This is a reference guide about the standard use of English punctuation, word usage and sentence structure based on The Associated Press Stylebook and the Chicago Manual of Style. As a spelling guide, AP uses Merriam Webster's New World College Dictionary at http://websters.yourdictionary.com.

By: Martin Framson

Sentence Structure

Subject-Verb-Object (S-V-O)

The natural word order of an English sentence is Subject-Verb-Object. Try to avoid passive voice.

The S-V-O sentence structure provides vital information for the reader because it answers the questions Who is doing What, When, Where, Why, and How.

The following are some examples of unclear and clear sentences highlighting S-V-O.

1. Unclear:
“At the appropriate stage, the necessary steps will be taken and sufficient funds committed to tackle the problems arising in several member states.”

The above sentence is long, vague and uninformative. It provides no answers to any of the Who, What, Why, When, Where, How questions.

2. Clear: Let’s add When, Who and What:
“Over the next six months, the European Central Bank will provide the governments of Ireland, Spain and Portugal a loan of €10 billion from the emergency fund to help them tackle their debt crisis.”

3. Unclear:
“Despite expected higher infrastructure investment in 2H16, we expect government loan repayments will continue to be a drag on overall loan growth.”

Clearer: Let’s add some beef to the sentence above by providing details about infrastructure investment:
“Despite the government’s plan to put roughly Bt280bn worth of infrastructure projects up for bid in 2H16, we expect government loan repayments will continue to be a drag on overall loan growth.”

The Inverted Pyramid
The “Inverted Pyramid” method of writing puts the elements in a report in declining order of importance, meaning the most important facts begin at the top. The facts presented answer the basic questions: Who? What? When? Where? Why? How? So What? These are the basic questions the reader demands to know from the very first sentence.

We use the “Inverted Pyramid” style of writing in our reports. This sentence structure provides investors key information and details as quickly as possible.

The “Inverted Pyramid” sentence structure begins with the main point, or conclusion followed by the details, explanation, evidence, etc.
Each bullet point, section or sentence introduces the main point in active voice, or Subject-Verb-Object format, followed by supporting factors, evidence and explanation.

An example of the Pyramid Style is shown in No. 1 below. The example in No. 2 does not follow the Pyramid Style.

1. Expect earnings to soften in 2H16. Following the strong 2Q16 performance, we expect earnings in 3Q16 and 4Q16 to drop sharply due to a much lower backlog of Bt4bn vs Bt7bn in 2Q16 and weak presales at unsold but completed projects. We expect this will result in 2016 earnings being flat YoY at Bt4.93bn before declining sharply in 2017 on a lack of presales and backlog momentum.

2. Weak earnings expected in 2H16. After the expected robust performance in 2Q16, we believe a much smaller backlog (we estimate it to be lower than Bt7.5bn) and a weak sales response at unsold but completed projects, will result in earnings in 3Q16 and 4Q16 falling sharply. This means 2016 earnings will likely end flat compared with 2015 before then slumping in 2017 on a lack of presales and backlog momentum.

Sentence length
The general rule is to try and keep key points such as in bullet points, etc., to 15 words or less.

Try to keep sentences to around 25 words. Make sure each sentence contains 1 clear idea, or 2 if:
1. they are not too long.
2. each idea is in clear order.
3. the ideas are joined by linking words such as “and, however, despite, although,” etc.

Word Usage

Although (even though) or Despite

Although (even though) is followed by a subject and a verb.

- Although the traffic was bad, I arrived on time.
- Although expense increased, earnings improved.  
- Although it was raining, he walked to the station.

Despite is followed by a noun, a pronoun or a verb ending in -ing.

- Despite the government’s plan to put roughly Bt280bn worth of infrastructure projects up for bid in 2H16 …
- Despite the rain, he walked to the station.
- Despite getting wet because of the rain, he walked to the station.

In or Since
“Since” refers to the starting point of an action or event and indicates that the action is still happening.
Examples:
I have been waiting since 7 o'clock.
I have known him since January.
The plant has been operating since July 2016.
“In” refers to when an action or event happened and does not indicate if the action is still continuing at present.
Examples:
Incorrect: The company entered into a media contract since late 2Q16.
Correct: The plant began operating in 2016.
Correct: The company entered into a media contract in late 2Q16.

Numbers
The Associated Press rule is to write out numbers zero to nine and use figures for 10 and above.
Example:
The company operates seven plants.
It will take two years to complete the project.

Use figures, or numerals, for 10 and above, percentages, pages, time, sizes and weights.
Example:
Earnings rose 4% YoY