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Full stops in essays

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1. Full stops in essays (a full stop is sometimes called a ‘period’) are used at the end of complete sentences – like this one.

2. The only common exception to this rule occurs when the sentence is a question or an exclamation (both of which should be avoided in academic essays).

Is this question really necessary?
What a mess!

Notice that both these marks of punctuation have their own built-in full stop.

3. The stop is also used following abbreviations:

ibid.     No. 1     ff.     e.g.

4. The stop is not necessary following common titles which are shortened forms of a word (technically, contractions):

Dr     Mr     St     Mme

5. Full stops are not necessary after the initial capital letters commonly used as abbreviations for the titles of organisations and countries:

NATO     BBC     UNESCO     USA

6. They are not used where the initial letters of a standard work of reference is used as an abbreviated title:

OED [Oxford English Dictionary]
DNB [Dictionary of National Biography]
PMLA [Papers of the Modern Languages Association]

7. No full stop is required if a sentence ends with a title or an abbreviation which contains its own punctuation:

He is the editor of Which?

She gave her address as ‘The Manor, Wilts.’

8. Full stops should not be used after titles, headings, or sub-headings.

Introduction
The Turn of the Screw
Industrial Policy Report

9. The stop is normally placed inside quotation marks but outside a parenthesis:

“What joy we had that particular day.”
Profits declined (despite increased sales).

10. However, if the quotation is part of another statement, or the parenthesis is a complete sentence, the full stop goes inside:

Mrs Higginbottam whispered “They’re coming”.

There was an earthquake in Osaka. (Another had occurred in Tokyo the year previously.)

© Roy Johnson 2003

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Generalizing in essays

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1. You should avoid generalizing in essays. It works against the spirit of academic inquiry, and leads away from precision and accuracy. Instead, it leads towards sloppy thinking and the sort of empty prejudice which fills tabloid newspapers.

2. Generalizing often arises from attempts to avoid the first person mode, or from misguided efforts to appear rather grandiose in style.

‘Encountering Katherine Mansfield’s well-sculpted prose, the reader immediately feels that …’

3. As a substitute for ‘I feel …’ this is both clumsy and unacceptable. It suggests that all readers will respond in the same way and that there is only one possible response to the subject in question.

4. Try to avoid this expression and all its variations, such as ‘the reader becomes involved with…’ and ‘the reader’s attention is gained … ‘.

5. Another common form of generalizing arises when a specific example is discussed as if it were a general truth. It might be tempting to say ‘Thus Marx’s work shows us that …’ However, this suggests that you have read everything Marx ever wrote – which is probably not the case.

6. Variations of this approach occur in phrases such as ‘Women in the nineteenth century were all …’ and ‘The French have always been a nation which finds it impossible to …’.

7. Whatever the conclusions to these two statements, they are making claims about every woman in the nineteenth century and the entire population of France. Neither statement is likely to be true, because there will be so many exceptions.

8. The solution to this problem (in both cases) is to be more accurate and precise. This is a matter of clear thinking rather than written style – but it is at this point that the two subjects intersect.

9. If you wish to make such a claim but do not have exact numbers or percentages – then you should be more cautious and modest. You could at least say ‘Many women in the nineteenth century were …’ and ‘Many French people seem to …’.

10. Keep in mind that most essay assignments are asking you to deal with the specific details of your subject. You will gain more credit for claims which are modest yet accurately supported, than ones which are grandiose but unproven.

© Roy Johnson 2003

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Generating ideas for essays

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1. Generating ideas is a useful preliminary stage when faced with an essay writing task. Start by ‘brainstorming’ the subject or the topic(s) concerned. This is often a good way to produce material for planning your answer.

2. Keep in mind that it is a preliminary stage in the essay writing process. It is designed to supply you with ideas, topics, and material for preparing the essay.

3. Take a sheet of blank paper and write in the middle of it the subject, topic(s), or the question concerned. Then, write down everything that comes into your mind which is connected with the question or the subject. Do this without editing or questioning your thoughts in any way.

