Writing Tips
Examples
James Hayes-Bohanan, Ph.D.
Professor, Geography
Updated June 26, 2012

"WOW! Look at all the red ink on this paper! Dr. Hayesboh is really giving this student a hard time!"
 
Actually, this is an example of red ink I have put on my own writing - an excerpt of a short paper I wrote in October 2001. The grammar is correct in the original, but the redline comments serve to make the writing more effective, concise, and professional. So, please do not be offended if your own writing shows up as a corrective example on this page! (See the new Wordiness example!)

The following examples illustrate various style and grammar concepts. Avoiding mistakes does not make one a good writer, but it is a start. The examples are drawn from student writing, published sources (not everything that is published is written well) and my own writing. My students are required to consult this list, which includes both grammatical errors and style problems. The latter refers to ways of writing that might be grammatically correct, but that are not as effective as they could be.

The Writing Handbook is an online resource provided by the Writing Center at the University of Wisconsin. It provides more examples of the kind listed below, with separate pages for grammatical errors and style suggestions. (I have mixed the two in my list below).  I also recommend the Grammar, Spelling and Punctuation page at the Online Writing Lab of Purdue University.

For a much more complete list, see Paul Brians' Common Errors in English page.

Professional editors use standard proofreading marks . Although I am not an expert in this area, I employ similar marks when reviewing student papers. The examples below are the most common marks I use, with an explanation of each.

Although ,
Ambiguity
Among and Between
Avoid First and Second Persons
Clichés
Colons
commas
Compare and Contrast
Compound Modifiers
Consistent Cases
Conversational Style
Deal with
Gender-specific Pronouns
Hopefully,
"However"
It's and Its
Noun-Pronoun Agreement
On the Other Hand
Parallel Structure
Problem Being
Run-on Sentences
Slang
Spell-checking
Spell Out Numbers
Split Infinitives
Subject-Verb Agreement
Talks about
That and Who

Then and Than
"There"
Titles
Which and That
Weak Openings
While and Whereas
Wordiness
... would be ... 
 
This is the most important mark. "See tips" refers the student to this page, and indicates that a similar example can be found here.
I circle apostrophes to indicate that contractions should be avoided in formal writing. 
A double underline indicates that a letter should be capitalized.
A single line through a letter means that it should be made lower-case.
A line with a curl at the end indicates a letter, word, or group of words should be deleted.
W.C. means "word choice." It indicates that another word would probably communicate your idea more effectively.
"awk" means "awkward," indicating a passage that does not flow smoothly. Try reading the passage outloud as you find a way to re-write it.

Please see additional symbols stolen shamelessly and without attribution from social media:

Alternate Editing
        Symbols

Please note that each of the suggestions I provide below is just one way of improving the sentence. Other changes could be made that would be just as valid. Please also note that my suggestions usually include changes beyond the focus of the particular example.


Although,
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When used to open a dependent clause, the word "although" is not followed by a comma.

Example:

Although, her book was written in the early sixites and the information collected was before that time, the ideas she is trying to represent are very applicable for today.


Suggestion:

Although her book was written in the early sixites and the information was collected before then, the ideas she is trying to represent are very applicable for today.



Hopefully,
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The word "hopefully" is an adverb. It should only be used to modify verbs, adjectives, or other adverbs. It should not be used at the beginning of a sentence.

Example:

Hopefully these needs for the future can be met.


Suggestion:

They hope to meet these future needs.


Weak Openings
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It is sometimes difficult to write the first sentence of an essay. One solution is to write something in order to get started, and then take a careful look at the first sentence when everything else has been written. It is often possible to transform a choppy opening section into something that flows more smoothly. Neither the first person nor the assignment should be mentioned in the first sentence (or any sentence, for that matter) of an essay. Direct reference to the fact that a topic was chosen contributes nothing to the essay. It seems to be a requirement of some high-school writing classes, but should be avoided in university-level and professional writing.

Example:

The book is Noah’s Children and the author is Sara Stein. The author brings us through the stages of ones childhood through the eyes of different people. Much of the time is spent on things her four children and grandchildren do.


