of a sentence.
For example:Because there was no other way of escaping the fire.
Fix fragments by making sure your sentence contains both a subject and a verb:
He leaped out of the window because there was no other way of escaping the fire.
4. Subject/Verb Agreement
If the subject is singular, use a singular verb; if the subject is plural, use a plural verb:
The arrival of many friends promises a good time.
Either the principal or the coach usually attends the dance.
Remember: the subject of a sentence is never contained within a prepositional phrase!
5. Pronoun Agreement
Almost everyone makes this mistake: Everyone should get out their books.
A pronoun must agree in number with its antecedent (the word to which the pronoun refers).
Rewrite the sentence using singular pronouns:
Everyone should take out his or her book.
Singular pronouns include: each, either, neither, one, everyone, no one, everybody, nobody, anyone,
someone, somebody.
6. Verb Tense
Tense means time. Verbs tell us what action is occurring, and when it is occurring. Verbs change form to
indicate when an action takes place. Your writing should remain in one tense, switching only when
necessary to the meaning. To fix tenses, read your draft looking only for tense agreement.
7. Plural & Possessive
An s is put at the end of a word for two reasons: to make it plural or to show possession.2
When you add an s to make a plural, dont use an apostrophe:
Plurals: books, students Possessives: the books pages; the students desk
Possessives for plural nouns: the books pages; all of the students desks

 When you add an s to make a plural, dont use an apostrophe.

Possessive pronouns dont use apostrophes: yours, hers, its, ours, theirs.
8. Capitalization
Remember to capitalize proper names, the personal pronoun I, names of cities, states, countries, and
important words in titles such as I Never Promised You a Rose Garden.
Titles that should be underlined (or italicized) include: books, long poems, plays, magazines, movies,
published speeches, TV programs, ships, works of art, long musical works, CDs.
Titles that should be in quotation marks are short stories, songs, short poems, articles in magazines or
newspapers, essays, episodes of a TV program, chapter titles in books.
9. Word Usage = A word used incorrectly. Sentence Usage = a sentence constructed awkwardly.
Frequently confused words:
Its = it is
Too = also, extremely
Youre = you + are
There = in that place

Its = possessive of it
Two = 2
Their = possessive of they

To = toward, as far as
Your = possessive of you
Theyre = they + are

Improper Contractions
Never use could of, should of, would of. What you mean is could have, should have, would have;
correct
contractions are couldve, wouldve, shouldve.
Try not to use contractions at all in formal writing.
Negatives
You should only have one negative word per sentence. Example: I cant do that.
Negatives: not, dont, cant, wont, shouldnt, couldnt, wouldnt, didnt, neither/nor, no, nothing.
Parallel Structure
All items in a series need to follow the same structure:
Incorrect: He stopped, listened a moment, then he locked the door.
Correct: He stopped, listened a moment, then locked the door.
Incorrect: They were singing, dancing, and looked at each other.
Correct: They were singing, dancing, and looking at each other.3
10. Punctuation
A question ends with a question mark [?].
A semi-colon [;] is not a comma. It joins two clauses of a compound sentence:
We were bored with the programs on TV; we decided to go to the library.
A colon [:] introduces a list of items:
Our school has teams for most sports: track, basketball, football, soccer, swimming and tennis.
A hyphen [-] shows that part of a word is carried onto the next line. Break the word between syllables;
you cant divide a one-syllable word.
Quotation marks are used properly as follows:
Craig said, Something is wrong with my hard drive.
I want to go to the Epicentre, she explained. My favorite team is the Quakes.
2. TECHNICAL WRITING
A. Definition
It is giving an account or description

of an aspect of a particular art, science, trade

(industry) or profession (career) learned by
experience, study, observation, or investigation
A special knowledge that belongs to art,
science, medicine, engineering, architecture,
business, or the like.
B. Examples

Training manuals
Operations guides
Promotional brochures
Online articles

C. Properties
1.
Accuracy
Unclear writing can cause many problems
and even inaccuracy in the report. If you
mean to refer to fig 3.1 dont refer to
fig 3.2. Slightest error can confuse or
even annoy the reader of the report.
2.

