Objectives

By the end of this chapter, I aim to:

Subject-verb agreement (Concord)

This is a common source of frustration in English writing. However, once your understanding falls into place, your writing will reach a new level of sophistication.

In English sentences, the subject must always agree with the verb. 

Singular subject

A singular subject is followed by a singular verb.

         The new intern enjoys working with Sandra. (not enjoy working with)

Plural subject

A plural subject, however, is followed by a plural verb.

         The cleaners go off early every Friday. (not goes off early)

Two subjects joined by ‘and’

Two plural subjects joined by and will be followed by a plural verb.

         The freelancers and the interns have all been invited to the annual office party. (Not has been invited)

Two singular subjects joined by and will be considered as more than one and therefore will be followed by a plural verb.

         The Finance Director and the Marketing Director meet monthly. (Not meets monthly)

However, note that if the nouns which have been joined by ‘and’ are considered to be about the same subject, a singular verb is used.

         The mother and secretary sometimes brings her children to the office. (Not bring her children to the office)

Everyone, Someone, No one, Anyone

Everyone is followed by a singular verb. This is because the word, everyone, is read as every one single person, and is considered to be singular. Remember that subjects considered to be singular are always followed by singular verbs.

            Everyone likes the new boss. (Not like the new boss, because the word, everyone, is considered to be singular).

The same is true for someone, no one and anyone.

Collective nouns

Collective nouns like group are followed by a singular verb.

            The group departs for the airport. (Not depart for the airport)

            The Finance Department becomes frantic towards Financial Year End.. (not become frantic)

            

Phrases and clauses

A phrase is a group of words, which does not contain a finite verb. There are many different types of phrases. Some examples below will help you to identify a phrase:

at seven ‘o clock
into the room
over the hill
under the table
singing loudly

A clause is a group of words, which does contain a finite verb. All complete sentences will contain finite verbs. Occasionally, writers deliberately use sentence fragments (incomplete sentences which don’t contain a finite verb) in order to deliver a message quickly:

            Meeting: To motivate staff

Finite verb forms show tense, person and number (I go, she goes, we went, etc.) Complete sentences, like those below, always contain a subject and a finite verb.

            The crowd was inspired by the leader’s speech.
            Employees respond well to incentives.
            I wish to discuss the matter with you.
            I could have been working yesterday.

As you can see, a finite verb can be made up of one word or several words.

Each clause has a finite verb of its own. To know how many clauses there are in a sentence, therefore, you need to count the number of finite verbs. If there are three finite verbs in a sentence, then there are three clauses.

            The children, who were very hungry, laughed happily when the food truck arrived.

The most important clause in a sentence is called the main clause. This clause contains the main idea in the sentence; it is an independent clause – in other words, it can stand on its own.

In the above example, which is the main clause?

1. The children laughed happily
2. who were very hungry
3. when the food truck arrived

Non-finite clauses contain a verb, which does not show tense. Non-finite verbs are usually used in subordinate clauses.

1. She had something to eat before leaving.
2. After having spent hours at the airport, they eventually left.
3. Helped by volunteers, the Animal Rescue Team were able to release all the penguins safely back into the ocean.

Types of sentences: simple, complex or compound

Using simple and occasionally compound sentences is recommended for business writing. By doing so, you can communicate more clearly and concisely, and avoid ambiguity. Try to avoid too many complex sentences in business writing. Rather keep your sentences short and simple (literally!).

Simple sentences

Some short sentences have only one clause, the main clause. These sentences are called simple sentences. It is recommended that you write shorter, rather than longer, sentences in business writing. As a result, you may use a number of sentences to communicate your point.

Here are some examples of simple sentences:

1. I will be punctual for work today.
2. I love my job.
3. I’m going to take a cake to the office for my birthday.
4. We are allowed to go home early today.
5. Only the long-serving staff members will receive a bonus this year.
6. Our company is trying to project a friendlier image to customers.

Note: verbs that come after “to” (such as “to go” in Sentence 4 and “to project” in Sentence 6) are non-finite verbs (infinitives).

