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Proofreading: The Last Frontier

Students are not as familiar with proofreading as they are with editing. Both are used interchangeably by some, but they are actually different stages in the revision process. While both require that the author distance himself or herself from the text, editing is what gets done after finishing the first draft, and proofreading is the final stage of the editing process.

These are the things checked before proofreading:

• content (Is it complete and accurate?)
• overall structure (Does it have the proper introductions, conclusions, constructing thesis statements, and transitions?)
• structure within paragraphs (Is there one idea per paragraph? Does it need better paragraph development?)
• clarity (Is the meaning of each sentence clear?)
• style (Was it written with an appropriate tone?)
• citations (Have all sources been acknowledged?)

What is written is important, but how it is presented also matters. It would be a waste if a student’s careful research be littered with grammatical or typographical errors.

So how can they begin with the proofreading process? Below are a few tips to get them started:

• Try altering the spacing, color, style and look of the document to make it look unfamiliar, thereby getting a different perspective on the piece written.
• Concentrate and avoid distractions.
• Don’t rely entirely on spelling and grammar checkers in software.
• Rather than asking around, use reference materials, like dictionaries, when in doubt of word spelling or its meaning.
• Check for only one kind of error at a time, and don’t revise too many things at once.
• Read slowly, backwards or aloud to avoid skipping over errors.
• Keep a list of the most common errors and a style book handy.
• Double check proper names, abbreviations, numbers, use of symbols, etc.
• Print the piece for one final check.
• Use standard proofreaders' marks, the following link from Chicago Manual of Style illustrates both operational and typographical signs: http://www.chicagomanualofstyle.org/tools_proof.html

For more proofreading tips and tricks, check out:

• http://owl.english.purdue.edu/owl/resource/561/01/

• http://www.interactivetraining.co.uk/proofreading-tips.html

Ultimately, the proofreader is the one in charge of making sure that all communications are consistent. He or she is the one who begins by spelling “email” without the hyphen, and makes sure all pieces thereafter are spelled the same way.

Sources:

n.a. (n.d.) 50 Top proofreading tips. Retrieved January 27, 2008 from
http://www.interactivetraining.co.uk/proofreading-tips.html
n.a. (n.d.) A compilation of advice from experienced proofreaders and editors. Retrieved January 27, 2008 from
http://www.lrcom.com/tips/proofreading_editing.htm
n.a. (n.d.) Editing and Proofreading. Retrieved January 27, 2008 from
http://www.unc.edu/depts/wcweb/handouts/proofread.html

(Published 04 February 2008, Smart Schools Program)