Brevity
it's easier to grasp the main idea of the
report written if you have a brief report.

3.

Coherence
logical togetherness of the material;
use of traditional devices

4.

Confidence
The modest sureness on your part as the
report writer

5.

Dignity
Formality with respect to words and
the way words are used
Avoid contracted word such as cant,
havent, doesnt because it might give
other meaning.

6.

Emphasis
Main point; separates major from
minor issues

7.

Facility
making the report easy to read and
understand; facilitate
a.

Pacing

 presenting technical and unfamiliar

information in small segments, explained,
defined or illustrated
b.

Sequence
familiar to unfamiliar, simple to the
complex, whole to the parts

c.

Continuity
showing the relation of one part
to another

8.

Grammatical Correctness
grammar, parallel structure,
sentence pattern

9.

Unity
Unified; togetherness

10.

Honesty
Truthfulness

11.

Illustration
graphics, visualization

12.

Judgement
give analysis; criticizing; not bias;
must possess evidences;
conclusion,recommendation

13.

Knowledge
Find solution to problem;
collection of data that involves
interpretation

14.

Mechanical Neatness
appearance of the report

15.

Normal Procedure
formats(standard report);
follow the specification

16.
17.

Objectivity
consider yourself as somebody else;
avoid the use of I, my, me
Qualification
based on what actually happen;
explain the basis;
qualify what had been related to yours

18.

Straight sentences

 simplification of sentences
19.

Thoroughness
Treating your subject fully for your report
to have lasting value

20.

Word Choice
choosing the right words

21.

Veracity
based on facts

22.

Zest
enjoy writing

23.

Ethicality
use word professionally.
D. Importance
The most critical skill required in today's business environment is the ability to communicate, both
verbally and in writing, and technical writing is a major component of work environment. Through
technical correspondence, companies maintain

Customer-client relations
Completion of works as per schedule
Regular maintenance of machineries
Total quality management

E. Characteristics

Clear

Concise

Complete
F. Principles
The paragraph is the unit of composition: one paragraph per topic
Begin each paragraph with a topic sentence
End the paragraph with summary sentence consistent with beginning
Put statements in positive form
Keep related thoughts and words together
Keep verb tenses consistent
G. Purpose
to provide sometimes information.

the type of writing that will assist

a person with understanding more about a
particular item, such as a computer or a

new drug or a new piece of technology.

used to explain how an object works

or how to complete a project.
3. Letter Writing: Business

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's
address at the top of the letter one line above the date. Do not write the sender's name or title, as it is
included in the letter's closing. Include only the street address, city, and zip code.

Date

The date line is used to indicate the date the letter was written. However, if your letter is completed over a
number of days, use the date it was finished in the date line. When writing to companies within the United
States, use the American date format. (The United States-based convention for formatting a date places
the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches
from the top of the page. Depending which format you are using for your letter, either left justify the date
or tab to the center point and type the date.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to
which you are writing. If you do not have the person's name, do some research by calling the company or
speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow
a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference
in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has
some other title, use that title. Usually, people will not mind being addressed by a higher title than they
actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type
the name of the country in all-capital letters on the last line. The inside address begins one line below the
sender's address or one inch below the date. It should be left justified, no matter which format you are
using.

Salutation

Use the same name as the inside address, including the personal title. If you know the person and
typically address them by their first name, it is acceptable to use only the first name in the salutation (for
example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by
a colon. Leave one line blank after the salutation.
If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the
receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender.
For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

Body

For block and modified block formats, single space and left justify each paragraph within the body of the
letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember
that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement
of the main point. The next paragraph should begin justifying the importance of the main point. In the

next few paragraphs, continue justification with background information and supporting details. The
closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

Closing

The closing begins at the same vertical point as your date and one line after the last body paragraph.
Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the
sender's name for a signature. If a colon follows the salutation, a comma should follow the closing;
otherwise, there is no punctuation after the closing.

Enclosures

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by
typing Enclosures one line below the closing. As an option, you may list the name of each document you
are including in the envelope. For instance, if you have included many documents and need to ensure that
the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the
typist initials.