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Proofing and Editing

Finding spelling errors


IE/EI: Words like receive and their often cause problems for writers
because it is so hard to remember whether the i or the e comes first.
Youve probably heard the rule below before. Keep it in mind while checking
your IE/EI words.
Write I before E
Except after C
Or when it sounds like an A
As in "neighbor" and "weigh"
There are a few exceptions to the rule: seize, either, weird, height, foreign,
leisure, conscience, counterfeit, forfeit, leisure, neither, science, species,
sufficient.
Homonyms: These are words that sound alike but are spelled differently.
Even very experienced writers have difficulty with homonyms, especially
when writing quickly. Below are some words that people commonly confuse:
Theyre/Their/There
Hear/Here
Your/Youre, Whose/Whos and Its/Its
Accept/Except
Affect/Effect
To/Two/Too
Whole/Hole
Write/Right/Rite
Whether/Weather
-ible vs. -able
This resource includes two exercises about -ible and -able that you
may print. Once you print the exercise, correct the errors by filling in
the blank with the appropriate ending. Click the "Go to Answers" link
to see the answers for this exercise.
Accept/Except
This resource includes a fill-in-the-blank exercise that you may print
and provide the appropriate word choice of accept and except.
Affect/Effect
This resource discusses the difference between affect and effect and
includes an exercise that you may print and fill in the blank with the

appropriate response. Click the "Go to Answers" link to see the


answers for this exercise.

i/e Rules
This resource contains an exercise on the i/e rules and their
appropriate use. Print the five exercises and apply the i/e rules
appropriately. Click the "Go to Answers" link to see the answers for this
exercise.

Finding grammatical errors


Adjective or Adverb?
These two exercises ask you to practice and apply these rules by completing
multiple choice and fill-in-the-blank activities that you may print. Once you
print and complete the exercise, click the "Go to Answers" link to see the
answers for this exercise.
Appositives
This exercise asks you to identify the appositive in the example sentences.
Print the exercise and click the "Go to Answers" link to see the answers for
this exercise.
Articles
This exercises asks you to practice and apply these "a"/"an" rules. Print and
complete the exercises, and click the "Go to Answers" link to see the answers
for this exercise.
Count and Noncount Nouns
These exercises ask you to practice using count and noncount nouns and
include an exercise on using quantity terms. Print these exercises and click
the "Go to Answers" link to see the answers for this exercise.
Prepositions
This exercise asks you to work with prepositions of direction: to, toward, on,
onto, in, or into. Print the exercise and click the "Go to Answers" link to see
the answers for this exercise.
Tense Consistency
These exercises ask you to recognize shifts in tenses: simple present, present
perfect, simple past, past perfect, future, and future perfect. Print the

exercise, and complete the sentences with the appropriate tense and control
shifts in example paragraphs. Click the "Go to Answers" link to see the
answers for this exercise.

Correcting sentence structure


Adding sentence variety to prose can give it life and rhythm. Too many
sentences with the same structure and length can grow monotonous for
readers. Varying sentence style and structure can also reduce repetition and
add emphasis. Long sentences work well for incorporating a lot of
information, and short sentences can often maximize crucial points. These
general tips may help add variety to similar sentences.
1. Vary the rhythm by alternating short and long sentences.
Several sentences of the same length can make for bland writing. To enliven
paragraphs, write sentences of different lengths. This will also allow for
effective emphasis.
2. Vary sentence openings.
If too many sentences start with the same word, especially The, It, This, or I,
prose can grow tedious for readers, so changing opening words and phrases
can be refreshing. Below are alternative openings for a fairly standard
sentence. Notice that different beginnings can alter not only the structure
but also the emphasis of the sentence. They may also require rephrasing in
sentences before or after this one, meaning that one change could lead to an
abundance of sentence variety.
Sentence Clauses: Independent and Dependent Clauses
This resource provides exercises on the differences between independent
and dependent clauses that you may print. Once you print the exercise,
identify and correct the misuse of these clauses. Click the "Go to Answers"
link to see the answers for this exercise.
Sentence Fragments
This resource includes three exercises on fragments of increasing difficulty
that ask you to identify and correct sentence fragments. You may print the
exercises and correct the errors by filling in the blank with the appropriate
ending. Click the "Go to Answers" link to see the answers for this exercise.
Sentence Structure
This exercise in this resource asks you to apply your knowledge about
common errors in sentence structure: run-ons, comma splices, and fused

