English Grammar

The Sentence Sense

A sentence is a collection of words that is grammatically complete by itself and
usually expresses a complete idea. It typically contains both a subject and a predicate. In
written English, a sentence starts with a capital letter and ends with a period or full stop. A
predicate MUST contain a finite verb that relates to, or agrees with, the subject.
We can classify sentences by function (the work that they do in a sentence) and by
form (their structure or their arrangement of words).
The four functions are:
Declarative/Statement: The cat sat on that mat.
Interrogative/Question: Did the cat sit on that mat?
Imperative/Command: Sit on that mat, cat!
Exclamatory/Exclamation: Wow! Look at that cat!
We need to digress for a moment to explain the term clause. A clause, like a
simple sentence, is a string of words that has a subject (even if it is understood) and a
predicate that includes a finite verb.
An independent (main, principal) clause can stand alone as a sentence.
For example: I love reading.
A dependent (subordinate) clause does not make sense on its own.
For example: Because I love reading . . .
Clauses can combine to create compound, complex, and compound-complex
sentences.
There are four main sentence forms:
A simple sentence is made up of one independent clause:
Sherlock Holmes waited.
A compound sentence is made up of two or more independent clauses joined
by either a semicolon or a coordinating conjunction such as for, and, nor, but,
or, yet, or so. When a comma is used in front of one of these conjunctions to
introduce an independent clause, these conjunctions are called by the
mnemonic the COMMA FANBOYS.
Sherlock Holmes waited; however, Watson delayed his visit.
Sherlock Holmes waited, and was missed at Lloyds registers.
A complex sentence is made up of one dependent clause subordinated to
one independent clause, either at the beginning (Left-branching), in the
middle (mid-branching), or at the end (right-branching).
While Watson moved the lamp, Sherlock Holmes waited. (Left Branching)
Sherlock Holmes, though he was anxious to have his dinner, waited. (Mid
Branching)
Sherlock Holmes waited, while Watson moved the lamp. (Right Branching)
A compound-complex is made up of a second independent clause added to a
complex sentence, or a dependent clause added to a compound sentence

While Watson moved the lamp, Sherlock Holmes waited, and was missed at Lloyds
registers.
Sherlock Holmes waited, and was missed at Lloyds registers, because he was a
good customer.
Sentence Errors
1. Run-On Sentence
A run-on sentence consists of two sentences or ideas written as one without
appropriate punctuations or connecting word separating the ideas. It can either be a
comma splice, where two complete ideas are separated by a comma only or a fused
sentence where there is no punctuation at all between ideas.
Examples:
Comma Splice:
Fused Sentence:

The police officer submitted his report, he forgot to correct some data.
The police officer submitted his report he forgot to correct some data.

Correct:
data.

The police officer submitted his report, but he forgot to correct some
Or
The police officer submitted his report; he forgot to correct some data.

4 ways to correct a comma splice and fused sentence:

Comma Splice:
Fused Sentence:

Two police recruits were reprimanded yesterday, one of them was

caught sleeping during class.
Two police recruits were reprimanded yesterday one of them was
caught sleeping during class.

a. Use a Coordinating Conjunction:

Two police recruits were reprimanded yesterday, for one of them was
caught sleeping during class.
b. Use a semi-colon:
Two police recruits were reprimanded yesterday; one of them was
sleeping during class.
c. Use a Subordinating Conjunction:
Two police recruits were reprimanded yesterday because one of them
was caught sleeping during class.
d. Use a period:
Two police recruits were reprimanded yesterday, one of them was
caught sleeping during class.
2. Misplaced Modifier
This refers to modifiers or descriptive phrases that are not placed beside or near the
word(s) they are supposed to modify or describe resulting in ambiguous or confusing
sentences.
Incorrect:

This action is in compliance with the Chief, PNP's directive to place

police personnel under restrictive custody involved in criminal
complaints.

Correct:

This action is in compliance with the Chief, PNP's directive to place

police personnel involved in criminal complaints under restrictive

custody.
3. Fragment
A fragment consists of phrases or groups of words that lack either a subject or verb
an does not express a complete thought.
Incorrect:
Correct:

When asked to recite, nervously stood up and helplessly looked at his feet.
When asked to recite, the recruit nervously stood up and helplessly looked at
his feet.
(Subject is missing)

Incorrect:
Correct:

The reason for lack of attention due to distractive noise outside the room.
The reason for lack of attention was due to the distractive noise outside the
room.
(Verb is missing)

4. Dangling Modifier
A sentence has a dangling modifier if the subject of the main idea or main clause is
not the one that the phrase modifies.
Incorrect:

To enter the police service, mental and physical preparations should be

made by the applicants.
Correct:
To enter the police service, applicants should make mental and
physical preparations.
Also correct: To enter the police service, applicants should prepare mentally and
physically.
5. Faulty Parallelism
Faulty parallelism occurs when a sentence contains elements of different
grammatical kind. This sentence error disrupts the receiver's flow of thought and
expectations.
Non-parallel:
Parallel:

PO1 Ang is a dedicated public servant, loving daughter, and devotes

her free time with her children.
PO1 Ang is a dedicated public servant, loving daughter, and devoted
mother.

