Module 3: Background You’ll Need

Mechanics of Writing

Before you click send on a work-related communication, make sure to check for errors. Here are some common areas to consider:

Subject-Verb Agreement: Ensure the subject and verb in a sentence agree in number (singular or plural). For example, “She writes daily blogs” (singular subject and verb) versus “They write daily blogs” (plural subject and verb).
Tense Consistency: Keep tenses consistent within sentences and paragraphs to maintain clarity. For instance, “She started writing and then shares her work” should be corrected to “She started writing and then shared her work.”

Commas: Use commas to separate items in a list, after introductory elements, and to set off nonessential information. Example: “In my free time, I enjoy hiking, reading, and playing chess.”
Periods: End declarative sentences with a period. Example: “She completed her report.”
Apostrophes: Use apostrophes for contractions and possessives. Example: “It’s important to check one’s work.”

Active Voice: Prefer active voice for clarity and engagement. Example: Active voice: “The manager planned the meeting.” Passive voice: “The meeting was planned by the manager.”
Varied Sentence Length: Use a mix of short and long sentences to maintain reader interest and clarity. Example: “The meeting was brief. However, it covered many essential topics that required attention for the upcoming project phase.”

Consistency: Be consistent with spelling choices throughout your writing. Example: Choose either “color” or “colour” and use that form consistently.
Common Mistakes: Be aware of commonly confused words. Example: the use of “their” and “there”, such as in “The team is going there to present their findings.”

Unity: Keep paragraphs focused on a single idea. Example: A paragraph about the benefits of regular exercise shouldn’t drift into a discussion on diet.
Coherence: Arrange sentences logically and use transitional words to link ideas. Example: “First, prepare your materials. Next, set up your workspace. Finally, begin your task.”
Length: Aim for a moderate paragraph length, typically between 3-8 sentences. This allows enough space to develop an idea fully without overwhelming the reader. For instance, a paragraph that is too short might not provide enough detail, while one that is too long may lose the reader’s attention.

Proper Nouns: Capitalize names of specific people, places, and organizations. Example: “We visited the Statue of Liberty last summer.”
Titles: Capitalize the main words in the titles of books, articles, and movies. Example: “One of my favorite books is ‘To Kill a Mockingbird.'”

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