Outtakes 77

Read, Read, and Reread

By Cait Collins

A well-edited document has no value if the writer does not take the time and effort to proofread the work prior to submission. Proofreading involves the mechanics of writing such as grammar, spelling, punctuation, and word usage. While the computer’s spelling and grammar check will catch some errors, it is not the final authority. Nothing replaces human eyes on the paper. Here are a few tips I have learned from the experts.

1. Read from the bottom to the top.
2. Add paragraph breaks after each sentence.
3. Read with a “cover”—one line at a time.
4. Read slowly and read every word.
5. If you work best from a printed copy, print the document on tinted paper.  Tinted paper tricks the eyes.
6. Keep a dictionary, a thesaurus, and a grammar guide handy.

Check your spelling. Remember Spell Check does not read context. If you type “to” when you meant “too”, the error could be missed.

Have you used the correct word? They’re – their — there, you’re – your, it’s (It is) – its (possessive), affect – effect are among common misused words.

Incorrect punctuation can change the meaning of a sentence. If you are unsure of the rule, look it up. The Elements of Style by William Strunk, Jr. and E. B. White and Punc-tu-a-tion for Writers by Harvey Stanbrough are excellent references. There are other good references available, but these are the ones I turn to when I need a quick answer.

Don’t overlook grammar errors. Are the pronouns correct? Have you properly used the subjective or objective forms of the pronoun? Determine whether the subject is singular or plural. Does the verb match the subject? Are proper nouns capitalized? Are modifiers properly placed? These are just examples of common errors. When proofreading the best advice is when in doubt, check it out.

There is one final bit of advice. Whenever possible, get a second pair of eyes on the work. Even the most thorough proofreader might miss a mistake. Another reader could catch an oversight. My critique group points out some misspellings, punctuation errors, and word usage problems. That said we focus more on content, story, and context. I have a good friend who reads my novels after I have edited and proofread the manuscript. She has saved me on numerous occasions.

I’ve heard some younger teachers say teaching young people the rules of grammar and punctuation is not as important now as students text and email. I can’t agree with that. Written communication may not be as formal now as in my youth, but the ability to write a good business letter, college application essay, or a resume is essential.  Good written communication skills will always be needed. Companies look for prospective employees with good writing skills to process correspondence for clients. The news media needs writers. Job opportunities are available for people who can craft training manuals, human resources documents, and procedure consistencies. In order for the positions to be filled, candidates must be trained not only to draft the required documents, but also to edit and proofread the text to provide a finished product. How will job openings be filled if written communication skills are not taught?