Writing & Grammar: Qualifying Possessives

by Jennie Ruby View our profile on LinkedIn

A frequent reader of this column, Michael Stein, sent in an interesting question about the possessives we have discussed here recently:

Perhaps you could address possessives again in an upcoming column. Specifically, how should a qualifier be added concerning a person in a sentence who possesses something. For example, "We played with John's, the kid who lives in the white house, ball." Is this correct?

Here are my thoughts on this gnarly problem. In his email to me, Michael observed that in the spoken language, we would say,

We played with John, the kid in the white house's ball.

And in fact, there is a sound grammatical grounding for that.

A description in commas right after a name is called an "appositive." The Gregg Reference Manual, my favorite guide for such things, says to add the possessive to the end of the appositive and omit the trailing comma that would ordinarily belong there. The examples, however, are short, as in these:

Washington, DC's streets

Joe the plumber's bill

But I think that in a professional writing context, or with longer appositives, this falls apart and becomes awkward and possibly even confusing:

We saved the file in Tim, the manager for the project's shared folder.

Yech. And is it the project's folder, or Tim's folder? And the way this comes out, it actually means that Tim is not the manager of the project but just of the project's folder. Even the Gregg says to rewrite such sentences to avoid the awkwardness.

So we pretty much have to go for the re-write in order to both identify the person and make the person clearly possessive:

We saved the file in the shared folder belonging to Tim, the manager for the project.

Or

 We saved the file in the folder shared by Tim, the manager for the project.

Or (and I don't dislike this one as much as Michael does)

We saved the file in Tim's shared folder. Tim is the manager for the project.

Long-time readers may sense a pattern here: for many of these awkward, confusing grammar and punctuation conundrums, my solution is to rewrite the sentence. No sentence is sacred. Every sentence can be rewritten. Keep rewriting until everything is correct and works smoothly.

Challenge: Rewrite Around Awkwardness

  1. Margie, my sister in Baltimore's house has a sump pump.
  2. The tree with the hanging swing's strong limb is beginning to bend.
  3. The day on which her son is to graduates's date is May 30.
  4. The cabin with the gravel driveway's fishpond overflowed last week.
  5. The golf cart with the broken wheel's driver was not injured in the crash.

As always, please post your answers as comments below.

***

Answers to the challenge on single quotation marks are brought to you by Jenny Zoffuto. Her clean-looking examples for numbers 1, 4, and 5 come from not giving special treatment to the defined word when the sentence is clear without it.

  1. In a client-side application, the accessing computer does the calculations.
  2. The instructor said; "As Laura LeMay stated in the assigned reading, 'For more control over your sounds, you'll need different software.'"
  3. Her boyfriend said, "The top song on my favorite radio channel says, 'You are perfect in my mind,' and I think it is talking about you!"
  4. "The Wicked Ale effect," according to my colleague, "Is a marketing technique for covering several media at the same time."
  5. A picture placed directly in the text, rather than floating, is called an in-line graphic.

Alternative correct answers came in from Kay Honaker. Notice what she did with the Wicked Ale example (no. 4). The single quotes are not the British usage, but are in fact what happens to double-quotes when they occur inside of an already double-quoted sentence. Nicely done!

  1. In a "client-side" [or client-side] application, the accessing computer does the calculations.
  2. The instructor said, "As Laura LeMay stated in the assigned reading, 'For more control over your sounds, you'll need different software.'"
  3. Her boyfriend said, "The top song on my favorite radio channel says, 'You are perfect in my mind,' and I think it is talking about you!"
  4. "The 'Wicked Ale effect,'" according to my colleague, "is a marketing technique for covering several media at the same time." [also could be done without quoting the colleague, and just putting quotes on the defined word]
  5. A picture placed directly in the text, rather than floating, is called an "in-line" graphic.

Correct answers also came in from Ginny Supranowitz. And I missed one from last time: Ginny should have been listed as a winner on the British spelling challenge. Thanks for letting me know!