sentences. Print the exercise and fuse together sentences appropriately,


avoiding run-ons, comma splices, and fused sentences. Click the "Go to
Answers" link to see the answers for this exercise.
Subject-Verb Agreement
This resource includes an exercise that asks you to identify the correct verb
in a sentence that you may print. Once you print the exercise, correct the
errors. Click the "Go to Answers" link to see the answers for this exercise.

Writing with transitions


Good transitions can connect paragraphs and turn disconnected writing into
a unified whole. Instead of treating paragraphs as separate ideas, transitions
can help readers understand how paragraphs work together, reference one
another, and build to a larger point. The key to producing good transitions is
highlighting connections between corresponding paragraphs. By referencing
in one paragraph the relevant material from previous paragraphs, writers can
develop important points for their readers.
It is a good idea to continue one paragraph where another leaves off.
(Instances where this is especially challenging may suggest that the
paragraphs don't belong together at all.) Picking up key phrases from the
previous paragraph and highlighting them in the next can create an obvious
progression for readers. Many times, it only takes a few words to draw these
connections. Instead of writing transitions that could connect any paragraph
to any other paragraph, write a transition that could only connect one
specific paragraph to another specific paragraph.
Use

Transition Word or Phrase

To add

and, again, and then, besides, equally important, finally,


further, furthermore, nor, too, next, lastly, what's more,
moreover, in addition, first (second, etc.)

To compare

whereas, but, yet, on the other hand, however,


nevertheless, on the contrary, by comparison, where,
compared to, although, conversely, meanwhile, in contrast,
although this may be true

To prove

because, for, since, for the same reason, obviously,


evidently, furthermore, moreover, besides, indeed, in fact, in
addition, in any case, that is

To show time immediately, thereafter, soon, finally, then, later, previously,


or sequence formerly, first (second, etc.), next, and then

To give an
example

for example, for instance, in this case, in another case, on


this occasion, in this situation, take the case of, to
demonstrate, to illustrate, as an illustration

To
summarize
or conclude

in brief, on the whole, summing up, to conclude, in


conclusion, as I have shown, as I have said, hence,
therefore, accordingly, thus, as a result, consequently, on
the whole

To
emphasize

definitely, obviously, in fact, indeed, absolutely, positively,


naturally, surprisingly, always, forever, unquestionably,
without a doubt, certainly, undeniably

To repeat

in brief, as I have said, as I have noted, as has been noted

In the following paragraphs, insert transitions:


Exercise is really good for ones physical and mental health. First, it is proven
that aerobic exercise is good for the heart, which is very important to overall
health. Second, strength training is important for maintaining muscle mass
and improving bone density. Both muscle mass and bone density can
decrease as we age, so improving them through strength training is
important. Finally, all kinds of exercise have been shown to relieve
depression, anxiety, and stress.
It is important to plan your trips carefully. For example, when you go on a
trip, you need to think about how much money to allot for things like
transportation, food, and hotels. In particular, hotels and transportation on
trips can be expensive if you dont book them with plenty of time in advance.
Another thing to plan for is how much time you want to spend sightseeing
and doing different sorts of activities. Even though you may want to do
everything, you have to remember that there are only so many hours in the
day! In sum, planning your trip carefully will allow you to have a more
relaxed trip.