6. Use of Split Infinitives

Incorrect:
PO2 Cruz agreed to efficiently investigate the kidnapping incident.
Correct:
PO2 Cruz agreed to investigate efficiently the kidnapping incident.
Parts of Speech
Nouns
A noun is a word that names something: a person, a place, a thing, a quality, an act,
or an idea.
Nouns can be either singular or plural. For most nouns, the plural is formed by
adding S or ES to the singular:
book-books
boss-bosses
If there is a vowel before the Y at the end of a noun, simply add S. If there is a

consonant before the Y at the end of a noun, replace the Y with an I and add
ES.
Boy-boys
ally-allies
Some nouns have irregular plurals: child/children, mouse/mice
Other nouns have no singular: auspices, clothes, cattle.
And then there are those nouns that have no plural: training, furniture, milk.
Often in English well come across a noun that has kept its Latin-based
plural, like
criterion-criteria phenomenon-phenomena.
And sometimes well find nouns that have BOTH English and Latin plurals
(so index in plural can become either indexes or indices).
Noun cases
The case is the form of a noun (or pronoun) that shows the reader how the noun (or
pronoun) functions in a sentence. Nouns can function as a subject, an object, a
complement, and an appositive.
The appositive is usually a noun that renames another noun nearby. Take this
example:
Sherlock Holmes, the detective, tapped his pipe. He felt a sense of foreboding.
In this instance, Sherlock Holmes is the subject of our sentence (and is a proper
noun). 'The detective is in apposition as it is close by and renames Sherlock Holmes.
'Pipe is the object. In the next sentence, sense is the complement as it arrives after a
linking verb, and 'foreboding' is the object after the preposition 'of'.
The cases of nouns only ever change when they are in the possessive: the books
cover or the books authors.
There are two common problems to watch out for in noun usage: noun strings and
nominalisations (or heavy nouns).
A noun string occurs when too many nouns are bunched together, making it hard for
the reader to discern their meaning in the sentence. The best remedy is to un-string the
nouns to make it easier for the reader to process them.
Incorrect:
an uncertainty management system
Correct:

a system for managing uncertainty'.

Incorrect:
Correct:

disaster victim identification specialist

an identification specialist for disaster victims.

A nominalisation is a noun derived from a verb or an adjective. These heavy nouns

are sometimes called shun words because they commonly end in tion. There are several
other endings to be wary of such as age, al, ance, ence, and many more. More often
than not, the heavy noun can be replaced by a verb.
Others require a bit more lexical dexterity to avoid awkward nominalisations.
Example:
Our lack of knowledge about local conditions precluded
determination of committee action effectiveness in fund
allocation to those areas in greatest need of assistance.
Pronouns

The word pronoun is made up of pro, meaning on behalf of, and noun, which
comes from the Latin word nomen; to name. So, a pronoun stands in place of a noun, a
noun phrase, or a name. A pronoun is a noun substitute, a word that works on behalf of a
noun.

Pronouns can vary according to number, person, and case.

The personfirst person, second person, or third persondepends on:
whether the person is speaking, 'I' or 'we',
whether the person is being spoken to, 'you', or
whether the person is being spoken of, 'he', 'she', 'it', or 'they'. The concept of
person applies to things as well. It, for example, is a third person pronoun.
Kinds of Pronouns
Demonstrative pronouns 'point to'. They include 'this', 'that', 'these', 'those', and
'such'. They can fulfill subject, object, and complement roles in a sentence.
Interrogative pronouns pose questions: 'Who' and 'whom' for persons; 'which',
'what', 'whose', and 'where' for other things.
Relative pronouns relate to an antecedentwhat has come beforeand join that
antecedent to a modifying clause. These are:
'who', 'whoever', 'whom', and 'whomever'for persons and animals who have
names;
'whose'for the possessive of people, animals, and things;
'which' and 'that'for animals and inanimate objects; and
'what'an indefinite relative pronoun that stands for an undefined or unidentified
antecedent. For example, I don't know what they want.
One pronoun problem that you might like to take note of is something we call thatcreep. That is, using that instead of who.
For example:
shes the girl that arrived first', or 'he's the one that received
the prize
The remedy is simple: Change that to who.
Indefinite pronouns refer to no one in particular.
all, another, any, anybody/anyone, anything, each, everybody/everyone,
everything, few, many, nobody, none, one, several, some, somebody/someone
Reflexive pronouns are used when the subject of the verb is also its object.
Reflexive pronouns include: myself, yourself, himself, herself, itself, ourselves,

yourselves, and themselves.

