Category Archives: grammar

Em Dashes, En Dashes, and Non-Hyphens!

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A dash isn’t just “a dash”—there are different dash lengths—one em, two em, three em, and one en. An em is the width of a capital M and an en is one-half the width of an em.

THE EM DASH

The em dash can be used:

 

In place of commas

  • For emphasis to set off nonessential phrases.
    • She had four sports cars, but my favorite—the red Corvette.
  • Where a nonessential phrase already contains commas. If a dash would create too emphatic of a break, use parentheses
    • My “death row” meal—consisting of fried chicken, greens, and mashed potatoes—is also my comfort food.
  • When you want to give special emphasis to the second part of a compound sentence, use a dash instead of a comma
    • The movie should have won an Academy Award—and the directors all knew it.

In place of a semicolon

  • Use a dash for a stronger but less formal break where independent clauses are closely related.
    • She should not have taken the job—for one, she does not have basic Word skills.

In place of a colon

  • Use a dash to introduce explanatory words, phrases, or clauses when you want a stronger but less formal break.
    • Our marriage secret is simple—what’s mine is mine and what’s his is mine.

In place of parentheses

  • When you want to give a nonessential element a strong emphasis, use dashes instead of parentheses.
    • Susie—she’s been with the firm for 15 years—should be a great source of information for you.

THE EN DASH

The en dash is half the length of an em dash. You should use the en dash to connect numbers in a range and to mean “up to and including” when used in situations such as:

  • The office is open from 9 a.m.–5 p.m.
  • Her vacation is planned for May 2–10.
  • His homework was to read pages 386–435.
  • Our offices are on Floors 13–16.

An en dash is also used as a minus sign.

TYPING DASHES

One would think typing dashes is easy. Not so! Here are some guidelines

  • Do not just type a hyphen for a dash.
  • In word processing programs, you should have access to an em dash. In Word 2010, it is under Insert, Symbol, More Symbols, Special Characters.
  • The en dash is in the same place.
  • If you don’t have access to the characters, you can construct an em dash by typing the hyphen twice with no space between the hyphens and no space between the hyphens and the words on both sides of the hyphens.
  • A two-em dash indicates missing letters in a word. If you don’t have a two-em dash, type four consecutive hyphens (again with no spaces between or around), i.e., Mrs. S—-h.
  • A three-em dash indicates where an entire word has been left out or needs to be provided. If you don’t have access to a three-em dash, type six hyphens (with no spaces between or around), i.e., She said her annual salary was $——.
  • If your word processor doesn’t have an en dash, use one hyphen.
  • Always type the dash at the end of the line and do not start a new line with a dash.

That was a lot about the simple dash, but dashes are different from hyphens and should be treated differently. So dash a quick note—using correct dashes—to let me know if you learned something. Then share this post with others who need to know about dashes.

 

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Confusing Words

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A few weeks ago, a blog post went over several words that are frequently confused by writers (See More Confusing Words!). Here are a few more:

casual – informal
causal – causingcereal killer

cereal – breakfast food
serial – a series

choose – to select
chose – did choose (past tense of choose)

cite – to quote
site – a place
sight – to see

click – a slight, sharp sound
clique – an exclusive group
cliché – a trite phrase

collision – coming violently together
collusion – fraudulent scheme

complement – something that goes well with something
compliment – a flattering remark

council – a body of persons specially designated or selected for a purpose
counsel – an attorney; to give advice
consul – a foreign representative

cue – hint
queue – a line, especially people waiting their turn

dairy – cows and milking equipment
diary – a journal of daily activities

It’s always important to make sure you are using the same words, particularly when they are easily confused. Take the time to look up definitions if necessary to make sure you are using the correct word.

 

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Is Good Grammar Old-Fashion or Old-Fashioned?

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Due to technical difficulties when I was on vacation, my friend Kerie was not able to post this article about good old-fashioned grammar, but we will include it this week. Many thanks to Kerie!

