Unit 1 - Basic Skills

1.0 Objectives

1.1 Introduction

1.2 Using a Dictionary

1.3 A Guide to Basic Punctuation

1.3.1 Terminal Punctuation

1.3.1.1 Period

1.3.1.2 Question Mark

1.3.1.3 Exclamation Point

1.3.2 Sentence Punctuation

1.3.2.1 Comma

1.3.2.2 Semicolon

1.3.2.3 Colon

1.3.2.4 Apostrophe

1.4 Traditional Parts of Speech

1.5 Sentence Structure

1.5.1 Sentence Fragments

1.5.2 Run-On Sentences

1.6 Let Us Sum Up

1.7 Answers to Check Your Self Assessment Activities

1.8 Terminal Questions

1 . OBJECTIVES

By the time you complete this Unit, you will be able to:

Use dictionary to help select appropriate words for your writing;
Apply basic rules that describe when and where to use punctuation such as periods: questions marks, commas, semicolons, colons, and apostrophes;
Identify the parts of speech used in sentences, including nouns, pronouns, verbs, adjectives, conjunctions, prepositions, and interjections
Idenlify sentence fragments and change them into complete sentences;
Use several techniques to construct complete sentences from run-on sentences.

c2 1.1 INTRODUCTION

Each persol) plays a variety of roles in life. You are a friend, a mate, a colleague, an employee, a supervisor. 2nd a representative of your organisation. You communicate with diverse groups such as salespeople, suppliers, government representatives, co-workers, and community groups.

Much of your success in dealing with other people depends on your choice of words. You must choose words that other people will understand. Your words must capture their interest while reflecting your sincerity and objectivity. Equally important, you must make sure that you are using words correctly.

Co~nmur~icntion Skills for Business

In this section, you will learn some simple techniques for expanding your vocabulary. L.ean11ngnew words allows you to add detail to your documents and speech. Using the correct word also makes your writing concise and easy to follow.

1 2 USING A DICTIONARY

A dictionary provides you with a wealth of information to help you choose, use, and spell the right word. When in doubt about what word to use or the meaning of a word that you are reading, look it up i n your dictionary.

A good dictionary gives the following information on a word (usually in this order):

I The word correctly spelled and with hyphcns to show syllable breaks.

2 'I'he pronunciation (definitions of the pronunciation synlbols can usually be found at the front of the dictionary),

3 TIPCpart of speech that the ward represents (i.e.,noun, verb, adjective, adverb, etc,).

4 Spelliilg of alteniate forms if the word can be gramlatically changed by adding letters at the end (c.g.,-ed, -ing, etc.).

5 Definitions of the k~ord(numbered if there is mare than one definition). The first definition i8 generally the moat common.

6 The origin of'thc word (the etymology)-Latin (L), Greek (G),French (Fr), ctc.

7 Other inf~miaiionon synonyms (words of roughly similar meaning), antonyms (words of roughly opposite meaning), usrrge/and alternative spellings.

Here is ail example of on entry in a dictionary:

consultirig with his luwyer. 3. to take into consideration; have regard for: A good ruler consults the irtterests. and feeling oj'his people. [< L consultare < consulere take counsel, consult]

Syn. 2. Consult, confer = to talk something over with someone in order to make a decision. Consult = to talk over something of importance with another or others who are in a position to give wise advice: He decided to corisult wit11 his

Dictionaries usually have full explanations of how to use the abbreviations and symbols in their front pages. Keep a dictionary close by when you write or read any article. L,ooking up the meaning of words call expand your vocabulary quickly. Use your dictionary to do the following Self Assessment Activities.

Self Assessment Activity 1

You are editing some reports written by a rather wordy writer, who likes to show off his large vocabulary. The only problem is that hardly anyone cat1 understand some of the words he uses. So you need to make the sentences as clear as possible, and this means changing some of the words. Here are some of the wordy extracts. Find sinlpler, more familiar words to replace the words in italics. When you are done, check your answers against the key provided at the end of this Unit.

atvdpdy aq01le%all~ p[noqs 11 c

ayl -1aununsa q %u!inpearn

......................................................................................................

,qo[ ayl ioj uosrad ly8u ayl8upq s yjo sua,trour,tru,tuaas amq [ 9

......................................................................................................

z L ~ ~ A O J VluawssassvJlas

I B ~ M ayl ' u o jluauno i!ayl u~- 8 u f l a~Xl~sal n siau!l-auo BLQAOIIOJaql

auyuualaa

aq mo l ~ y lauo VIA aoualuas qoBa ao81da~n8u!mau aql ap!q lnq loauoo ale sp~om

-poolsiapunXln'alo

......................................................................................................

-p!nU ~eaaoe~pauedap Ala~qd!oaidiaao asoudqoel auooaq 01 ssaIj!ry sr $1

.............................r . . . i . * . . . . . . . . . . . . . . . . . , . . , . . , , , i . . . , , . . . . , . . . . . . . , . . . . . . . . , , . , , . , , . . . ,

-Xqpunjo~dsnoamln3 X1a1os sassassod qaltld.apnp 9

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Communication Skills for Business

What you have just done in this Self Assessment Activity is very important in writing. Your main task when you write is to be understood-to communicate. YOU must use familiar, everyday words that everyone should be able to understand. Do not think that you have to impress people with complicated words and phrases.

In the next section, you will review the key punctuation marks that help to clarify written ideas, add emphasis, and link thoughts together.

