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Writing Center Online Writing Lab (OWL) > Editing Tips This page contains brief explanations of how to identify and correct common grammatical problems. These discussions may be useful for writers who are in the final stages of editing and proofreading.
A complete sentence must have (1) a verb, (2) a subject,
and (3) a complete idea. Common Errors That Create Fragments: Ø The period was used too soon
Ø A clause that begins with a conjunction is set off as a separate sentence, instead of linking to main clause
Ø The subject does not have its own complete verb
Fragments are permitted when you’re writing dialogue because people often speak in fragments.
Fragments may also be used for emphasis or special effect. Be careful not to overdo this.
To edit a paper to find and correct sentence fragments, try one or more of the following techniques: ¨ Read
the paper aloud.
If the subject of the sentence performs the action, the verb and sentence are in the active voice. Active sentences are vivid and lively. If the subject is acted upon, the verb form and sentence
are in passive voice. In a passive sentence, the person or thing
that performs the action usually appears toward the end of the sentence
after the word “by” or is left out. A passive sentence always has a
form of the verb “to be” in it. Passive voice often leads to wordiness
and can be confusing when the doer of the action is left out. Passive: The book was given to Marcie
by Sean. Passive: Huge traffic jams are endured
by many motorists commuting to work Do not shift to a passive verb form when the same person is still active. He retyped his resume and it was mailed the same day. After you complete the form, it should be returned to
the employment agency. Passive voice may be useful when the performer of the action is unknown or unimportant. The book about motorcycles was misplaced among the books
about cosmetics. Passive voice can also be effective when the emphasis is on the receiver of the action or the verb. The police were totally misled. Passive voice may be used when the performer of the action does not want to take responsibility for the action. Mom, the car was totaled! (You don’t admit your guilt.…..Mom, I totaled the car.) ¨ Read
your paper, watching for forms of the verb “to be.” Make sure sentences
with “to be” verbs are active or an effective use of the passive voice. Aim at accurate, active verbs with exact shades of meaning to make your writing forceful and easy to understand. When we are in a hurry, we often use words that come close to expressing our intended meaning, but aren’t exactly right. Choosing words is based partly on your purpose, your audience, and the image you want to project. Choose thoughtfully! If you are writing to inform readers with a balanced, detailed assessment avoid highly emotional words. Don’t reject accurate common words. Larger or more sophisticated-sounding words do not mean better writing. Use a larger or less common word only when the choice captures your meaning more accurately or avoids redundancy better than the simpler choice. ¨ Check your paper for active, colorful verbs that convey a lot of meaning. Ivana spoke her answer quietly. Ivana whispered her answer. ¨ Avoid passive verbs. The ball was kicked by Pelé. Pelé kicked the ball. ¨ Circle forms of to be. This verb form does not convey any action and may make your sentence needlessly wordy. However, not every to be verb needs to be replaced. Use them to link a subject to a noun that renames it or to an adjective that describes it. A surge of power was responsible for the destruction
of my computer. History is a bucket of ashes. ¨ Adjust to your readers’ needs. College writing usually has a fairly high level of formality. Avoid slang.
¨ Circle there is, there are, it is constructions. These may be unnecessarily vague, wordy, or confusing. They also let the writer withhold information. Is this appropriate or has the construction led you to omit important details?
¨ Edit out words used in older literature which are rarely used today. Language constantly changes. Some words fall out of common usage while new words enter the vocabulary. Other words shift meaning.
¨ Circle any words you learned recently or have not used often. Check with a dictionary, friend or tutor to make sure they work.
¨ If several alternates come to mind, write them down separated with slashes. Later, with the help of a dictionary, friend, roommate or tutor, you can choose which word most accurately captures your meaning.
