Administrative Assistant / Secretary: Common English Usage Problems

Language: Key to Your Success
Give careful attention to your use of the English language. The ability to write and speak correctly is so important to a business career that you’ll find the following to be almost always true: As you improve your speech, you will also naturally improve your business success.
Words, phrases, and sentences that are outworn should not be used in a business letter. Stock phrases, like slang, give the impression that the writer has not thought the idea through and has not chosen the best language for expressing those ideas. It’s necessary first to understand thoroughly what you want to say and then to say it forcefully with words as natural to you as those of a conversation. This will help you accomplish the purpose of communication.
To help yourself write naturally, consider how you would respond to a luncheon invitation from an acquaintance. Would you say, “In accordance with your request that I have lunch with you, I beg to advise that I shall be happy to do so”? No. You would be more likely to say, “Thanks. I’ll be glad to have lunch with you.”

Verbose Expressions
You should be alert to everything you write. Beware of words that do not mean exactly what you want to say. Also beware of phrases that are careless, vague, or wordy. The table below gives examples of such pitfalls. After studying this list, protect yourself from similar mistakes. As a famous company once said in its ads, “The audience is listening!”

Correct Usage
In addition to being verbose, many letter writers frequently misuse parts of speech. The examples in the following subsections are given to alert you to these errors. Some of the examples are grammatically correct for colloquial use but not for formal speech and writing—which is the only kind you should use in business.
 

The Real Meaning Behind Verbose Expressions
 

Verbose Expressions	What You Really Mean
I beg to be advised	Please tell me
Thank you kindly	Thank you
I feel that you are able to appreciate	You can appreciate
Which you will remember is in connection with	Regarding
I am not at present in a position to	I am unable to
I would, therefore, ask that you kindly write	Please write
We would appreciate it if you would investigate the matter and inform us and report	Please check the matter
You have my permission to	You may
I am in receipt of a complaint from John Smith	John Smith complains
You have not, I believe, favored us with a reply	You have not replied
I acknowledge receipt of your letter	I received your letter

Affect, Effect
Affect is most commonly used as a verb, meaning “to influence.” It is used as a noun only as a psychological term, meaning “feeling or emotion.” Effect is a verb meaning “to bring about.” It is also used as a noun, meaning “a result or consequence, or a mental impression.”

Wrong:	The light effects my vision.
Right:	The light affects my vision.
Wrong:	Can you affect a change in the operation?
Right:	Can you effect a change in the operation?

All Right
Always spell all right as two words, never one.

Wrong:	It will be alright if you wish to go.
Right:	It will be all right if you wish to go.

Already, All Ready
Already denotes time; all ready denotes preparation.

Right:	She had already arrived.
Right:	We are all ready to leave.

Altogether, All Together
Altogether means “quite” or “in all.” All together means “in one place.”

Right:	She is altogether pleasant.
Right:	His bills came to fifty-seven dollars altogether.
Right:	The books were all together on one shelf.

Any, Either
Any refers to one of several. Either refers to one of two.

Right:	You may have any of the six books.
Right:	Either of those two cars will be acceptable.

Awful, Awfully
Never use awful or awfully as a synonym for “very.”

Wrong:	She performed an awful hard task.
Right:	She performed a very difficult task.
Wrong:	Bill is awfully smart.
Right:	Bill is unusually smart.

A While, Awhile
Awhile is an adverb and should never be used as the object of a preposition (which can only be a noun or pronoun).

Wrong:	Please come to my home for awhile before you start your journey.
Right:	Please come to my home for a while before you start your journey.
Right:	Relax awhile before you begin the task.

Badly
Badly is an adverb, but it is often mistakenly used as an adjective.

Wrong:	He wanted badly to go with them.
Right:	He wanted very much to go with them.
Wrong:	She felt badly after her operation.
Right:	She did not feel well after her operation.

Because
Because is not to be used in place of that.

Wrong:	The reason he did not attend the party is because he was in Chicago.
Right:	The reason he did not attend the party is that he was in Chicago.
Right:	He did not attend the party because he was in Chicago.

Between, Among
Between is used to differentiate two, and only two, objects. Among is used to differentiate more than two.

Right:	The dog was sitting between John and me.
Right:	There were three good books among the many he gave me.