1.3 A GUIDE TO BASIC PUNCTUATION

The following section provides some simple rules to follow when using common punctuation such as periods, question marks, exclamation points, commas, semicolons, colons, and apostrophes. English grammar has many more rules for other punctuation not covered in this section. Parentheses, quotation marks, hyphens, dashes, and ellipses are all part of the punctuation rules that you may come across in English grammar books. The following is not intended to be a complete English grammar course.

Q 1.3.1 Terminal Punctuation

This section will cover the basic punctuation most commonly used to end sentences in business writing.

1.3.1.1 Period

A period is used to indicate the end of a sentence. The sentence is either declarative (makes a statement) or imperative (the implied subject is "you").

Examples:

The three boys waited for their mother. (a declarative sentence)

Wait there. (an imperative sentence; note that you can insert the subject .

"you" in this command so that it reads "You wait there.")

Periods are not used at the end of sentences within sentences.

Examples:

The storm (I caught a glimpse through the curtain) was starting to approach.

Mary's reply, "I do not want to go," was expected.

1.3.1.2 Question Mark

The question mark is used to identify a query (an interrogative sentence). These sentences usually start with who, what, where, when, why, or how.

Examples:

Who will represent the poor?

How do I complete this report without the correct information?

When can you get me the information?

A question mark should be used at the end of an element that is part of a sentence.

Examples:

"How can the two women be reconciled?" was the question on everyone's mind.

"What for?" he wondered. (not: "What for," he wondered?)

As he asked himself, "How am I going to pay for this?" he noticed a rupee on the ground.

1.3.1.3 Exclamation Point

An e:cclamation point is used to note an emphatic remark. Remember, it should be used sparingly. Used too often, it loses its effect on a reader.

Exannples:

Look out!

Your comment certainly lacked tact!

Suddenly, the street child looked as if all were lost!

In most business writing you will be making statements of fact, so you will use the period. To be more effective in writing a fact, you will need to join your thoughts

r together or separate them to make the meaning clear. The next section shows the simpl2st method to do this using punctuation.

k 1.3.2 Sentence Punctuation

a 1.3.2.1 Comma

The ci,mma is by far the hardest punctuation mark to use correctly. Do not insert a comma merely because the sentence is long and you feel there ought to be a comma somewhere. Learn where a comma is required, and only use one when you know it is needed.

1 Comrr~asare used when:

1 Two sentences are joined together by a co-ordinating conjunction.

2 An introductory clause, phrase, or word precedes the sentence.

3 Three or more words, phrases, or clauses are written in a senes.

4 A sentence is interrupted by a clause, phrase, or word that is not part of the sentence structure.

5 A series of coordinited adjectives describes the same noun.

6 W th places, addresses, dates, and titles.

7 A !sentence introduces a quotation.

The following pages contain fuller explanation and examples of these rules for using

COII111ISlS.

1 Tu.0 sentences are joined together by a co-ordinating conjunction. Use commas to separate two main clauses in a compound sentence when they are joined by one of the seven co-ordinating conjunctions (and, but, for, nor, or, so, yet).

Examples:

Mary wrote the novel, and Julie edited it.

The house burned to the ground, but the fire station was not notified.

2 An introductory clause, phrase, or word should be followed by a comma. Common introductory words that should be followed by a comma include yes, however, and well. Introductory clauses that start with certain words (including: after, although, as, because, if; since, when, while) should also be followed by a comma. Many introductory phrases require a comma. However, prepositional phrases of less than five words usually do not require a comma unless it is needed for clarity.

Examples: ......

When you have completed the progress report, we will discuss the project in Delhi.

Since you insist, please make the flight arrangements yourself.

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Communication Skills for Business

If you insist on making the flight arrangements, you will need a purchase order.

After a long and heated discussion, the board voted in favour of the development.

In the meantime I will order the spare parts. (Here the reader can see the introduction without the help of a comma because it is so short.)

Use commas with and or or to separate three or more words, phrases, or clauses written in a series.

Examples:

The report was clear, concise, complete, and correct.

Required skills are comprehension, business math, word processing, or related computer skills. .

He agreed to follow instructions, train the student, write regular progress reports, and live on site.

She brought up three children, rana convenience store, attended fitness class three times a week, and took regular carrespondence courses.

4 Use a pair of commas in the middle of a sentence to separate a clause, phrase, or word from the rest of the sentence. These words are separated because they do not grammatically belong to the sentence, and are not essential to the meaning. Considering the following questions may help you to decide whether the clause, phrase, or word is essential.

If you leave it out, does the meaning of the sentence stay the same?

Does it interrupt the grammatical flow of the sentence?

If you move it somewhere else in the sentence, does the sentence still make sense?

If the answer to one or more of these questions is yes then the clause, phrase, or word is not essential and should be separated with a pair of commas.

Examples:

You can, without a doubt, use it all year round.

Frogs, for example, are eaten in France.

He will, however, be expected to attend committee meetings.

The manager, who always wore a blue suit, was asked to represent our committee at the public meeting. '

Do not use commas with restrictive modifiers, which are essential to the meaning of the sentence. That clauses after nouns are always essential.

Examples:

My sister who lives in Delhi is older than my sister who lives in Mumbai. (Take away the essential who clauses, and the sentence says "my sister is older than my sister"!)

The report that is written in Hindi contains more information than the report that is written in English. .

The girl, who is only thirteen, works as a secretary. (Take away the non-essential who clause, and the sentence still makes sense.)

5 Use commas to separate a series of coordinated adjectives describing the same noun. To determine if adjectives are coordinated, try asking these questions:

Can you change the order of the adjectives?