Recently, while traveling with two friends in the back seat of a taxicab in Tulsa, Oklahoma following the 2014 NALS Professional Development and Education Conference, Kathy spotted a sign advertising “old fashion” root beer floats. The sign not only spoke to our ice cream cravings, but also sparked a grammar debate about the terms “old fashion” and “old-fashioned.” After some discussion, we decided we needed to do some research on the terms to clarify the appropriate usage.

As it turns out, our friends at the ice cream shop were wrong. “Old-fashioned” is a compound adjective meaning not in accord with or not following current fashion; or fashioned in a manner of old. When used as an adjective, it describes a noun, for example;

  • old-fashioned root beer float;
  • old-fashioned candy;
  • old-fashioned Christmas;
  • old-fashioned costumes.

“Old fashioned” can also be used as a noun, meaning a cocktail made of whiskey, bitters, sugar, and fruit. Notice that “old-fashioned” when used as a compound adjective has a hyphen because we link two adjectives by a hyphen when we use them to describe a noun. When used as a noun, “old fashioned” has no hyphen. My guess, though, is that the ice cream shop was advertising root beer floats and not liquor.

“Old fashion” is used colloquially (read incorrectly) and often in advertising, but it is simply incorrect.

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We Appreciate Proofreading Tips Each and Everyday.

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Use of the phrase each and every is really duplicative. Each really means the same thing as every. They both mean “a single thing.” You should use either one of those words but not both of them together:

  • Jeff brings his lunch every day.
  • They clocked in each day at 8:00 a.m.
  • Each worker worked 50 hours last week.
  • Every car in the lot was stuck in the snow.

Another issue people seem to have is every day and everyday. Everyday means commonplace or ordinary as in an everyday occurrence.

  • Cooking dinner is an everyday occurrence in my house.

Every day means something that happens every single day or each day. In fact, if you can add the word single between every and day or replace every day with each day, then every day should be two words. If not, then you use everyday.

  • She stopped at Starbucks every [single] day.
  • The chaos of getting ready for school with five siblings was an everyday occurrence. [you cannot replace everyday with each day so it is one word]
  • Her Starbucks stop was an everyday habit.
  • Someone was crying every [single] day while getting ready for school.

So here’s hoping writers will stop using “each and every” and practice adding single or replacing with each day to determine the proper usage of every day v. everyday. One can hope!

I am preparing every day for a two week vacation. In my absence, a fellow proofreading “nerd” (and I use that term lovingly) will guest blog. Kerie is amazing and brilliant and I’m sure will post great content. Please be gentle and supportive and I will pick up when I return. Ciao!

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More Confusing Words!

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In a post last year, we went over some words that seem to confuse a lot of people. Today, we will look at a few more.

Adapt – to adjust to something. He will adapt to living in a new state.

Adept – proficient. She was adept at crocheting.

Adopt – to choose. They will adopt the more frugal lifestyle.

 

Adverse – harmful; hostile. The counsel was particularly adverse on that issue.

Averse – opposed to. She was averse to the alcohol at every meeting.

 

Advice – information; recommendation. The advice of the lawyer was to pay the fine.

Advise – to recommend; to give counsel. The lawyer advised her to gather all her documentation.

 

Already – previously. She had already been to Barcelona.

All ready – all prepared. But she was all ready to go to Cannes.

 

Alternate – substitute; to take turns. He was the alternate on the firm’s bowling league.

Alternative – one of several things from which to choose. She chose the pink purse as an alternative to the black purse, which was out of stock.

 

Anyone – anybody. He said that anyone could do her job.

Any one – Any one person in a group. Any one of them could have answered the phone.

 

Beside – by the side of; separate from. The dog was well trained and walked beside him when he was on the leash.

Besides – in addition to; also. Besides the insurance benefits, the new job also offered a profit sharing plan.

 

Born – brought into life. The baby was born on February 29.

Borne – carried; endured. The weight of the box was borne equally by the two men.