Intensive, or emphatic, pronouns areyou guessed itused for emphasis.
Again, these include: myself, yourself, himself, herself, itself, ourselves, yourselves,
and themselves. For example, I, myself, witnessed the meltdown.
Distributive pronouns refer to persons or things one at a time'each', 'either',
'neither'. They always take a singular verb. For example: 'Each of the students
studies hard.'
Pronoun Problems
'me', 'myself', and 'I', - the correct word to use depends on whether youre the
subject or the object of a sentence.
Use 'I' when you are the subject of the sentence, even if you are referring to
someone else as well as yourself.
Use 'me' when you are the direct or indirect object of your sentence.
You should use myself only emphatically or reflexively.
Pronoun Agreement
The pronoun must agree in person, number, and gender (except in the case of the
singular 'they') with the noun that it substitutes for and refers to (its antecedent). The link
needs to be close, clear, explicit (not tacit/implied), specific, and unmistakable.
A pronoun must unambiguously connect with its antecedent.
The chef and her daughter were pleased with her progress.
Is it clear whether we are referring to the progress of the chef, or her daughter? Can
you see why it's important for a pronoun to agree with its antecedent?
'who' or 'whom'.
Many writers believe that 'whom' is on its way out because it can sound very
pompous. Some even believe its circling the drain. However, it is still used in expressions
like:
to whom it may concern
In the sentence the girl whom youve been dancing with is on her way to the top, most
writers would use who rather than whom, and its fine to do that.
Verbs
They describe the state of being of the subject of a sentence, such as I am a
writer, express an action, such as I wrote a book, or describe an occurrence of the
subject of a sentence, such as 'Something terrible happened'.
Two classes of Verbs:
Finite
Can be joined by linking verbs and helping verbs.
They are classified as either transitive or intransitive, according to whether or not
they act upon an object in the sentence.
Can indicate tense (indicates the time of the action), mood (whether a sentence
is a statement, an order, or expresses a potentiality or something hypothetical)
or voice (whether the subject of a sentence is acting or being acted upon).
Linking Verbs
Linking, or copular, verbs link a subject with a complement that describes or
explains it, restates the subject, or describes its state of being. They include sensory

verbs, like hear, look, taste, smell, feel, and verbs such as be, appear, seem, become,
grow, remain, stay, prove, sound, and turn (when referring to a state or condition).
Examples:
Agatha seems intrigued. ('seems' is a verb linking the subject,
'Agatha' with her state of being, 'intrigued')
We remain committed to our cause
You appear to have arrived.
Helping Verbs
Helping, or auxiliary, verbs assist in forming tenses when combined with a main
verb. Parts of the verb to be, the verb to do, and the verb to have are the primary
auxiliary verbs.Modal auxiliary verbs/ Modal Verbs
Indicate modality.
Combine with the base form of a main verb
Suggest a condition such as need, likelihood or probability, requirement or
obligation, ability, or permission.
Such verbs include can, could, may, might, must, ought, should, will, and
would
Examples:
You should read this book next.
('should' is a modal auxiliary verb. It combines with 'read', the main verb, and indicates a
suggestion or obligation)
They must leave.
Can I come in?
Transitive verbs
Verbs that express an action carried out on one or more objects. While they
require a direct object to complete their meaning, they can also relate to an
indirect object.
Examples:
I made a cake.
('Made' is a transitive verb because it takes on the direct object cake.)
I wrote the Queen a letter.
('wrote' is a transitive verb, 'letter' is the direct object, and 'Queen' is an indirect object)
Intransitive verbs
Do not require an object to complete their meaning. They are complete in
themselves.
Examples:
Ice melts in the sun.
(the word 'melts' is an intransitive verb. It describes what the ice does, but not in relation to any object.)

My dog lay down on the floor.

(could just as well read my dog lay down, whereas I made a cake could not rightly read I made.)

Verb Phrases
Verb phrases are compound verbs.
They comprise a main verb and a helping verb.
Examples:
I can read.
The film has started.
I have been there.
Not to be confused with verb phrases, which we have just looked at, phrasal verbs,
or prepositional verbs, as they are sometime known, are very different.
A phrasal verb is a two- or three-word verb consisting of a main verb plus a
preposition or adverb vital to the meaning of that verb. Note that you must take
care never to hyphenate a phrasal verb.
Examples:
Lets turn on the light.
Ill climb up that tree.
Non-finite verbs
also referred to as verbals, consist of the infinitive, participle, and gerund verb
forms.
Unlike finite verbs, they cant complete an independent clause nor does their
form change.
Participles
can be either present or past tense, and require the addition of a helping verb to
make a verb phrase.

Gerunds
A non-finite verb that always ends in -ing,

 Always functions as a noun.

Examples:
Swimming can be therapeutic.
(the gerund 'swimming', acts as a noun)
Boris loves dancing.
Both present participles and gerunds end in -ing. Whether a verb is a past
participle or a gerund depends on its function in a sentence. Some grammarians call both
gerunds and participles gerund-participles.
Infinitive
Is often comprised of the marker 'to' and the main part of the verb.
I want to breed show ponies.
Some people believe that its wrong to split an infinitive. This rule came about
because the infinitive in Latin is a single word, and so cannot be split. In English, the
infinitive is two words, and so can be freely split, as in to boldly go, or to gradually
disperse.
Verbal phrase
Recall that non-finite verbs are sometimes called verbals.
A verbal phrase consists of a non-finite verb and the words that modify it.
Example:
When examined carefully, the substance did not seem to be harmful.
('examined', a past participle, is paired with 'carefully', an adverb.)
Verb Tense
Tense relates to the time expressed by the verb.
Three main tenses:
Past - for things that have already happened
Present - for things that are happening right now
Future - for things that have not yet taken place.
Each of these three tenses can be further modified by four aspects.
Simple - for recurring actions
Continuous - for ongoing actions at precise moments
Perfect - for completed past action leading to present events and
Perfect continuous - for actions that have been or will have been going on, until now
or then, but ended or will end.
Voice of a Verb
The property of a verb that tells whether the subject acts or is acted upon.
Active voice
When the subject of the sentence is the doer or agent of the act.
Example: I wrote a book (where I am the agent carrying out an action)