4. This should be done in note form, single words, or with very brief reminders. Do not try to write out grammatically complete sentences.

5. Give your thoughts a chance to flow freely. Use one-word triggers,
abbreviations, or even symbols. Write down even trivial or vaguely associated items. They might help you to make connections with other items which are more centrally important to the subject.

6. When you have finished doing this, your task will be to make some sense of the topics or the ideas you have produced. You will need to put this material in some sort of order. This process is often known as categorizing.

7. Prior to that stage however you might first look over what you have written down. Eliminate anything which is not connected to the subject in question.

8. Be as rigorous as possible at this stage. Keep asking yourself “Are these arguments or topics directly relevant to what the question is asking for?”

© Roy Johnson 2003

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Getting Published: guide for lecturers

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insider tips for putting academic writing into print

We all know that in the present climate of academic writing, it’s a case of publish – or perish. The stress on doing ‘research’ then getting published is almost the only way to ‘get on’. This book tells you how to do it. Despite the dubious imperatives, Jerry Wellington starts out by looking at the huge variety of positive reasons why people write and publish – as well as the numerous fears which might prevent others from doing so. He argues largely in favour of publishing in established, printed journals on the grounds that they offer the author more credence and protection – though there’s no mention of the amazingly small number of people who ever read them.

academic writingNext comes advice in taking account of the publication in which your writing will appear, its readership, and most crucially the type of article or review and how it will best fit the editor’s requirements. There’s a long section on ‘the writing process’ based on interviews with people who describe their approaches (the planners and the improvisers) as well as their reactions to peer review and criticism. You are certain to find somebody in here who shares your own approach. He describes what to write about, and even offers a checklist on how to be original.

He then describes the process of submitting an article for publication – both from the writer’s and publisher’s point of view. Much of this is taken up with the pros and cons of the peer review process.

Then comes the case of publishing in book form. After warning quite rightly that you shouldn’t write a word until you have a contract, he then shows you how to prepare a publication proposal in great detail.

He throws in some observations and tips on the techniques of writing – how to plan and structure your work; how to edit and re-write what you produce; and how to develop a sense of ‘good writing’.

Finally he looks at future possible trends in publishing – which focus largely on electronic journals and what’s called ‘self-archiving’. Anyone interested in this development would do well to look at the work of Steven Harnad in this field.

And for those who want to take the subject seriously, this book could profitably read alongside Peter Wood’s Successful Writing for Qualitative Researchers.

I wrote this review on the day the UK government announced it would allow the formation of new non-research universities. So the rules of the game may well be changing soon. For most people however, the steps to getting published in the academic world will remain the same; and they are all covered here.

© Roy Johnson 2004

Getting Published   Buy the book at Amazon UK

Getting Published   Buy the book at Amazon US

Jerry Wellington, Getting Published: a guide for lecturers and researchers, London: Routledge, 2003, pp.136, ISBN: 0415298476

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Glossary of essay instruction terms

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Essay instruction termscommon terms used in essay questions

1. Instruction terms are words commonly used in essay questions. They instruct or direct you in the approach you should take towards the proposition of the question.

2. The exact meaning of these terms will vary depending upon the subject being studied. The following give some idea of what they normally mean for essays and examination questions.

3. Think carefully about the meaning of these terms in relation to the remainder of the question. Even though you might feel confident, do not become blasé or inattentive. Sometimes even experienced students forget the important difference between Compare and Contrast.

4. Try to understand exactly what an instruction is asking you to do – but be reasonable. Don’t look for problems where they might not exist. If in doubt, ask your tutor.

account for
Explain the reasons for, giving an indication of all relevant circumstances. Not to be confused with ‘Give an account of’ which asks only for a detailed description.

analyse
Study in depth, identifying and describing in detail the main characteristics.

argue
Put forward a proposition, then illustrate it, discuss its significance, and defend it against possible counter-charges.

assess
Examine closely, with a view to ‘weighing up’ a particular situation. Consider in a balanced way the strengths and weaknesses or points for and against a proposition. In conclusion, state your judgement clearly.