Both, Alike
It’s illogical to use the combination both alike since two items can’t be alike if one is not.

Wrong:	The cars are both alike.
Right:	The two cars are alike. They are both the latest model.

Both, Each
Both is used to describe a condition that applies to two entities. Each is used to describe a single entity.

Wrong:	There is a picture on both sides of the mantel.
Right:	There is a picture on each side of the mantel.

Bring, Take
Bring is used to denote movement toward someone or something, while take is used to denote movement from someone or something.

Right:	Bring me the book.
Right:	Take the book to him.

Bushel
Add an s when referring to more than one bushel.

Wrong:	Eight bushel of oats.
Right:	Eight bushels of oats.

Business
Don’t use business when you really mean right.

Wrong:	What business is it of theirs to question my action?
Right:	What right have they to question my action?

Came By
Came by is a colloquial phrase that you should not use.

Wrong:	He came by to see me.
Right:	He came to see me.

Can’t Seem
Seem is a verb that means “look” or “appear.” Using can’t with seem is awkward.

Wrong:	I can’t seem to make the journey in an hour.
Right:	It seems impossible for me to make the journey in one hour.

Combination
Don’t confuse combine—normally a verb unless referring to farm equipment—with combination, which is a noun referring to a group of entities.

Wrong:	That combine will be a large one.
Right:	That combination will be a large one.

Cooperate
Cooperate is a verb that means “to work together.” Therefore, cooperate together is redundant.

Wrong:	If they cooperate together, their purpose will be accomplished.
Right:	If they cooperate, their purpose will be accomplished.

Council, Counsel, Consul
A council is a group of persons convened for advisory purposes. Counsel is advice; the word sometimes means “attorney.” A consul is an official appointed by a government to report on matters that the official observes while residing in a foreign land.

Credible, Credulous
Credible means “believable” or “worthy of being believed.” Credulous means “inclined to believe too readily.”

Right:	He related the incident in a credible manner.
Right:	She is too credulous for her own good.

Data
Data is can be singular or plural.

Right:	This data proves that our business is growing.
Right:	These data prove that our business is growing.

Deal
Deal should not be used informally to refer to a business agreement.

Wrong:	She made a deal to buy the house.
Right:	She made an agreement to buy the house.

Different From, Different Than
Different from takes an object; different than is used to introduce a clause.

Wrong:	That coat is different than mine.
Right:	That coat is different from mine.
Right:	He was different than I remembered.

Don’t, Doesn’t
Don’t means “do not”; doesn’t means “does not.”

Wrong:	He don’t care to go with us.
Right:	He doesn’t care to go with us.

Each, Their
Pronouns must agree in number and person with the words to which they refer.

Wrong:	Each drives their own car.
Right:	Each drives his own car.
Right:	Each of the women listed her needs. (The singular pronoun each is the subject.)

Either, Neither
Either and neither refer to two.

Wrong:	Neither of the four books suited him.
Right:	None of the four books suited him.
Wrong:	Either of the three books is the one I want.
Right:	Either of the two books will do.
Right:	Any of the three books will suit me.

Enthuse, Enthusiastic
Enthuse is used only as a colloquialism. For the formal language needed for business writing, use to be enthusiastic.

Wrong:	He was enthused over winning the award.
Right:	He was enthusiastic about winning the award.

Except, Unless
Except is a preposition used to introduce a prepositional phrase. Unless is an adverbial conjunction used to introduce a subordinate clause. They are not interchangeable. Except may be used as a conjunction only when it’s followed by the word that; however, that construction, although correct, is often awkward, and unless is preferable.

Wrong:	The horse cannot be entered in the race except the judges permit.
Right:	The horse cannot be entered in the race unless the judges permit.

Expect
Don’t use expect to mean think or suppose.

Wrong:	I expect she was well received.
Right:	I suppose she was well received.
Right:	I expect you to be there at 8 a.m.

Farther, Further
Farther shows a specific, quantifiable distance. Further shows degree or extent.

Right:	I walked farther than he did.
Right:	He will go further with your help than without it.

Fix
Fix means to repair. Don’t use it to mean a bad situation.

Wrong:	She is in a desperate fix.
Right:	She is desperate because of her present situation.

Foot, Feet
Foot is singular, feet is plural.