Passive voice
When its subject is acted upon.
Puts the object of a transitive verb as the grammatical subject of the sentence.
Always consist of a part of the verb to be am, is, was, are, were, been, being
plus a past participle.
If you think a verb is in the passive voice, look for a hidden actor. Often, the byagentthat is, who is actually performing the actionis not expressed. It might simply be
understood or implied. If you can put by goblins after the verb, the sentence is passive. An
example would be:
The magic was woven (by the grammar goblins).
Also check whether what you think is a passive verb can be converted
straightforwardly into the active voice. Only verbs that can be used transitivelythat is,
take a direct objectcan be converted to the passive.
The passive voice can be useful when you need to soften the tone of a
message. For example:
It has been decided that your report needs to be re-worked and re-submitted, or when you
dont know who the agent is.
Passive voice can also be used to avoid taking direct responsibility for
something.
The passive voice can be used to great effect, but it must be done as a
deliberate choice. Do not make passive voice your default. Try to use active
verbs as much as you can in your writing.
Problems with Verbs
1. Verb Tense Inconsistency
Police reports are littered with sentences that reveal glaring inconsistencies in the
use of verb tenses. Since reports are narration of facts that already transpired, the
generally-accepted tense used is the past tense. Report writers should double check for
tense inconsistencies and strive to correct the same.
Examples:
Incorrect:
Correct:

Upon arrival thereat, the operatives saw the accused drinking beer and
immediately arrest him.
Upon arrival thereat, the operatives saw the accused drinking beer and
immediately arrested him.

2. Subject-Verb Disagreement
Singular subjects (usually without 's') require singular verbs (with 's') and plural
subjects (usually with 's') require plural verbs (without 's').
Incorrect:
Correct:

PO1 Casilum, with all of her hopes and dreams in mind, go to work happily.
PO1 Casilum, with all of her hopes and dreams in mind, goes to work
happily.

3. Use of Past Tense of the Verb in the Infinitive to + verb

The infinitive to should be followed by the base form of the verb as in to do, to

develop, to rescue, or to ask.

Incorrect:
Correct:

Police recruits must remember to followed the rules inside the training center.
Police recruits must remember to follow the rules inside the training center.

4. Misuse of Perfect Tenses

In narrative report writing, there are only two forms of perfect tenses that can be
used: The past perfect tense (had followed by the past participle form of the verb) and
the present perfect tense (has/have plus the past participle form of the verb). The past
perfect tense is used for an action completed before another past action.
The suspect had already fled when the police operatives arrived at the crime scene.
PAST PERFECT

SIMPLE PAST

In the example above, there are two past actions involved. Take note that the past
perfect tense refers to the earlier past action or the action which occurred before another
action took place.
Mona, who is a prime suspect in her brother's slay, had already left the country before the
court issued a warrant for her arrest.
5. Present Perfect with Incorrect Verb Form
In narrative reports, the present perfect tense (has/have + past participle) is used
for actions that took place at an indefinite time in the past or for actions that are recently
concluded at the time of speaking or writing.
The witness said that she has just arrived from a media interview.
We have already concluded the investigation and its results will be out soon.
A common error committed in narrative police reports is the use of the perfect tense
with incorrect verb form. That is, instead of using the past participle form of the verb, the
writer uses the present or base form of the verb after the helping verbs has or have.
Incorrect:
Correct:

According to the lone witness, the suspects have gain entrance at the back
portion of the house.
According to the lone witness, the suspects have gained entrance at the
back portion of the house.

6. Confusion or Mix-up in the use of words that can pass either as Noun or Verb,
e.g. Used of instead of Use of
Incorrect:
PO1 Santiano, through the used of the informant's phone, traced the
location of the victims.
Correct:

PO1 Santiano, through the use of the informant's phone, traced the location
of the victims.
In the example above, the word used is incorrect because the preposition through
should be followed by a noun to complete the prepositional phrase which answers how the

victim was shot (through the use).

