#8. Readability: Sentence Variety, Grammar, & Punctuation

Good writing is easy to read. In this section you’ll make your 150–200 words clear with strong sentence structure, clean grammar, and smart punctuation.

Clear sentence architecture

Keep one idea per sentence

• Say the point, then add one fact or short example.
• Avoid long chains with many commas.

Vary the pattern

• Simple: The bus is late.
• Compound (FANBOYS = for/and/nor/but/or/yet/so): The bus was late, so I missed my class.
• Complex (because/when/although/if): Because the route changed, riders waited longer.

Place modifiers close to the word they describe

• Weak: The manager approved the plan yesterday that saves costs.
• Clear: The manager approved the cost-saving plan yesterday.

Prefer active voice when it’s shorter

• Passive: The forms were submitted by residents.
• Active: Residents submitted the forms.

Common grammar fixes that boost readability

Subject–verb agreement

• The buses are crowded. / The service is reliable.

Verb tense control

• Use the same tense inside one paragraph unless the time changes.

Articles (a, an, the)

• a/an = not specific: I bought a monthly pass.
• the = specific/known: Please repair the elevator in the north tower.
• No article with many uncountable or plural general nouns: Residents need information. / Students need computers.

Prepositions that sound natural

• on the bus, at the stop, in winter, during rush hour, for residents, to request help.

Commas and friends (the problems markers often see)

1) Comma splice (two sentences joined with only a comma)

• Wrong: The bus was delayed, I missed my interview.
• Fix A: The bus was delayed. I missed my interview.
• Fix B: The bus was delayed, so I missed my interview.
• Fix C: The bus was delayed; I missed my interview.

2) Introductory word or phrase

• After winter storms, buses often run behind schedule.

3) Items in a list

• The notice asked for name, unit number, and date.

4) Extra (non-essential) detail

• The south elevator, which was repaired last month, broke again.

5) No comma between subject and verb

• Wrong: The city manager, approved the plan.
• Clear: The city manager approved the plan.

Punctuation & capitalization that keep the page clean

Periods end every sentence. Do a “period check” before you submit.
Semicolons link two complete, close ideas; use them rarely.
Colons introduce a list or example: We suggest three steps: post updates, add staff, adjust routes.
Apostrophes show possession: residents’ parking, manager’s email.
Capitalization: first word of each sentence; I; names of people and places; don’t capitalize common nouns (university, city) unless part of a name (University of Calgary).

Readability tactics for typed responses

Use the tools, but don’t trust them blindly

• The checker catches spelling, not meaning. It won’t fix there/their/they’re or affect/effect.
• Names and some formal words may show as errors even if correct—don’t change them without reason.

Quick on-screen habits

• Watch the word counter and aim near 150–200.
• Make short paragraphs (2–4 sentences each).
• Do a final 2–3 minute pass: periods present, commas in the right spots, tone stays semi-formal, every bullet covered.

Consistency

• Use one spelling style throughout (e.g., centre/colour or center/color). Pick one and stay consistent.

Before → After (readability upgrades)

Run-on / vague

The city changed the route it caused delays and people were angry, this is a big problem.

Clear / precise

The city changed the route, so buses started to arrive late. As a result, riders missed transfers and complained to the service desk.

Article / preposition fixes

Please add a schedule board at the entrance and post the updates on the website.

Mini language bank (sentence variety)

• Cause/Result: because, so, therefore, as a result
• Add/Contrast: also, however, although, while
• Clarify/Example: for example, for instance, in particular
• Time/Order: first, next, then, finally, during, after

Micro-checklist (before you submit)

• One idea per sentence; mix simple + compound + complex
• Verbs agree and tenses are steady
• Articles are correct (a/an/the) or omitted when general
• Commas used for lists/intro/non-essential info; no comma splices
• Periods at the end of every sentence; names capitalized
• Word counter near 150–200; quick final read on screen

5-minute edit drill

1. Circle two long sentences; split or join them with so/because.
2. Fix one comma splice using a period or a FANBOYS word.
3. Scan for a/an/the errors; adjust two nouns.
4. Do a period check and remove one extra comma.