Can you write and between the adjectives?

If you can do either and the sentence st111makes sense then the adjectives are coordinated and require a comma.

Examples:

He usually wore a white linen suit. (not coordinated)

She is a friendly, happy person. (coordinated)

6 Cornmas must be used to separate places and addresses (except between the street name and number), parts of dates (except between the month and day), and titles that follow a name.

Exa~mples:

I sent the package from Camden, NJ to New Delhi, India.

On April 16, 1945, the Red Army began the battle to llberate Berlin. Dr. Robert Atkins, MD, researched effects of the "low-carb" diet

7 Use a cortima to introduce a quotation.

Examples:

"What," Manju asked, "do you expect me to do about it?" He replied, "I do not know, but something must be done!"

Self Assessment Activity 3

1 Add c:ommas as needed in the sentences below. If the sentence is correct, check the

I box to the right of the sentence. r1.IIe left the scene of the accident and tried to forget that it had

I Lappened.--J

1 2. Oil which is lighter than water rises to the surface.

Sharma was an attractive gracious lady.

is a word with many meanings and some of them are tcontradictory.

5. ?he contractor testified that the house was completed and that th'e work

1 had been done properly.

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6. Some people refuse to go to the zoo because of pity for creatures that nust live in small cages.

1 7. T'axicabs that are dirty are illegal in some cities.

1 8. The closet contained worn clothes old shoes and dirty hats.

) 9. The uninvited guestwore a dark blue tweed suit.

- -,,t 10. A.fter surviving this ordeal the sailor felt relieved.

1 11. Shakespeare's early plays I believe stand the test of time.

1 12. September 1 1 200 1 will never be forgotten.

1 13. Write the editor of the National India Report 2041 Dr. Prasad Road NewDelhi100-1100.

1 14. He replied "I have no idea what you mean."

I15-.After a good washing and grooming the pup looked like a new dog.

16. Because of their opposition to institutions that force creatures to live in captivity some people refuse to go to the zoo.

C17.Iden who are bald are frequently the ones who are the most autho~tativeon the subject of baldness.

18. Vests which were once popular have been out of vogue for several

I i

I I

1 1

I 1

1 I

I 1

I I

I ~

Communication Skills for Business

Self Assessment Activity 4

place commas where appropriate in the following sentences.

1 There was no question that John's painting a huge colourful and ugly mural was the worst entry in the art exhibit.

2 Werner von Braun Willy Ley and Edward Teller noted authorities in the field of rocket development have done much to guide the missile programme of the United States.

3 Mr. Kapur's ability to say the wrong thing at the wrong time is I believe amazing.

4 ' Running around the house the dog was abruptly stopped by a fence.

5 If the opposition should win our candidate would never have any political future.

6 Gracefully lightly and daintily the ballerina moved across the stage.

7 Glamour the women's fashion magazine recently incorporated with Charm another fashion journal.

8 Joe was born on May 7 1955 and his best friend was born exactly two months later on July 7 1955.

9 Mr. and Mrs. Kwon my parents' best friends sat in front of us at the football

game. I

lOOn November 11 1918 the armistice ending World War I was signed.

11 Wow! The football match that was played this afternoon was amazing!

12 So if you are so interested in this project why are you not writing the report?

1 13 What is the best way to convince our wealthy patron to support our new learning centre?

a 1. 3.2.2 Semicolon

The semicolon is one of the most misused punctuation marks. This is because many people do not understand sentence structure. You will look at sentence structure in the next section of this Unit.

1 Use a semicolon to separate main clauses not joined by co-ordinating conjunctions. CQ-ordinating conjunctions are the words and, but, for, nor, or, so, and yet.

Examples:

A manager must be decisive and he cannot hesitate. Replacing the and with a semicolon the sentence becomes:

A manager must be decisive; he cannot hesitate.

A report is due but the information is not quite ready.

A report is due; the information is not quite ready. (Note that you can replace the co-ordinating conjunction but between the two main clauses with the semicolon.)

2 - Use a semicolon before an adverb that joins two main clauses. This is called a conjunctive adverb.

Examples (the conjunctive adverbs are in italics):

She made a great effort to persuade them to join; nevertheless, they declined.

He wrote a plea for more funding; however, the politicians did not listen.

3 Use semicolons to separate the elements in a series that already contains commas.

Exalmple:

The speeches were made by Ms. Reddy, the director; Mr. Kaul, the treasurer; and Mr. Dutt, the assistant.

Nott:: We have three units here, each containing a comma. If we used commas to separate the units, the sentence would be confusing and the reader could not tell that Ms. Reddy is the director. Therefore, semicolons are used to clarify the meaning.

1.3.2.3 Colon

A colon is used after a complete statement, in order to introduce one or more directly related ideas, such as a series of directions, a list, a quotation, or some other comment illustratirig or explaining the statement. It often comes after "as follows" or "the followinj;."

Examples:

The report makes the following recommendation: contracts with Desiso Corporation should be thoroughly checked for accounting errors.

Our finar~cialstatements contain too many difficult terms like the following: debit, credit, carry-over, annualised, and cost plus.

Once we have completed our review, each person will have to perform the procedures as ,follows: write a covering letter, add in the appropriate appendices, and photocopy the file

for further documentation.

A colon rnust always be preceded by a complete statement.

Examples:

CORRECT: We have two choices: right or wrong.

INCORRECT: Two things that I cannot stand are: dogs and fleas.

Note that the last example is wrong because there is no complete statement before the colon.