Suggestion:

In the book Noah’s Children, author Sara Stein describes the stages of childhood through the eyes of several people. Much of the book is devoted to things her four children and grandchildren do.

Example:

The movie I chose to watch and interpret was “Born Into Brothels: Calcutta’s Red Light District” written and produced by Zana Briski and Ross Kauffman.  This documentary takes place in Calcutta located in India and depicts the lives of eight children who share their world being surrounded by prostitution and drugs.


Suggestion:

The documentary Born Into Brothels: Calcutta’s Red Light District, written and produced by Zana Briski and Ross Kauffman, takes place in Calcutta, India. The film depicts the lives of eight children who share their world being surrounded by prostitution and drugs.


Dashes and Hyphens
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Hyphens are used in certain compound words, or whenever two words are combined as a single modifier.

Example:

Friends is a prime time show.


Suggestion:

Friends is a prime-time show.

In this case, the hyphen makes it clear that "prime" and "time" together modify "show." Otherwise, the reader can become confused, thinking that "prime" modifies "time" or that "time" modifies "show." Readers can usually figure out such ambiguities, but it is better to avoid them by proper placement of a hyphen.

A dash is a longer horizontal mark that is equivalent to two hyphens. It is used to set aside a modifying phrase. This can often be accomplished with parentheses.

Example:

Use dashes-such as these-to set words apart.

Suggestions:

Use dashes–such as these–to set words apart.
OR
Use dashes – such as these – to set words apart.

The difference between hyphens and dashes might seem subtle, but experienced readers notice them, and will be confused if hyphens are used where they should not be. The difference between the first and second suggestion is that in the first case no spaces are used between the dashes and the words that they are setting apart. This is actually the preferred way to use dashes. I prefer the second suggestion – even though it is less proper – because I find it easier to read.

GOOD NEWS: You may be wondering where to find these dashes on your computer. If you are using MS Word (and perhaps some other programs), you can simply type two hyphens together. When you move on to the next word in your sentence, the Autocorrect feature will convert the two hyphens to a dash. If you are using other software (such as a web-page editor), it might be necessary simply to leave the two hyphens in place, as in the alternate suggestion below.

Alternate Suggestion

Use dashes -- such as these -- to set words apart.

... would be ...
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The phrase "would be" refers to something that is conditional or contingent. For a state that actually exists, the verb "to be" is more appropriate.

Example:

The rain forest would be layered in appearance.
Suggestion:
The rain forest is layered in appearance.

or

The rain forest would be layered in appearance, if ....


It's and Its
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It's should never be used in formal writing, for the following two reasons:

The possessive of "it" is "its."

Example:

The company was required to take responsibility for it's hazardous waste.
Suggestion:
The company was required to take responsibility for its hazardous waste.
"It's" is a contraction of "it is." As with all contractions, it should be avoided in formal writing.

Example:

It's an important problem.
Suggestion:
It is an important problem.

Clichés
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In formal writing, it is best to avoid over-used phrases that may be acceptable in common speech.

Example:

They see eye to eye.
Suggestion:
They agree.
For an exhaustive list of clichés, visit ClichéSite.com , which is both entertaining and educational. The definitions provided will
often serve as inspiration for alternatives, as in the example above.

Titles
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Article titles should be in quotes. Titles of books or journals should be in italics. Titles should be underlined only when using a typewriter that is not capable of setting text in italics.

Example:

In an article What Inspires You?, from Sierra magazine, ...
Suggestion:
In an article entitled "What Inspires You?" from Sierra magazine, ...
or
In the Sierra article entitled "What Inspires You?," ...

Use of Colons
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Colons can be used to indicate that a list follows.

Example:

The earth is 197 million square miles and can be divided into two hemispheres, the north and south hemispheres.
Suggestion:
The earth has a surface area of 197 million square miles and can be divided into two hemispheres: the Northern Hemisphere and the Southern Hemisphere.
Do not, however, use a colon to precede a list that is included in the flow of the sentence.