Writing & Grammar: British versus American Punctuation

by Jennie Ruby View our profile on LinkedIn
 
Single quotes are used in American English (according to publication style guides) to indicate one thing, and one thing, only: A quotation within a quotation.

The lecturer told us, "John F. Kennedy once said, 'Ask not what your country can do for you, but what you can do for your country.'"

Small punctuation marks–the period or comma–are placed inside of any and all of the quotation marks. Questions and exclamation points go on the inside of the quote they pertain to.

In British publications, single quotes are used to introduce new terms that are being defined a certain way. In American style guides, we are advised to use double quotes or italics to introduce terms.

  • American: A "relational" database consists of multiple tables.
  • American: A relational database consists of multiple tables.
  • British: A 'relational' database consists of multiple tables.

Take a look at these examples, and give them the correct and American punctuation. (British and international readers–feel free to give them the appropriate treatment for your writing.)

  1. In a 'client-side' application, the accessing computer does the calculations.
  2. The instructor said; "As Laura LeMay stated in the assigned reading, "For more control over your sounds, you'll need different software".
  3. Her boyfriend said, "The top song on my favorite radio channel says, 'You are perfect in my mind", and I think it is talking about you."!
  4. "The 'Wicked Ale effect'", according to my colleague, "Is a marketing technique for covering several media at the same time".
  5. A picture placed directly in the text, rather than floating, is called an "in-line" graphic.

As always, please post your answers below.

***

Answers to the British versus American English spelling challenge are brought to you by Susan Czubiak.  Other correct answers came in from Deb Gilchrist, Karyn R. Smith, David Zimmerle, Barbara Kennedy, Geri Moran, Nichole Gladky, Lisa J. Stumpf, and Vera Sytch (in no particular order). Also, I received a couple of responses where I could not discern the choices (color coding or highlighting may not have come through), so I apologize if yours were correct and I have not given you the credit you are due. Please let me know, and send your answers again in a different format.

  1. Colour / color
  2. Gray / grey
  3. Analyse / analyze
  4. Toward / towards
  5. Got / gotten (as in "They have not yet got / gotten their tickets.")
  6. Among / amongst
  7. While / whilst
  8. Encyclopaedia / encyclopedia
  9. Defence / defense
  10. Offence / offense
  11. Pretence / pretense

Writing & Grammar: How Do You Like Your Steak?

by Jennie Ruby View our profile on LinkedIn
 
I got an interesting call from my friend Samantha S. the other day. She was in the car and passed a Ruth's Chris Steak House. Wait a minute, she thought. If Chris owned a steak house, and then Ruth bought it from him, shouldn't the name be Ruth's Chris's Steak House? As she discussed the question with her car-mates, they speculated whether there was a rule against having two possessive words in a row, each with an apostrophe. Since there were no grammarians in the car, I received the call.

First, I verified (via Wikipedia) that Ruth did indeed buy a steakhouse previously owned by Chris. The name of that steakhouse? Chris Steakhouse. Why not Chris's Steakhouse or Chris' Steakhouse? Was the owner grammatically challenged? Or was there possibly a method to his madness?

One clue is that there is a tradition in English of sometimes using a name as an identifier or label, instead of treating the name as the owner of an item. Thus, the Joneses' house may be called simply the Jones house. You may especially notice this in historic houses, such as the Calvert House Inn, located in College Park, Maryland, or the Warfield Building at the hospital where my mother worked, or the Stephen D. Lee Home Museum in Columbus, Mississippi. Thus Chris's Steakhouse becomes Chris Steakhouse (although without the word the. Hmmm. And Chris was his first name.)

Another related fact may be this one. I recently read an article on Merriam-Webster.com about why we may sometimes say "probly" instead of "probably." The article said that in the spoken language we tend to omit duplicate syllables. So "prob-bob-ly" becomes "probly." In the same way, "Chris-es Steakhouse" may become "Chris Steakhouse."

