The writing process entails many activities, from invention and planning, to research and drafting, and more. Perhaps none of these activities are as vital as editing and proofreading. Unfortunately, these two elements of the process are neglected by many writers, either because they leave too little time or because they simply aren't accustomed to viewing their own work through a critical lens.
Try to think of each piece of writing you do as a 'living text' that can be reimagined, restructured, overhauled, and polished. Picture a baker punching, kneading, and shaping a ball of dough – it's an involved and intense process, but ultimately, the baker's ruthless handling of that dough is what allows it to rise.
The tabs of this guide will support you in editing and proofreading. The sections are organised as follows:
Our 'Refine Your Writing: Better Proofreading' video learning sequence demonstrates effective strategies you can use to proofread your writing, whether you are polishing up a cover letter or preparing to submit your thesis. Our proofreading tips playlist can be viewed here on YouTube.
What is the difference between editing and proofreading? There is a distinct difference between the two.
Editing and proofreading both require close and careful reading, but they focus on different parts of your writing and use different techniques.
Writing layers are a way of helping us to see a text in different ways in order to improve it. Every piece of writing consists of layers. Unpicking these different writing layers enables us to review the way we construct our writing. In doing so, we can improve various aspects of our writing, from our use of punctuation and choice of words, to the structure of our paragraphs and the broader focus of our writing.
There are a number of comparisons we can make to illustrate the layered nature of writing. For example, we can say that a text is composed like a symphony. The central idea or argument at the heart of our writing might be called the melody. The melody is delivered through a range of notes. In the context of writing, the central idea or argument (the melody), is delivered through the use of words and punctuation. We structure our movements in paragraphs. We return to the thesis like a chorus. Songs have tempo and tuning, but texts have grammar.
In order to orchestrate the piece, we need to understand all the parts. We organise the parts into writing layers. We’re going to use four layers: essay (or central argument), paragraph, sentence, and word. You can use this structure as a system for revising your texts. In the next sections, we will explore what to look out for in each layer.
As you are reading through your work, pay particular attention to one writing layer at a time. You may wish to focus on one particular area at a time, such as your use of punctuation within the word layer. It's generally best to begin with the biggest layers (essay and paragraph) and then work to the smaller layers (sentence and word).
Whichever way you choose to approach the revision and proofreading processes, ensure that you only ever work on a single layer at a time to help refine your focus. The bullet points above will help you to target particular areas of revision, but give some serious thought across all layers to style, structure, audience and the purpose of your text.
Once you have written your assignment, it is a good idea not to look at it for a few days. Some distance and a fresh mind helps you to view your work more objectively. When you begin editing, read your work a few times and focus on different elements of the assignment with each reading: the writing layers technique discussed on the previous tab can help with this. You can also try building a reverse outline to assess structure, i.e., how your ideas progress and connect.
Here are some questions to ask yourself:
| Section of Assignment | What to Consider |
|---|---|
| Introduction |
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| Body |
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| Conclusion |
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Academic writing style is subjective and different disciplines and academic units have different ideas about what makes a good writing style. However, remember that your goal in academic writing is to communicate your ideas in a clear and understandable manner.
| Tip | What to Consider |
|---|---|
| Use a formal style of writing |
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| Use impersonal language |
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Once you have done all your editing, then you can proofread your work.
The last part of editing your writing is proofreading. This involves checking things like spelling, punctuation, grammar and referencing.
Here are some useful proofreading tips:
| Error Type | Tips |
|---|---|
| Formatting |
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| Punctuation |
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Spelling |
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| Referencing |
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The University's Academic Responsibility and Conduct (ARC) Guidance provides full details of what help is and isn't acceptable in terms of proofreading. A simplified version of the guidance is available here, including information on using digital tools to check grammar/spelling, enlisting help from peers or family, and more.