Example:

The subtractive primary colors are: yellow, cyan, and magenta.
Suggestion:
The subtractive primary colors are yellow, cyan, and magenta.

Slang
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Some expressions that are acceptable in conversation should be avoided in formal writing.

Example:

This goes to show just how lucrative coal mining can be.


Suggestion:

This shows just how lucrative coal mining can be.

Subject-Verb or Noun-Pronoun Agreement
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Most students know that subjects and verbs should agree, but it is often difficult to be sure which noun in a sentence is the subject, and which is the verb that should agree with it. The same holds true for pronouns and for articles (such as "this" and "these").

Example:

Many of the things that humans are wasting is not replaceable or it may take more than a million years to replace it, such as petroleum.


Suggestion:

Many of the things that humans are wasting are not replaceable, or it may take more than a million years to replace them, as in the case of petroleum.
Example:
They have stated ways of solving this problems but what many do not understand it that this problems are only symptoms of a greater problem.
Suggestion:
They have stated ways of solving these problems, but many do not understand that these problems are only symptoms of a greater problem.
Example:
The term global coordinate system, which is the lines that form a grid network, I had never heard before.
Suggestion:
The term "global coordinate system," which are the lines that form a grid network, was new to me.
Example:
The data provided by the author supports her conclusions.
Suggestion:
The data provided by the author support her conclusions.
NOTE: The word "data" is the plural of "datum," which refers to a single piece of information. The assumption that "data" is singular is a common error, even in scientific journals!


Ambiguity
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The wording of complex sentences can sometimes lead to confusion for the reader. It is good to read sentences outloud to be certain they communicate what is intended. This example is taken from a newspaper feature that lists historic events.

Example:

The state of Texas executed Betty Lou Beets, 62, by injection for murdering her fifth husband after Gov. George W. Bush refused to intervene.
Suggestion:
After Gov. George W. Bush refused to intervene, the state of Texas executed Betty Lou Beets, 62, by injection for murdering the man who had been her fifth husband.
The original sentence is unusual in that it can give two false impressions: first, that Gov. Bush could have intervened in the murder itself, and second, that Ms. Beets had killed five husbands. The suggested sentence is admittedly cumbersome. Perhaps a second sentence is needed.

Deal with
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The phrase "deal with" is increasingly common in both student papers and published works. Unfortunately, it usually adds little to the meaning of a sentence (unless the sentences is about negotations or poker), and can be replaced by something more specific.

Example:

Desert plants have to be able to deal with extreme heat.
Suggestion:
Desert plants have to be able to withstand extreme heat.
Incidentally, this is not always true. Deserts are defined by the availability of moisture, not by temperature. The dry air, however, is usually associated with greater extremes of temperature than would otherwise occur.


Use of commas
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Writers are often confused about the proper uses of commas. Both overuse and under use of commas can distract readers. The first example needs a comma to separate a dependent clause from the main clause. The second comma should have the comma removed, because it is in the middle of a clause and does not serve another purpose.

Example:

The greater amount of people the more they will consume.
Suggestion:
The greater the number of people, the more they will consume.
Example:
The Temperate Forest Biome, occur in regions with a moderate or a high rainfall.
Suggestion:
The temperate forest biome occurs in regions with moderate or high rainfall.
(Note: In this example, two additional changes are suggested: the verb should be changed to agree with the subject and the indefinite articles should be removed.)


Avoid First and Second Persons
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In academic writing, even when an opinion is presented, it is advisable to avoid the first (e.g., "I," "me," and "my") and especially the second (e.g., "you") persons. Often these terms impart a casual tone to the writing that makes it less convincing. The use of the second person surprise the reader, since "you" is the reader.

Example:

The article I read is about the fishing industry.
Suggestion:
The article is about the fishing industry.
Example:
I think pollution is bad.
Suggestion:
Pollution is bad.
Terms like "I think" are often used to soften the impact of an expressed opinion. Readers who would disagree will do so whether the message is softened or not. It is best just to state the case as directly as possible. If the resulting sentence is not supported by the rest of the essay, then the rest of the essay should be re-written to support any opinions or conclusions offered.