A colon cannot follow "They are" because it is not a complete statement.

Example:

1NCORR.ECT:They are: intelligent, clever, resourceful, and brave.

In the above example it would be correct to leave out the colon and use the comma rule for a simple series.

A colon i., also used between the hour and minutes in time notation (for example, 5:30 p.m.) and between chapter and verse in biblical references (for example, Genesis I :18).

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a 1.3.2.4 Apostrophe

A common writing error is the incorrect use of the apostrophe. It should be used as follows:

1 Use the apostrophe to show omission of letters in a contraction. Don't = do notdoesn't = does not

I would = I had they have = they have

It's = it is = there is

2 Use the apostrophe with -s to show possession. Add an apostrophe and -s to singular nouns.

~ x a m p l e s :

of Bill = Bill's (meaning "belonging to Bill")

my aunt's house (meaning "the house belonging to my aunt")

Note: If the singular word already ends in -s, there are two options: either add an apostrophe with -s, or just add an apostrophe after the already existing -s.

of James =James' or James's

.. Add only an apostrophe to plural nouns ending in -s.

of the boys = the boys'

Add an apostrophe and -s to plural nouns not ending in -so of men = men's

To indicate joint possession, add an apostrophe (and -s if necessary) to the second noun.

of Mary and Jim = Mary and Jim's

With compound words or word groups, add an apostrophe (and -s if necessary) to the last unit.

of mother-in-law = mother-in-law's

3 Do not use an apostrophe with possessive pronouns (whose, ours, yours, hers, theirs, its).

Remember that its is a possessive pronoun (meaning "belonging to it"), so does not need an apostrophe. It's means "it is."

Examples:

Its Peter's car. means that the car belongs to Peter.

The dog chases its tail. means that the tail belongs to the dog.

It's the report. means that the report has been found or it is the report.

The board is reviewing its reports. means that the reports belong to the board.

4 Avoid using the possessive apostrophe with inanimate things. The front door of the house-not the house's front door

5 Use the apostrophe to help form the plurals of lowercase letters. Examples:

three f s

mind your p's and q's

pua 'suo~o:,'suolo3!mas 'seunuo:, 9u!ylasu! 8'sa~uayuas q ~ o 1 1 jaoq yno a p h ~

papaau. a n Lay1 raAalaqm saydoysode

I ahlasap ( a u a a q pIeJa9 pue uoslalad urq auaay p 1 o . 1 ~ ~ )uogsanb u! uaur a u

'SPEMB

. pua8~noquraxn~ a3utud wnglaa A1e31 a~E.JJ!I q u! paled~:,!bed sau~uno:,[elahas

.....................................................................................................

E 'p!p aM pm lofew-xa a q p!es ,,Japuauns,, sn 01 uado s e ~asmo:, auo AIUO

.....................................................................................................

p I I A ! ~jsu!e8a palm pey vno=) auraldns a143~ o jpaleu!urou aq 01 lala1 [IaMslea a8pnl

. S I ~ ~ U

.......................................................................................................

s U] Su!peal paLorua I sautzo8m aIpnoAejAurjo auo Lvpoj v ! p u ~s'yaam yseI

3u!dm3.c60901 IONMOH,,n.a1y .s,puzlaT

9 s8uqaaj. slayloM ayy laptsuo:, plnoys sla8ewpl

......................................................................................................

uMep. IIF Lpws op 01 8 u q auo Lluo s e ~aJaqL

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6 . ~ o l ~ pueLa anIq pal smolo3 nx~~pda.Aq ale BKMOIIOJ ayJ

.....................................................................................................

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1 ~ M O " IL~leug l e y ualjo os O U O P , ; M o ~

noL,, a s ~ q dayl pasn aH I ON,,p!es

.......................................................................................................

uo!~s~!unmtuo3

ssau!sng JOJ si[!qs

pue ay3s 106. u a S e ~ s y 1 .s01~3jo sayem a a q l paIpuey lapap altqowolne a x EI

zuaa. s a p a x a n

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91 30S M O ~ OS ~ Mueur e sy leoqmoys e 11eqaseq UI

......................................................................................................

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may. Qaaa a3uo hya!pnpold suosiad y3ea y3ay:, aM EZ

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lsnur aM p q ales-a1 uo lgold e ayem lourn:, aM 8u@ley:, are slaqddns a3ud ayl l v sz

uo!lpadmo:,. m o j o a3!1d a q laam

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1.4 TRADITIONAL PARTS OF SPEECH

You usr: punctuation to add clarity to your sentences, but that is only the first step toward writing clearly. You need to be able to identify the parts of a sentence and combine them in undei.standable ways. The combination of correct punctuation and correct sentence construc:tion allows your readers to grasp the meaning of your writing quickly.

When we discuss writing and rules, we have to use terms such as "parts of speech." Knowing the parts of speech helps you to understand rules that clarify your writing style. Each of the parts of speech performs a specific function in a sentence. Most parts of speech iue single words; however, verbs and prepositions can be more than one word.

The eight parts of speech are:

I S. NO. I Parts of 1 Description I

Speech

Noun Names a person, place, thing, or abstraction (runner, town, pen,

love).

Refers to a noun already used or implied. Replaces noun (who, that,

she, himself).

1 I Asserts an action or a state of being (to jump, to be).

4 1 Adjective I Describes or limits a noun or pronoun (happy, lucky, Indian).

I I Describes or limits a verb, adverb, or adjective (quickly, really,

very).

1 6 1 Conjunction I Connects words, phrases, and clauses (but, and, because. when).

