Editing and Proofreading

Course Manual

Virtued Academy International

 Contents
Introduction ............................................................................. 2
Content Edit .......................................................................... 10
Structure Edit ......................................................................... 20
Presentation Edit.................................................................... 43
IT Skills ..................................................................................... 49
Choosing Editing and Proofreading as Career ................... 52

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 Introduction
Numerous departments and individuals are involved in
preparing documents for any industry or academia,
regardless of their genre or goals. In general, it is
observed that very few people can produce an
articulate, eloquent piece with proper expression of the
writer's imagination on the first attempt. In most cases,
the write-up is refined and polished to make the writer's
point easier to comprehend. It is the editor's
responsibility to enhance the writing quality, whether it
is their own (self-editing) or for others (professional
editing). In the case of self-editing, the writer is solely
responsible for improving the quality of the piece. In
contrast, in professional editing, a specialist is employed
to enhance the write-up before publication. Successful
writing requires two crucial elements—editing and
proofreading—in addition to other aspects such as
preparation, planning, brainstorming, and revisions. If
any of these elements are neglected, it may lead to an
ambiguous and underdeveloped document. Editing
should be done to help a writer communicate their
thoughts to the reader in a clear, compelling, concise,
and well-structured manner. Basic editing consists of
correcting spelling, punctuation, grammar,
capitalization, and word usage. However, in-depth
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editing is also required to produce a clear and
successful document.

In-depth editing/ deep editing

In-depth editing involves enhancing the clarity and flow

of the write-up at the sentence and paragraph levels.
Significant changes are made to the original piece to
ensure lucid sentence and paragraph structure, a
logical sequence of ideas within sentences, simple,
elegant, and concise phrasing, smooth transitions
between sentences, and proper use of voice (active
and passive). The primary goal of in-depth editing is to
convert complex language into concepts that are
easily understandable to the reader. This helps transform
a more scholarly write-up into a more effective
document. It also attracts readers beyond the
specialized domain of the piece, appealing to a wider
audience.

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Steps involved in editing

1. Developmental (content) editing –

It involves addressing issues related to:

• The organization of the write-up

• The flow of the story
• Sections/chapters (number, length, and
arrangement of each chapter; addition or
removal of chapters)
• What each character or parameter denotes or
says
• Discourse/dialogue/discussion
• How the plot develops
• How the plot progresses
• The point of view in each section

Developmental editing is responsible for major

revisions in the write-up and the rearrangement of
chapters/sections based on the plot or the
characters' point of view.

2. Line editing –

This type of editing focuses on the following:

• Repetition of words and phrases

• Incomplete or imprecise sentences
• Misconnected independent clauses (run-on
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 sentences)
• Words or sentences that cause monotony

Line editing increases the flow and clarity of the

write-up. For example, if two sentences are equally
important but do not connect smoothly, the editor
adjusts their structure until they flow fluently.

3. Copy editing –

This type of editing focuses on, but is not limited to,

the following:

• Punctuation and grammar

• Spelling distinctions (UK English versus US
English)
• Capitalization, hyphenation, and italicization
• Deciding when to use numerals and when to
use words to represent numbers

Copy editing features are often incorporated into

writing software (e.g., MS Word), which includes
grammar and punctuation checks, dictionaries (US
English or UK English), etc., to standardize and
provide consistency in the write-up. Different styles,
such as APA, MLA, or Chicago, should be selected
based on the publisher's requirements. Any confusion
due to different formatting styles should be resolved.

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 Commercial software like Grammarly also assists with
copy editing.

4. Proofreading –

Proofreading is the final phase of editing before the

write-up is sent for publication or submission. It
involves minor revisions (if required) in the following
areas:

• Spelling errors
• Homophones—words that sound the same but
are spelled differently
• Punctuation and quotation marks
• Missed words, especially prepositions or
conjunctions (e.g., "of," "and," "the")
• Redundant spaces between words

Proofreading falls outside the scope of technical

editing. It does not involve critiquing or reviewing
the written piece. In-depth editing must be
completed before moving on to proofreading.

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Proofreading strategies

Specific strategies should be followed for efficient

proofreading and editing. They are:

• Writing should be done with plenty of time set

aside for the entire process, including editing and
proofreading. If a proper timeline is followed, it is
more likely that the write-up will be finished on
time with minimal errors. Also, set the write-up
aside for a day or two before proofreading, as the
writer is more likely to notice structural mistakes.

