Back to course 'PRDV002: Professional Writing'

Topic outline

  • Unit 4: Polishing Your Writing

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    We are accustomed to texting and emailing messages with typos, slang, abbreviations, and common errors. However, you should discard these shortcuts in the business world. Make it a habit to reread and edit every piece of writing, no matter how brief, before you hit the send button. In this unit, we discuss how to revise and proofread your writing to command attention and respect.

    Completing this unit should take you approximately 1 hour.

    • Upon successful completion of this unit, you will be able to:

      • compare effective methods for adapting, editing, and proofreading documents to eliminate common errors; and
      • explain why you should enlist an outside reader to help review and revise your documents.

    • 4.1: Editing and Proofreading

      The goal of the editorial process is to eliminate grammatical errors, distractions, inaccuracies, and material that will cause misunderstandings. Proofreading your work will help you present documents that are polished, competent, and professional.

      • Readers will not take you seriously if grammatical errors exist in your document. Free software tools are available to check your grammar and spelling – use them, but be aware that their reliance on computer-generated algorithms means they can create additional errors and overlook mistakes. Remember to read your business documents one last time before sending them to ensure the sentences flow correctly and your punctuation and verb tenses are accurate and in sync.

        Your writing should be concise and clear. In other words, your sentences should not be long, complicated, or confusing. Eliminate extra words that do not add meaning, keep your subject and verb near the beginning of your sentences, and write in an active voice. Pay close attention to your formatting. Make sure your capitalization, dates, job titles, and punctuation are consistent throughout your document.

        Read your writing out loud since grammatical errors and awkward phrasing often sound strange or jarring when you (or a colleague) speak them. You may have to read through your document several times. Print your document and edit it with a pen. Sometimes, looking at your writing via a different medium with a different font size or layout reveals mistakes you did not see on your phone or computer screen.

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        Editing and Proofreading Page
        Students must
        Mark as done

        Read this handout for a step-by-step outline of the editing and proofreading process. Consider bookmarking it to review whenever you write a professional document.

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        Editorial Checklist Page
        Students must
        Mark as done

        Here is an editorial checklist to help you edit your document.

    • 4.2: Share with a Friend

      It can be difficult to edit our own writing because we tend to see and hear what we think we wrote rather than read the words on the page. It is useful to have someone with "fresh eyes" review your work. Most novelists enlist the help of a trusted friend or relative to read their work before they send it to their publisher.

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        Getting Feedback Page
        Students must
        Mark as done

        Do you have a friend or colleague to serve as your outside reviewer? They can be especially helpful as you perfect important documents, such as your resume and cover letter. In a competitive job market, one typo or extra space can prompt a hiring manager to move to the next candidate. Your friend or colleague may discover a lot of typos, but it is better to receive this news from them than from your boss or a potential employer (who you will probably never hear from). Ask your colleague to identify areas that seemed confusing or where the flow of your argument seemed convoluted.

        This handout will help you ask for the most helpful feedback.