I Prepositioh I

7 Relates a noun or pronoun to another noun or pronoun-often

in a relationship of position or direction (on, into, between, of, with).

Interjection Expresses spontaneous feelings (Oh! Ouch! Alas!).

Note: S'9me words can be more than one part of speech, depending on their function in a

specfie sentence. "Drink" can be a noun, a thing: "A drink is what I need " Atzd "drink"

can be a verb: "When Iget back, I will drink a litre of water." Therefore you cannot presume a word will always be the same part of speech. A word is labelled according to its function in a spec$c sentence. "Drink" can name a thing and it can also assert an action. Only the context will tell you ifit's a noun or a verb.

Beyond the eight parts of speech, you also need to identify the following:

1 Articles are the two words a and the, which function as adjectives by specifying whether nouns are specific or general.

Definite article: the

Exa~mple:

Our play contained the death of Othello. (This is a specific reference to a scene in which Othello is playing that cannot be confused with others.)

Indefinite article: n, an

Exz~mple:

Our play contained a death scene. (This is a general reference not identifying a specific scene.)

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2 Verbals are forms of the verb that function as other parts of speech. Verbals consist of infinitives and participles. Using them adds variety to your writing of simple sentences.

a) Infinitive: the "to" form of the verb may be used as a noun, adjective, or adverb.

Example:

To swim in the lake is dangerous. (used as a noun to name something-an activity)

It was his job to reply. (used as an adjective to modify the noun "job")

I was ready to start. (used as an adverb to modify the adjective "ready")

b) Participle: the adjectival form of the verb.

Present form (formed by adding -ing to the verb)

Examples:

Sobbing, he told me the story. (modifies pronoun "he")

I tended to the bleeding patient (modifies noun "patient")

Past form (formed by adding -ed to the verb)

Examples:

Exhausted, he dropped to his knees. (modifies pronoun "he")

He likes her varnished nails. (modifies noun "nails")

Gerund (the noun form of the verb)

Examples:

Smoking is dangerous to your health.

, Most people enjoy eating.

Ila Self Assessment Activity 6 I

Indicate the part of speech, type of article, or type of verbal of each of the words in

italics. (Remember that verbs are often more than one word; for example, I used to . work. I was working last month. I will be working there next year.)

1 The manager decided that she would check all incoming mail.

......................................................................................................

2 She wrote a really stylish memo and sent a copy to everyone in the office.

.......................................................................................................

......................................................................................................

3 The sales manager responded quickly with a memo.

.......................................................................................................

4 He was unhappy with the way she was asserting her authority. I

......................................................................................................

5 As soon as he had read the memo, he charged into her ofice waving the memo in front of her nose.

6 The office manager was busy interviewing a trainee, but she said that she would be happy to discuss the matter later.

.....................................................................................................

7 .Embarrassed at disturbing her, the sales manager apologised verypolitely and left

'he room.

.....................................................................................................

8 'When the two managers finally met, they agreed to air the matter at the next c:ornmittee meeting.

1 9 Writing was a skill that the young applicant was willing to develop. I

1.5 SENTENCE STRUCTURE

You have just covered two essential ingredients that will help'you to structure your thoughts: punctuation and parts of speech. A sentence is an organised group of words that expr1:sses a complete thought and can stand on its own as an independent statement. It is impclrtant to check your writing to ensure that your sentences meet these two criteria. If they do not, they are not complete sentences and may require correction. To correct sentence fragments a verb or noun will need to be added. You should be able to write simple sentences with a subject and verb. If one of these two components are absent from a sentence, the meaning may be unclear. This can cause confusion for the reader. The two most common sentence errors are (i) creating sentence fragments or incomplete thoughts and (ii) writing run-on sentences, which bring too many thoughts together in one sentence.

1.5.1 Sentence Fragments

A sentence fragment is an incomplete unit of thought punctuated to look like a complete sentence. A fragment cannot stand on its own because it lacks a subject, a verb, or both. The following are two examples of sentence fragments:

Sonle of the contributing factors in the accident.

Walks on the conveyor.

The lirst sentence fragment could be corrected by adding a verb to give the following: Some of the contributing factors in the accident were the weather and the driver's age.

The second sentence fragment could be corrected by adding a noun to serve as the subject, giving the following complete sentence. (Note that the punctuation also changes.)

When the worker walks on the conveyor, he holds on to the safety belt.

Sentence fragments are sometimes difficult to detect because they seem to make sense when they are surrounded by other sentences. When checking your writing for fragments, make sure each sentence makes sense on its own. Read the sentence separately from those around it.

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Examples:

Fragment: When welding or cutting.

Sentence: When welding or cutting, protective clothing and eauivment must be worn.

Fragment: The proper tools for the job.

Sentence: Make sure vou use the proper tools for the job.

Self Assessment Activity 7

The following are sentence fragments. Change each fragment to a complete sentence by adding a subject, a verb, or both.

Once the funding is removed.

......................................................................................................

1 1 Any reports which need re-writing.

3 Who sort each donation into food, household, or toys. I

......................................................................................................

4 As the child passes through the system.

......................................................................................................

5 Another important factor to consider.

......................................................................................................

6 Depending on client requirements.

......................................................................................................

........................................................................................................

7 From an operating paint of view.

......................................................................................................

.......................................................................................................

8 Using information from the community. '1'

......................................................................................................

9 After an initial breakdown at the parents' meeting.

......................................................................................................

.......................................................................................................

10 To become proficient in the art of fundraising.

......................................................................................................

