Edit Writing For Fluency And Unity

We will now take an in-depth look at editing the text that you have written. This was briefly outlined in the previous section.

Characteristics of a High-Quality Text

Once you have completed your document, you want to ensure that it is a quality document. As a guideline high quality publication have the following general characteristics:

Correct spelling, punctuation, grammar, and language usage.

Reader friendly organisation and layout.

Appropriate level of readability.

Clear, concise, consistent, and complete information (e.g. satisfies contractual obligations).

Sound and accurate technical approach, content, assumptions, conclusions, and recommendations.

Adequate note is taken of audience/client sensitivities.

Each of these general characteristics of a high-quality publication includes many elements. For example, reader friendly organisation and layout includes elements such as logical and coherent presentation of information, adequate use of white space, appropriate font selection and size, and orderly text alignment. Conducting a quality control review is a matter of checking all of the numerous elements that contribute to the quality of a publication.

Editing Your Document

Editing is the final touch to your document. It will assist you to ensure that your text is coherent, in a logical sequence and follows a structure. It will ensure that weaknesses and errors are identified so that you can adjust. Editing focuses on the layout, spelling, punctuation, syntax and that the whole text is checked against the purpose for which it was written.

Editing involves the following:

Checking Content: You should verify that all information has been presented and that there is enough supporting evidence for each point. Ensure that the content is appropriate and will promote interest and have impact on your target audience. Check that your text meets the purpose for which it was written.

Logic of Text: Ensure your information is presented logically and coherently.

Readability of Text: You should ensure that statements are direct and concise with no factual errors or confusing statements. Here are four ways to improve the readability of your writing:

Formatting of Text

You should check that the layout looks good and that the appearance is readable. When formatting, use the following guidelines:

• Place margins consistently at the top, bottom, and sides of your document.
• Use page numbers and include them on every page.
• Use headings to emphasise each section of your document and support the overall flow of information.
• Indent lists to focus the reader’s attention.
• Use boldface type to emphasise headings.
• Use generous spacing throughout your document.
• Keep your sentences and paragraphs relatively short.

Grammar, Spelling and Punctuation in Text

Grammatical, spelling, punctuation, and typographical errors can damage your professional image and credibility. Therefore, it’s very important to double-check your document for these errors. Do not depend completely on a computer’s spelling and grammar check functions. It will often not pick up contextual errors. Ask a friend, colleague or even a professional proof-reader to check your work.

Click here to download an editing checklist.