7. Incorrect Form of the Main Verb When Used in a Passive Sentence
Active:

Police Senior Inspector Moreno, the team leader, dispatched three more
SWAT members to assist in the rescue of the kidnapped victim.
Passive:
Three more SWAT members were dispatched by Police Senior Inspector
Moreno, the team leader, to assist in the rescue of the kidnapped victim.
In the active sentence, the subject Police Senior Inspector Moreno is the doer of the
action that of dispatching the SWAT members. The SWAT members are the object of the
verb dispatched or the receiver of the action three more SWAT members becomes the
subject of the sentence.
A common error in narrative reports with passive sentences is the use of the base
form of the verb instead of the past participle.
Incorrect:
The victim sustained gunshot wound and was rush to the hospital for
treatment.
Correct:

The victim sustained gunshot wound and was rushed to the hospital for
treatment.
Good writers exercise caution in the use of the passive voice. It is only used when
the writer or reporter wants to emphasize the receiver of the action rather than the doer of
the action.
8. Use of Present Perfect Tense for Actions that Occurred at a Specified Time in the
Past
At around 8:00 P.M. of October 17, 2009, Avon Samgan, neighbor and friend of the victim,
have noticed the latter's unusual behavior.
The present perfect tense (has/have + participle form) is not to be used in reference
to actions that took place at a definite time in the past. The appropriate tense to be used is
simple past tense.
At around 8:00 P.M. of October 17, 2009, Avon Samgan, neighbor and friend of the victim,
noticed the latter's unusual behavior.
9. Use of Past Participle instead of Simple Past Tense (e.g. undergone/underwent)
Incorrect:
Mario Lantoc was transferred to Fabella Memorial Hospital where he
undergone surgical operation.
Correct:

Mario Lantoc was transferred to Fabella Memorial Hospital where he

underwent surgical operation.

Incorrect:
Shortly after the program had begun, the lights inside the auditorium flickered
and eventually gone out prompting the spectators to rise to their seats and turn unruly.
Correct:
Shortly after the program had begun, the lights inside the auditorium flickered
and eventually went out prompting the spectators to rise to their seats and turn unruly.
Adjectives
Adjectives describe nouns and pronouns. They give you more information about people,

places, and things.

Adjectives give information by answering such questions as:
WHAT KIND? blue sky, rainy day, early riser
WHICH ONE? this book, first job, second floor
HOW MANY? four girls, many reasons, few failures
WHOSE? my brother, your face, his wallet
Adverbs
Adverbs answer questions like when, where, how, how much, how often, in what
manner, and to what degree. They are often formed by adding '-ly' to certain adjectives,
but can take other forms, such as here, now, often, such, well, and almost.
Adverbs appear frequently in speech and writing, because they can modify verbs,
adjectives, prepositions, conjunctions, phrases, clauses, and also other adverbs.
Conjunctions
Conjunctions are joiners that connect the parts of a sentence. In this lecture we'll
cover conjunctions that function to connect clauses. There are three kinds; 'coordinating',
'subordinating', and 'correlative' conjunctions.
Coordinating conjunctions connect independent clauses.
'for', 'and, 'nor', 'but', 'or', 'yet', and 'so'
FANBOYS
Subordinating conjunctions introduce a dependent, or subordinating, clause, and
establish its relationship with the main clause. Here's a table of some subordinating
conjunctions.

Correlative conjunctions always appear in pairs. They serve to join grammatically

equal parts of sentences. Here are some correlative conjunctions that you're
probably quite familiar with.

Conjunctive Adverbs
While coordinating and subordinating conjunctions connect words, phrases, and
clauses, some adverbs can show the relation of ideas between main clauses. They need
to be punctuated in a particular way. Here are some example sentences.
We went to the longest film ever made; finally, it was over.
They packed lots of sandwiches for the picnic; in addition, they included some cake and
fruit.
Prepositions
A preposition is a word that establishes a relationship, usually with the word
following it. There are more than one hundred prepositions in English. A prepositional
phrase is a phrase that begins with a preposition and is followed by a noun or pronoun.
Such phrases function as either adjectives (modifying nouns) or as adverbs (modifying
verbs, adjectives, or other adverbs).
Prepositions establish relationships of time, place, exception, addition, comparison
or contrast, cause or effect, concession, condition, opposition, possession, movement.
Prepositions of time - can be 'on', 'at', 'in', 'during', or 'for'.
On - for specific days or dates,
My birthday is on Wednesday.
At - used for specific times
I have work at 9:30.
In - to relate non-specific times
My mother was born in 1946.
For - to describe a continuous duration
I studied for eighteen years.
Prepositions of place - can also be 'on', 'at', or 'in'.
At - used for specific addresses
I live at number one, Silk Street, London.
On - used for names of streets, roads, et cetera,

I live on Silk Street.

In - to designate general areas, such as suburbs, towns, and countries,
I live in London.
As you can see, the relationship of a preposition depends upon its context in a
sentence.
Prepositions of movement - include the words 'to', 'toward', or 'towards'
I went to the castle gates.
Don't walk towards the light.
- sometimes we don't need to use prepositions to indicate
movement.
My sister went outside.
Problems with Prepositions
1. Use of Proceed at instead of Proceed to
Incorrect:
The operatives headed by Police Senior Inspector Ernesto Gaston
proceeded at Isla Bato to arrest the suspect.
Correct:

The operatives headed by Police Senior Inspector Ernesto Gaston

proceeded to Isla Bato to arrest the suspect.

2. Use of Refer with instead of Refer to

Incorrect:

This case will be referred with the Manila Prosecutor's office for
proper disposition.

Correct:

This case will be referred to the Manila Prosecutor's office for

proper disposition.