Writing with a logical sequence of events


In good paragraphs, sentences are arranged in logical order. There is no one
order that will work for every paragraph. But there are a few organization
patterns that paragraphs often follow. For example, sentences in a paragraph
may be arranged to show time or sequence of events. In other paragraphs,
sentences may be arranged in order of importance, moving from most
important point to least important point or from least important to most
important. In another common pattern, a paragraphs sentences move from
the most general point to the most specific, or vice versa. Its important that

all the sentences in a paragraph follow the pattern so that the paragraph is
clear and logical.
The organization of a document is like the structure of a paragraph because
there is not a standard pattern that works for every document. However, it is
important that the document follow a logical order. Paragraphs in a
document might be arranged to show time or a sequence of events. In other
documents, paragraphs may be arranged from least important to most
important point, or vice versa. Many documents will be arranged so that
points move from most general to most specific, or most specific to most
general. Like paragraph organization, the organization of a document should
be consistent.
Think about the type of organization pattern that the paragraph or document
seems to follow. Overall, do ideas or paragraphs appear to be placed in
chronological order? Do ideas flow from least to most important, or vice
versa? Does information move from most general to most specific, or vice
versa? Get a general sense of the organization of the paragraph or
document. Understanding a general idea of organization will help you spot
sentences or paragraphs that do not seem to follow the pattern.
Look for sentences that provide support for a point. This support might be
examples, reasons, explanations, or details. In an effective paragraph, these
sentences will directly follow the point they are supporting.
For each question, look at the options presented for restructuring the
paragraphs or ideas. Do any of the options match what you noted the first
time you read the passage? How would the changes proposed affect your
reading of the passage? Remember that your goal should be to choose the
organizational change that will make the passage most logical and clear.
Sometimes, no revision will be necessary.
The paragraph below is reorganized to be more logical. Think of
other ways that are also appropriate:
It is important to plan your trips carefully. When you go on a trip, you need to
think about how much money to allot for things like transportation, food, and
hotels. Hotels and transportation on trips can be expensive if you dont book
them with plenty of time in advance. Another thing to plan for is how much
time you want to spend sightseeing and doing different sorts of activities.
Even though you may want to do everything, you have to remember that
there are only so many hours in the day! Planning your trip carefully will
allow you to have a more relaxed trip.

Putting it all together

The goal of concise writing is to use the most effective words. Concise
writing does not always have the fewest words, but it always uses the
strongest ones. Writers often fill sentences with weak or unnecessary words
that can be deleted or replaced. Words and phrases should be deliberately
chosen for the work they are doing. Like bad employees, words that don't
accomplish enough should be fired. When only the most effective words
remain, writing will be far more concise and readable.
1. Replace several vague words with more powerful and specific words.
Often, writers use several small and ambiguous words to express a concept,
wasting energy expressing ideas better relayed through fewer specific words.
As a general rule, more specific words lead to more concise writing. Because
of the variety of nouns, verbs, and adjectives, most things have a closely
corresponding description. Brainstorming or searching a thesaurus can lead
to the word best suited for a specific instance. Notice that the examples
below actually convey more as they drop in word count.
2. Interrogate every word in a sentence
Check every word to make sure that it is providing something important and
unique to a sentence. If words are dead weight, they can be deleted or
replaced. Other sections in this handout cover this concept more specifically,
but there are some general examples below containing sentences with words
that could be cut.
Bold the sentences in the paragraph below are irrelevant and could
be eliminated:
Exercise is really good for ones physical and mental health. It is proven that
aerobic exercise is good for the heart, which is very important to overall
health. I used to run every day, but now I go to dance classes to get my
aerobic exercise. Strength training is important for maintaining muscle mass
and improving bone density. Both muscle mass and bone density can
decrease as we age, so improving them through strength training is
important. My grandmother broke a hip last year because her bones were so
fragile. All kinds of exercise have been shown to relieve depression, anxiety,
and stress.

Final Proof

Make sure that you leave plenty of time after you have finished your
paper to walk away for a day or two, a week, or even 20 minutes. This
will allow you to approach proofreading with fresh eyes.
Print out a hard copy. Reading from a computer screen is not the most
effective way to proofread. Having a hard copy of your paper and a pen
will help you.

Have a list of what to look for. This will help you manage your time and
not feel overwhelmed by proofreading. You can get this list from
previous assignments where your instructor(s) noted common errors
you make.

