QuickRef 20

Editing and proofreading your work

As your studies progress it is important to become more independent with editing and proofreading your own work. The following points may be helpful in guiding you through this process.

Editing your work

Editing	Notes
Structural aspects Introduction: does it clearly state the topic and how it will be dealt with? Paragraphing: does it have clear topic sentences? Do the ideas 'hang together' cohesively? Are there links between paragraphs and sections (implicit / explicit connectors)? Conclusion: does it refer to the topic, based on evidence provided?
Coverage of your topic Have you answered the question? Have you covered the topic in sufficient depth?
Analysis and argument Have you provided adequate analysis? Have you demonstrated an independent, original approach? Is your argument thorough, with evidence and supporting information?
Citations, quotations, paraphrasing Are there too many or too few quotations? Are the quotations and citations all from reliable, representative sources? Are the paraphrases in your own words? Do the quotations fit grammatically and add meaning to your writing?
Coherence Are the thought relationships clear? Are headings clear and concise? Are there signposts throughout to indicate where you have come from within the argument, and where you are going next?
Logical development and flow of writing Is it in a consistent style, appropriate to an academic audience? Is the flow of ideas logical and smooth?

Proofreading your work

Proofreading	Notes
Formatting Check for consistency of heading levels, diagrams and tables, margins and indentation, bibliography and footnotes (if used). Is your table of contents consistent and accurate?
Referencing information Are all sources listed in the bibliography or list of references? Are all reference details complete? Are all references presented in the required style?
Sentence-level language Check grammar, word choice, sentence fragments, punctuation (see below)

Checklist

Checklist	Examples and comments
Subject-verb agreement
Do subjects and their verbs agree in number, particularly when a long or complex subject precedes the main verb?	Incorrect The lecturer, as well as some of the tutors, are planning a test for next week. Correct The lecturer, as well as some of the tutors, is planning a test for next week.
Tenses
Are your tenses consistent? Is there a logical reason for you to change the tense?	The present tense is used for stating main points, stating a scientific fact, reporting the position of a writer, and for making your own statements. The past tense is used to report or describe the contents, findings or conclusions of past research.
Sentence fragments
Have you used complete sentences?	Sentence fragments lack a subject, a verb or both.
Run-on sentences
Have you divided run-on sentences into two by using either a full stop or a semi colon?	Incorrect We can see changes but not learning itself, the concept is theoretical and hence not directly observable. Correct We can see changes but not learning itself; the concept is theoretical and hence not directly observable.
Articles (a/an/the/zero article)
Is the noun countable or uncountable, specific or general? Does the noun require an article, and if so, which one?	Normally, uncountable nouns cannot be pluralised in English: eg information, evidence, advice, knowledge.
Parallel structures
Are components of your sentence grammatically equal?	Incorrect The following actions were taken: advertising the product, improve quality control and bring the retail price down. Correct The following actions were taken: advertising the product, improvingquality control and bringing the retail price down.
Logical connectors
Have you over-used or under-used linking words? Do they provide clear links between sentences and paragraphs?	For example, however, although, thus, as a result of, in comparison are some common linking words. Language and Learning Online has a very good tutorial on how to use transition signals (coordinators, sentence connectors and subordinators) in your writing. See transitions.
Pronouns
Do pronouns refer clearly to an antecedent?	If you leave the book on the table, you can take it after the class. Does the it refer to the table or the book?
Punctuation
Have you used apostrophes correctly?	Apostrophes show possession. For example: The company's after-tax profit fell in the second quarter of 2006. Contractions such as it's are not usually used in academic writing.
Spelling and capitalisation
Have you spelt the same word in the same (correct) way throughout? eg targeted, operationalise, honour. Have you used capital letters consistently throughout?	Use the spellcheck on your word processor, but be warned: it will not find everything, and it will give you American spelling unless you set it to UK or Australian spelling.

Other useful references

Fox, L 1992, Focus on Editing, Longman, New York.

Language and Learning Online.

Purdue On-line Writing Lab .

Style Manual for authors, editors and printers 2001, 6th edition, Canberra Ausinfo.