Wrong:	The room is twelve foot long.
Right:	The room is twelve feet long.

Got
Don’t use got when you could use have, has, or must.

Wrong:	I have got a new car.
Right:	I have a new car.
Right:	He has a new job.
Wrong:	I’ve got to stop at his house. [Colloquial]
Right:	I must stop at his house or I have to stop at his house.

Gotten
This is an obsolete word. Do not use; replace with got.

Guess
Don’t use guess when you really mean think.

Wrong:	I guess you are right.
Right:	I think you are right.
Right:	In the word game, Marcus was the first to guess correctly.

Inaugurate
Don’t use inaugurate in place of started or began.

Wrong:	The program was inaugurated on August 1.
Right:	The program was begun on August 1.
Right:	The president of the United States was inaugurated on January 4.

Inside Of, Within
Don’t use inside of where you could use within.

Wrong:	He will visit us inside of a week.
Right:	He will visit us within a week.

Invite
Don’t confuse invite (a verb) with invitation (a noun).

Wrong:	I have an invite to the party.
Right:	I have an invitation to the party.

Its, It’s
Its (without an apostrophe) is a possessive pronoun. It’s (with an apostrophe) is a contraction meaning “it is.”

Right:	It’s getting dark (meaning “it is getting dark”).
Right:	The ship was flying its flag at half-mast.

Kind
Kind is singular; kinds is plural.

Wrong:	She asked for those kind of flowers.
Right:	She asked for those kinds of flowers.
Right:	She asked for that kind of flower.

Kind Of, Sort Of
Kind of and sort of are unclear. Be definite when speaking or writing.

Wrong:	He appeared to be kind of ill.
Right:	He appeared to be rather ill.
Wrong:	She was sort of ill at ease.
Right:	She was somewhat ill at ease.

Learn, Teach
Before you can learn, someone must first teach you.

Wrong:	She learned me how to type.
Right:	She taught me how to type.
Right:	If I teach him correctly, he will learn quickly.

Less, Fewer
Less refers to a smaller amount, degree, or value. Fewer refers to a quantifiable number.

Right:	This mine contains less gold than the Jackass Mine.
Right:	This city has fewer people today than it had a year ago.

Let, Leave
Let means “to permit.” Leave means “to depart,” “to bequeath,” or “to allow, to remain.”

Right:	Leave her alone.
Right:	Let her go with us.

Liable, Likely
Liable should be used when referring to legal responsibility.

Right:	The landlord is liable for damages.
Right:	That horse is likely to win the race.

Lie, Lay
Many people confuse these two words because the word lay is both the present tense of lay (lay, lay, laid) and the past tense of lie (lie, lay, lain). Lie means “to remain in position” or “to rest.” It is intransitive, meaning no object ever accompanies it. Lay means “to place something somewhere.” It is transitive, meaning an object always accompanies it.

Wrong:	He lays down after lunch every day.
Right:	He lies down after lunch every day.
Right:	Yesterday he lay on the couch for two hours.
Right:	Will you please lay the book on the table?
Right:	The pen lay on the desk all day.

Like, As
Like is a preposition always followed by a noun or pronoun in the objective case. As is an adverbial conjunction used to introduce a subordinate clause.

Wrong:	It appears like he isn’t coming.
Right:	It appears as if he isn’t coming.
Right:	Though he was such a little boy, he marched like a major.

Line
Line should not be used in place of business.

Wrong:	He is in the jewelry line.
Right:	He is in the jewelry business.

Loan
A loan should be used as a noun to refer to an agreement to borrow. To allow someone to borrow is to lend.

Wrong:	Loan me your pen.
Right:	Lend me your pen.
Right:	He went to the bank to receive a loan.

Lost
Don’t use extra words—like out—that are not necessary for meaning.

Wrong:	He lost out.
Right:	He lost.

Lots
Don’t use lots when referring to an amount of something.

Wrong:	She receives lots of fan mail.
Right:	She receives a great deal of fan mail.

Mad, Angry
Use angry rather than mad. Remember, dogs go mad, people get angry.

Wrong:	Mary was mad at Jane.
Right:	Mary was angry with Jane.

May, Can
May refers to permission. Can refers to ability.

Wrong:	Can I help you?
Right:	May I help you?
Right:	Can he drive a car?