 

Breach – a breaking; a violation. By accepting her business, there was a breach of his contract.

Breech – the hind end of the body. The baby was born breech first.

 

Breath – respiration. She could not catch her breath after running from the building.

Breathe – to inhale and exhale. It was difficult to breathe with the smoke in the air.

 

Broach –to open; to introduce. He was afraid to broach the subject of a raise with his boss.

Brooch – ornament. Her grandmother’s brooch was definitely an antique.

 

Cannot – usual form meaning to be unable. He cannot lift 50 pounds.

Can not – two words in the phrase “can not only” (where “can” means “to be able”). She can not only play soccer, but she also plays softball.

 

Canvas – a course cloth. The tent was made of canvas.

Canvass – to solicit. The volunteers for the mayoral candidate canvassed the neighborhood asking for donations.

 

Caret – a wedge shaped mark. Some of the Latin capital letters have a caret over them.

Carat – a unit of weight for precious stones. She had a two carat diamond in her wedding ring.

Karat – A unit of fineness for gold. His ring was 14 karat gold.

 

I hope you learned something from this list. We will go into even more confusing words in another post.

If you have words that confuse you or have another question that you come across while proofreading, please email [email protected].

 

 

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Capitalization in Legal Documents

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A reader asked about capitalization in legal documents. It sounds like it should be simple but research shows lots of people have their own ideas about what should be capitalized. The Gregg Reference Manual says there is no uniform style for capitalization in legal documents, but common practice is to capitalize key terms such as the parties and the type of document you are working on. Since we’re talking about legal documents, I checked The Bluebook (19th ed.). Here is a quick breakdown of capitalization “rules” according to both sources:

Court – The word “court” is capitalized in these instances:

  • Always when referring to the United States Supreme Court
  • Always when the name of the court is spelled out, i.e., the United States District Court.
  • When your document is talking about the specific court that will rule, i.e., “We ask the Court to rule in favor of the Plaintiff”
  • Do not capitalize the word “court” when talking about a ruling in another case, i.e., “The court in Roe ruled . . .”

Parties – When referring to the parties in your particular document, capitalize their designation:

  • “The Plaintiff files this Reply in Support of Motion to Dismiss.”
  • However, “The defendant in Smith v. Jones used the unclean hands defense.”

State – Capitalize the word “state” in these instances:

  • When it is part of the full name of the state, i.e., the State of California
  • When the word it modifies is capitalized, i.e., the State Education Director
  • When referring to the state as a party to the litigation or as a governmental actor, i.e., “The State filed its Answer on January 14, 2014.”

Titles of Documents – When referring to a document that has been filed in the same matter in which you are filing your document:

  • In the Motion to Dismiss, Plaintiff alleges . . .
  • Under the Court’s February 10, 2014, Order . . .

As for other defined terms in legal documents, I personally think it is much clearer if a term is defined and then capitalized throughout:

  • ABC Corporation (“Corporation”) hereby agrees . . .
  • The doctors employed by St. Joseph’s Hospital (“Doctors”) . . .

This can be tricky when a defined term is used in describing another case. Only capitalize the defined term in YOUR case. If you can substitute the full name of the defined term, you can capitalize it. For instance, using our definition of “Corporation” above:

  • “At all times relevant hereto, Corporation was engaged in business in the state of Arizona.” Here, “. . . ABC Corporation was engaged in business . . .” is correct since you are talking about the defined Corporation.
  • HOWEVER–“In Smith, the corporation was engaged in the business of providing license plate holders through Internet sales.” Note that in this example, the corporation you are referring to is a corporation in the Smith case, not ABC Corporation.

The same basic rule applies to defined documents:

  • In its Motion for Summary Judgment (“Motion”), Plaintiff is attempting . . .. The Motion is untimely.

One thing I did learn is that in legal documents using Bluebook style, words in headings are capitalized except for articles, conjunctions, or prepositions of four or fewer letters unless they begin the heading. This is different than the Gregg style for regular writing. See Things Are Coming to a Head[ing]!