Example:

It makes you think ...
Suggestion:
It makes one think ...
or
It is thought-provoking ...

Use of "However"
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The word "however" may be used as an adjective or a conjunction (the following is based on the American Heritage Dictionary):

Adverb uses:

1. In whatever manner or way: However he did it, it was very clever.
2. To whatever degree or extent: “have begun, however reluctantly, to acknowledge the legitimacy of some of the concerns” (Christopher Lasch).
3. In what way. Used as an intensive of how: However did you get here so soon?
4. In spite of that; nevertheless; yet: The book is expensive; however , it is worth it.
5. On the other hand; by contrast: The first part was easy; the second, however, took hours.
(NOTE: "On the other hand" should be used only when the phrase "on the one hand" has already been used. Otherwise, it makes no real sense.)

Conjunction use:

1. In whatever manner or way: Dress however you like.
Note that it is possible to begin a sentence with "however," but it should not be used to start a sentence if it is being used in the sense of "nevertheless" or "by contrast." (To be fair, some grammarians differ on this point.)

Example:

However, it seems to me that the government is contradicting themselves by saying that they are trying to save the earth by passing these so called laws an yet, they allow the earth's natural resources such as coal and oil be ripped and sucked out of the earth like is was some kind of material that can be replaced.
Suggestion: (I chose this example because it gives me a chance to address several other issues that I frequently see in students' writing.)
It seems, however, that the government is contradicting itself by saying that it is trying to save the earth by passing these so-called laws while allowing the earth's natural resources, such as coal and oil, to be ripped and sucked out of the earth as if it were material that can be replaced.
In addition to moving the word "however," I have suggested changes related to:
Parallel structure - Since "by passing" is used, I changed "allow" to "allowing."
Compound modifier - "So-called" is a compound modifier: two words acting together as a single adjective. I would consider removing the word, since it is colloquial, but it does have a particular meaning here.
Commas to offset an appositive (descriptive) phrase - Since "such as coal and oil" is an appositive of "natural resources," I have set it off with commas.
Subjunctive or conditional comparison - I have changed "like it was" to "as if it were," both to remove the colloquial use of "like" and to use the subjunctive form of "to be" ("were").
First person - use of the phrase "to me" in the first line weakens the statement, and is not necessary.


Parallel Structure
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When listing items in a sentence, all items in the list must be parallel. That is, each must make sense individually with the rest of the sentence.

Example:

It also helps cure heart ailments, hypertension, arthritis and even birth control.


Suggestion:

They  help cure heart ailments, hypertension, and arthritis. They can even provide birth control.
The reason for suggesting a change is that the sentence implies "cure birth control," which is not intended.


Run-on Sentences
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Well-written sentences may be either long or short, but avoid sentences containing two or more independent clauses, particularly if no punctuation is used to separate them.

Example:

Three classes of consumers are found in an ecosystem they are primary consumers, secondary consumers, and tertiary consumers.
Suggestions:
Three classes of consumers are found in an ecosystem. They are primary consumers, secondary consumers, and tertiary consumers.
OR
Three classes of consumers are found in an ecosystem: primary consumers, secondary consumers, and tertiary consumers.

Conversational Style
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Although a conversational style may sometimes make writing more interesting, it is usually not appropriate in formal writing.

Example:

Seems like science and accountants have figured out for a long time now, what crops are most useful to the world hunger prevention.
Suggestion:
It would seem that scientists and accountants would have determined by now which crops are most useful in the prevention of world hunger.

Problem being is
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One example of conversational style that should never be found in formal writing (or even informal writing) is the phrase "the problem being is." This construction should be avoided in speech, too, because the two different forms of the same verb make no sense together.

Example:

The problem being is that logging is still done illegally.
Suggestions:
The problem is that logging is still done illegally.
OR
The problem being illegal logging, the solution is stricter enforcement.
(This is not a great suggestion, but it shows a legitimate way of using "problem being."

Gender-specific Pronouns
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Avoid gender-specific pronouns if the class of people being described includes both males and females.

