Proofreading revising editing skills success in 20 minutes a day

PROOFREADING,REVISING, &

EDITING SKILLS SUCCESSIN 20 MINUTES A DAY

N E W Y O R K

PROOFREADING,REVISING, &EDITINGSKILLS SUCCESSIN 20 MINUTESA DAY

Brady Smith

Copyright 2003 LearningExpress, LLC.

All rights reserved under International and Pan-American Copyright Conventions.

Published in the United States by LearningExpress, LLC, New York.

Library of Congress Cataloging-in-Publication Data:

Smith, Brady.

Proofreading, revising, and editing skills : success in 20 minutes a day /

Brady Smith.1st ed.

p. cm.

ISBN 1-57685-466-3

1. Report writingHandbooks, manuals, etc. 2. ProofreadingHandbooks,

manuals, etc. 3. EditingHandbooks, manuals, etc. I. Title.

LB1047.3.S55 2003

808'.02dc21 2002013959

Printed in the United States of America

9 8 7 6 5 4 3 2 1

First Edition

ISBN 1-57685-466-3

For more information or to place an order, contact LearningExpress at:

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Or visit us at:

www.learnatest.com

About the AuthorBrady Smith teaches English at Adlai E. Stevenson High School in the Bronx, New York. His work has been pre-

viously published in textbooks, and this is his first complete book. He would like to dedicate this book to Julie,

Gillian, and Isabel, with love.

INTRODUCTION How to Use This Book ix

PRETEST 1

LESSON 1 Understanding the Writing Process 13

LESSON 2 Writing Sentences 21

LESSON 3 Avoiding Awkward Sentences 33

LESSON 4 Creating Sentence Variety 41

LESSON 5 Shaping Paragraphs 49

LESSON 6 Using Transitions 57

LESSON 7 Establishing a Writing Style 63

LESSON 8 Turning Passive Verbs into Active Verbs 75

LESSON 9 Making Sure Subjects and Verbs Agree 83

LESSON 10 Making Sure Nouns and Pronouns Agree 91

LESSON 11 Using Modifiers 99

LESSON 12 Checking Capitalization and Spelling 109

LESSON 13 Punctuating Sentences 121

LESSON 14 Using Commas 127

LESSON 15 Using Semicolons and Colons 137

LESSON 16 Using Apostrophes in Plurals and Possessives 143

LESSON 17 Using Quotation Marks 147

LESSON 18 Using Hyphens, Dashes, and Ellipses 153

Contents

v i i

LESSON 19 Checking for Commonly Confused Words and Clichs 161

LESSON 20 Putting It All Together 169

POST-TEST 179

APPENDIX A Proofreading Symbols 189

APPENDIX B Additional Resources 191

v i i i

Since you are reading this right now, let us assume you have at least one draft of your writingthat you want to proofread, revise, and edit in order to present a well-written and clear fin-ished piece. As all good writers know, a first draft needs to be cleaned up, trimmed down, andorganized. This book is designed to help you do just thatin 20 short lessons in just 20 minutes a day.

This book stands alone as a teaching tool. You can pick it up and learn a new skill at any point during

the writing process. Whether you are prewriting, drafting, editing, revising, or working on a final copy, this

book will become a useful reference guide. You may find it helpful to turn to this book as you finish differ-

ent sections of your writing because it can help you correct as you write. Or you can read the lessons in this

book and then go back to your own piece of writingjust to reinforce important writing skills. No matter

which method you choose, you will accomplish what you set out to do: master the skills you need to proof-

read, revise, and edit your writing.

Proofreading, Revising, and Editing Skills Success in 20 Minutes a Day begins with a discussion about

the steps to create a piece of writing, and then gives you the coaching you will need to correct any errors

you find in your work. It walks you through the revision process by showing you how to transform your

sentences from awkward and choppy sentence fragments and run-ons to clear, concise expressions. It shows

How to Use This Book

i x

you how to organize paragraphs and how to use tran-

sitions skillfully. You will also learn the fundamental

rules of noun/pronoun agreement as well as sub-

ject/verb agreement. When you are finished with this

book, you will find that your writing has improved,

has style and detail, and is free of cluttered sentences

and common errors.