3. Use of Wherein
Incorrect:

This refers to a murder case by gun shooting wherein the victim was
identified as Atty. Dinah Dum-an Y Barba,52 years old, single and
native of Surigao del Sur.

Correct:

This refers to a murder case by gun shooting in which the victim was
identified as Atty. Dinah Dum-an Y Barba,52 years old, single and
native of Surigao del Sur.

4. Use of Shed light to instead of Shed light on

Incorrect:

The District Director ordered the traffic officers to shed light to the car
accident.

Correct:

The District Director ordered the traffic officers to shed light on the
car accident.

5. Incorrect Use of Between and Among

Between is used when two persons or things are involved. When there are more
than two persons or things being referred to, the correct preposition to use is among.
Incorrect:

The victim and the suspect were reportedly arguing who among them
should feed the ailing dog.

Correct:

The victim and the suspect were reportedly arguing who between
them should feed the ailing dog.

Incorrect:

Between the three victims of the car accident, Ali Walas suffered the
most serious injuries.

Correct:

Among the three victims of the car accident, Ali Walas suffered the
most serious injuries.

Interjections
Interjections are words or phrases used to exclaim or protest or command. They
sometimes stand by themselves, but they are often contained within larger structures.
Wow! I won the lottery!
Oh, I don't know about that.
Articles
"A" is used before words beginning with a consonant sound. Examples: "a broken record,"
"a laboratory." The article "a" is pronounced like the first "a" in "away," and sounds like
"uh." "
An" is used before words beginning with a vowel sound, as "an apple," "an airplane," "an
elevator," "an ice cream cone."
"The" is called the "definite article" because it points to one definite person, place, or
thing. Example: "The man ran through the door." When "the" comes before a word that
begins with a vowel sound, it is pronounced with a long "e," as in "bee." When "the" comes
before a word beginning with a consonant sound, it is pronounced with a neutral "e,"
sounding like "thuh."
Article Problems
1. Use of Article a or an Followed by a Plural Noun
A or an are articles or determiners pertaining to a single noun.
Incorrect:

Members of this precinct and the Business Promotion Office of the Pasay
City hall conducted a simultaneous raids on stalls peddling pirated DVDs
along Juan Luna Street, Pasay City.

Correct:

Members of this precinct and the Business Promotion Office of the Pasay
City hall conducted simultaneous raids on stalls peddling pirated DVDs
along Juan Luna Street, Pasay City.

2. Use of a Verb instead of a Noun Following the Article the or a

Incorrect:
Correct:

The accident resulted in the damaged of the vehicle.

The accident resulted in the damage of the vehicle.

Incorrect:

The two teenagers were apprehended and brought to this station by SPO2
Cruz after a brief chased along Lerma Street, Naga City.
The two teenagers were apprehended and brought to this station by SPO2
Cruz after a brief chase along Lerma Street, Naga City.

Correct:

Exceptions to the rule requiring articles for singular Nouns in English

Names of countries have no articles (if singular)
France borders Switzerland.

The BBC is not permitted in Zimbabwe.

But: (plural country names) Im visiting the United States next week after touring the
Netherlands and the British Isles.
Exceptions: I have never been to the Ukraine, the Gambia, nor theUnited Kingdom
(or the UK).
There is no article used with with the names of languages.
Swedish was not much use in Argentina.
English has a vast vocabulary.
Mahatma Gandhi corresponded in Gujarati.
There is no article before the names of meals.
Breakfast was revolting.
We had lunch with a dyspeptic Croat.
Dinner lasted until midnight.
There is no article with proper names (if singular).
Rupert dropped the eggplant on the Persian carpet.
Geoffrey bent his spanner.
But: (plural) the Morgans have revolting table manners (plural proper noun).
Exceptions: The Fonz, the Cisco Kid, the Scarlet Pimpernel.
There is no article with titles and names:
Prince Charles has big ears.
President Fillmore is the one nobody remembers.
Dr. House insulted the patient.
But: the Prince of Wales, the Bishop of Canterbury, and the Dalai Lama walked into a
bar.
There is no article with professions and fields of study.
Statistics is sometimes useful for proving things that arent true.
Music should not be studied by the deaf.
He wants to work for NASA.
Hell probably end up in food service or law enforcement.
Exceptions: Hell probably end up in the military|the navy|the army.
There is no article with mass (uncountable) nouns:
Water is in short supply.
Coffee can be used to disrupt a concert.
Research is lacking in the field of invertebrate alcoholism
There is no article with singular islands, mountains and lakes.
More people know that Loch Ness has a monster than know it is in Scotland.
Kauai is mostly coastline.

Punctuations
End Marks
Punctuation marks found at the end of a sentence can be a period, a question
mark, or an exclamation point. These marks determine the type of sentence used. Period
is used for declarative and imperative sentences, question mark for interrogative, and
exclamation point for a sentence that expresses strong feelings.
Declarative:
Interrogative:
Exclamatory:
Imperative:

There are approximately 20,000 examinees for the PNPCAT

each year.
Who accompanied the victim to the hospital?
Ready, aim, fire!
Go to the police station and report this incident.