So the reason for the single apostrophe in Ruth's Chris Steakhouse is not from any particular grammar rule about two apostrophes. But now that I 've said that, what is the rule for compound possessive? Are we allowed to say something like this?

 The dog's collar's buckle is broken.

Maybe we would change dog's collar into dog collar[identifier instead of possessive] or revise the sentence:

The dog collar's buckle is broken.

The buckle on the dog's collar is broken.

But I don't see any need to change this one:

 Cathy's mother's name is Sue.

In 10 pages of rules about possessives, my grammar book does not seem to address this question either way. So I put it to you, dear readers. Which way shall we go on these examples?

  1. The book's cover's paper was worn.
  2. The widow's son's car was totaled.
  3. My father's favorite cousin's visit was scheduled for May.
  4. Sam's dog's collar is broken.
  5. My best friend's car's tires are all flat.
  6. The software's manual's page's numbers were too small.
  7. The island's tallest tree's trunk was covered with moss.

As always, please post your answers below as comments.

***

Answers to the Challenge on Which versus That

The winners of this week's challenge, with all answers correct, are (in no particular order) Jay Herman, Kay Honaker, Trudy Dave, Gail A. Kelleher, Geri Moran, Christine Larson, Jenny Zoffuto, Julie Sharma, and Lorna McLellan.

These answers to which versus that are brought to you by Lorna McLellan and Kay Honaker:

  1. The east coast weather, which had been unseasonably cold, finally warmed up.
  2. A pile of snow lingered until recently on one side of the parking lot. That snow, which had been piled there by the snowplow back in March, finally melted.
  3. Joggers' shorts and tank tops that had been languishing in closets all winter finally made an appearance this weekend. (Alternative answer by Kay Honaker: Joggers' shorts and tank tops, which had been languishing in closets all winter, finally made an appearance this weekend.*)
  4. The spring bird that arrived back before all of the others was the white-throated sparrow.
  5. The tree that showed the earliest buds of spring was the maple.
  6. Our one and only cherry tree, which had been pruned carefully last fall, bloomed magnificently last week.
  7. The only bush that did not make it through the winter intact was the rhododendron in the exposed northwest corner of the yard.

*I had already decided number 3 could go either way, depending on whether joggers had used their shorts at the indoor track all winter, when I found Julie Sharma's perfect explanation in the next email message I opened:

"This could go either way: which, meaning the weather was so bad that no joggers' shorts or tank tops were worn all winter; that, meaning those shorts and tank tops that languished in closets–some might have been worn to the gym, for example, even in the winter."

Krista Allen made another interesting comment on number 2:

"My main reason for selecting "which" was to eliminate the double usage of "that." I'm not sure if that's the grammatically correct answer, but "That snow that had…" sounds clunky and desperately in need of a thesaurus."

You are right about the fact that the word that is redundant here–not because it is duplicated, but because the specific snow has already been precisely identified by the first use of that, so a second one is incorrect. But it is sometimes correct to use two thats in a row:

From Lincoln's Gettysburg address:

"We have come to dedicate a portion of that field, as a final resting place for those who here gave their lives that that nation might live." 

Writing & Grammar: Commas With Who

by Jennie Ruby View our profile on LinkedIn
 
The words whothat, and which introduce interrupting clauses into a sentence. Those interruptions may be essential (no commas) or nonessential (commas before and after). Here are examples of each.

Essential: People who wear glasses should not throw punches.

Nonessential: Our waiter, who was the son of the restaurant owner, spilled a glass of punch right on my head.

Although the word who can be used either with or without commas, the word which requires commas and the word that does not. After making the comma decision, make sure the correct word is used.

Challenge: Commas with who, that, and which

The hapless writer of these sentences (based on a real text) has evidently been told always to use a comma before who. See if you can help him out.

