When something reads easily, it is probably because the writer carefully worked on a series of revisions.  Very few of us can just sit and "pound out"  easy to read, well organized writing.  That's OK.  Remember, writing is a process.  Like all processes and procedures, we hone our skills and improve performance by practicing.  

If possible, set a draft aside for a day or two, re-read it and revise it.   Without such a "cooling-off" period, you are probably too close to the work to effectively revise it.  Have you ever helped a friend proofread a paper?  Many find it easier to proofread the writing of others.  Approaching your work with a "fresh look" will probably make proofreading easier.

Here are some more suggestions to help edit and revise papers:

• Be sure the opening statement or introduction properly frames the work's content.
• Verify the writing is complete and gives the read exactly what they need to know but does not overwhelm them.
• Are the main ideas of the presentation logically organized?  Don't be afraid to move ideas around to increase clarity -- this is easy to do on a computer.
• Look for inaccuracies in the draft - be sure it accurately reflects your research, notes, and the your purpose.
• Are the ideas presented properly documented with appropriate sources?  Will the intended audience accept these sources as legitimate?
• Be sure the sentences and ideas are closely tied together. The logic of the presentation should enhance communication. Provide appropriate transitions where they are missing and strengthen those that are weak.
• Double check that terminology is used consistently.
• Prune unnecessary words, phrases, sentence, and even paragraphs. 
• Look for awkward passive voice constructions. Use active voices to make the work more direct.
• Verify that word usage is appropriate - replace or delete vague or pretentious words and unnecessary intensifiers.  Do not try to write "over your head" or use a tone that sounds overly self-important.
• Ask yourself if you can justify punctuation and sentence structures.  If not confident they are correct, get some help.
• Watch out for biased and sexist language.
• Be sure that ALL readers will understand any jargon used.
• Replace clichés, with fresh figures of speech.
• Check draft for grammatical errors.
• Search for typographical errors with the spellchecker and by careful reading.  Do not simply rely on the spellchecker.
• Here's an old trick from the days of typewriters -- review the paper BACKWARDS looking for spellings, words and/or punctuation that looks incorrect
• Check that all sources are properly notated in a consistent, appropriate format.  If not sure, look it up.

[ Top ]

A spellchecker is a great tool, but do not let it make you overconfident and sloppy in proofreading. They cannot, for example, find typos that result in a misused word. Proofread both from the computer monitor and from a printed copy. If you proofread in stages, looking for specific types of errors, you will probably end up with a better final product.  Try proofreading in 4 steps.

First Pass:  Does it look right?

• Is the page layout aesthetic?
• Is the format acceptable and correct?
• Double-check the spelling of names and places.
• Are any numbers accurate?
• Is the word usage appropriate for the reader?

Second Pass:  Following rules?

• Are any typographical errors present?
• Is the capitalization correct?
• Are any abbreviations, acronyms, and initials accurate?
• Is the punctuation right?
• Are there any misspelled words?
• Is the grammar correct?

Third Pass:  Is it complete?

• Look for omissions.
• Identify anything that can be deleted to make the work more readable.
• Verify that World Wide Web or email addresses and the like are complete and accurate.

Fourth Pass:

• The final time, read your document again for content
• Double-checking to be sure everything is there, correct, and properly formatted and placed.

[ Top ]

[ Home ] [ Writing:  A Process ] [ Editing & Proofreading ] [ Grammar Quick Tips ] [ Punctuation Quick Tips ] [ Capitalization Tips ] [ Tricky Words ] [ Writing Styles ] [ Art of Persuasion ] [ Documenting Sources ] [ Online Resources ]