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By Andrea Wenger, Carolina Chapter Vice President
In response to popular demand (by Sheila Loring, new managing editor of Carolina Communiqué)—and with input from members of the Technical Editing SIG—I’ve compiled a list of ten points of grammar and usage that technical communicators sometimes misunderstand. Avoid these pitfalls to make your work easier to read and to translate.
In American English, if you add an inflected suffix to an unaccented syllable of a word ending in -l, the -l is not doubled. Here are some examples:
The same principle applies to words ending in -t: targeted, coveted, dieted.
When the object of a verb is a noun clause, include that between the verb and the clause. This is particularly important when writing for translation and non-native speakers.
Incorrect: Ensure the door is closed.
Correct: Ensure that the door is closed.
Unless an introductory phrase is very short, it should be followed by a comma.
Incorrect: After the LED stops flashing press Start.
Correct: After the LED stops flashing, press Start.
Phrasal verbs, like back up, log in, and set up, should be written as two words when used as a verb: back up your files, log in to the system, set up the computer. However, these expressions can be combined into one word when used as a noun, as in the phrase installation and setup. These same terms are often hyphenated when used as adjectives: log-in ID, back-up disk.
Pronouns without clear antecedents are confusing, particularly for translators. In the following example, the word “this” in the second sentence has no antecedent.
Incorrect: When motor current exceeds the threshold, the overload relay interrupts power to the motor. This helps protect the motor from overheating.
Correct: When motor current exceeds the threshold, the overload relay interrupts power to the motor. This process helps protect the motor from overheating.
Ensure that items in a bulleted list are parallel and that they use consistent punctuation. Unless your style guide says otherwise, use periods at the end of a bullet item only if the item is a complete sentence; if one item in the list must be a complete sentence, make all the items complete sentences. If using fragments in bullets, begin each with the same part of speech.
Incorrect:
The benefits include the following:
— Robustness
— Responds to inputs in under 10 ms
— Available in high-temperature models
— Temperature readings are factory set to °F but can be changed to °C with the flip of a switch.
Correct:
The benefits include the following:
— Robustness
— Response to inputs in under 10 ms
— Availability in high-temperature models
— Conversion from °F to °C with the flip of a switch
Proper names are capitalized. Generic product names are not. Neither are words used in an acronym or initialism.
Incorrect: The Motor Logic® Solid-State Overload Relay (SSOLR) helps protect motors from overheating.
Correct: The Motor Logic® solid-state overload relay (SSOLR) helps protect motors from overheating.
If you’re writing technical material, as opposed to marketing material, repeatedly emphasizing the product name distracts the reader from the task.
Note, however, that names such as Edit menu, Start button, and Off position are capitalized. This capitalization emphasizes the word without drawing undue attention to it (as setting it in a different font would).
Semicolons serve two basic purposes:
A. They separate list items when a comma is insufficient (for instance, when a list item contains an internal comma).
Incorrect: The device has three LEDs: a green On indicator; a yellow Alarm indicator; and a red Trip indicator.
Correct: The device has three LEDs: a green On indicator, a yellow Alarm indicator, and a red Trip indicator.
Correct: The device has three LEDs: a green On indicator; a yellow Alarm indicator, which flashes when the temperature is within 10% of the trip threshold; and a red Trip indicator.
B. They separate two or more independent clauses when the clauses are closely related. Semicolons should not be used to separate a phrase or a dependent clause from an independent clause.
Incorrect: If the temperature level exceeds the threshold, the circuit opens; tripping the device.
Correct: If the temperature level exceeds the threshold, the circuit opens; the device trips.
When a participial phrase begins a sentence, it must modify the subject of the sentence.
Incorrect: When starting up, the ramp time is 200 ms.
Correct: When the equipment starts up, the ramp time is 200 ms.
Misuse of punctuation with the phrase “for example” is a common problem. Beware of constructions where “for example” is preceded and followed by commas or is preceded by a semicolon. These constructions are usually ungrammatical, according to John Kohl, author of The Global English Style Guide (web site: www.globalenglishstyle.com).
Here are some examples to illustrate the proper use of punctuation with “for example.”
Incorrect: Choose from a variety of colors, for example, red, green, or black.
Correct: Choose from a variety of colors (for example, red, green, or black).
Incorrect: Choose from a variety of colors, for example: red, green, or black.
Correct: Choose from a variety of colors: for example, red, green, or black.
Incorrect: Choose from a variety of colors. For example, red, green, or black.
Correct: Choose from a variety of colors. For example, red, green, and black are available.
Incorrect: Choose from a variety of colors; for example, red, green, or black.
Correct: Choose from a variety of colors; for example, red, green, and black are available.
In a global economy, the writing of technical communicators is used by non-native speakers, human translators, and machine translation systems. By adhering to grammar and usage guidelines, you improve the likelihood that your content will be properly understood by all readers.
Andrea is a senior technical writer at Schneider Electric. She blogs about writing and personality at andreajwenger.com. She can be reached at andreajwenger at gmail dot com.