11 lmprbving utilisation and lowering operating costs.

......................................................................................................

12 Befbre beginning any maintenance or repairs.

Basic Grammar Skills

.......................................................................................................

13 Knowledge of the behaviour of chlldren under various conditions.

......................................................................................................

14 After the situation ?f the child has been determined.

a 1.15.2 Run-On Sentences

A run-on sentence contains two or more complete thoughts that are joined together only by a cornma or that are written as one long sentence without any punctuation whatsoever.

Examp11:s of run-on sentences:

Examplle 1:

Bob has to work overtime I he will be late for dinner.

First complete thought I Second complete thought

Example 2:

Before a report is approved, it must be checked 1 it is spell checked.

First complete thought 1 Second complete thought

Example 3:

Dan is a social worker employed at the centre, Jim is a health worker working at the

outreach centre.

Note th2.t this is an incorrect use of the comma.

Correcting a run-on sentence can be accomplished in several ways: - -

A semicolon can be used when there is an implied connection between the two

thoughts.

A semicolon followed by a conjunctive adverb such as therefore, however, or

conxequently can be used to connect related thoughts.

A period can be used to separate the thoughts completely.

A comma plus a conjunction such as and or but can be used when there is a close,

logical relationship between the two thoughts.

Examples 4 :

Using a semicolon to correct:

Bob has to work overtime; he will be late for dinner.

Using a semicolon and therefore:

Bob has to work overtime; therefore, he will be late for dinner.

Using a period to separate thoughts:

Dan is a social worker employed at the centre. Jim is a health worker

working at the outreach centre.

Using a conjunction and a comma:

Dan is a social worker employed at the centre, and Jim is a health worker

working at the outreach centre.

Communication Skills for Business

Self Assessment Activity 8

Indicate which of the following are run-on sentences by writing "Indicate which of the following,are run-on sentences by writing 1in the margin. Then correct the run-on sentences by adding proper punctuation or a conjunction. If the sentence is correct as written, write "El" in the margn.

1 A saw cuts lumber to standard lengths it makes the ends square.

......................................................................................................

.......................................................................................................

2 Most children are considered flexible they require direct attention to perform well.

......................................................................................................

.......................................................................................................

3 The log is loaded on the carriage, clamps called dogs are used to hold it firmly in

place.

......................................................................................................

.......................................................................................................

4 A motor vehicle can travel up to 100 kilometres per hour, so an instant stop can

generate a great deal of reactive force.

......................................................................................................

5 Read and know the safety rules, be alert, and protect yourself and your co-workers.

......................................................................................................

.......................................................................................................

6 Proper health and safety procedures were not followed consequently a warning slip will be issued.

......................................................................................................

.......................................................................................................

7 The safety committee will meet tomorrow afternoon it will probably be a long meeting.

......................................................................................................

.......................................................................................................

8 A1 and Jim were unable to attend we cancelled the meeting.

......................................................................................................

9 Do not forget your poster, it must be displayed at the public meeting tonight.

......................................................................................................

.......................................................................................................

10 She passed the administrator exam with high marks, she should be congratulated.

......................................................................................................

.......................................................................................................

11 Here is the list of materials you requested; it is accurate and complete.

......................................................................................................

.......................................................................................................

12 He tried to flip the board over it would not budge.

......................................................................................................

r Basic Grammar Skills

13 IvIake sure you write that number in the log book the next shift will need to know it.

......................................................................................................

.......................................................................................................

14 l l e cable slipped and the load fell to the ground fortunately no one was injured.

......................................................................................................

1.6 LET US SUM UP

In thi:; Unit, you start by learning about words. 'Vocabulary is important in developing clear ideas. You need to know the right word to express your thoughts.

Next, you learned how to make your thoughts in written form clear by using the correct punctuation. In this Unit you covered only some of the key punctuation that is used in bushe ss writing.

Using your knowledge of vocabulary and punctuation, you can put together sentences with a subject and a verb. As a basis for understanding sentence structure, you learned the traditional parts of speech. Finally, the last section of this Unit covered some basic rules for combining thoughts into more complete sentences.

In later Units you will apply what you have learned to construct more complex sentences.

This is the first step in creating documents that will interest and appeal to your audience.

-- ---

1.7 ANSWERS TO CHECK YOUR SELF ASSESSMENT ACTIVITIES

6 Answers to self ~ssersmentActivity I

You are editing some reports written by a rather wordy writer, who likes to show off his

' large vocabulary. The only problem is that hardly anyone can understand some of the words he uses. So you need to make the reports as clear as possible, and this means changing some of the words. Here are some of the wordy extracts. Find simpler, more familiar words to replace the words in italics. .

The following are some suggested answers, but you will find that more than one correct answer is possible in some cases.

1 He is far too garrulous to work in such a confidential position.

&,ossivs too much to be in such a confidential position.

2 Action in this case should be expeditious.

-Action in this case should be prompt (or: timely).

3 It should be illegal to hydrate the area during the summer. It should be illeml to water the area during the summer.

4 In my estimation, this politician is impervious to harsh criticism. Inestimation, this politician is resistant to harsh criticism.

5 It is ridiculous to ask representatives from across the country to convene for just three hours.

I. Communication Skills for Business

It is ridiculous to ask representatives from across the country to meet (or: get together) for iust three hours.

6 . I have seen intimations of his being the right person for the job.

I have seen suggestions of his being the ripht person for the job.

a ~ n s w e r tos Self Assessment Activity 2

Detennine what the following one-liners are really saying. In their current f o m ~the, words are correct but hide the meaning. Replace each sentence with one that can be clearly understood.