Example:

The farmer himself does not profit very much from the crops he plants.
Suggestions:
The farmer does not profit very much from the crops he or she plants.
OR
Farmers do not profit very much from the crops they plant.
Example:
Man has a profound influence on his environment.
Suggestion:
People have a profound influence on their environment.

The Use of "There"
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Sentences can often be made stronger by eliminating the word "there," especially at the beginning of the sentence. In the second example, eliminating "there" allows two choppy sentences to be combined into one, more interesting sentence.

Example:

There are some storms that are mild, and there are some storms that are devastating.
Suggestion:
Some storms are mild and some storms are devastating.
Example:
Towards the end of the summer, there are many thunder and lightening storms. With the combination of lightening and dry weather, there are many fires.
Suggestion:
Near the end of summer, the combination of dry weather and frequent thunder and lightning storms leads to many fires.

Compound Modifiers
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When two words are used in combination to modify another word or phrase (as though they formed a single adjective or adverb), they should be hyphenated. (Note: The good people who created the spell checker for Microsoft Word do not know this rule. Ignore any "corrections" the spell checker generates about hyphens.)

Example:

Long term planning needs to be done to solve the hunger problem.
Suggestion:
Long-term planning is needed to solve the hunger problem.

Split Infinitives
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Infinitives ("to" plus a verb) are treated as single words for grammatical purposes. They should not be separated by adverbs.

Example:

Although there is enough food produced each year to adequately feed the world, hunger and malnutrition are widespread in several less developed countries.
Suggestion:
Although enough food is produced each year to feed the world adequately, hunger and malnutrition are widespread in several less-developed countries.


(In addition to removing the split infinitive, I made two other changes in this sentence. First, I eliminated the word "there," which almost always results in a weakened sentence structure. It may seem difficult to avoid, but the elimination of the word "there" usually forces the writer to create a sentence that is stronger and more interesting. Second, I hyphenated the modifier "less-developed.")


Among and Between
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"Among" refers to three or more; "between" only to two. It is related to the word "twain" as in Mark Twain, whose name means "two marks" for two fathoms depth on a river.

Example:

The agreement called for the opening of markets of the United States, Mexico, and Canada, promoting trade and investment between the three nations.
Suggestion:
The agreement called for the opening of markets of the United States, Mexico, and Canada, in order to promote trade and investment among the three nations.

Spell Out Numbers
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Spell out any number less than twenty, and any number that can be expressed in one word. Always spell out numbers used at the beginning of a sentence. Always spell out the word "percent."

Example:

90% of the rice is grown in East and South Asia.
Suggestion:
Ninety percent of the world's rice is grown in East and South Asia.

Compare and Contrast
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"Compare" means to assess both the similarities and differences between two things. As such, it incorporates the meaning of "contrast," which assesses only the differences. Unfortunately, many high school essay assignments perpetuate the misuse of these words.

Example:

This paper compares and contrasts the forest and tundra biomes.
Suggestion:
This paper compares the forest and tundra biomes.

Consistent Cases
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In some cases, the decision to capitalize or not to capitalize may be difficult. In such cases, however, one should make a choice and adhere to it. In the following example, lower case is preferable, but if the upper case is to be used, it should be used in both sentences.

Example:

One complex biome is the tundra. The Tundra exists on the Antarctic Peninsula and the neighboring islands in the Southern Hemisphere.
Suggestion:
One complex biome is the tundra. The tundra is found on the Antarctic Peninsula and on neighboring islands in the Southern Hemisphere.

Which and That
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The words "that" and "which" are often confused. "Which" refers to an inherent condition that applies to all members of a group. "That" distinguishes members of a group acccording to some condition or trait.

Example:

Animals, which live in the desert, are often light colored.
Suggestion:
Animals that live in the desert are often light in color.
The first example implies that all animals live in the desert; the second example makes it clear that only those animals living in the desert are being discussed.


Wordiness
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The elimination of extra words often makes the writing clearer.