  1. Our fill-in-the-blank system will allow people, who do not have any knowledge in web development to create a website in just two hours.
  2. Furthermore, there are many developers, who create tools, which rapidly improve the performance of our system.
  3. When you look at other systems, you will find that they are much more difficult for people, who do not have any idea of web development. 
  4. Even after the recent update to the latest version, there are still many users, who stick to the old one.
  5. Working with our system is a lot easier, so there are many beginners, who choose it instead of other brands.

As always, feel free to post your answers below.

User Assistance: HUDs in Technical Communication

by Tony Self Follow us on Twitter View our profile on LinkedIn
 
Did you ever see the 1986 movie "Top Gun?" If so, perhaps you recall seeing gun-sights, cross-hairs, warning messages, and air speeds displayed as green text on the cockpit windshield of the jets. What you saw in the movie was an early Head Up Display (HUD). If Top Gun is too old for you, how about Iron Man? HUD was featured prominently in that movie as well.

While HUDs may seem like something you'll find only in fighter jets or the movies, they are actually creeping into everyday life. For instance, HUDs are now installed as standard equipment in many cars displaying speed, distance, and messages onto the windshield. Drivers don't need to move their head up or down to read the text; they can keep looking straight ahead.

If your car isn't equipped with a HUD, you can use your smart phone, download a HUD app, place the phone on the dashboard, and reflect an inverted readout onto the windshield. And you can purchase HUD navigation systems (such as the unit shown below from Garmin).

Garmin HUD   

There's a new type of HUD that's attracting lots of attention: Google Glass. Glass isn't the only product of its type on the market (there are dozens), but it attracts the most publicity. These wearable technology products display text in a tiny HUD in a pair of lens-less spectacles. The text displayed depends on the application; it could be the current time, an appointment, alerts… but it could also be procedural information, checklists, or product descriptions.

What does HUD technology have to do with technical communication? HUDs will provide innovative new ways to deliver technical information. For instance, Virgin Atlantic is currently testing Google Glass at Heathrow Airport. According to CNN, "The airline is conducting a six-week experiment with the wearable technology for passengers in its Upper Class Lounge at London. With data flashing before their eyes, staff can update customers on their latest flight information, as well as weather and events at their destination."

Google Glass being tested at Virgin Atlantic

 Source: CNN

If the Virgin Atlantic tests prove successful, the opportunities for technical communicators are endless. Beyond simply documenting HUD devices and applications, technical documentation and eLearning content could actually be displayed on a HUD. There will be challenges of course. Writers looking to create content for HUDs will need to embrace writing techniques such as minimalism and separation of content and form. Nevertheless, it will be possible for technical communicators to one day deliver to this new media… a layer above reality. 

Writing & Grammar: Further discussion of Comma after And

by Jennie Ruby View our profile on LinkedIn
 
During one of my challenges a few weeks ago, I asked if there should be a semicolon, comma, or nothing before however. Many respondents added a comma after the word and in one of the examples. Here is the problem sentence, punctuated as recommended:

The roadside was sprinkled with breadcrumbs, and however you look at it, that bird's luck had finally turned.

As you all determined, the comma after breadcrumbs is required. Placing another comma after and is optional, but according to the late William Sabin, of the Gregg Reference Manual, the preferred usage is to omit that extra comma. His reasoning is that a comma after and makes the following introductory element appear as though it is nonessential, when actually it is essential.

If you read the sentence aloud, you will find that your voice does not drop on the clause however you look at it, as it would if this were a truly nonessential interruption in the sentence.

Read this aloud: The roadside was sprinkled with breadcrumbs, and, however you look at it, that bird's luck had finally turned.  

Compare it with this truly nonessential interruption:

Read this aloud: The bird, by the way, was a chickadee.

I'm guessing you found that your voice definitely dropped in pitch and loudness on "by the way" but did not drop on "however you look at it." Having commas both before and after the clause indicates that your voice should drop because the part surrounded by commas is parenthetical, or nonessential. Here, we have just experienced that the clause is not parenthetical.