Comma
The following are a number of ways by which a comma/s can be used in report
writing:
a. To separate items in a series
Examples:
Police Chief Inspector Noel Divino, SPO3 Adel Coya, SPO1
Anita Tio, and Atty. Teddy Nagallo participated in the two-day
symposia sponsored by the Department of Justice.
The members of the PSOSEC class listened to the discussion,
took down notes, and fielded questions to the resource
speaker.
Use two commas when there are three items in the series. Use three commas when
there are four items in a series.
b. After a subordinate clause that begins a sentence
Examples:
If the witness appears today, we will cross examine him.
Since his retirement from government service , Mr. Allan Lespo
has never visited his officemates at Camp Crame.
The underlined clause is a subordinate or a dependent clause. It depends on the
main clause. The clause following it will make the meaning of the entire sentence
complete.
c. Separate an appositive from the noun it refers to (Use a pair of commas)
An appositive renames a noun. It is apposed to or placed next to another noun to
explain, identify or rename (the noun).
Examples:
Police Superintendent Henry Uy, our deputy director for
operations, led the responding team that rescued the
kidnapped Ateneo student.
The witness, a former public school teacher, narrated her
experience in the hands of her captors.
d. Before the conjunction in a compound sentence
A conjunction is a connecting word that joins words, phrases or ideas.
Examples:
The members of the rescue team rushed to the site of the
accident, but not a single person was present there.

The kidnappers asked for ransom, and the victim's family

acceded.
e. After an introductory phrase at the beginning of the sentence
1. Prepositional Phrase
Examples:

At about 4:00 p.m. of April 18, 2011, a woman who

identified herself as Kreesha Yu called up this office.
Prior to his arrest, the suspect had been the subject of
manhunt operations.

2. After a participle or a participial phrase at the beginning of a sentence

Examples:
Wasting no time, PO3 Kris Bayola and his men searched
the master bedroom where the burglar hid.
Limping, the wounded soldier sought shelter to avoid
being hit by flying bullets.
Colon
A colon indicates that something is to come. It is a signal of introduction in formal
sentences.
a. Before a list of items often introduced by such words as the following or as
follows
Example:
The operatives seized from the suspects the following
items: an icepick, a pair of old rubber shoes, three packs
of cigarettes, and a lighter.
b. For common uses such as separating hours from minutes, minutes from seconds
in athletic events and chapters from verses in Biblical references
Examples:
8:30 A.M.
Acts 4:12
c. After salutation of a business letter
Examples:
Dear Sir:

To whom it may concern:

d. Before an announcement
Example:
Here is the latest news: The kidnappers are demanding
a one-million peso ransom.
Dash
a. Emphasizes appositive material
Example:
His outstanding qualitiescourage, professionalism, and
patriotismhave made him the most multi-decorated cop
in town.
b. Ends a sentence with a list or series
Example:
Professor Amado loves target shooting, playing
basketball, and rowingall activities reflective of a truly
athletic man.
Semi-colon
You can use a semi-colon to connect two simple sentences if you do not wish to use

a comma and a coordinating conjunction.

Without Semi-colon

With Semi-colon

PO3 Rico wants to go to the police station, PO3 Rico wants to go to the police station;
but PO3 Barnedo prefers to stay at home. PO3 Barnedo prefers to stay at home.
The victim's personal belongings were in The victim's personal belongings were in
disarray, and a pair of wedding ring was disarray; a pair of wedding ring was missing.
missing.
A semi-colon is also used between items listed in a series, if the list already
contains commas.
Example:
Representatives in the seminar-workshop are NUP
Burma, PNTI; FO3 Alba, BFPR-4; PO2 Corazon, ITG;
and JOI Locad, JNTI.
Quotation Marks
a. Quotation marks are used to quote the exact words of the speaker or source.
Example:
The suspect immediately drew his service firearm and
shouted, Don't you dare disrespect me!
b. They are used to emphasize words or refer to words in special or emphatic way.
Example:
A buy-bust operation is an entrapment of a person
selling prohibited drugs.
c. They are used to enclose titles of stories, poems, songs, chapters, articles, and
other parts of books or magazines.
Example:
Lyra, in her column, Here's The Point, praised the
members of the SOCO team that handled the crime
investigation.
Apostrophe
a. An apostrophe shows possession or ownership.
Cathy Javier's statement
victims' belongings
Capitalization
Organizations: Boy Scouts of the Philippines, Philippine National Police
Days, Special Events: Monday, Christmas, February
Historical Events or Records: Battle of Tirad Pass, World War II
Nationalities, Race, Religion, or Language: Filipino, Asian, Malay, Tamil
Course Subjects: Mathematics, English, Science
Brand Names: Sharp, Apple, Samsung
Words referring to Scripture or Deity: Lord, God, New Testament
Proper Adjectives: American boxer, Victorian era, Biblical model
Abbreviation of Proper nouns: NBI, DOTC, BJMP, RTC
Abbreviations
An abbreviation is a shortened form of a word or phrase. Abbreviations start with a
capital letter and end with a period. They are a handy way to save time and space when
youre writing, but only if you use commonly accepted abbreviations.
1.

Personal and Professional Titles

Mr.

Dr.

Prof.

Atty.

Mr.