Apostrophes for Possession and Contraction Apostrophe for contractions Contractions are common in informal speech and writing, but use them sparingly in formal writing. Remember the apostrophe goes in place of the letter or letters that were left out. Be careful with words such as don’t and doesn’t (do not write do’nt and does’nt) Apostrophes for possessionDistinguish between singular and plural possessives Recognizing Possessive ConstructionsIf you are not sure a construction is possessive try the following transformation. If you can transform the construct into a phrase using “belonging to” or “of” with the same meaning, the construction is possessive and requires an apostrophe. The power of the president . the
president’s power ¨ Circle
all words with apostrophes. Subject/Verb AgreementIf you have many problems with subject/verb agreement you might need to circle every verb in your paper, find its subject, and make sure subject and verb agree. Otherwise you might want to check the following common problem areas. ¨ Focus on individual sentences. Try reading each sentence out loud or reading your paper backward sentence by sentence. This will help you concentrate on each sentence instead of the overall meaning. This may help your ear to detect some errors.
¨ Find all collective nouns; they take singular subjects unless they are used in a way that means the individuals and not the group.
¨ Watch for sentences beginning with there is, there are, here is, here are and any other sentences where the subject follows the verb. It is hard for your ear to hear what is right, so check whether the subject and verb agree in number.
¨ Look for long sentences where the subject might separated from the verb by a phrase or clause. It is hard for your ear to hear which verb form is correct in these sentences.
¨ The words some, most, all, none, and half (along with other fractions) can be either singular or plural depending on the meaning of the sentence.
¨ Your word processor’s grammar/spell check program will tag sentences that may have agreement errors. Be sure to find the subject and verb in each of these sentences and check for agreement problems.
This comes under the umbrella of finding the exact word. Two places to look for help with finding exact words are the dictionary or a thesaurus (a book of synonyms and antonym). Try to select words with the appropriate connotations. Choose specific, concrete words. Do not misuse words: if a word is not part of your active vocabulary it is easy to misuse it. Avoid worn-out or overused expressions and use figures of speech with care. Obviously, both abstract (love hate, justice, fear) and concrete (rock, frog, rose) are necessary to convey meaning. Still, to create the image in the reader's mind it is necessary to be as specific as possible: film (a general class), science fiction (a narrower class), and Jurassic Park (more specific yet). The example below of a sentence using an abstract word shows how different readers might have varying images. My fifteen-year-old son glanced out the window and happily yelled, "What a beautiful day!" After an informal survey, I determined that 90% of the people asked defined a "beautiful day" as sunny with blue skies, birds twittering, etc. etc. etc. In fact, what my son saw out the windows was thunder and lightning, rain pouring down and hurricane wind scattering tree branches across the road. So, for him to accurately depict what he had in mind would required a bit more elaboration than the simple word "beautiful." This is the kind of playing with language that often comes during the revision process, not necessarily in the first draft of a piece of writing. Have fun with the words, the connotations, and the insights that are given to the reader by the author. ¨ While reading a paper aloud or while listening to a paper being read, focus on the "picture" being drawn, the sounds being heard, the odors smelled and the textures felt. Does the language create a vivid picture in your mind? Unfortunately for the over-burdened, the computer does not help with homonyms, those words sounding the same but having different meanings and spellings. The best idea is to come up with a trick to help remember the words that cause you the most difficulty. For instance the infamous aide-memoire: Principal this principal is a PAL, a person.
This spelling means a person who heads a school. They're the apostrophe means there are letters missing so this is the contracted form of they are.
There cover up the letter t and the word is here, a place. Now uncover the letter t and the words is there, another place, but farther away.
Their by the process of elimination this last word must be the one indicating possession.
The next is not a homonym problem, but does occur because of sound similarity. Please be careful and remember that there is not construction in English using "of" as a helping verb (could of, would of, should of). Wrong: I could of gotten that for you.
If two or more ideas are parallel they are easier for the reader to grasp if they are expressed in parallel grammatical form. Briefly, parallelism in writing balances a word with a word, a phrase with a phrase or a clause with a clause so the parts of a sentence are grammatically the same. Parallel: I like biking, swimming, and
camping. ¨ Watch
for words, phrases, clauses, and verb forms in a series. Make sure
each item in the follows the same pattern. The colon is generally used after a complete sentence to call attention to the words that follow. Use a colon after an independent clause to direct attention to a list, an appositive, or a quotation. List: Your daily exercise routine
should include the following: twenty knee bends, fifty push-ups and
ten minutes of running in place. Use a colon between two independent clauses if the second summarizes or explains the first. Sentences: Minds are like parachutes: they only function when they are open. ¨ Skim
your paper, marking every colon you find. Is each colon used correctly?