comment
State clearly and in moderate fashion your opinions on the material in question. Support your views with reference to suitable evidence or explanations.

compare
Look for similarities and differences between two or more things.

contrast
Deliberately single out and emphasise the differences and dissimilarities between two or more things.

criticise
Give your judgement about a statement or a body of work; explore its implications, discussing all the evidence which is available. Be specific in your examination.

define
Set down the precise meaning of something. Be prepared to state the limits of the definition. Take note of multiple meanings if they exist.

describe
Give a detailed and comprehensive account of something.

discuss
Investigate and examine by careful argument. Explore the implications and the advantages or disadvantages. Debate the case and possibly consider any alternatives. This is probably the most common instruction term. It is inviting you to say something interesting in response to the topic in question. You can choose your own approach.

evaluate
Make an appraisal of the worth of something in the light of its truth or utility. Emphasise the views of authorities as well as your personal estimation.

explain
Make plain. Account for. Clarify, interpret, and spell out the material you present, giving reasons for important features or developments.

how far …
Similar to questions which begin ‘To what extent…‘. You are expected to make your case or present your argument, whilst showing an awareness that alternate or even contradictory explanations may exist. Careful assessment and weighing of evidence are called for.

identify
Pick out what you regard as the key features of something, perhaps making clear the criteria you use in doing so.

illustrate
Make clear and explicit by the discussion of concrete examples.

justify
Show adequate grounds for decisions or conclusions. Answer or refute the main objections likely to be made against them.

outline
Give the main features or the general principles of a subject, omitting minor details and emphasising structure or arrangement.

relate
Show how things are connected, and how they possibly affect, cause, or resemble each other.

review
Make a survey of, examining the subject critically.

state
Present the main points in brief, clear form.

summarise
Give a concise account of the main points of a matter, omitting details and examples.

trace
Follow the development or history of a topic from some point of origin.

© Roy Johnson 2004

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Grades in essay results

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1. There are two systems of essay grades commonly used in further and higher education [in the UK]. One is the numerical percentages system of grades (from 0 up to 100) and the other is the alphabetical letter system (from A to E, F, and G).

2. Older, traditional universities sometimes employ a similar system, but using the initial letters of the Greek alphabet – Alpha, Beta, Gamma, and Delta.

3. Those using the English and Greek letter system often employ the further refinement of a plus and minus system to provide a greater degree of discrimination. In this system, the grades Beta-plus (B+) and Alpha-minus (A-) represent incremental grades between Beta and Alpha.

4. Although these systems are in widespread use, there might be minor local variations. An example of the other common [sixteen-point] marking scheme is given below. See also the section on assessment.

5. In numerical percentages especially, there is sometimes a sense of fuzziness about the distinctions between one grade and the next. It is also quite common not to award percentages over eighty.

6. The percentage and letter grades, corresponding to the standard university degree classification, are as follows:

CLASS PERCENT LETTER
First class (I) 70% or over A
Upper second (II.i) 60-69% B
Lower second (II.ii) 50-59% C
Third class (III) 40-49% D
Pass/Fail 34-39% E
Fail Below 34% F

7. For most courses, the boundary between a pass and a fail will be forty percent. Below this there can be different levels of failure. A tutor might award thirty-five to record a near miss. This could permit a student to re-submit a piece of work or maybe to re-sit an examination. The band of marks between thirty and forty is sometimes called a ‘compensatory pass’.

8. A mark as low as twenty-five suggests a basic misunderstanding or a serious lack of achievement. Below this, there are further possible degrees of failure. These marks may sometimes be designated as E, F, and G in the letter grading system – though some institutions stop registering grades at D.

9. Low marks for individual pieces of work might nevertheless be significant depending on the system for calculating an overall course grade. One single low essay grade on a course might bring down an average score – or it might be disregarded as an aberration if all other grades were high.

10. Above forty percent there is a band of ten marks which designate a ‘bare pass’. The question has been considered, but that is all. The answer might be weak and hesitant, either in the arrangement of its ideas or in the quality of its arguments and evidence. The manner of expression might also be shaky. This band corresponds to the D grade in the letter system or a third (III) or pass mark in the traditional university system.