1. Get the L out of there
In American English, if you add an inflected suffix to an unaccented syllable of a word ending in -l, the -l is not doubled. Here are some examples:
| American English | British English |
| canceled, canceling | cancelled, cancelled |
| labeled, labeling | labelled, labelling |
| signaled, signaling | signalled, signalling |
| traveled, traveling | travelled, travelling |
The same principle applies to words ending in -t: targeted, coveted, dieted.
2. That’s the Ticket
When the object of a verb is a noun clause, include that between the verb and the clause. This is particularly important when writing for translation and non-native speakers.
Incorrect: Ensure the door is closed.
Correct: Ensure that the door is closed.
3. Give Us Pause
Unless an introductory phrase is very short, it should be followed by a comma.
Incorrect: After the LED stops flashing press Start.
Correct: After the LED stops flashing, press Start.
4. All Shook Up
Phrasal verbs, like back up, log in, and set up, should be written as two words when used as a verb: back up your files, log in to the system, set up the computer. However, these expressions can be combined into one word when used as a noun, as in the phrase installation and setup. These same terms are often hyphenated when used as adjectives: log-in ID, back-up disk.
5. Who Dat?
Pronouns without clear antecedents are confusing, particularly for translators. In the following example, the word “this” in the second sentence has no antecedent.
Incorrect: When motor current exceeds the threshold, the overload relay interrupts power to the motor. This helps protect the motor from overheating.
Correct: When motor current exceeds the threshold, the overload relay interrupts power to the motor. This process helps protect the motor from overheating.
6. A Shot in the Dark
Ensure that items in a bulleted list are parallel and that they use consistent punctuation. Unless your style guide says otherwise, use periods at the end of a bullet item only if the item is a complete sentence; if one item in the list must be a complete sentence, make all the items complete sentences. If using fragments in bullets, begin each with the same part of speech.
Incorrect:
The benefits include the following:
— Robustness
— Responds to inputs in under 10 ms
— Available in high-temperature models
— Temperature readings are factory set to °F but can be changed to °C with the flip of a switch.
Correct:
The benefits include the following:
— Robustness
— Response to inputs in under 10 ms
— Availability in high-temperature models
— Conversion from °F to °C with the flip of a switch
7. Improper Nouns
Proper names are capitalized. Generic product names are not. Neither are words used in an acronym or initialism.
Incorrect: The Motor Logic® Solid-State Overload Relay (SSOLR) helps protect motors from overheating.
Correct: The Motor Logic® solid-state overload relay (SSOLR) helps protect motors from overheating.
If you’re writing technical material, as opposed to marketing material, repeatedly emphasizing the product name distracts the reader from the task.
Note, however, that names such as Edit menu, Start button, and Off position are capitalized. This capitalization emphasizes the word without drawing undue attention to it (as setting it in a different font would).
8. Semiconscious Semicolons
Semicolons serve two basic purposes:
A. They separate list items when a comma is insufficient (for instance, when a list item contains an internal comma).
Incorrect: The device has three LEDs: a green On indicator; a yellow Alarm indicator; and a red Trip indicator.
Correct: The device has three LEDs: a green On indicator, a yellow Alarm indicator, and a red Trip indicator.
Correct: The device has three LEDs: a green On indicator; a yellow Alarm indicator, which flashes when the temperature is within 10% of the trip threshold; and a red Trip indicator.
B. They separate two or more independent clauses when the clauses are closely related. Semicolons should not be used to separate a phrase or a dependent clause from an independent clause.
Incorrect: If the temperature level exceeds the threshold, the circuit opens; tripping the device.
Correct: If the temperature level exceeds the threshold, the circuit opens; the device trips.
9. Don’t Leave Me Hanging
When a participial phrase begins a sentence, it must modify the subject of the sentence.
Incorrect: When starting up, the ramp time is 200 ms.
Correct: When the equipment starts up, the ramp time is 200 ms.
10. Unexemplary Examples
Misuse of punctuation with the phrase “for example” is a common problem. Beware of constructions where “for example” is preceded and followed by commas or is preceded by a semicolon. These constructions are usually ungrammatical, according to John Kohl, author of The Global English Style Guide (web site: www.globalenglishstyle.com).
Here are some examples to illustrate the proper use of punctuation with “for example.”
Incorrect: Choose from a variety of colors, for example, red, green, or black.
Correct: Choose from a variety of colors (for example, red, green, or black).
Incorrect: Choose from a variety of colors, for example: red, green, or black.
Correct: Choose from a variety of colors: for example, red, green, or black.
Incorrect: Choose from a variety of colors. For example, red, green, or black.
Correct: Choose from a variety of colors. For example, red, green, and black are available.
Incorrect: Choose from a variety of colors; for example, red, green, or black.
Correct: Choose from a variety of colors; for example, red, green, and black are available.
In a global economy, the writing of technical communicators is used by non-native speakers, human translators, and machine translation systems. By adhering to grammar and usage guidelines, you improve the likelihood that your content will be properly understood by all readers.
Andrea is a senior technical writer at Schneider Electric. She blogs about writing and personality at andreajwenger.com. She can be reached at andreajwenger at gmail dot com.
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