Is there a complete sentence before each colon? If you used several
colons, you may want to rewrite some sentences to make the colon
unnecessary.
The semicolon is used sparingly in modern writing. The major uses of the semicolon are listed below: 1) Use a semicolon between independent clauses when the ideas are closely related and the clauses are not joined with a coordinating conjunction.
2) Use a semicolon between independent clauses linked with a transitional expression.
3) Use a semicolon between the items in a list when one or more of the items has internal punctuation.
How many semicolons did you use? Skim your paper and mark every semicolon. If you have several semicolons, you may want to rewrite some of the sentences to make the semicolon unnecessary. When you used a semicolon did you use it correctly? Avoid common misuses of the semicolon: ¨ Do not use a semicolon between a subordinate clause and the rest of the sentence.
¨ Do not use a semicolon between an appositive and the word to which it refers.
¨ Do not use a semicolon to introduce a list.
¨ Do not use a semicolon between independent clauses joined by coordinating conjunctions.
Ø Use quotation marks to enclose direct quotations, the exact words someone spoke or wrote. Olivia shouted, "I was promoted to department manager yesterday!" Ø Do not use quotation marks around indirect quotations. An indirect quotation reports someone's ideas without using that person's exact words. Olivia told us she had been promoted to department manager yesterday. Ø Use single quotation marks to enclose a quotation within a quotation. Tom groaned, "If I hear another newscaster say someone is 'pushing the envelope' I'll lose my mind." Ø Do not use quotation marks to disown trite expressions or to justify an attempt at humor. Ø Punctuation with quotation marks:
¨ Scan your paper and highlight key words that indicate you may be using someone else's words in dialogue or as a source of information. Common dialogue cues: said,
says, shout(ed), whisper(ed), call(ed), etc. Look at the passages before and after the words you found and check if you are using someone else's words or ideas. Insert any necessary quotation marks.
Most sentences begin with the subject, move to the verb and continue with the object, with modifiers tucked in along the way or at the end. These sentences are grammatically correct, but too many in a row will become monotonous. If your rough draft has too many same-sounding sentences, try adding some variety with the techniques below. Remember, don't sacrifice clarity or ease of reading. Vary your sentence openings: Ø Adverbial modifiers are usually easily moved and can be inserted ahead of the subject. These modifiers might be single words, phrases or clauses.
Ø Adjectives and participial phrases can often be moved to the beginning of a sentence.
Ø Invert sentences occasionally.
Use a variety of sentence structures: simple, compound, complex, and compound-complex.
To edit a paper to find out if you do not have enough sentence variety: ¨ Read
the paper aloud. Mark sentences that sound too repetitious. Writers use dashes and parentheses to set off extra information that is included in a complete sentence. These brief bits of description or explanation would not affect the meaning of the sentence if they were taken out. Writers always want readers to be able to find the main idea of a sentence easily, so they set off extra information with dashes or parentheses. Rather than taking out sections of additional information (you thought they were important enough to include in the first place), see if surrounding them with either dashes or parenthesis would help your reader differentiate between the core of the sentence and the additional bits of information. Think of these kinds of punctuation marks as a tap on the shoulder or a gentle poke in the ribs of the person you are talking to, or a lowering of your voice in order to let them know there's something else you want to tell them. A note on dashes: if the extra information comes at the end of a sentence, you only need one dash at the beginning of the extra information to set if off. The period will set off the end of the extra. A note on parenthesis: parentheses always come in pairs. ¨ Read
your paper backwards, one sentence at a time. Highlight or circle
passages where you included extra information. Do you need to surround
the extra information with dashes or parentheses to help your reader
find the main idea of the sentence? Note: In the examples below all the commas in bold type are wrong. Ø Do not use a comma between compound elements that are not independent clauses.
