Used to (and Would) vs. Use to

Last week a co-worker and I were discussing our biggest grammar pet peeves over lunch (yes, some of us nerdy-types do sit around and discuss this from time to time) and her biggest grammar pet peeve is when people write use to when they mean used to. There I sat with my fork in hand and my salad in front of me, wondering how often I was guilty of this grammar infraction. To be honest, I couldn’t remember the rules about when to use used to and when to use use to. I went back to work and did a little research and decided to share this with you as this week’s Tips and Tricks topic: when to use “used to (or would) vs. when to use “use to” (without the ‘d’).

Used to (or would)
1. When we say something used to happen, we are talking about repeated events and actions in the past, which usually are things that are now finished and no longer happening. (For this use of used to you can also use would.)

• When Suzy was a child, she used to collect Barbie dolls. (When Suzy was a child, she would collect Barbie dolls.)
• During the Great Depression, my grandfather used to sell scrap metal. (During the Great Depression, my grandfather would sell scrap metal.)
• I used to go out a lot before having children. (I would go out a lot before having children.)

From the examples, we can assume that Suzy no longer collects Barbie dolls, my grandfather no longer sells scrap metal and I no longer go out a lot.

2. We also use used to when talking about repeated habits in the past (Here we cannot use would).

• My cat used to hiss at squirrels.
• My husband used to smoke.
• I used to be a tribal administrative assistant.

These sentences imply that my cat no longer hisses at squirrels, my husband no longer smokes and I am no longer a tribal administrative assistant.

Use to (without the ‘d’)
The only time that we should use use to (without the ‘d’) is when it follows “did” or “didn’t” in a sentence. (Here we also cannot use would without changing the meaning).

• Did you use to work in the same office as Sally?
• Didn’t we use to go out?
• What sort of games did your children use to like?
• Sally and I did use to work together.
• Due to the snowy winters, we didn’t use to go out much.

To spare my co-worker from the annoyance of her pet peeve, please remember this general tip: when “did” or “didn’t” is in the sentence, use use to (without the ‘d’), but when there is no “did” or “didn’t” in the sentence, use used to.

Run-On Sentences

Often it's thought that a run-on sentence is a very long sentence that cannot be spoken in one breath. Not true! A run-on sentence has two or more independent clauses (groups of words that communicate complete thoughts — an independent clause could stand alone as its own sentence) placed together without the correct punctuation. By this definition, a run-on sentence can be very short.

People use run-on sentences when speaking, but by using changes in vocal tone or in tempo (pauses, speaking slower, etc.) the meaning is easily understood. In writing, correct punctuation must be used so that the reader does not become confused.

Run-on sentences can be corrected by:

• Inserting a semicolon between the independent clauses
• Making the clauses two separate sentences
• Inserting a comma and then a conjunction (and, but, or, yet, for, nor or so)

Now, let’s look at some examples and how we might correct them.

(Short) Run-on: That little girl didn’t seem happy she was crying.
Correct Option: That little girl didn’t seem happy; she was crying.

Run-on: Karen was upset with Jenna about what she said however, she appreciated her honesty about the matter.
Correct Option: Karen was upset with Jenna about what she said; however, she appreciated her honesty about the matter.

Run-on: Jessie’s dog was sick this morning, Jessie had a bad day at work.
Correct Option: Jessie’s dog was sick this morning, so Jessie had a bad day at work.

Run-on: I found my keys in my roommate’s purse, she mistook them for hers.
Correct Option: I found my keys in my roommate’s purse. She mistook them for hers.

*It’s important to note that even though a lengthy sentence might not be a run-on sentence, multiple sentences might be easier to understand.

Necessary Words Only

Business writing (from e-mails and memos to articles and reports) needs to be about clarity over length. Keeping your sentences short, using easily understandable words and minding the length of your writing ensures a clearer message for your reader.

Tip 1: Use short sentences.
Research shows that understanding drops when sentences are too long. A suggested average sentence length is less than 20 words. Break longer sentences down into two or more sentences, if possible. Try to stick with simple sentence construction by using the S-V-O (subject-verb-object) model for your sentences, where the subject of the sentence is first, the verb second and the object last.

Tip 2: Use simple words.
Simple words ensure that your meaning comes across loud and clear. Your audience may not have the same vocabulary that you have. Here are some examples:

• Use “prove” instead of “substantiate.”
• Use “use” instead of “utilize” or “operate.”
• Use “now” instead of “currently.”
• Use “broken” instead of “nonfunctional.”
• Use “this means” instead of “tantamount”

Apply this tip to phrases as well. Instead of saying “on a regular basis,” just say “regularly.” Instead of saying “advance planning,” stick with “planning” (all planning is technically in advance after all). You don’t want to overload your reader with unnecessary adjectives and adverbs.

Tip 3: Pay attention to overall length.
Avoid general wordiness — cut out any words, phrases, sentences or paragraphs that aren’t central to what you want your reader to understand. A general rule is to proof read your writing and cut it by 10%.

