How to Proofread and Revise a Document

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By Shandell Williams
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A good writer is creative, knowledgeable, witty and a content perfectionist. Writing requires research, attention- to -detail, proper usage of grammar, correct punctuation and of course, proofreading. You can write a wonderful informative article with back links, the appropriate keyword density and include the necessary references, but without proofreading and revising you most likely will not be taken seriously as a writer. One of the key traits of a good writer is their ability to not only convey a message in a clear, concise and clarified tone; it is how their content is viewed in terms of grammar, punctuation and the overall presentation of the content. Use the steps below to make proofreading and revising a document a little easier.

Difficulty: Moderate

Instructions

Things You'll Need:

Allotted time
Document
Checklist
Grammar reference
Breaks
Printer
Extra set of eyes

Step 1

Set aside 30 minutes to an hour to proofread and revise a document. Because things can be overlooked it is necessary to take your time and look over your document without interruptions for an allotted amount of time.
Step 2

Open the document that you want to proofread and revise.
Step 3

Create a checklist to confirm you have included all the key elements into your document. Here are some good questions to add to your check list:
• Is the tone of the content appropriate?
• Did I use references?
• Did I provide enough information to answer the readers’ questions and concerns?
• Is the content aimed at a specific audience?
• Did I make the objective (purpose for the content) clear?
• Does the style/format help the document to meet the required objective?
• Will the reader leave wanting more?
• Is the document convincing?
Step 4

Refer to a grammar reference handbook to obtain information on how to use adjectives, adverbs, nouns, commas, semicolons and other punctuation correctly. A grammar reference is a necessary tool; even for seasoned editors.
Step 5

Read the document once through slowly; make adjustments to errors as you notice them.
Step 6

Take a break; this helps you approach the document with a new prospective; helping you to avoid subtle errors.
Step 7

Double check your document to ensure you have not missed any errors.
Step 8

Print the document out; slowly look through each sentence and mark-up any noticeable errors with a red pen.
Step 9

Take another break.
Step 10

Read the document aloud.
Step 11

Read the document from the end to the beginning; this helps you to read each word carefully.
Step 12

Have trusted friends read the document; preferably one with an eye for detail and grammatical errors.
Step 13

Read the document for the final time to ensure all errors have been corrected.
Now you know how to proofread and revise a document.

Comments

fen527 said

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on 8/4/2009 I wrote a similar article with exactly the same steps! They always work! Now if only people would take the time to actually proofread their writing...