11. Work which scrapes through the pass mark will usually suffer from a number of weaknesses. The answers might have been very short, the focus of the argument might have wandered on and off the required subject. It might lack coherence and structure, and the expression may have been hesitant or clumsy. In work of this calibre there is often no indication that the student knows which is the more and which the less relevant part of the argument.

12. The higher the grade awarded to an essay, the greater must be the proportion of material it contains which is directly related to the question. Conversely, there should be as little as possible which is not relevant. The success of the work, in almost all cases, is directly related to the ability to focus single-mindedly on the question topic(s).

13. Next comes the band between fifty and sixty percent. Grades at this level represent a greater degree of competence, both in terms of handling the issues and the manner in which they are expressed. There may be a greater degree of fluency in the written style, and the generation of ideas. More supporting evidence may have been offered, or examples discussed. However, there will still be weak patches, and possibly mistakes or omissions which dilute the overall effect of the essay. This band corresponds to the C grade or the lower second (II.ii) in the other grading systems.

14. Grades between fifty and sixty are perfectly respectable. They represent rising degrees of competence in handling the issues raised by the question. These grades reflect an average ability in the subject at this level – yet they often seem to cause more problems than any other grades. Many students imagine that such results represent a humiliating failure to succeed, when in fact they demonstrate competence and success – albeit at a moderate level.

15. In the next band, between sixty and seventy, there will be a rise in the quality of written expression, argument and evidence. There will also be far less extraneous material and usually a greater degree of self-confidence in the writing. The essay will demonstrate an ability to focus attention on the question. This is a standard which shows a well informed and firm grasp of the issues involved, and the intellectual capability to deal with them. This band corresponds to the B grade or the upper second (II.i) in the other systems.

16. Students often want to know (quite rightly) what constitutes the difference in quality between two results, one of which might score 59 and the other 62 percent. This is a gap of only three marks, but enough to make the distinction between a lower and upper second level pass. The answer is that the better work probably has a stronger sense of focus and structure, presents more concrete evidence, or makes a closer engagement with the details of the question.

17. The regions beyond seventy or seventy-five are normally reserved for work which is clearly outstanding in its quality, intellectual breadth, and fluency of articulation. Answers pitched at this level are likely to be very confidently presented, and they will demonstrate a breadth of knowledge and reading in the subject which make it especially praiseworthy. Marks in this band are often awarded to work which not only answers the question but say something insightful or original about it as well. This band corresponds to the A grade or first class award (I) in the other systems.

18. Keep in mind however that essay questions do not require you to be dazzlingly original. Your tutors will be perfectly happy to award good grades to work which shows that you have studied the course material and answered the question.

19. Most institutions use similar standards of assessment, even though many of them do not make the criteria explicit. Here is one which does.

SIXTEEN-POINT MARKING SCHEME
Grade Degree     Guide to interpretation
90/85 1 Outstanding work
78 1 Work of exceptional merit, in terms of coherence, clarity of presentation, comprehensive coverage and critical analytic discourse.
73 1 Excellent command of relevant material, clearly expressed, with a high level of perception and critical insight.
68/63 2.i Based on wide reading and critical analysis of material. Work is logically structured, is expressed clearly, offers broad coverage of the topic, and is accurate in points of detail.
58/53 2.ii Work is satisfactory in structure and expression, and is based on a fair range of reading. The student has thought through the subject, tackled most relevant issues with reasonable accuracy, and has attained an acceptable level of understanding.
48 3 Work has some merits, but is deficient in one or more significant respects. For example, structure and expression are poor; certain issues are misunderstood; factual errors creep in; insufficient reading; lack of evidence of independent thought.
43 Pass Work is deficient in several respects or badly deficient in one of them, but nontheless has some recognisable merit.
33 Fail Some awareness of the dimensions of the question/issue, but the communication of knowledge and understanding is limited and/or error-prone. Alternatively, the communication of knowledge and understanding is of a related subject, which represents a misreading or misunderstanding of the question/issue as set.
25 Fail Sufficient knowledge to indicate a minimal level of understanding, but knowledge based unacceptably weak.
15 Fail No coherent response to the question/issue, but a few relevant points made.
8 Fail Virtually no relevant response to the question or issue.
0 Fail No relevant response to the question or issue.