Example (23 words):

One can assume that they are similar because both are due to the fact that these occurances are a result of human activity.
Suggestion (9 words):
They are similar because both result from human activity.
I am sometimes quite guilty! The following example comes from one of my own web pages (http://webhost.bridgew.edu/jhayesboh/musica/).

Example (232 words):

I am an environmental geographer who first became interested in Latin America twenty years ago, because of the problem of deforestation in the Brazilian Amazon. Since then, I have had the privilege of visiting, studying, and living in various parts of the region, and in recent years I have been involved in teaching its human and physical geography to undergraduates, in-service teachers, and general audiences. At the same time that I have become personally interested in the diverse music of the region, I have found that the music is an excellent means for exploring its geography. (As much as I have learned through music, I should make it clear that I am not a trained musicologist .)

Wherever I travel these days, I try to find a local person who is interested in music, and ask that person to go to a CD shop with me, and to show me what is current and interesting to them. The store clerks usually love to get involved, and I get to sample a wide variety of exciting music. Computer technology is rapidly lowering the barriers to producing music that existed in the days of vinyl records and expensive studio time, so an amazing variety can be found. I look for music that people are actually listening to, and that I can somehow connect to music I have already heard. It is great fun.

Suggestion (183 words) :

I first became interested in Latin America twenty years ago, because of the problem of deforestation in the Brazilian Amazon. Since then, I have enjoyed visiting, studying, and living in various parts of the region. In recent years I have been teaching its human and physical geography to undergraduates, in-service teachers, and general audiences. I have become personally interested in the diverse music of the region and I have found that the music is an excellent means for exploring its geography. (I should make it clear that I am not a trained musicologist.)

Wherever I travel, I ask a local person who is interested in music to go to a CD shop with me, and to show me what is current and interesting. The store clerks usually love to get involved, and I get to sample a wide variety of exciting music. Technology is lowering the barriers to producing music, so an amazing variety can be found. I look for music that people are actually listening to, and that I can somehow connect to music I have already heard. It is great fun!

That and Who
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A similar problem is the confusion between "that" and "who." The latter is always used when the reference is to people.

Example:

People that turn without signalling should be fined.
Suggestion:
People who turn without signalling should be fined.

While and Whereas
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The word "while" refers to events that occur at the same time. The word "whereas" is used to contrast two things, one of which may be a bit surprising in light of the other.

Example:

Its high elevations and harsh living conditions characterize the Alpine biome, while the Temperate Forest is characterized by diversity in temperature and its high rainfall.
Suggestion:
Its high elevations and harsh living conditions characterize the alpine biome, whereas temperate forest is characterized by diversity in temperature and high rainfall.

Spell-checking
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Word processors include spelling checkers, providing both a safety net and a new writing hazard. The feature should be used, but writers should remember that they remain responsible for what they write. The spell checker can only indicate if a given string of letters is a word; it cannot indicate if it is the right word.

Example:

I foreign believe that the policy was not successful.
Suggestion:
I, for one, believe that the policy was not successful.
Of course, the improved sentence still includes the first person. Therefore:

Better suggestion:

The policy was not successful.

Then and Than
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"Then" refers to a particular time. "Than" is used for comparisons.

Example:

In the forests that will be thinned there are ten times more trees now then there were in 1990.
Suggestion:
The forests that will be thinned have ten times more trees now than they had in 1990.
Note that the suggestion also eliminates the two uses of the word " there ," making this a stronger sentence.



... talks about ...
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When referring to the content of a book or article, it is not appropriate to write "it talks about," or even "the author talks about," because the reference is to written, not spoken, work.

Example:
This article was from the Sierra Magazine web site. It talks about how the city of New York is located at sea level and how the growing threat of global warming could directly impact the future and the welfare of the city.
Suggestion:
In an article in Sierra magazine, author Ingrid Eisenstadter argues that since New York City is located at sea level, the growing threat of global warming could threaten the future welfare of the city.
Notice that in this suggestion, a few words are changed to make the sentence shorter and more descriptive.


Return to my Not-the-13th-Grade page.
Any questions? Contact me at jhayesboh@bridgew.edu .
James Hayes-Bohanan, Ph.D.
Bridgewater State College