General Strategies While You Proofread


Dont rush. Many mistakes in writing occur because we rush. Read slowly
and carefully to give your eyes enough time to spot errors.
Read aloud. Reading aloud helps you to notice run-on sentences, awkward
transitions, and other grammatical and organization issues that you may not
notice when reading silently. There are three ways you can read aloud:
Read aloud to yourself. Reading a paper aloud encourages you
to read each word and can help you notice small mistakes.
Read aloud to a friend and have the friend give you oral
feedback.
Have a friend read your paper aloud while you dont read along.

Use the search in document function of the computer to look for common
errors from your list.
Read from the end. Read individual sentences one at a time starting from
the end of the paper rather than the beginning. This forces you to pay
attention to the sentence itself rather than to the ideas of the paper as a
whole.
Role-play. While reading, put yourself in your audience's shoes. Playing the
role of the reader encourages you to see the paper as your audience might.

Synthesizing the ideas


In writing, tone can refer to: a writers style, character, or attitudes. As a
reader, you will get certain feelings from a writers attitude toward certain
topics. For example, if a writer expresses his or her passion in some topics,
then the tone of the writing will very excited. A writers tone can be different
from genre to genre, and from topic to topic. A Writers tone can be formal,
informal, subjective, objective, critical, etc.
Formal/informal
Being formal or informal is a matter of tone. Having a formal tone is often
required in academic writing. When your professors or instructors say you
should make your writing sound more formal, it means that you should not
use some words that are used in a casual written or spoken forms of
language.
For example, the language you use in a casual speech in a small gettogether or a party is different from the language you use in your academic

writing. It means that you should differentiate your use of language for a
casual party and for academic writing.
From your own angle
What does it mean to write from your own angle? If your professors or
instructors require you to write something from your own angle, it means
that they want to see your own perspectives and your own ways of viewing
the world in your writing. It means that you should think about certain topics
from your own ways of looking at those topics, instead of reproducing
arguments made by others.
First person point-of-view refers to using the first-person pronouns I or We. If
you write your paper with your co-authors, you might use we in the paper
when you are referring to actions or beliefs that you and your co-authors
have taken. In the first person point-of-view, you usually write your paper
from your own experience or perspective. The use of first person point-ofview is usually avoided in academic writing. But, sometimes you are allowed
to use it; for example, when you explain your own data or primary resources.
Second person point-of-view means that you use the second-person pronoun
you in your writing. You can sound informal to your audience, so it is often
avoided in academic writing. But, if you are writing a recipe for some food, or
instructions, or in casual or creative writing, you may use second person
point-of-view.
Third person point-of-view refers to the use of third-person pronouns: he,
she, they, and it. The third person point-of-view has a wide range of uses in
both creative and academic contexts.
Context
Context refers to the surroundings of certain words, phrases, sentences, or
paragraphs. The meanings of words, phrases, sentences may change based
on a given context. For example, in give a hand, hand would be
interpreted as help or assistance, rather than as the thing at the end of
your arm that has four fingers and a thumb.
Conventions
Conventions refer certain traditions or rules of a context or genre. In other
words, conventions are generally agreed on practices or rules that writers
should pay attention to when they compose a text. For example, in academic
writing, you should write in a formal style while using certain styles of
citation to deliver your arguments to your audience.
Critical
If your assignment tells you to write a critical review or critical analysis about
a specific topic, it means that you will carefully examine and analyze

whatever you are reviewing. You need to lay out and explain your analysis,
providing both strengths and weaknesses of it. In this type of writing, it is
important to think about your own critical analysis of other's' opinions, rather
than merely summarizing them.
Argumentative
If your assignment tells you to write an argumentative paper, you will choose
your stance on certain topics, and create a statement that clearly reflects
your position or opinion on the topic. You will elaborate on your arguments,
by explaining further, providing examples, and referencing relevant
literature. In an argumentative paper, it is important to have a good
understanding of a topic, and to develop your opinion.
Expository
If your assignment tells you to write an expository paper, you will explain and
illustrate something in a way that your readers can clearly understand what
you are saying in your texts. In an expository paper, you will not be expected
to write your own opinions, or positions on certain topics. Instead, you will
mostly explain, review, and describe certain concepts or facts.

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