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: |
Commas with Coordinating Conjunctions: |
Commas after Introductory Elements: |
Commas with Nonessential Information: |
Comma Splices: |
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. |