The following are some suggested answers, but you will find that more than one correct answer is possible in some cases.

1 Members of an avian species of identical plumage congregate. Birds of a feather flock together.

2 It is fruitless to become lachrymose over precipitately departed lacteal fluid. Donot cry over spilt milk.

3 Neophyte's serendipity.

Beginner's luck.

4 Pulchritude possesses solely cutaneous profundity. Beauty is only skin deep.

5 The stylus is more potent than the claymore.

The Den is mightier than the sword.

6 Scintillate, scintillate asteroid minific. Twinkle, twinkle little star.

k?f Answers to Self Assessment Activity 3

Note : Add,commas as needed in the sentences below. Ifthe sentence is correct, check the box to the left of the sentence

1 He left the scene of the accident and tried to forget that it had happened.lZl

2 Oil, which is lighter than water, rises to the surface.

3 Mrs. Sharma was an attractive, gracious lady.

4 Nice is a word with many meanings, and some of them are contradictory.

5 The contractor testified that the house was completed and that the work had been done properly.

6 Some people refuse to go to the zoo because of pity for creatures that must live in small cages. El

7 Taxicabs that are dirty are illegal in some cities. El

8 The closet contained worn clothes, old shoes, and dirty hats.

9 The uninvited guest wore a dark blue tweed suit.

10 After surviving this ordeal, the sailor felt relieved.

1 1 Shakespeare's early plays, I believe, stand the test of time.

12 September 1 1,2001, will never be forgotten.

13 Write the editor of the IKational India Report, 204 1 Dr. Prasad Road, New Delhi, 110001.

14 He replied, "I have no idea what you mean."

15 After a good washing and grooming, the pup looked like a new dog.

16 Because of their opposition to institutions that force creatures to live in captivity, some people refuse to go to the zoo.

17 Men who are bald are frequently the ones who are the most authoritative on the subject of baldness.

18 Vests, which were once popular, have been out of vogue for several years.

k?,4 Answers to Self Assessment Activity 4

Placl: commas where appropriate in the following sentences.

1 'There was no question that John's painting, a huge, colourful, and ugly mural, was the worst entry in the art exhibit.

2 TNemer von Braun, Willy Ley, and Edward Teller, noted authorities in the field of rocket development, have done much to guide the missile programme of the United States.

3 Edr. Kapur's ability to say the wrong thing at the wrong time is, I believe, amazing.

4 Fkunning around the house, the dog was abruptly stopped by a fence.

5 1.F the opposition should win, our candidate would never have any political future.

6 Ciracefully, lightly, and daintily, the ballerina moved across the stage.

7 C:lamour, the women's fashion magazine, recently incorporated with Charm, another fashion journal.

8 Joe was born on May 7, 1955, and his best friend was born exactly two months later 011 July 7, 1955.

9 Mr. and Mrs. Kwon, my parents' best friends, sat in front of us at the football game.

10 On November 1 1, 1918, the armistice ending World War I was signed.

11 Plow! The football match that was played this afternoon was amazing!

12 So, if you are so interested in this project, why are you not writing the report?

13 What is the best way to convince our wealthy patron to support our new learning centre?

k 6 4 n s k e r s toself Assessment Activity 5

Write out the following sentences, inserting commas, semicolons, colons, and apostrophes wherever they are needed.

1 The men in question (Harold Keene, Jim Peterson, and Gerald Greene) deserve awards.

2 Several countries participated in the airlift: Italy, Belgium, France, and Linembourg.

3 0 nly one course was open to us; "surrender," said the ex-major, and we did.

4 Judge Carswell, later to be nominated for the Supreme Court, had ruled against civil rights.

5 In last week's India Today, one of my favourite magazines, I enjoyed reading Leland's article, "How Not to Go Camping."

6 ~irnagersshould consider the workers' feelings.

7 There was only one thing to do: study till dawn.

Basic Grammar Skdls

Communication Skills for Business

8 Montaigne wrote the following: "A wise man never loses anything, if he has himself."

The following are the primary colours: red, blue, and yellow.

Arriving on the 8:10 plane were Liz Brooks, my old roommate; her husband; and Tim, their son.

When the teacher commented that her spelling was poor, Lynn replied, "All the members of my family are poor spellers. Why not me?"

He used the phrase, "you know" so often that I finally said, "No, I donot know."

The automobile dealer handled three makes of cars: Volkswagen, Porsche, and Mercedes Benz.

Though Phil said he would arrive on the 9:19 flight, he came instead on the 10:36 flight.

"Whoever thought," said Helen, "that Jack would be elected ciass president?" In baseball, a showboat is a man who shows off.

The minister quoted Isaiah 5:21 in last Sunday's sermon. - ..

There was a very interesting article, entitled, "The New Rage for Folk Singing," in last Sunday's Times of India newspaper.

"Whoever is elected secretary of the club, Ashley, Chandra, or Aisha, must be prepared to do a great deal of work" said Jumita, the previous secretary.

Darwin's On the Origin of Species, 1859, caused a great controversy when i\ appeared.

This computer's speed is relatively slow.

Today is Jones' day off but tomorrow is Adams' rest day.

We check each person's productivity once every hour.

Stock prices are at a yearly low, therefore we cannot afford to seII now.

At the price suppliers are charging we cannot make a profit on re-sale, but we must meet the price of our competition.

& Answers to Self Assessment Activity 6

Indicate the part of speech, type of article, or type of verbal of each of the words in italics.