In today’s business writing, wordiness and length tend to obscure the meaning of the writing, leaving the reader confused. We tend to value length over clarity — a habit that needs to be broken so our readers will understand what we are saying.

Writer for the Harvard Business Publishing blog, David Silverman poses the following challenge to reduce a complex phrase to something simple. Can you cut this to just a word or two?

It is the opinion of the group assembled for the purpose of determining a probability of the likelihood of the meteorological-related results and outcome for the period encompassing the next working day that the odds of precipitation in the near-term are positive and reasonably expected. [Silverman, David. “Why Is Business Writing So Bad?”]

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Hyphens: Correct Usage Between Words

In my experience, usage of the hyphen both in formal and informal writing is often haphazard. Sure, it’s possible that your readers will not notice (or care) that your hyphenation is incorrect (or missing), but when it comes to writing in professional situations, your credibility may be at stake.

This Tips & Tricks post will focus on the correct usage of the hyphen when it’s placed in between two words.

Let’s examine some common hyphenation rules and examples to illustrate them:

1. Numbers:
• Compound numbers from twenty-one to ninety-nine:
• The lady who lived in the house at the corner of my street was known to have twenty-three cats.
• Fractions:
• He was out of town on business for about one-fifth of each year.


2. Adjectives that come before a noun and operate as one modifier:
• The right-side window was broken.
• Jerry’s long-awaited promotion offer was given to him on Friday.


3. Compound nouns: In the case of compound nouns, it’s best to check a dictionary (or http://www.dictionary.com/) to see if a compound noun should be two separate words, one whole word (without a hyphen) or hyphenated.
• That new horror movie isn’t for the faint-hearted.
• I borrowed my mom’s hand-held blow dryer when I visited her for the weekend.


4. To provide clarity: In confusing sentences, a hyphen may be used to clarify words that should go together, even though the words are technically separate.
• My first grade school teacher was Mrs. Smith. or My first-grade school teacher was Mrs. Smith.
• I saw thirteen odd dogs. or I saw thirteen-odd dogs.


5. Between the repetition of a letter:
• Her sister lived on a co-op with several friends; they grew and shared produce on land they all owned.
• The snake re-emerged from the pool of mud, and Jake screamed.
• EXCEPTIONS: There are several exceptions to this. For instance, the words overrule and underrate should not be hyphenated.

Finding Your Active Voice

Grammatically speaking, writing in the passive voice is not wrong. However, it is important to know the difference between passive and active voice. The active voice tends to be more direct, which is necessary in business and professional writing. Knowing the difference between these two voices is important because “the habitual use of the active voice…makes for forcible writing” (The Element of Style by William Strunk, Jr. and E.B. White).

In the active voice, the subject of the sentence acts. In the passive voice, the subject of the sentence is acted upon — the subject isn’t “doing” the action. Let’s look at a simple example:

(Active) I love you.
(Passive) You are loved by me.

In the first sentence (the active voice), “I” am the subject and “I” do the action (“love”). The second sentence isn’t as straightforward or direct. The subject of the sentence is “you” and “you” don’t do anything — “you” are the recipient of the action (“love”).

To clarify, let’s look at a few more examples:

(Active) Your letter of October 9, 2009 arrived today.
(Active) We received your letter of October 9, 2009 today.
(Passive) Your letter of October 9, 2009 was received by us today.

(Active) The “spell-check” feature makes correcting my spelling easier.
(Passive) Correcting my spelling is made easier with the “spell-check” feature.

(Active) The administrative assistant filed the report.
(Passive) The report was filed by the administrative assistant.

Tip: Nearly 100% of the time, the active voice uses fewer words than the passive voice. It is more direct and usually conveys a clearer message.

Remember that neither voice is grammatically incorrect. However, most business writing needs a clearer, more direct voice to convey a clear message, so use the active voice.

Exception: In instances when diplomacy and tact are necessary, the passive voice tends to sound softer. The passive voice works well to convey unpleasant news.

(Active) I find your work unsatisfactory.
(Passive) Your work has been found unsatisfactory.

That vs. Who

Many years ago, a teacher corrected an essay of mine. Since I can’t remember the exact topic of the essay, let’s say I was recounting a dream that I’d had:

“Then, I ran into the woman that had given me the exam.”

Whoops. My teacher crossed out “that” and replaced it with, “who.” In the margin, she wrote, “That refers to objects. Who refers to people.”

Since then, I’ve found myself catching others’ misuse of these two words.

While it’s come to my attention that the English language is actually very forgiving of instances when individuals (whether in writing or in speech) interchange that and who, conventional grammar rules do offer a clear (and easy to remember) distinction.

That refers to objects.

• I liked the shirt that fit me somewhat loosely.
• I applied to a school that was known for its Visual Art program.
• I trained the dog that knows how to “speak.”

Who refers to people.

• She became best friends with the girl who played with her first.
• I’m the one who taught the dog how to “speak.”
• He’s the guy who found my keys at the gym.

See also: That vs. Which.