© Roy Johnson 2003

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Grammar checkers for essay writing

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1. Grammar checkers will help you to avoid some of the most common stylistic pitfalls. These include over-long sentences, cloudy grammar, unrelated clauses, bad punctuation, and dangling participles [which can be very painful].

2. These programs are generally designed to encourage clear, plain prose. This is a good model to follow for most forms of writing. Be prepared to split up over-long sentences or to simplify the syntax of chained clauses.

3. Most checkers give you the option to adjust settings for different types of writing. For instance, they will allow you to select a formal style, in which any mistakes in conventional grammar are corrected. Alternatively, you might choose an informal style as acceptable [not a good idea]. You could even choose to accept more jargon if you were writing for a specialist readership.

4. For academic writing, you should choose a formal writing style. This will throw up queries on anything which is shaky or unorthodox. It will also put a limit of something like twenty or thirty words on sentence length.

5. The checker will present alternate choices of words for what it regards as ‘mistakes’. Do not blindly accept them. The near-synonyms offered may be drawn from different contexts. If necessary, take the trouble to look up the meanings of these words in a dictionary.

6. Some grammar-checkers incorporate spelling-checkers. Use these in the same way – with a combination of patience and scepticism.

7. Grammar-checkers are a fairly recent development. They are not yet very sophisticated. Moreover, grammar and syntax are subtle and complex matters. It is not always possible for a machine to make sensitive distinctions between linguistic usages which represent tasteful or even accurate discrimination.

8. It has to be said that they are also notoriously unpopular, because they seem to be throwing up ‘mistakes’ in your work. But if you can overcome your irritation, you are very likely to improve the clarity of your writing by using one.

© Roy Johnson 2003

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Grammar in essays

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1. Grammar in essays (and elsewhere) is the system of rules which govern the formal use of written language. You should follow these conventions as closely as possible. In writing, poor grammar creates a bad effect.

2. Don’t try to remember lots of grammatical ‘rules’ (many of which are anyway not absolute). Instead, you should simply take care with your choice of vocabulary, your construction of sentences, and the use of simple syntax.

3. You can usually improve your grammar by writing in short, clear sentences. These should follow the syntax of a normal statement in English:

Subject — Verb — Object

The man — was — very tall

4. Double check the following guidance notes. They will help you to create a clear and trouble-free style.

grammar in essays Sentences

grammar in essays Punctuation

grammar in essays Case agreement

grammar in essays Paragraphs

Checklist

  • Avoid a casual or a chatty tone
  • Avoid very long sentences
  • Develop a simple and clear style
  • Be consistent in use of tenses
  • Check for full case agreement in your sentences
  • Punctuate your writing clearly and simply
  • Take special care with the apostrophe
  • Be careful with the semicolon and the colon
  • Re-write and edit your work
  • Eliminate anything vague or over-complex
  • Use a spelling-checker and a grammar-checker

© Roy Johnson 2003

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Grammatical tense in essays

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1. The grammatical tense in which an essay is written should be chosen according to academic conventions. If your subject is connected with an earlier historical period, then the past tense will probably be suitable. If it is contemporary, then the present tense might be preferred.

2. When dealing with a literary text, the easiest manner of discussing its events and characters is to use the present rather than the past tense. The present tense is less cumbersome to deal with, and you are less likely to become grammatically confused when dealing with topics from different points in the chronology of events.

3. The following example illustrates a perfectly acceptable manner of presenting an argument in an essay on Charles Dickens’s novel, Great Expectations:

When Pip leaves Joe and the forge to enjoy his newfound expectations in London, he feels a momentary twinge of doubt as he notices that …

4. The present tense is a ‘neutral’ mode of discussion from which you can easily move back momentarily into the past and even forward into the future tense when necessary:

When Pip leaves Joe and the forge … whereas earlier he had been closer to him, just as he will later become again when they are reconciled following the novel’s denouement …

5. This may seem slightly odd at first, because most fictional narratives are themselves written in the past tense. The logic of this procedure however is that your essay is dealing with a text that will never change. Pip will always leave the forge, just as he and Joe will always be reconciled.