Note that the abbreviated titles start with a capital letter and end with a period. In military
and uniformed agencies, abbreviations of titles are usually capitalized without period or
punctuation at the end.
PSSUPT

PSUPT

PSINSP

FOI

JO3

2.
Titles that follow a name
In the past, periods were commonly used for abbreviated titles following a name.
Recently, however, the use of abbreviations without periods for titles that come at the end
of names has become an accepted practice.
Felicito Balaguer Jr.

Armando Pan Ph. D.

3.

Business Entities:

Philippine Express, Inc.

4.

Commonly-used Latin Terms:

i.e. (id est) that is
etc. (et cetera) and so forth
e.g. (exempli gratia) for example

Abbreviations should be used for purposes of note taking. Limit their use in report
writing. Using too many abbreviations or using them inappropriately may give the readers
the impression that you are lazy, do not know how to write or that you are insensitive to
them. Don't assume that every reader knows what the abbreviation means.
Indention and Justification
All reports should be properly indented and justified. Indention signals the formation of a
new paragraph. Justification refers to alignment of paragraphs to achieve overall effect of
neatness and order.
Numbers
1. Spell out the number when used at the beginning of a sentence.
Two boxes of office supplies were delivered.
Nine hundred recruits reported for training.
2. If the number is less than three digits, and is used as an adjective modifying a noun,
spell the number out.
There are fifty-six wounded men on our side.
3. Use Arabic numbers with a.m. (or AM) and p.m. (or PM) and do not add o'clock and
morning or afternoon.
PO1 Tangwa's tactical interrogation test will begin at 9:00 A.M.
4. Use Arabic numbers for data and page numbers
Bataan fell on April 9, 1942.
5. For addresses, units of money, decimals, measurement, and percentage, use Arabic
numbers.
The suspects resides at 363 San Jose Street, Brgy. Santolan, Manila.
The victim's temperature shot up to 39 degrees.
The inmate's tickler measures 9'x12'
Spelling
1. Make sure you get the names right.
2. When in doubt, ask or better yet, consult the dictionary or even Google.
3. Know commonly misspelled words.
4. Widen your vocabulary through reading.

5. Practice by writing.

H. Summary
Communication, the conveying of information, is very important to the police
organization. Accepting its functions and process is key to having an effective
organization. Communication functions include emotion, motivation, information, and
control. As a process, several elements are required: a communicator, encoding, a
message, a medium, decoding by the receiver, feedback, and noise. Regardless of how
the communication flows, all elements must be present.
Communication systems within organizations include formal and informal
communication. While downward, upward and horizontal channels are formal and main
means for communication, the informal channel, often referred to as a grapevine, should
not be ignored.
In communicating, correct grammar should always be observed. Poor grammar
poses negative effects that may hinder effective communication. You owe it to yourself and
to the public to observe the rules of grammar, capitalization, correct abbreviations, spelling
and punctuations.
There are several barriers to effective communication. Eliminating these barriers is
a large step toward improving communication and, therefore, improving the quality of
management.
References:
Notes on Communication: Dr. Gordon Coates, 2009
Effective Communication Skills: MTD Training Academy, 2010
https://www.youtube.com/watch?v=JwjAAgGi-90
https://www.youtube.com/watch?v=DQWDk6lqU2U
Police Organization and Management: Yesterday, Today, and Tomorrow, By Mark L. Dantzker,
Butterworth- Heinemann, MA, 1999
https://www.boundless.com/management/textbooks/boundless-managementtextbook/communication-11/understanding-communication-82/types-of-communication-verbalwritten-and-nonverbal-396-1385/
http://www.ehow.com/info_7955336_different-types-communication-mediums.html
Essentials of Business Communication, 8th Edition, by Mary Ellen Guffey, SouthWestern/Cengage Learning
http://www.marin.edu/buscom/index_files/Page565.htm
Understanding Human Communication, 11th Editition, by Ronald B. Adler, George Rodman and
Carrie Cropley Hutchinson, Oxford University Press, Incorporated, 2011
http://www.forbes.com/sites/womensmedia/2012/11/09/10-steps-to-effective-listening/
https://courses.edx.org/courses/UQx/Write101x/3T2014/info
The Cambridge Encyclopedia of the English Language (3rd edition), Crystal, David, Cambridge
University Press, 2010.
Modern American Usage, Garner, Bryan Oxford University Press, 2009
Plain Words: A guide to the Use of English by Sir Ernest Gowers, Revised and Updated, 2014.
The Cambridge Grammar of the English Language, Huddleston, Rodney and Geoffrey Pullum,
Cambridge University Press, 2002.
The Professional Writing Guide: Writing Well and Knowing Why , Petelin, Roslyn & Marsha
Durham, Longman, 1992.
The Cambridge Guide to Australian English Usage (2nd edition), by Pam Peters, Cambridge
University Press, 2007,
The Oxford Guide to Style, by R. Ritter, Oxford University Press, 2002.

Master Report Writing without Sweat (& Nosebleed) by Amador B. Navarroza, Florian
Navarroza Flores, and Roger Victor Q. Flores, Mind Stirrers Publishing, Philippines, 2012