Might Of, Would Of, Could Of
This construction is the result of poor pronunciation. The correct phrases are might have, would have, and could have.

Wrong:	If you could of arranged it, I would of gone.
Right:	If you could have arranged it, I would have gone.

Most, Almost
Most of all is a colloquial expression. Use most of or almost instead.

Wrong:	We walked most of all the way.
Right:	We walked most of the way.
Right:	We walked almost all the way.

Never
Never means never; it does not refer to a limited period of time.

Wrong:	We never saw your dog since yesterday.
Right:	We have not seen your dog since yesterday.
Right:	We never saw your dog. What breed was he?

Off
Off is always used alone and not with of.

Wrong:	The ribbon was taken off of the package.
Right:	The ribbon was taken off the package.

Only
Be careful of where you place this adverb; position determines which word you modify.

Wrong:	I could only get him to play one piece.
Right:	I could get him to play only one piece.

Open
Open should be used without up.

Wrong:	We open up the doors promptly at noon.
Right:	We open the doors promptly at noon.

Party
Party can be used to refer to a person in legal documents, but it is too formal for common use. A party can also be a celebration.

Wrong:	The party I called was disturbed.
Right:	The person I called was disturbed.
Right:	(In legal documents): The party of the second part hereby agrees . . .
Right:	He celebrated his birthday with a party.

People
People refers to a large group of individuals. When referring to people of a particular organization or place, it’s better to use people before the name.

Wrong:	The General Motors people.
Right:	The people of General Motors; the people of Massachusetts.

Percent
This is one word, following an amount, never per cent.

Right:

Six percent interest was charged.

Percentage
Use when no amount is given.

Right:

What percentage of interest was charged?

Posted, Informed
Don’t use posted in place of informed.

Wrong:	You are well posted on the subject.
Right:	You are well informed about Australia.

Raise, Rise
Raise is a transitive verb and must always take an object. Rise is an intransitive verb and never takes an object.

Right:	They raise the question at every meeting.
Right:	I rise to make a motion.

Real
Don’t use real when you really mean very.

Wrong:	He is real handsome.
Right:	He is very handsome.

Run
When referring to a business or organization, don’t use run in place of manage.

Wrong:	He runs the bakery.
Right:	He manages the bakery.

Same
Don’t use same to refer to the subject of a sentence.

Wrong:	Your letter arrived and I acknowledge same with thanks.
Right:	Your letter arrived and I acknowledge it with thanks.

Shall, Will
Use shall to express a simple expected action with the first person. Use will with second and third persons. However, to express determination or command, reverse the order; use will for the first person and shall for the second and third.

Right:	I shall go tomorrow.
Right:	He will go, too.
Right:	You will be at school by the time we arrive.
Right:	I will go tomorrow, and no one can stop me.
Right:	He shall go with me even if I must force him.
Right:	You shall never do that again.

Shape (meaning tangible form)
Don’t use shape to refer to the status of something.

Wrong:	The transaction was completed in good shape.
Right:	The transaction was completed to everyone’s satisfaction.

Should, Would
Use should with the first person and would with the second and third persons to express expected action. However, using should and would instead of shall and will implies a doubt that the action will take place. Should and would may also be used with all persons, but in these instances, the meaning of the verbs is different. Should may be used with all persons to show obligation. Would may be used with all persons to show habit or determination.

Right:	A child should love his parents.
Right:	If I had enough money, I would buy a car.

Sit, Set
Sit is a an intransitive verb. Set is a transitive verb.

Right:	She sits near her husband at every meeting.
Right:	He sets the plates on the table in an orderly manner.

So
Avoid overuse of this adverbial conjunction. Consequently, therefore, and inasmuch as are good substitutes when you want to vary the style.

Avoid:	It had snowed over a foot that day, so we drove the jeep into town.
Right:	It had snowed over a foot that day; consequently, we drove the jeep into town.

Sometime, Some Time
Sometime means occasional. Some time means an amount of time.

Wrong:	I will go sometime this morning.
Right:	If I have some time this morning, I shall do the job for you.

To, At
Do not use either of these words with where.

Wrong:	Where are you at?
Right:	Where are you?
Wrong:	Where did he go to?
Right:	Where did he go?