What rules do you have for capitalization in legal documents? Please share them in the comments.

 

 

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More Quickies!

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quick-tips-for-flyersHere is a compilation of tidbits that didn’t quite warrant their own blog post, but are interesting enough to share.

  • Is it wreck havoc or wreak havoc? According to the online Merriam-Webster Dictionary, wreck means “a vehicle, airplane, etc., that has been badly damaged or destroyed; a ruined or destroyed ship; an accident in which a car, airplane, train, etc., is badly damaged or destroyed.” On the other hand, wreak means “to cause (something very harmful or damaging)” and “bring about, cause <wreak havoc>.” So the correct phrase is to wreak havoc.
  • Personal pronouns like myself, himself, herself, etc. can ONLY be used in certain circumstances:
    • to reflect back to the subject – I found myself craving a nap on my day off.
    • to emphasize a noun or a pronoun that has already been expressed – The secretaries themselves did all the work for the buffet.
    • Do NOT use a compound personal pronoun unless the noun or pronoun to which it refers is in the same sentence.
      • The reservations are for the Smiths and myself. (There is nothing for myself to refer back to here, so it should say “the Smiths and me.”)
      • John and myself can meet on Tuesday. (It should be “John and I can meet on Tuesday.”)
  • Family terms using the prefix great or the suffix in-law should always be hyphenated. However, terms involving step or grand are kept solid.
    • My great-grandmother lived in Arkansas.
    • John’s son-in-law wanted to move his family to Alaska.
    • I love being a grandmother.
    • Sara’s stepchildren are a blessing in her life.

Pretty quick, huh? I hope you learned a little something. Remember to email any topics you would like to see covered to [email protected]!

 

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Hyphenate Here, Hyphenate There, Everywhere We Hyphenate!

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I see a lot of confusion over hypenated words like “follow-up,” “up-to-date,” “$40,000-a-year salary,” etc.

Before we dive into that, we will have a very basic grammar lesson. I’ve admitted before that I am NOT a grammar guru and these parts of speech sometimes confuse me, so we will get basic here (for my sake if nothing else!). An adjective answers the questions what kind, how many, or which one. An adjective modifies the meaning of a noun or a pronoun. A noun is a person, place, object, idea, quality, or activity. A verb is a word that expresses an activity or a state of being. An adverb answers the question when, where, why, in what manner, or to what extent. Now that that’s out of the way, on to our discussion.

The basic rule is that where the word that may need hyphenation serves as an adjective phrase describing a noun, it is hypenated. Where it serves as a verb and adverb, it does not get hypenated.

  • The follow-up report will be on your desk in the morning. (Here, follow-up [adjective phrase] describes the kind of report [noun] so is hypenated.)
  • I will follow up [verb/adverb] with a report [noun] on business done so far this month. (In this sentence, follow up is a verb phrase–it is the action I will take on the report.)
  • The up-to-date computer program was able to do a lot more and more quickly.
  • The information is as up to date as possible with the information I have.
  • The new job afforded him a $40,000-a-year salary.
  • The salary at his new job was $40,000 a year.

You would also hyphenate a compound adjective when it occurs before a noun where those words are not in their “normal” order or “normal” form and need the hyphen to hold the words together. For instance:

  • The high-tech equipment makes my job easier. (It is equipment that reflects a high level of technology.)
  • I don’t envy speakers on the rubber-chicken circuit. (A speaking circuit where banquet food [usually “rubber chicken”] is served to participants.)

Where these phrases appear other than before the noun but are in an inverted order and not in a “normal” order, retain the hyphen.

  • The new equipment was very high-tech. (The equipment reflected a high level of technology.)
  • My purchase was tax-exempt. (The purchase was exempt from taxes.)

The same basic rule applies to compounds with numbers:

  • A 12-story building. (A building of 12 stories.)
  • A sixth-grade student. (A student in the sixth grade.)

