Editing & ProofreadingFacilitated by Chris Friend

The John Scott Dailey Florida Institute of Government

at the University of Central Florida

Introductions

Name

Department in Orange Co.

Job Title

Why I’m here orWhat I hope to learn

Any big editing oops or proofreading problem

Today’s Agenda

Importance of Proofreading

Tips for Successful Proofreading

Proofreading Symbols

Spelling & Vocabulary

Punctuation

Readability

Proofreading Pre-Test

Read a paragraph once.

Circle or underline every F.

Count the number of Fs at the end of each line.

Add the lines for a total count.

Turn to page 3

The Consequences

Result of not proofing

“In Their Own Words”

How to fix:Guideline or rule?

Streamlined Writing Process

1. Determine the outcome

2. Identify the reader

3. Write a messy draft

4. Re-read & Revise

5. Proofread your “final” draft

Successful Proofreading

DetermineImportance

Urgency

Confidence

Publicity

Successful Proofreading

ConsiderUse your software

Page numbering

Auto-correct

Styles

Read backward

Get a partner (not a gofer)

Foolproof Proofing

1. Sense & Completeness

2. Grammar & Usage

3. Spelling & Typos

4. Reading Backwards

5. Capitalization & Punctuation

Document Types

Different documents require different proofreading tips

The most annoying elements need the most attention

Different people have different weaknesses

Color Hunt

Attention to detail

64-color box

Page 8

Common Proofing Symbols

⋀! insert text or punct.

⋀! insert space

⨀ insert period

⋁! insert apostrophe orquotation mark

delete

! transpose (swap)

⁐! close up

¶! begin new paragraph

! no new paragraph

≡! capitalize

／!make lowercase

blah

”

#

Proofreading Exercise

Twenty-one Errors

Can you find them all?

Dear Mr. Blanton:

is is in reply to your letter of Jan , about the

benefits Mr. omas Kaiser is receiving for his disability retirement

under the Civil Service Retirement System.

To alleviate any financial hardship to Mr Kaiser while his

claim was being processed monthly payments of . was authorized.

When final approval of the award was made, his rate was established at

. a month comencing March , . His payments was then

increased to . effictive April , . With a . per month

deducktion for health benefits his current net rate is .. Mr.

Kayser had been paid all aniuty due to date. Future checks mailed to

him on the first business day of the month.

Any inconvenieince caused Mr. Kaiser is regreted.

Sincerely Yours,

Customer Service

PROOFREAD

There are 21 errors in the following letter. Correct them by checking punctuation, spelling,capitalization, numbers, omissions, verb tenses, typos, and grammar.

Dear Mr. Blanton: ,~ ~

1 Thishs in reply to your letter of January 28, 2-@out the

2 benefits Mr. Thomas Kaiser is receiving for his disability retirement

3 under the Civil Service Retirement System.~

To alleviate any financial hardship to ~ser while his claim~ "~~

was being proces@-onthly payments of$40.00~orized.

When final approval of the award was made, his rate was established at.e"> ¢a, ~4 ~~~ a month C~g March 4, 2---. His payments ~en

. 0 ~~OOincreased to $64.00 ~eDApril 30, 2---. With~er month

Q' .,~ -y"~9 de~n for health bene~ current net rate is $26.Q6. Mr.

0\8 ~~ Of!: ~IJ, ~ ••10 ~~en paid all ~due to date. Future chec~o

\~ .

him on the first ~ss day of the month. .

Any inconve~~aUsed Mr. Kaiser is r@ ~

Sincerel@S,~1

4

5

6

7

8

11

12

13

b~~),.rY!SS -

A~·a.~~~~V)~ ",,,,v ••••• ~ e7-/

Spelling Ice-Breaker

Frequently Confused

WordsEasy mistakes that spell

check won’t catch

Frequently Confused Words

advice

advise

a suggestion (it’s a thing)I need advice on buying ice.

to help guide (it’s an action)You are wise. Can you advise?

Frequently Confused Words

affect

effect

to influence (it’s an action)Will this affect our community?

a result (it’s a thing)What effect will this have on us?

Frequently Confused Words

allot

a lot

alot

to distributeOur team was allotted two hours.

more than a littleOrlando has a lot of traffic.

not a word

AlotImage courtesy

Hyperbole and a Half http://bit.ly/thealot

Frequently Confused Words

fewer

less

smaller number (countable items)I got fewer emails today!

smaller amount (uncountable ideas)There is less water in that puddle.

Frequently Confused Words

farther

further

distanceTampa is farther away than Ocala.

degreeI want to go further with my career.

Frequently Confused Words

I

me

myself

performing an actionI sent that email last week.

being acted uponShe sent me another copy.

acting reflexively (reflecting back)I hurt myself this morning.