"But I want a pause there!" I can hear you thinking. Well, I sympathize. I have previously discussed the tendency in training videos for the speaker to pause gratuitously but meaningfully after the word and, like this:

Spoken: "Select the text you wish to format, and [pause] choose 14 from the Font Size drop-down menu."

The pause in speaking draws the learner's attention to the next instruction, "choose." However, putting a comma after and to indicate that pause is ungrammatical. What to do? What to do? Perhaps it is time to make the leap to "literary" punctuation, where the commas indicate pauses rather than grammatical structures. If I accept literary punctuation, with that extra comma, I need to add the following names to the list of winners: Alicia Grimes, Michelle Duran, Alisha Sauer, Gail Kelleher, Joanne Chantelau, and Vera Sytch.

Correct answers to the Puppies challenge on Apostrophes are brought to you by Kay Honaker.

  1. The black and tan puppy ran right into the children's room.
  2. All three puppies' noses were white from the milk in the cereal bowl.
  3. The kids' faces brightened as soon as they saw the puppies.
  4. The cat guarded the kittens from the rambunctious dogs.
  5. The biggest dog's paws were up on the table.
  6. The children pulled the puppies' and the momma dog's ears.
  7. There was little doubt about the puppies' affection.

Writing & Grammar: Where Does the Apostrophe Go?

by Jennie Ruby View our profile on LinkedIn

Perhaps you have seen a grocery store sign saying "Orange's." Or maybe you have chortled over some poor soul who spelled "mens' room" with the apostrophe on the wrong side, because men is plural, right? Let's see how many of us can put the apostrophes to rights. (You can post your answers as comments below.)
  1. The black and tan puppy ran right into the childrens' room.
  2. All three puppie's noses were white from the milk in the cereal bowl.
  3. The kid's faces brightened as soon as they saw the puppies.
  4. The cat guarded the kitten's from the rambunctious dogs.
  5. The biggest dogs paw's were up on the table.
  6. The children pulled the puppies and the momma dogs ears.
  7. There was little doubt about the puppies affection.

Here are the answers for the challenge on punctuation with the word however. They are brought to you by Rita Martino. Special thanks to Michelle Duran for drawing my attention to the fact that meltwater should be all one word, rather than two separate words–even though Microsoft Word is red-underlining it right now. Webster's says it is one word, and that is good enough for me.

  1. The tiny bird explored every crevice of the log; however, it did not seem to find any food.
  2. Snow covered the ground within the woods; the road, however, was clear.
  3. Beside the road, pools of meltwater had formed; however, the road was completely dry.
  4. The bird flew down from a branch to forage in the clear space beside the road; the passing traffic, however,frightened it back.
  5. The bird returned to the roadside, however, hoping to find a seed.
  6. What it found when it returned, however, was something unexpected.
  7. The roadside was sprinkled with breadcrumbs, and however you look at it, that bird's luck had finally turned.

Other winners are Kolja Fuchs, David Zimmerle, Karyn Highet, Anne Goldenberger, Chris Zimmel, Jiang Ping Fan, Ginny Supranowitz, and Sonia Verma.

The example where many lost out was number 7: the clause "however you look at it" is not parenthetical, and therefore should not be surrounded on both sides by commas. Instead, it is introductory to the second sentence. So no comma before however.

Writing & Grammar: Punctuating Before However

by Jennie Ruby View our profile on LinkedIn
 
Since so many respondents aced the last challenge, I am upping the ante. This time, a transition word, however, will be inserted into each sentence. Your task? Determine whether you should have two commas around however, or whether you should have a semicolon before and a comma after the word however. Or not.

What's the difference? You put a semicolon before however if a complete sentence precedes it and follows it. You put just a comma before however if it is an interruption within one sentence. The same is true if it is interrupting a clause within a larger sentence.

Here are some examples:

The log was hollow and had no bark [complete sentence]; however, the wood was still quite hard [another complete sentence].

The log was hollow and had no bark. The wood [not a complete sentence], however, was still quite hard [again, not a complete sentence].