Try And, Come And, Be Sure And
Don’t use “and” in place of “to” if it is not necessary to convey your meaning.

Wrong:	Try and be here at noon.
Right:	Try to be here at noon.
Wrong:	Come and see me tomorrow.
Right:	Come to see me tomorrow.
Wrong:	Be sure and watch out as you cross the street.
Right:	Be sure to watch out as you cross the street.

Wait On
When wait refers to time, on is not needed. When it refers to the actions of a waiter or waitress, wait on is acceptable.

Wrong:	Please do not wait on me if I am not at the station when you arrive.
Right:	Please do not wait for me if I am not there when you arrive.
Right:	The headwaiter assigned the red-haired woman to wait on me.

Where
Whether used as an adverb or a conjunction, where denotes position or place. It should never be used as a substitute for that when introducing a clause.

Wrong:	Did you read in the paper where our mayor was honored at a banquet?
Right:	Did you read in the paper that our mayor was honored at a banquet?

Which
When used to introduce a clause, which must refer to a specific noun or pronoun and not to a whole situation.

Wrong:	He did not arrive in time for the meeting, which caused the president embarrassment.
Right:	His failure to arrive in time for the meeting caused the president embarrassment.
Right:	His failure to arrive, which caused the president embarrassment, was the reason for his dismissal.

Who, Which, That
Who is used to refer to people. Which and that refer to objects.

Right:	She is the woman who smiled at him.
Right:	She is the kind of person whom everyone likes.
Right:	I read the book on bridges, which I found fascinating.

Problem Pronouns

I, We, He, She, They
Pronouns in the nominative case—I, we, he, she, they—serve as subjects of verbs but never objects of verbs or prepositions. You can often tell that the wrong case is being used because the sentence sounds odd. However, when compound subjects or compound objects are used, it may be difficult to hear the correct case.
To test such an instance, drop the other subject or object and repeat the sentence with only the pronoun in question.
I—nominative case, never an object

Wrong:	This is just between you and I.
Right:	This is just between you and me.
Wrong:	He asked that the money be given to you and I.
Test:	He asked that the money be given to I.
Right:	He asked that the money be given to you and me.
Test:	He asked that the money be given to me.

She, He—nominative case, never an object

Wrong:	If you stay there, the ball will hit you and she.
Test:	If you stay there, the ball will hit she.
Right:	If you stay there, the ball will hit you and her.
Test:	If you stay there, the ball will hit her.

They—nominative case, never an object

Wrong:	I will give the money to you and they.
Test:	I will give the money to they.
Right:	I will give the money to you and them.
Test:	I will give the money to them.
Wrong:	You and them are welcome to come.
Test:	Them are welcome to come.
Right:	You and they are welcome to come.
Test:	They are welcome to come.

We—nominative case, never an object

Wrong:	Us boys are ready to play the game.
Test:	Us are ready to play the game.
Right:	We boys are ready to play the game.
Test:	We are ready to play the game.

Me, Us, Her, Him, Them
Similarly, pronouns in the subjective case—me, us, her, him, them—are always used as objects, of either verbs or prepositions, and never as subjects. With a compound subject, use the same way of testing as above, changing the number of the verb as needed.
Me, Us—objective case, never a subject

Wrong:	Jim and me went to the movies.
Test:	Me went to the movies.
Right:	Jim and I went to the movies.
Right:	Jim went to the movies with me.
Test:	I went to the movies.
Wrong:	Julie and us sat on the top bleacher.
Test:	Us sat on the top bleacher.
Right:	Julie and we sat on the top bleacher. (Sounds awkward and should be rewritten.)
Test:	We sat on the top bleacher.
Right:	Julie sat on the top bleacher with us.

Her, Him, Them
Her, him, and them are used as objects. She, he, and they are the subjective case.

Wrong:	Tommy and her [him, them] argued every day.
Test:	Her [him, them] argued every day.
Right:	Tommy and she [he, they] argued every day. (Sounds awkward and should be rewritten.)

Dangling Participles
A dangling participle modifies the noun or pronoun to which it refers. Since position determines the referent, how you construct the sentence determines the meaning.

Wrong:	Walking down Main Street, the art museum is visible. (This implies the art museum is walking down Main Street.)
Right:	Walking down Main Street, you can see the art museum.