"Active voice" refers to a verb form that makes the subject--or actor--of the sentence very clear.  If you can explain who does what (in that order), your sentence probably uses active voice.  Look at this example:

The staff completed their report.
   [WHO]  [DOES]   [WHAT]

1. Put the actor first
2. Avoid forms of the verb to be (am, is, are, was, were, been), especially when they are used in combination with other verbs.

In contrast to active voice, passive voice hides the actor--the person or thing who performs the action--by either placing the actor at the end of the sentence or by leaving the actor out altogether.  Look at these examples:

The executive summary was written by the staff members.
    [WHAT]                    [IS DONE]       [BY WHOM]

A tuition increase is anticipated.
  [WHAT]             [IS DONE]       [BY WHOM?]

To change a sentence from passive to active voice, try asking yourself:  Who did (or does) what?

As you answer the question, you will probably find yourself using active voice.

APOSTROPHES & POSSESSION

When to add -'s

1.  If the noun does not end in -s, add-'s.

EXAMPLES:
Roy managed to climb out on the driver's side.
Thank you for refunding the children's money.
 
2. If the noun is singular and ends in -s, add 's.
 
EXAMPLE:
Lois's sister spent the last year in India.

If the noun is plural and ends in -s, add only an apostrophe.
 
EXAMPLE: Both diplomats' briefcases were stolen.

With apostrophe = it is

Apostrophes are also used to signal places where a word has been shortened.  For instance, the apostrophe in "didn't" signals the missing "o" of "did not.  The apostrophe in "IT'S" signals the missing "i" of the phrase "it is."

EXAMPLE: "It's easy to use apostrophes."  (or, "It is easy to use apostrophes.")
 
If you cannot substitute the phrase IT IS for IT'S, you don't use the  apostrophe.

EXAMPLE: The company met its quota.
 
Try the simple test. Could you substitute "it is"? (Hmmm. "The company met it is quota"????) Nope. It doesn't work. In this instance, "its" is possessive.

COMMA SPLICES (also known as "FUSED" SENTENCES)

As Diana Hacker points out in her handbook, a lot of people over-use commas. For instance, many writers join two sentences with a comma instead of a period or a semi-colon. This often happens when the writer wants to show that two ideas are related. Once you know how to look for trouble spots, this problem, usually called a "comma splice," is easy to correct.
 

Transitional  Phrases Often Mark Trouble Spots

Be aware of words that mark transitions or connections. If a complete sentence follows the transition word, then you should see a semi-colon or a period right before the transition word. Here's Hacker's  list of some common transitional phrases.

 EXAMPLE: Comma splices are easy to miss, thus editors should check carefully for them.

CORRECTION: Comma splices are easy to miss. Editors should check carefully for them.
OR:   Because comma splices are easy to miss, editors should check carefully for them.

REVIEWING SIX MAJOR USES OF THE COMMA
 

1. Before "and," "but," "or," "nor" when you want to join two complete sentences.
 
EXAMPLE: I truly believe that we are one of the most hard working and efficient operations in the University, but there is always a better way to do something.
 2. After an introductory clause or phrase.
 
EXAMPLE: If you START a sentence with After, Although, As soon as, Before, Because, If, Since, Unless, Until, or When,  you have a comma in your future.
3. After a transitional phrase that links sentences or parts of sentences.
 
EXAMPLE: Transitional phrases include: after all, as a matter of fact, as a result, at any rate, at the same time, even so, for example, for instance, in addition, in conclusion, in fact, in other words, in the first place, on the contrary, on the other hand . . . .
4. Between all items in a series.
 
EXAMPLE: This total includes the cost of land, buildings, equipment, library books, and construction.
5. Between adjectives if you could substitute the word "and" for the comma.
 
EXAMPLE:  I want an authoritative, tactful tone. (OR I want an authoritatve and tactful tone)
NO COMMA EXAMPLE:  I reviewed the six major uses of commas.
In the second example, you don't need a comma between the adjectives because you can't substitute the word "and."  Try it.  "I reviewed the six and major uses of commas."  It sounds weird, doesn't it?

 6. To set off useful but non-essential information. In this use, think of the commas like razor cuts: Can you peel away the material between the commas and still have a sentence that makes sense? If so, then you are using the commas to set off useful but non-essential information.
 

EXAMPLE: A declining trend in this ratio means that other sources of revenue, mainly tuition and fees, will have to be increased and/or costs decreased.

PARALLEL STRUCTURE

If you say two lines are parallel, you generally mean that they run in the same direction. They are an equal distance apart at every point.

 <------------------>
<------------------>

What is written without effort in general
        <------------------------>

is read without pleasure. --Samuel Johnson
<----------------------->

 EXAMPLE: In the following pair of sentences, the ideas are the same, but the second sentence is stronger. It presents similar phrases in a similar way.
 
We have three stated goals: to increase production, to expand our market, and recruiting skilled employees.
We have three stated goals: to increase production, to expand our market, and to recruit skilled employees.

USE VERBS AS VERBS:

To make your words more simple and direct, avoid turning verbs into nouns (also known as "nominalizations").

You can often spot nominalizations by looking for words that end in -ion,  -ment, -al. ("Nominalization" is one example.)

EXAMPLES:

The first column lists some verbs masquerading as nouns. The second column gives the real verbs.

 

nominalization --->  approval ---->  failure ---->  evaluation ---->  refusal ---->  discussion --->  investigation --->  discovery ---->  expectation ---->

nominalize   approve   fail  evaluate  refuse  discuss   investigate  discover   expect

USING SPECIFIC, CONCRETE LANGUAGE

Although there's nothing wrong with a rich vocabulary, most writing aims for clarity. With clarity in mind, avoid abstract words and phrases. In general, choose simple, down-to-earth language.
 

FROM INFLATED --->  Currently --->  Initiate ----->  Indicate ---->  Finalize ---->  Expedite --->  Utilize -------> Position -----> FROM JARGON -------->  Implement ------------> Viable ----------------> Interact -------------->  Optimum ------------>  To impact ------------> Resultful ------------->  Meaningful ----------->  Judgmentally --------->  Input -----------------> Output ---------------> Sub-optimal ----------> Proactive -------------> Parameters/perimeter->

TO SIMPLE   Now   Start   Show   Finish   Speed up, move along   Use   Place  TO CLEAR PROSE   Carry out  Practical, workable  Discuss, meet, work with   Best, largest possible   To affect, to do to  Effective, achieve results  Real, actual, tangible   I think   Facts, information, data  Results   Less than ideal  Active  Limits

The problem with jargon or inflated diction becomes clear when you read a whole cluster of these words and phrases. Here's an example:

JARGON: It is believed that with the parameters that have been imposed by your management, a viable program may be hard to evolve. If our program is to impact the consumer to the optimum, meaningful interaction with your management may be necessitated. Contact me to initiate action.

For additional help on style and editing, please see:

• The Editing Checklist
• Key Word Editing