The log was hollow. The bark was still attached [complete sentence], however, covering most of its surface [not a complete sentence].

Don't forget that the word however also has a second meaning, in the sense of "no matter how," and when used in that meaning, it is not a transition word, and thus requires no punctuation.

Challenge: Semicolon or comma or nothing before however

Replace the X with a semicolon, with a comma, or with nothing.

  1. The tiny bird explored every crevice of the logX however, it did not seem to find any food.
  2. Snow covered the ground within the woods; the roadX however, was clear.
  3. Beside the road, pools of melt water had formedX however, the road was completely dry.
  4. The bird flew down from a branch to forage in the clear space beside the road; the passing trafficX however, frightened it back.
  5. The bird returned to the roadsideX however, hoping to find a seed.
  6. What it found when it returnedX however, was something unexpected.
  7. The roadside was sprinkled with breadcrumbs, andX however you look at it, that bird's luck had finally turned.

You can post your answers as comments below. 

 
***

Answers to the Last Grammar Challenge

Thanks to all our respondents. Almost all of you placed the semicolons and commas between sentences correctly. Here are the correct answers, presented by Chuck Jones:

    1. The house had a huge master suite, but the back yard was paved with asphalt.
    2. The kids loved their new, separate bedrooms; their parents loved the separate den.
    3. The renters can store their skis in the outdoor locker; the owners can store their belongings in the padlocked walk-in closet.
    4. The new house had a view of the ocean and a park, and the driveway had room for up to five vehicles. (there should be nothing after the word 'ocean')

      Alternative answer: "Honestly, I would not have used either here; instead, I would place a semi-colon after 'park' and omit the 'and' after it." (Michael Salgy and Lisa J. Stumpf)

    5. A music room was the dream of the husband, but the wife really wanted a screened-in porch.

However, as some noticed, the X on number 4 was in the wrong place (thank you, Lisa J. Stumpf). It was not between two sentences. Placing a comma after ocean or not creates two different meanings. Without the comma, the house has a view of the ocean and a view of a park. With the comma, it means the house had a park and also had a view of the ocean. Personally, I think it would be rare for the house to have a park, but you might loosely say it has a park while meaning that it is near a public park. That's why I give slightly more credit to those who took out that X and did not put a comma after ocean.

Here are the winners, in random order: Lisa J Stumpf, Karla Marsh, Michael Salgy, Sonia Verma, Mindy Clark, Rita Martino, Katy Atkinson, Vera Sytch.

And here are those who had all the other punctuation correct and kept a comma after ocean, which is a possible answer to what ended up being a trick question because of the misplaced X: Jai Y. Shaw, Kolja Fuchs, Linda Wyche, Heather Morrow, Michelle Duran, Carla Craddock, David Simmerle, Jill McCauslin, Cathy Koloff, Sisa Stumpf, Carl Bechtold, Chris Zimmel, Sandra McGuire, Darius Zahedi, and Krista Allen.

Writing & Grammar: Semicolon or Comma?

by Jennie Ruby View our profile on LinkedIn
 
No one understands semicolons, said one of my recent students. Because the rules for semicolons are among the most clear and limited rules for punctuation marks, I am surprised by that perception.
 
The semicolon is most frequently used to separate two sentences that have been joined into one compound sentence without the benefit of a conjunction. What is a conjunction? One of these seven words: For, and, nor, but, or, yet, so.

Challenge: Semicolon or Comma?

For each sentence replace the X with a semicolon or a comma.

  1. The house had a huge master suiteX but the back yard was paved with asphalt.
  2. The kids loved their new, separate bedroomsX their parents loved the separate den.
  3. The renters can store their skis in the outdoor lockerX the owners can store their belongings in the padlocked walk-in closet.
  4. The new house had a view of the oceanX and a park, and the driveway had room for up to five vehicles.
  5. A music room was the dream of the husbandX but the wife really wanted a screened-in porch.

Please post your answers below as comments.