Some writers think that once a word has been

written, it is sacred. Successful writers know that

change is an important part of the writing process.

Early drafts that may seem finished can most likely be

improved. Since writing is a process, you have to be

willing to change, rearrange, and discard material to

achieve a well-crafted final product. Very few writers

create the perfect draft on the first try. Most writers

will tell you that writing the first draft is only the

beginning and that the majority of the work comes

after the initial drafting process. You need to look very

closely at your writing, examine it sentence by sen-

tence, and fine-tune it to produce excellence.

Your writing is a reflection of you. The proof-

reading, revising, and editing processes provide a mirror

in which you can examine your writing. Before your

writing goes public, you must iron out the transitions

between ideas and make sure your paragraphs are struc-

tured correctly. You need to clean up your writing and

pick out the unnecessary auxiliary verbs from your sen-

tences, perfect your tone, and polish your verbs. Your

efforts will show.

Even if you are not currently working on a piece

of writing that you need to hand in, present to an audi-

ence, or send to a client, this book will teach you the

skills that will improve your everyday writing. Each

skill outlined in this book is an important part of a

good writers toolbox. While you will not use every

tool for each piece of writing, you will have them ready

when you need to apply them.

If you are job hunting, perhaps you need to

revise a draft of a cover letter.. This piece of writing is

the first impression your employer will have of you, so

its important to submit your best effort. Perhaps you

are working on an essay for school. Your teachers

assessment of your abilities will certainly improve if

you turn in a composition that shows thoughtful revi-

sion, attention to detail, and an understanding of

grammatical rules.

Like your ideal final draft, Proofreading, Revising,

and Editing Skills Success in 20 Minutes a Day has no

filler or fluff. It is a book for people who want to learn

the editorial skills needed to revise a piece of writing

without doing a lot of busy work. Each lesson intro-

duces a skill or concept and offers exercises to practice

what you have learned.

Though each lesson is designed to be completed

in about 20 minutes, the pace at which you approach

the lessons is up to you. After each lesson, you may

want to stop and revise your own writing, or you may

want to read several lessons in one sitting and then

revise your work. No matter how you use this book,

you can be sure that your final drafts will improve.

Start by taking the pretest to see what you already

know and what you need to learn about proofreading,

revising, and editing. After you have completed the les-

sons, you can take the post-test to see how much you

have learned. In the appendices, you will find a list of

proofreading marks to use as you write, as well as a list

of additional resources if you find you need a little

extra help.

If you apply what you have learned in this book,

you will find that your writing gets positive attention.

Teachers, employers, friends, and relatives will all

notice your improvement. It is certain, though, that

you will be the most satisfied of all.

HOW TO USE THIS BOOK

x

PROOFREADING,REVISING, &

EDITING SKILLS SUCCESSIN 20 MINUTES A DAY

Before you begin the lessons in this book, it is a good idea to see how much you already knowabout proofreading, revising, and editing and what you need to learn. This pretest is designedto ask you some basic questions so you can evaluate your needs. Knowing your ownstrengths and weaknesses can help you focus on the skills that need improvement.

The questions in this pretest do not cover all the topics discussed in each lesson, so even if you can

answer every single question in this pretest correctly, there are still many strategies you can learn in order to

master the finer points of grammar and style. On the other hand, if there are many questions on the pretest

that puzzle you, or if you find that you do not get a good percentage of answers correct, dont worry. This

book is designed to take you through the entire proofreading, editing, and revising process, step-by-step.

Each lesson is designed to take 20 minutes, although those of you who score well on the pretest might

move more quickly. If your score is lower than you would like it to be, you may want to devote a little more

than 20 minutes of practice each day so that you can enhance your skills. Whatever the case, continue with

these lessons daily to keep the concepts fresh in your mind, and then apply them to your writing.

An answer sheet is provided for you at the beginning of the pretest. You may mark your answers there,

or, if you prefer, circle the cor