Revising a Document

Writing a perfectly organized document that is error-free in one draft is very difficult. The purpose of the first draft is to plan and organize your thoughts. From there, the rest of the work involves revision.

Revision is the process of refining your writing until you have clarified your message for the intended audience. Clarity of understanding and positive reception from your audience are keys to good communication. Revision involves improving the organization, accuracy and style of your writing. There are three main steps involved in the process.

First, revise the content and organization. Rearrange the order of your information such that it would make the most sense to your reader. Add new main ideas or develop existing ideas more thoroughly to make sure that your message is clear, interesting and complete. Remove any unnecessary or duplicate information to make your writing more focused and applicable to the reader. Make sure that all information is accurate and current. Look at the introduction and the conclusion to make sure that they are fulfilling their roles. The introduction should capture your reader’s attention and clearly indicate the point of the document. The conclusion should summarize your main points and effectively conclude your argument. Consider the tone of your message; it should be consistent throughout your document and appeal to your audience.

Second, revise paragraphs and individual sentences. Each paragraph should contain an identifiable topic sentence, and all sentences within that paragraph should support the topic. Your opening paragraph should contain a well-defined thesis statement. Of course, all paragraphs and sentences should be grammatically correct, contain the proper language and tone, and be consistent in tone and tense. Each sentence should contain a single thought that supports the content of the paragraph.

Finally, perform an effective edit and proofread of the entire document. Editing involves correcting errors in word choice, spelling and punctuation. Proofreading involves correcting errors in typing or writing. Remove unnecessary words, jargon and clichés to make sure that all words are effectively used. Check all spelling to make sure that it is consistent throughout, and verify the proper use of punctuation. Have someone else read your document to get a fresh perspective and help with catching overlooked errors.

Remember the steps – plan your document, write down your thoughts, and then revise, revise, revise until you are happy with the final result.

David Gargaro
Consulting Editor
contact@davidgargaro.com
www.davidgargaro.com
905-707-8447

Ensuring the accuracy, clarity and integrity of your message.