10 Proofreading and Editing Tips
If you’re the token writer at your office, among your friends, or in your family, then you are probably asked on a regular basis to edit, review, or proofread written documents.
Academic essays, business letters, and resumes will land on your desk with the word “HELP!” scrawled across the top.
Or, maybe you’re like me, a professional who offers editing services to writers and business people who want their text to be squeaky clean and irresistible to readers.
Most of us are happy to help. After all, it feels good to help people, especially when it involves doing something you love, like writing or proofreading and editing other people’s writing projects. And the good news is that editing other people’s work makes you more proficient at editing your own work.
I spend most of my work hours editing other people’s work and self-editing my own writing. In fact, I spend more time on self-editing than I do on writing. So I thought I’d share a few of my favorite tips for self-editing.
1. Accept Favor Requests for Editing
When a friend, family member, or co-worker asks you to look at a draft, do it. Even if you’re busy, even if you don’t feel like it or have your own projects to write and edit, take it on. The more editing you do, the better you get at it, and that means you become better at editing your own work, too.
2. Know When to Turn Off Your Inner Editor
There’s a time and place for editing, and often, the first draft is not it. Some writers craft sentence by sentence, perfecting each paragraph before moving on to the next. If that works for you, great. But if you spend hours stuck on word choice or sentence structure and you can’t move forward with the project, turn off your inner editor, blind yourself to typos and grammar mistakes, ignore bad writing, and just let your fingers fly.
3. Make Sure You’re Wearing Your Editing Hat
When you edit, make sure editing is really what you’re doing. In other words, be aware that editing is not scouring the text for typos and stray punctuation marks. Editing is when we strengthen story, sentences, and paragraphs. Proofreading comes later. That’s not to say we don’t do a little proofing while editing or that we don’t do a little editing while proofing. I know I do. However, I always do a full revision focused on editing and another on proofreading. For more complex pieces, I do multiple edits and proofs.
4. Edit On-Screen and Track Changes
Many writers and editors swear by the printed page. But that’s a messy and inefficient way to edit. If you start editing on-screen, you’ll adjust to the new format and soon find it’s much easier than marking up print. If you’re making big revisions (as you should during editing) and you’re worried about losing the original text, use Microsoft Word’s feature, Track Changes, which does just what you’d expect — it tracks all the changes you make as you edit. Then you can go through and review every edit and accept or reject those changes individually or collectively later. This is also a great way to edit twice — once to make the changes and again to approve them.
5. If You’re Not Sure, Look it Up (and Know What You Don’t Know)
Your greatest wisdom as an editor is knowing what you don’t know. Having resources in your arsenal is one thing. Using them is something else entirely. Don’t be lazy! Remember that every time you look something up, you learn something new and expand your writing skills. Plus, the more you look things up, the less you’ll need to look them up in the future. Eventually, they become a natural part of your writing process.
6. Keep a Grammar Manual and Style Guide Handy
When you’re proofreading and editing, you need to be meticulous. Don’t cut corners. If you’re not sure about grammar, spelling, punctuation, or context, you need to be able to open up a grammar manual or a style guide, so make sure you have the right resources handy. Be vigilant, be correct, and use good judgment, keeping in mind that sometimes it’s best to bend the rules, but only if you know what the rules are and why you’re breaking them.
7. Run Spell-Check and Grammar-Check First
Before you do anything, run spell-check and use your word processing software’s grammar checking tool (if it has one). Automated checkers don’t catch everything, but they can catch a lot, and that means you’ll have more time and brain energy for manual editing. Also, use the find-and-replace feature, which allows you to quickly find or replace a single error multiple times. For example, many people are still in the habit of using a double space after a period. I always do a find-and-replace to replace all those double spaces with the modern standard: single spaces after every period or terminal punctuation mark.
8. Read Slowly and Out Loud
The most crucial aspect of proofreading and editing is reviewing every single word and examining the written work at the word, sentence, and paragraph levels. Plus, you should be able to assess every document or manuscript in its entirety to check for readability, organization, and flow. This means you’ll have to go over each piece numerous times. To separate yourself from the content so you can better evaluate the writing, read slowly and read out loud. You’ll catch a lot of minor mistakes and typos this way.
9. Listen for Wording and Rhythm
Editing involves more than checking for grammar, spelling, and punctuation. When you read the piece out loud, pay attention to the rhythm. Does it flow smoothly? Do the sentences alternate in length or are there a series of really short (or really long) sentences that have a droning rhythm? Break up some of those longer sentences and join some of the smaller sentences together to give the writing better rhythm and more musicality.
10. Pay Attention to Formatting
Formatting is actually separate from editing. This involves things like font (size, face, and other formatting options, such as bold or italics), paragraph and line spacing, and indents. Chapter titles and subheadings, for example, should have the same font and spacing. Citations should be formatted with consistency (and preferably, adhering to a style guide). Keep an eye out for inconsistencies in this area.
BONUS TIP: Review to Perfection
I like to follow a five-step process for editing:
- Read the entire text.
- Second pass focuses on wording and readability.
- Third review focuses on editing for word choice and sentence structure.
- Fourth pass is proofreading (check for grammar, spelling, punctuation, and typos). This is where I read out loud, slowly.
- Final review and polish.
I repeat step five until I can’t find anything to improve.
Good Luck with Your Self-Editing!
If you have any self-editing tips of your own, please share by leaving a comment.