6. Essays dealing with history or political issues of the past are normally and most logically written in the past tense:

Within six weeks of the revolution Cossack armies and other ‘white’ forces were already mustering in south-eastern Russia; the Ukraine, egged on by French and British promises, was in a state of all but open hostilities against the Soviet power; the Germans, in spite of the armistice, were a standing threat in the west.

E.H. Carr, The Bolshevik Revolution 1917-1923: Volume One, London: Penguin: 1984, p.167

7. Some people try to give a sense of vividness or urgency to their writing by casting their narratives in what’s called the ‘dramatic present’ tense. The result is often modish and posturing. This should be avoided in academic writing.

Within six weeks of the revolution Cossack armies and other ‘white’ forces are already mustering in south-eastern Russia; the Ukraine, egged on by French and British promises, is in a state of all but open hostilities against the Soviet power; the Germans, in spite of the armistice, are a standing threat in the west.

8. When writing scientific reports, the past tense is generally to be preferred. ‘The solubility of potassium dichromate in chloroform was measured’. However, when the item at issue is a fact or a constant, it may be spoken of in the present tense because it will not change: ‘The dipole moment of hydrogen chloride is 1.05 Debye’.

© Roy Johnson 2003

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Harvard referencing in essays

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1. Some subjects adopt the Author-Date method of referencing – which is also known as the Harvard referencing system. Full details of the texts you have quoted are placed in a bibliography at the end of an essay. These details are recorded in the following order:

Author – Date – Title – Place – Publisher

Smith, John. (1988) The Weavers’ Revolt, Chicago, Blackbarrow Press.

2. References in your text give the surname of the author, plus the publication date of the work to which reference is being made. This information is placed in brackets – thus:

Some research findings (James and Smith 1984; Brown 1987) have argued that these theories are not always reliable.

3. When you wish to draw attention to a particular page, this is done by simply adding the page number directly after the date of publication:

The development of these tendencies during the 1960s have been discussed by Brown (1977,234) and others (Smith 1992,180 and Jones 1993,88-90).

4. Note that when the author’s name is given in your text, it should not be repeated in the reference. You should simply give the date, then the page number(s). When you give the author’s name, the reference should either follow it directly, or it may come at some other point in the same sentence:

Smith (1987,166) argues that this was …
Smith, who is more positive on this issue, argues (1987,166) that …

5. If two or more works by the same author have the same publication date, they should be distinguished by adding letters after the date. (This can be quite common with journal articles.):

Some commentators (Mansfield 1991b and Cooper 1988c) have argued just the opposite case, that …

6. The list of texts which appears at the end of your essay should be arranged in alphabetical order of the author’s surname. The list differs from a normal bibliography in that the date of publication follows the author’s name:

Mansfield, M.R.1991a. ‘Model Systems of Agriculture in Early Britain’ Local History Journal Vol XX, No 6 ,112-117.

Mansfield, M.R.1991b. ‘Agriculture in Early Britain’, History Today Vol 12, No 3, 29-38.

Bibliography

Beeton, I. 1991 Beeton’s Book of Household Management, Chancellor Press.

Best, G. 1979 Mid-Victorian Britain 1851-75, Fontana.

Burman, S. 1979 (ed), Fit Work for Women, Croom Helm.

Darwin, E. 1890 ‘Domestic Service’, The Nineteenth Century, Vol.28, August.

Davidoff, L. 1973 The Best Circles, Croom Helm.

Davidoff, L. 1974 ‘Mastered for Life: Servant and Wife in Victorian and Edwardian England’, Journal of Social History, Vol.7.

Davidoff, L. 1987 and Hall, C., Family Fortunes, Hutchinson.

[…and so on]

© Roy Johnson 2003

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