Frequently Confused Words

you & Iyou

& meyou & myself

performing an actionYou and I sent that email last week.

being acted uponShe sent you and me another copy.

not used

Frequently Confused Words

it’s

its

contraction: “it is”I think it’s too hot outside.

possession: belonging to itFlorida is known for its sun.

Frequently Confused Words

lay

lie

Use a different word.

(set, put, placed, napped, reclined, or fibbed, depending on meaning)

Use a different word.

(set, put, placed, napped, reclined, or fibbed, depending on meaning)

lay 1 |lā|verb ( past laid |lād|)1 [ trans. ] put down, esp. gently or carefully : she laid the baby in his crib.• [ trans. ] prevent (something) from rising off the ground : there may have been the odd light shower just to lay the dust.2 [ trans. ] put down and set in position for use : it is advisable to have your carpet laid by a professional | figurative the groundwork for change had been laid.• set cutlery, crockery, and mats on (a table) in preparation for a meal : she laid the table for the evening meal.• (often be laid with) cover (a surface) with objects or a substance : the floor was laid with tiles.• make ready (a trap) for someone : she wouldn't put it past him to lay a trap for her.• put the material for (a fire) in place and arrange it.• work out (an idea or suggestion) in detail ready for use or presentation : I'd like more time to lay my plans.• ( lay something before) present information or suggestions to be considered and acted upon by (someone) : he laid before the House proposals for the establishment of the committee.• (usu. be laid) locate (an episode in a play, novel, etc.) in a certain place : no one who knew the area could be in doubt where the scene was laid.

lay 4

past of lie 1 .

lie 1 |lī|

verb ( lying |ˈlī-i ng |; past lay |lā|; past part. lain |lān|) [ intrans. ]

1 (of a person or animal) be in or assume a horizontal or resting position

on a supporting surface : the man lay face downward on the grass | I had to lie

down for two hours because I was groggy | Lily lay back on the pillows and

watched him.

• (of a thing) rest flat on a surface : a book lay open on the table.

• (of a dead person) be buried in a particular place.

2 be, remain, or be kept in a specified state : the church lies in ruins today |

putting homeless families into apartments that would otherwise lie empty.

• (of something abstract) reside or be found : the solution lies in a return to

“traditional family values.”

3 (of a place) be situated in a specified position or direction : the small town

of Swampscott lies about ten miles north of Boston.

• (of a scene) extend from the observer's viewpoint in a specified

direction : stand here, and all of Amsterdam lies before you.

4 Law (of an action, charge, or claim) be admissible or sustainable.

noun (usu. the lie)

the way, direction, or position in which something lies.

• Golf the position in which a golf ball comes to rest, esp. as regards the

ease of the next shot.

• the lair or place of cover of an animal or a bird.

Frequently Confused Words

lose

loose

to misplaceSpelling makes me lose my mind.

not tightThis clamp is so loose it won’t hold.

Frequently Confused Words

passed

pastpast

an actionThe car passed by.

a descriptionThe car went past.

a timeThe trouble is in our past.

Frequently Confused Words

than

then

comparisonI like blue more than green.

timeLet’s chat, then do lunch.

Frequently Confused Words

they’re

their

there

contraction: “they are”Maybe they’re the experts.

possession: belonging to themThey work with their hands.

location: not here (& other uses)Please park over there.

Frequently Confused Words

two

too

to

number: between one and threeI see two paragraphs here.

addition: “also” or excessI see too many paragraphs, too.

all other usesI want to go to Lake Eola.

Frequently Confused Words

well

good

describes action—how it’s doneYou did your job very well.

describes things—tells qualityYou did a very good job.

Frequently Confused Words

who

whom

placeholder for actorWho sent that to you?

placeholder for acted uponYou sent that to whom?

Frequently Confused Words

you’re

your

contraction: “you are”I think you’re working too much.

possession: belonging to youIs that your winning Lotto ticket?

Worrisome Words

Not caught by spell check

Need attention to detail

Work with a partner on pages 10–11, with only one rule: Do not guess. Figure it out or ask around.

Perplexing Punctuation

Apostrophes ’Brackets & Braces [ ] { }Colons :Commas ,Hyphens -Dashes – —Exclamation Points !Parentheses ( )Periods .Question Marks ?Quotation Marks “ ” ‘ ’Semicolons ;

Proofing With a Partner

Advantages

Appropriate Opportunities

Cautions

Guidelines: Page 19

Practice: Pages 20 & 21

Humor: Page 22 (fold it)

Reading Levels

Focus on the reader

Know your audience

Find the Fog IndexAvg words/sentence

# words ≥ 3 syllables

Add those, then ✕ 0.4

Thank you.

Thank you.Facilitated by Chris Friend

The John Scott Dailey Florida Institute of Government at the University of Central Florida

407–235–3960 | iog@mail.ucf.edu