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Catalog / Grammar & Style: Usage & Mechanics Cheat Sheet

Grammar & Style: Usage & Mechanics Cheat Sheet

A concise cheat sheet covering essential aspects of grammar, style, usage, and mechanics. It provides a quick reference for writers and editors to ensure clarity, correctness, and effective communication.

Subject-Verb Agreement & Pronoun Usage

Subject-Verb Agreement

Singular Subjects:

Use a singular verb. Example: He runs.

Plural Subjects:

Use a plural verb. Example: They run.

Compound Subjects (and):

Usually plural. Example: John and Mary run.

Compound Subjects (or/nor):

Agree with the subject closest to the verb. Example: Neither John nor his brothers run.

Indefinite Pronouns (singular):

Each, either, neither, everyone, someone, nobody, etc. Example: Everyone runs.

Indefinite Pronouns (plural):

Several, few, both, many. Example: Many run.

Collective Nouns:

Can be singular or plural depending on context. Example: The team is winning. (singular, acting as a unit). The team are arguing. (plural, individual members).

Pronoun Agreement and Reference

Pronoun Agreement:

Pronouns must agree in number and gender with their antecedents. Example: The dog wagged its tail. (singular, neuter).

Clear Pronoun Reference:

Ensure each pronoun clearly refers to its intended antecedent. Avoid ambiguity. Example: John told Bill that he was wrong. (ambiguous). Better: John told Bill, ‘You are wrong.’

Pronoun Case:

Use the correct case (subjective, objective, possessive). Example: I went to the store. (subjective). The store gave the book to me. (objective). That is my book. (possessive).

Who vs. Whom:

Who is subjective, whom is objective. Example: Who is at the door? To whom did you give the book?

Reflexive Pronouns:

Use only when the pronoun refers back to the subject. Example: I hurt myself. (correct). Give the book to myself. (incorrect, use me).

Verb Tense Consistency & Voice

Verb Tense Consistency

Maintaining Tense:

Keep verb tenses consistent within a sentence and paragraph unless there’s a logical reason to change. Example: I went to the store and bought milk. (past tense consistent).

Sequence of Tenses:

Use the correct sequence of tenses to show relationships between events. Example: I had finished my work before he arrived. (past perfect + past simple).

Avoiding Unnecessary Shifts:

Avoid shifting tenses without a clear reason. Example: I went to the park, and I see many ducks. (incorrect). Corrected: I went to the park, and I saw many ducks.

Active vs. Passive Voice

Active Voice:

The subject performs the action. Clear and direct. Example: The dog chased the ball.

Passive Voice:

The subject receives the action. Can be used to de-emphasize the actor or emphasize the action. Example: The ball was chased by the dog.

When to Use Passive:

When the actor is unknown or unimportant. Example: The window was broken. (actor unknown).

Avoiding Overuse of Passive:

Overuse can make writing weak and indirect. Prefer active voice when possible. Example: Mistakes were made. (passive, vague). Better: We made mistakes. (active, direct).

Punctuation Essentials

Commas

Commas in Lists:
Use commas to separate items in a list. Example: I need milk, bread, and eggs. (Oxford comma optional but recommended).

Commas with Coordinating Conjunctions:
Use a comma before a coordinating conjunction (and, but, or, nor, for, so, yet) that joins two independent clauses. Example: I wanted to go, but I was too tired.

Commas after Introductory Elements:
Use a comma after an introductory word, phrase, or clause. Example: However, I decided to stay home.

Commas with Nonessential Information:
Use commas to set off nonessential (nonrestrictive) phrases or clauses. Example: My brother, who lives in Chicago, is a doctor.

Comma Splices:
Avoid joining two independent clauses with only a comma. Use a semicolon, a coordinating conjunction, or separate the clauses into two sentences. Incorrect: I went to the store, it was closed.

Semicolons & Colons

Semicolons:

Join two closely related independent clauses. Example: The sun was shining; the birds were singing.

Colons:

Introduce a list, explanation, or example. Example: I need three things: milk, bread, and eggs.

Semicolons vs. Commas:

Use semicolons when the clauses are closely related and a coordinating conjunction isn’t used. Use commas with coordinating conjunctions.

Colons for Emphasis:

Can emphasize the information that follows. Example: There was only one thing to do: run!

Apostrophes

Possession:

Show possession. Example: John’s car, the dog’s bone.

Contractions:

Indicate missing letters in contractions. Example: can’t, don’t, it’s.

Plural Possessive:

Show possession for plural nouns. Example: the students’ desks.

Its vs. It’s:

Its is possessive, it’s is a contraction of it is. Example: The dog wagged its tail. It’s a beautiful day.

Common Usage Errors

Affect vs. Effect

Affect:

Usually a verb, meaning to influence. Example: The weather will affect our plans.

Effect:

Usually a noun, meaning a result. Can also be a verb meaning to bring about. Example: The effect of the rain was flooding. He will effect change.

Then vs. Than

Then:

Indicates time or sequence. Example: I went to the store, then I went home.

Than:

Used for comparisons. Example: I am taller than you.

There, Their, & They're

There: Indicates a place or existence. Example: The book is over there. There are many stars in the sky.

Their: Possessive pronoun. Example: Their car is red.

They’re: Contraction of they are. Example: They’re going to the party.

To, Too, & Two

To: Preposition indicating direction or purpose. Example: I am going to the store.

Too: Means also or excessively. Example: I am going too. It is too hot.

Two: The number 2. Example: I have two cats.

Your vs. You're

Your:

Possessive pronoun. Example: Your book is on the table.

You’re:

Contraction of you are. Example: You’re going to be late.
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