Compound sentences

Some longer sentences are joined by the conjunctions: and, but, yet. These sentences contain two main clauses. They are known as compound sentences. Although short sentences are to be encouraged in business writing, your document would be very boring if it contained only simple sentences. You will need to include some compound sentences as well for variety.

1. Today, I arrived very early at the office, but there was no-one there.
2. I was told to complete the report and I also had to proofread the minutes from the day before.
3. Please speak to your client first and only then make a decision about this matter.

Longer sentences can also be complex sentences.

Complex sentences

A complex sentence is a sentence that has one main clause and one or more subordinate clauses. A subordinate clause is a less important clause than the main clause and cannot stand on its own. It is dependent on the main clause for its meaning.

The girl, who was kind, found great joy in helping others.

In the above sentence, ‘The girl found great joy in helping others’ is the main clause. This is the independent clause in the sentence. It can stand on its own, and is not dependent on any other clause to make its meaning clear.

The clause, ‘who was kind’, is a subordinate or dependent clause. It cannot stand on its own. It is dependent on the main clause for its meaning. It is actually called a subordinate adjectival clause. It tells you more about the noun, girl, in the main clause.

Note: there are other words, which introduce subordinate adjectival clauses, like which and that. To recognise a subordinate adjectival clause, ask yourself the question, ‘Does the subordinate or dependent clause tell you more about the noun in the main clause?’

            Although he was nervous, he presented his speech with confidence and conviction.

In the above sentence, ‘Although he was nervous’ is a subordinate clause because it cannot stand on its own. It is therefore a dependent clause. It depends on the main clause for its meaning.

Note: there are other words that introduce subordinate adverbial clauses like because, until, when. To recognise these kinds of clauses, ask yourself if they are telling you more about the verb in the main clause of the sentence.

Remember that:

• main clauses can stand alone – they are independent of the other clauses in the sentence.
• subordinate clauses cannot stand alone – they are dependent on the main clause for their meaning.
• subordinate adjectival clauses are introduced by the words, who, which or that – they tell you more about the noun in the main clause of the sentence.
• subordinate adverbial clauses are introduced by words, such as, because, although, when, until – they tell you more about the verb in the main clause of the sentence.

Punctuation

1.    Commas ,	indicate a brief pause often between dependent clauses, lists, etc.
2.    Semi-colons ;	link related independent clauses; link wordy lists
3.    Full stops .	separate sentences

Commas

1. Commas are there to clarify your meaning:

Unclear: I met separately with Portia, Gavin and Omar and Storm.
It is unclear how many meetings were had, and with which people.
Clear: I met separately with Portia, Gavin and Omar, and Storm.
The comma is used specifically before the second and to indicate the following: Meeting 1 with Portia; Meeting 2 with Gavin and Omar; Meeting 3 with Storm.
Ordinarily we wouldn’t use a comma before an and in a list: I met separately with Portia, Gavin, Omar and Storm. This indicates that 4 meetings were had – each with one of the people listed.

2. Commas need to mimic the rhythm of speech in certain places. Here they separate a dependent clause from an independent clause:

If you are not sure about this, let me know as soon as possible.

3. Commas need to surround nonessential information in the sentence. Ask yourself the question: “If I take these words out, will the sentence still make sense?” If the answer is yes, then enclose those words with commas:

Incorrect: The three items, a book, a pen, and paper were on the table.
Correct: The three items, a book, a pen and paper, were on the table.

Semi-colons

Semi-colons are stronger than commas and not as strong as full stops.
The Financial Director is for the motion; the Executive Director is against it.

Full stops

Full stops end your sentences. Business writing benefits from short, plain sentences.

Unclear: Phase one of the project included the collection of a range of data and research material completed during 2011, which was utilised in the creation of a range of soon to be finalised analyst ‘personas’, and input into the planning of a new enhanced information architecture for the business’s online channel, particularly resources for current analysts.

Clearer: In 2011, the team undertook phase one of the project. They collected a range of data and research material. Using this collected material, they created analyst ‘personas’. They also began to plan enhanced information architecture for the business’s online channel. Current analysts can use some of the resources the team have created.[1]

[1]Adapted from Report Writing Guide by Victoria Business School (2017).