Ø Do not use a comma after a phrase that begins an inverted sentence.
Ø Do not use a comma before the first item or after the last item in a series. Ø Do not use a comma between an adverb and an adjective.
Ø Do not use commas to set off restrictive or mildly parenthetical elements.
Ø Do not use a comma to set off a concluding adverb clause that is essential to the meaning of the sentence.
Ø Do not use a comma to separate a verb from its subject or object.
Ø Do not use a comma after a coordinating conjunction. Ø Do not use a comma after such as or like. Ø Do not use a comma before a parenthesis. Ø Do not use a comma with a question mark or exclamation point.
Pronouns substitute for nouns: they are a kind of shorthand. After Andrew intercepted the ball, he kicked it as hard as he could. he stands for Andrew; it substitutes for ball. Note: all of the examples below are of errors in pronoun reference. Ø Avoid ambiguous pronoun reference When I dropped the pitcher on the glass-topped table it broke. What broke? The pitcher or the table? Ø Avoid placing a pronoun so far away from its antecedent that the sentence is not easy to read. Ø Avoid using this, that, which, and it to refer to whole ideas or sentences. For clarity these pronouns should refer to specific antecedents. Patients have to wait longer and longer at the free clinic. Most of them accept this with minor complaints. Ø Do not use a pronoun to refer to an implied antecedent. After braiding Ann's hair, Sue decorated them with ribbons. Ø Avoid using they to refer to persons who have not been specifically mentioned. My gas bill listed suggestions for saving energy. They said to set a moderate temperature for the water heater. Ø Avoid using the pronoun it indefinitely in constructions like the following It is said on television... Ø The pronoun you is appropriate when you are addressing the reader directly. In formal contexts do not use the pronoun you to mean "anyone in general." In Ethiopia you don't need much property to be considered wealthy. Ø Use who, whom, or whose to refer to people. Neighbors wondered how an old lady that walked with a limp could fix her own roof.
Paragraph Logic and Effectiveness Reworking your paragraphs can occur at almost any time during your writing and can be repeated as often as necessary. It is also a normal part of revising and editing. ¨ Scan your paper for large blocks of text, especially areas of half a page or more. You might need to insert a new paragraph at the following places: a) A
change of idea or subject. Now, highlight or mark the topic sentence of every paragraph and go through the checklist below: ¨ Do
all the ideas in the paragraph belong? Move or cut any ideas that
don't belong in the paragraph.
A pronoun is a word that substitutes for a noun. The antecedent is the noun or pronoun to which the pronoun refers. A pronoun and its antecedent agree when they are both singular or both plural. Common trouble spots: ¨ Indefinite pronouns refer to nonspecific persons or things. Treat them as singular. drivers
have .......................................................................................................A
driver who is ¨ Generic nouns represent a typical member of a group (a student) and are singular. he
or she wants ¨ Collective nouns name a class or group (jury, committee, team, family, class). Usually the group functions as a unit so the noun should be treated as singular; if the members of the group function as individuals, treat the noun as plural. unit: The committee granted its permission
to build a new library. ¨ Compound antecedents connected by and are generally plural.
¨ Compound antecedents connected by or, nor, either...or, neither...nor. The pronoun must agree with the closest antecedent.
Run-Together Sentences and Comma Splices A run-together sentence occurs when two independent clauses are run together without any punctuation or coordinating conjunction between them. A comma splice is two or more independent clauses joined with only a comma. Four ways to correct run-together sentences: 1) Use
a comma and a coordinating conjunction ( and, but, for, so, yet,
nor, or ). 2) Use
a semicolon or colon if appropriate. 3) Separate
the clauses into separate sentences. 4) Restructure
the sentence, perhaps by subordinating one of the clauses. If you have a problem with run-together sentences, first look for common trouble spots: ¨ Remember
that transitional expressions are not enough to connect complete
sentences. comma splice: We usually think of children as innocent, however, they can be cruel. ¨ Example or explanation in second clause ¨ Pronoun as subject of second independent clause.
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