1 The manager decided that she would check all incoming mail. Noun. pronoun. noun

2 She wrote a really stylish memo and;sent a copy to everyone in the office. Verb, adverb, adiective. noun. preposition, preposition

3 The sales manager responded quickifi with a memo. Verb, adverb, indefinite article

4 He was unhappy with the way she was asserting her authority. Verb. adiective. verb

5 As soon as he had read the memo, he charged into her office waving the memo in front of her nose.

Verb, verb, preposition, noun, noun, noun

6 The office manager was busy interviewing a trainee, but she said that she would be happy to discuss the matter later.

Verb, conjunction, adiective, infinitive

7 Embarrassed at disturbing her, the sales manager apologised very politely and left the

Basic Grammar Skills

room.

Adiective, verb. adverb. adverb, noun

8 When the two managers finally met, they agreed to air the matter at the next

cornrnittee meeting.

Definite article, noun, verb. pronoun, infinitive, preposition, adiective

9 Writing was a skill that the young applicant was willing to develop.

Gerund, indefinite article. noun. adiective. infinitive

&Answers to Self Assessment Activity 7

The foll.owingare sentence fragments. Change each fragment to a'complete sentence by adding a subject, a verb, or both.

1 Once the funding is removed.

Once the funding is removed. we must seek new resources.

2 Any reports which need re-writing.

-After a panel review, any reports which need re-writing will be sent back to the --aulhors.

3 Wl~osort each donation into food, household items, or toys.

Our dedicated staff. who sort each donation into food, household items, or toys, make-

-ou:rorganisation run efficiently.

4 As the child passes through the system.

-As the child passes through the svstem. we monitor his or her progress.

5 Another important factor to consider.

The- English writing skill of the candidate is another important factor to consider.

6 Depending on client requirements.

-Depending on client requirements. we will make adjustments to our reportin?.

7 From an operating point of view.

-From an operating point of view, our promamrnes are verv successful.

8 Using information from the community.

-Our representative is developing new programmes using information from the

community-.

9 Ailer an initial breakdown at the parents' meeting.

-After an initial breakdown at the parents' meeting, we reconsidered our own schedule

-fo:r the meeting.

10 Tc, become proficient in the art of fundraising.

-To become proficient in the art of fundraising is a requirement of the iob.

11 Irrlproving utilisation and lowering operating costs.

-Ixrprovin~utilisation and lowering operating costs are maior concerns for the senior ad-ministration.

12 Bcfore begmning any maintenance or repairs.

-Before beginning any maintenance or repairs, check the availabilitv of the parts.

13 Knowledge of the behaviour of children under various conditions.

-Knowledge of the behaviour of children under various conditions is an asset for

w~~rkingwith problem children. ~ -

14 After the situation of the child has been determined.

MTe will make a final judgement after the situation of the child has been determined.

6Answers to Self Assessment Activity 8

Indiczte which of the following are run-on sentences by w r i t i n g m in the margin. Then correc:t the run-on sentences by adding proper punctuation or a conjunction. If the sentence is correct as written, write in the margin.

Communication Skills for Business

I .

A saw cuts lumber to standard lengths it makes the ends square.

A saw cuts lumber to standard lengths and it makes the ends s q u a r e . m

Most children are considered flexible they require direct attention to perform well. Most children are considered flexible but they require direct attention to perform well

The log is loaded on the carriage, clamps called dogs are used to hold it firmly in place.

The lo& loaded on the carriage; clamps called dogs are used to hold it firmly in p1ace . M

A motor vehicle can travel up to 100 kilometres per hour, so an instant stop can generate a great deal of reactive force.

Correct. El

Read and know the safety rules, be alert, and protect yourself and your co-workers.

Correct.

Proper health and safety procedures were not followed consequently a warning slip will be issued.

Proper health and safety procedures were not followed; consequently a warning slip will be issued.

The safety committee will meet tomorrow afternoon it will probably be a long meeting.

will meet tomorrow afternoon; it will probably be a long A1 and Jim were unable to attend we cancelled the meeting.

A1 and Jim were unable to attend, therefore we cancelled the meeting. lC;] A1 and Jim were unable to attend; therefore we cancelled the meeting. (either is acceptable)

9 Do not forget your poster, it must be displayed at the public meeting tonight. Do not forget your poster. It must be displayed at the public meeting t o n i g h t m

10 She passed the administrator exam with high marks, she should be congratulated.

She passed the administrator exam with high marks; she should be congratulatedm 1 1. Here is the list of materials you requested; it is accurate and complete.

Correct.

12 He tried to flip the board over it would not budge.

He tried to flip the board over, but it would not b u d g e m

13 Make sure you write that number in the log book the next shift will need to know.it. Make sure&ou write that number in the log book because the next shift will need to know it.

14 The cable slipped and the load fell to the ground fortunately no one was injured.

The cable slipped and the load fell to the ground. Fortunately no one was i n j u r e d m

1.8 TERMINAL OUESTIONS

1 Discuss the importance of vocabulary and word power in making spoken and written communication v e j effective.

2 List out the complete range of worlds you are familiar with. Classify them into active vocabulary and passive vocabulary. Repeat this Self Assessment Activity at periodical intervals to ascertain :

(a) What are words you have added to your vocabulary and

(b) How many words have shifted from the passive list to the active list.

I Note : These questionslexercises will help you to understand the unit better. Try to

I write answers for them. But do not submit your answers to the university-for 1

assessment. These are for your practice only. I

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Unit 1 - Basic Skills

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