Transcript Powerful Proofreading - Business Communication Network

Powerful Proofreading
Developed By
Elisa P. Paramore
Student Support Services Counselor
Importance of Proofreading
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If a paper is not proofread carefully before it
is turned in, a paper that may have deserved
an “A” may instead, earn a “D” because of
careless mistakes such as misspelled words,
misplaced commas, either adding an “s”
where one is not needed, or omitting one
that is needed or because of problems with
subject verb agreement.
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Most Common Proofreading Errors Found
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spelling- including transposition or omission
grammar
punctuation
faulty subject /verb agreement
homophone confusion
spacing errors between words or letters in words
omission of word (or words) from sentences
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Most Common Homophone Mistakes
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A homophone is a word that sounds like another
but is spelled differently and means something
different
Examples: using accept instead of except, advice
instead of advise, affect instead of effect, cite or
sight instead of site, loose instead of lose,
principle instead of principle, quiet instead of
quite, then instead of than, their or there instead
of they’re, too or two instead of to, whether
instead of weather, and whose instead of who’s 4
Steps to Proofreading
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In order to proofread your paper effectively,
consider proofreading you paper one time
for each of these three different areas:
 Organization
 Grammar
 Mechanics
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Proofreading for Organization
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Consider asking yourself the following questions
concerning how your paper is organized:
Is there a definite beginning, middle and end?
Have I included a thesis statement (main point) at
the end of the introductory paragraph?
Does the introductory paragraph serve as a guide
to the rest of the paper?
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Organization, con’t
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Has each paragraph been developed using
examples, relevant details and/or illustrations?
Is the topic sentence in each paragraph clear?
Does the concluding paragraph serve as an
effective end to the paper?
Have effect transitions been used in the paper?
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Organization,con’t
Are all supporting sentences related to the
topic sentence of each paragraph?
 Do all the paragraphs make sense?
 Are all the sentences in the paragraphs
arranged in a logical order?
 As a whole does the paper “sound” right?
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Proofreading for Grammar &
Mechanics
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Does each sentence have a subject and verb and
make sense by themselves?
Do all subjects & verbs agree in voice and
number?
Are active and passive verbs used correctly? Are
singular subjects linked with singular verbs and
plural subjects with plural verbs? (Remember:
Singular subjects do not end in “s” but singular
verbs do and that plural subjects do end in “s” but
plural verbs do not.)
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Grammar and Mechanics, con’t
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Are the verbs in each sentence in the same tense?( present,
past, future, etc. Remember that in most cases the first verb
in the sentence establishes the tense of later verbs.)
Are all pronoun references clear? Remember that each
pronoun must agree in number and in gender with the noun
it modifies and it must be clear what noun it refers to.
Sometimes you must add a word, or even rewrite a
sentence so that the reference is clear. Example: I am a lab
instructor in the biology department and am also taking a
composition course. This has always been difficult for me.
(can you tell from these sentences what is difficult?)
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Answer to question about
pronoun reference example
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The reference is more clear if the sentence
is written: I am a lab instructor in the
biology department and am also taking
composition, a course that has always been
difficult for me.” (In this sentence the reader
can see that the composition course is what
is difficult.)
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Grammar & Mechanics, con’t
 In
regard to each comma, what
is the rule that is applied to its
use?
 Are there any comma splices,
fragments or run-ons?
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Grammar & Mechanics, con’t
 Why
was each semicolon used?
 Is each apostrophe where it
needs to be? (Use the _______
belongs to _______, test to
check for possession.)
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Grammar & Mechanics, con’t
 Are
all words spelled correctly?
 Do all words requiring
capitalization have capital letters?
 Does each sentence have end
punctuation marks?
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3 Things To Do To Make Sure
You Proofread Thoroughly
Take your time
 Proof read your paper at least 3 times. First,
for overall organization. A second time for
grammar mistakes and the third time for
mechanics such as typographical errors.It is
best if you proofread out loud.
 Let someone else proofread your paper for
these things, if possible.
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Other Important Things to
Consider
Ignore content when reading for grammar
and mechanical errors.
 Assume that there is at least one
typographical error per page.
 Forget what you meant to say and
concentrate on what is written.
 Set aside time to do nothing else but
proofread
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Answer these Important
Questions
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If you have written an effective paper your
answer to all of these questions should be
“yes”
– Do I feel I have said something important to my
reader?
– Am I sincerely committed to communicating
with my reader and not just myself?
– Have I considered my reader’s needs?
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Important Questions to Ask
Yourself, con’t
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Do my title and lead in attract my reader’s attention and
help set up my thesis?
Does my thesis statement assert one clearly focused idea?
Does my thesis and/or essay give the reader an indication
of what main points the essay will cover?
Do the body paragraphs contain the necessary main points
in the essay’s discussion and are the main points expressed
in clearly stated or implied sentences
Is each major point in my essay well developed with
enough detailed supporting evidence?
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Important Questions, con’t
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Does each body paragraph have unity and
coherence?
Are all paragraphs smoothly linked in a logical
order?
Is the conclusion a suitable ending for my paper?
Are all sentences clear, concise and coherent?
Are all of my words accurate, necessary and
meaningful?
Have I edited for mistakes in grammar,
punctuation, spelling and typing ?
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Conclusion
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Proofreading may seem like a difficult task
because of all of the different questions you
must answer in regard to what you have
written. However, it is one of the most
important steps in the writing process. To
make this step easier, remember to read for
only one of the three areas at a time:
organization, grammar and mechanics.