***

Answers to Last Week's Challenge

Just as the fact of a grammar loophole would indicate, the answers to last week's challenge on plural versus singular showed some disagreement. Here are the answers as given by Kathi Reynolds. She provided her logic for each choice but see below to learn how much variation there was.

    1. The audience waved their hands in the air. 
      <<I assume the audience waved more than one hand in the air!>>
    2. The kids stood on their chairs.
      <<Even though each kid had one chair, using the singular made it seem as if all the kids were standing on one chair.>>
    3. The diners raised their glasses.
      <<It sounded better with plural, and isn't it possible that the diners could raise more than one glass if they were exuberant enough?>>
    4. Despite the economic setback, the renters all paid their rent.
    5. The kids all looked at their iPad.
      <<Each kid had one iPad–unless they were sharing! So to me the plural could also sound fine.>>
    6. The learners clicked their right mouse button.
      <<Each learner only has one button, so I left it singular.>>
    7. The employees entered their clients' names into the database.
      <<Employees can have more than one client, hence the plural.>>

hands and rent–100%

clients'–71%

glasses, button, and names–65%

chairs–59%

All other answers had 53% or less agreement. The lowest was client's, with only 24% going with the singular.

So I rest my case. Sometimes even if each person had only one of something, most people still like plural–as in kids…chairs. I think that is because the singular can make it sound like all of the kids were teetering on top of just one chair. But everyone agrees that renters pay…rent. If you added an s, it would sound as though each person had to pay more than one rent. So, everyone, enjoy this grammar loophole by making your own case-by-case decisions.

Writing & Grammar: Detangle Plurals

by Jennie Ruby View our profile on LinkedIn
 
When writing training documents it is easy to get tangled between plural and singular. Consider these examples:
  • Users will see three choices on their screen(s).
  • Clients must update their account(s) before the end of the month.
  • Patients may leave their bed(s) during visiting hours.
  • Employees must wash their hand(s) before leaving.

Do we talk about the end users, or clients, or patients, or employees in the singular or in the plural? And then when those individuals have screens, or devices, or symptoms, or workspaces, are those singular or plural as well?

We have already mostly solved this problem when directly referring to those we are training. We just call them "you," and think of them as receiving the training one-on-one, so that we say "click your mouse" and "save your file," using the singular without a second thought.

But when we are training our learners to deal with other people–software users, clients, patients, employees–how do we talk about them?

The good news is that the rules of grammar are relaxed here, and we can use singular or plural as it makes sense.

We are probably going to talk about those third parties in the plural–users, clients, etc.-so as to avoid the "his or her" problem. We want to avoid this:

The client must update his or her account by the end of the month. His or her name and address must match his or her ID card.

So we use the plural: Clients must update their account(s)…

This is where the grammar loophole comes in. You are allowed (see, Grammar is not so draconian, after all) to use the singular if each client has only one account. Or, if one client might have several accounts, then you can go ahead and use the plural.

Let's look at the other examples.

Users will see three choices on their screen.

Since each computer user will be seeing the choices on one screen (even if they have dual monitors, typically they will be looking at one at a time) you can go with screen.

Patients may leave their bed during visiting hours.

Each definitely has only one bed. Singular sounds better.

Employees must wash their hands before leaving.

Each most likely has two hands, so plural makes sense.

The students all raised their hand.

In a classroom (unlike, say, on the dance floor), each most likely raised just one of their hands.

What makes this a true grammar loophole is that you can still use the plural if it sounds right, even if each person has only one of the items in question. Give it a try in the challenge, and we will see what the consensus is.

Plural or Singular Challenge

  1. The audience waved their hand/s in the air.
  2. The kids stood on their chair/s.
  3. The diners raised their glass/es.
  4. Despite the economic setback, the renters all paid their rent/s.
  5. The kids all looked at their iPad/s.
  6. The learners clicked their right mouse button/s.
  7. The employees entered their client/'s or s' name/s into the database.
Feel free to submit your answers as comments below.