12 Grammar and Punctuation
Grammar and Punctuation
Learning Objectives
Upon completing this chapter, you should be able to
- rewrite grammatically incorrect sentences to clarify the meaning of messages,
- explain different ways that grammar might influence the meaning or reception of written workplace communications,
- demonstrate when to use different but appropriate punctuation marks in writing,
- explain the impact of using incorrect punctuation in workplace communication,
- rewrite sentences correcting punctuation errors, and
- apply proper punctuation to communicate the true meaning of messages.
Introduction
To ensure you are able to craft your messages clearly and correctly, you have the option of refreshing and practising your grammar and punctuation.
If you are already a grammar guru (or, if you have become one since using the optional grammar package), you can immediately dive into the next chapter to learn about five common workplace documents: standard business letters, fax cover sheets, memos, short reports, and emails.
Chances are, if you have ever read or commented about anything in an online comments section, you have probably encountered the “grammar police.” These are the folks who are quick to ignore the meaning of what you said and focus exclusively on whether or not you have done so in a grammatically correct way. For our purposes, the definition of grammar is “a set of actual or presumed prescriptive notions about correct use of a language.”
People whose native language is English may make grammatical errors all the time. Often, conventions of speech do not adhere to grammar rules. As long as everyone else around them makes the same mistake, it does not sound wrong, and there is no problem until they encounter people who have learned otherwise. From region to region, and even from workplace to workplace, there may be small but perceptible differences in how people use grammar, as the English language continues to evolve. Generally speaking, the rules of grammar serve to help us all understand how to use the English language correctly. As irritating or pedantic as learning and implementing grammar may seem, grammatical norms are important for effective and clear communication.
Similarly, punctuation is defined as “the marks, such as period, comma, and parentheses, used in writing to separate sentences and their elements and to clarify meaning.” Punctuation is sometimes taken for granted or used incorrectly, particularly in digital communication like text messaging and social media.
As a writer and communicator who intends to be clear and accurate, you may find a refresher on grammar and punctuation to be helpful, which is what this section will give you.
Grammar
Grammatical errors can disrupt an audience’s ability to understand your message clearly, or can simply distract from your message. Further, grammatical missteps can often weaken the writer’s credibility, potentially causing your audience to not take your message seriou