If you can’t figure it out, find the noun and if the words potentially in need of a hyphen are describing that noun, it should be hyphenated. If they are acting as the sentence’s verb and adverb, do not hyphenate.

Hopefully that helps you decide when to hyphenate (and when NOT to!).

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Because Awesome!

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I’ve seen a couple of places a new “Word of the Year” as voted on by the American Dialect Society (“ADS”) for 2013. The ADS fancies itself “the best” because, like the Oscars, it is the last group to choose the “Word of the Year” at its January conference. ADS’s word for 2013 is because–both as its Word of the Year and as the most useful word of 2013. Why did they choose because? First some background on the ADS. It is a group of linguists, lexicographers, and other language scholars. This group holds an annual three-day conference full of academic sessions and paper presentations and holds it in conjunction with the Linguistic Society of America so they have nearly 200 people voting on their Word of the Year and other awards. The ADS even has a New Words Committee. A whole committee dedicated to seeking out new words. But on to why because is the ADS Word of the Year.

According to Ben Zimmer, chair of ADS’s New Words Committee, because is “. . . a very old word that’s deeply embedded in the language, which people are finding new ways to use, and very often it’s intentionally laying with established rules of grammar. I think the fact that this is such a linguistic innovation really appealed to a room full of linguists.”

So in addition to using because before a full clause or with the word of, it is apparently now appropriate to use it to precede a noun, like because job, or before an adjective, like because awesome. 

Other ADS winners were most creative (catfish, which is to misrepresent oneself online–usually on a social website), most unnecessary (sharknado, made famous by a made-for-TV movie), and most likely to succeed (binge-watch, which is watching several episodes of a show in one sitting).

It will definitely take me a while to get used to this one, but hopefully I can get used to it because awesome! (It will take a LOT of getting used to!)

 

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Not Only More Subject/Verb Agreement But Also Intervening Clauses

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questionWe’ll look at more subject/verb agreement today. If you missed last week’s topic, please see “Singular Verb, Plural Subject, Both . . . and, It’s All About the Agreement.”

When you have two subjects connected by and and preceded by each, every, many a, or many an, use a singular verb.

  • Every car, truck, and van on the street is going 15 miles over the speed limit.

The same sentence without every would use a plural verb.

  • All cars, trucks, and vans on the street are going 15 miles over the speed limit.

When you have two singular words joined by or, either . . . or, neither . . . nor, not only . . . but also, the subject is singular and so you use a singular verb.

  • Neither the bride nor the groom was ready to walk down the aisle.
  • Either basil or mint is called for in the recipe.
  • Not only billing but also his expense reimbursement needs to get done on the first day of the month.

If, however, the subject is two or more plural words joined by or, either . . . or, neither . . . nor, not only . . . but also, then the subject is plural and you must use a plural verb.

  • Neither the paralegals nor the attorneys have any time for that project.
  • Either red roses or white daisies make her happy.

Just to keep it confusing, if you have a singular and a plural subject joined by or, either . . . or, neither . . . nor, not only . . . but also, your verb should agree with the nearest part of the subject. It usually sounds better to have plural verbs, so where possible, you should try to move the plural subject closest to the verb whenever you can.

  • Neither Joe nor his brothers are going to the beach.
  • Neither Joe’s brothers nor Joe is going to the beach.
  • Not only research knowledge but also grammar skills are important in a job search.

When you have an intervening clause between subject and verb (or multiple subjects and a verb), ignore the intervening clause to determine if you need a singular or plural verb.

  • The point of the exercises was to teach correct use of apostophes.
  • Only one of the examinees was prepared with supplies.

I hope that helps with subject/verb agreement. If you have any questions about this or have another topic you would like to see covered, please let me know at [email protected]. Also remember that you can add your email address to the “Subscribe to Blog via Email” area on the top right hand side of the page and the posts will be emailed to you! Lastly, if you are learning something, please share with others who might be interested. Thanks!

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