• Take advantage of resources available both

offline and online, such as dictionaries, websites,
handbooks, reference books, citation guides,
class notes, consultants, etc.

• List the mistakes the writer typically makes. That

way, while proofreading, the editor can focus on
those specific mistakes and may notice them
more quickly.

• Proofread using a hard copy of the write-up, as

it is easier to spot mistakes.

• Proofread the document by reading it aloud.

Specific errors, grammatical mistakes, word and
sentence structure issues, plot flow, and typos are
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more easily noticed than when proofreading
silently.

• Fragmentation errors in sentences are easier to

detect if the document is read backward,
focusing solely on the text without giving
importance to its meaning.

• Look for punctuation errors at the sentence

level—commas, semicolons, periods, run-on
sentences, quotation marks, hyphens, etc.

• Correct referencing and citation are paramount

for the document and the data it presents. The
citation format should be correct, along with the
names of authors, document titles, and other
details.

• Any quotations included in the document

should be double-checked for accuracy.

• Obtaining feedback from others may provide

new insights and perspectives that the author
may have missed. This helps improve the write-up
and aids the writer's development.

• Build your own proofreading strategies rather

than always relying on computer/software

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assistance. There are numerous errors that
software may miss while editing documents.

• Let both the document and the proofreader rest

for a day or two. Re-reading after some relaxation
can make the proofreader's vision more clinical
and perceptive.

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 Content Edit
Understanding the context and scope of a piece

Information or data that helps make a literary piece

make sense is referred to as context. It provides
meaning and clarity to the written piece. It establishes
a connection between the reader and the writer
through a deeper understanding of the document's
purpose and goal. Literary context gives the backdrop
of a setting or state of affairs related to what is
happening. Context can also refer to a character's
background, used to inform the audience about their
traits or qualities. Sometimes, context is explicitly
defined, while at other times, it requires closer attention
to the written piece. Therefore, every author must
understand the term 'context' and how it should be
used in literary work.

The scope of a piece is the boundary the author defines

for the reader, indicating the deliverables and
expectations of the piece. The scope of the write-up
should be established early so that the author stays on
track while narrating a plot, avoiding digression into a
different plot or character. When this happens, the
written piece can become too vague and confusing,
often losing the audience's interest. Thus, the author
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should always understand the scope of the write-up
and remain within its limits.

Breaking up individual points

It is important to keep in mind that the audience consists

of busy people who go through a lot of reading daily.
Hence, redundant and unnecessary writing that
extrapolates the plot should be avoided. The most
significant sections should be highlighted to ensure they
get noticed. Breaking up individual points to trim
unnecessary ramblings is essential for clarity and ease of
understanding. Complex points of view should be
broken down into distinct points, each portraying its
own perspective for increased lucidity and better
comprehension.

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Making sense of individual points

In this fast-paced world with limited individual time,

those who can make sense of things first win. The best
way to create clarity is to break down each idea into
portions that are easily understandable by the
audience. Bullet points are the easiest way to achieve
this. However, there are other techniques as well, such
as:

1. Internal Fascinations: Convince the audience to

continue reading the write-up they are already
engaged with. For example, by reading this
document, you can learn four counterproductive
activities that will improve your business.

2. External Fascinations: Usually used in sales

documents, these generate curiosity among the
audience, coaxing them into a quick purchase or
similar action. For example, learn the amazing
Rood's approach to improve neuromuscular
facilitation in stroke patients.

3. Authority Bullets: Provide evidence supporting the

argument, turning monotonous factual
information into engaging content. For example,
almost 500 out of 100,000 people suffer from
strokes in India every year.
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4. Bullet Chunking: It is easier to read bulleted points
than dense paragraphs filled with information.
Compound sentences are broken down into
simple bulleted points, increasing the usability of
the written piece.

5. Cliff-hanger Bullets: Cliff-hanger bullets tease and

foreshadow what’s coming up next. They can be
used to build anticipation for an upcoming
promotion, launch, or special content event. For
example, "Next week on XYZ blog—learn two
techniques to create beautiful paintings.

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Deleting irrelevant points

In this fast-paced world with short attention spans,

authors need to avoid redundant, irrelevant information
and excessive verbiage. The following points must be
considered:

• Basic points are:

1. Consider your audience.

2. Write concisely.

3. Although sentence lengths should vary, avoid

long sentences with too much information.

4. Use a variety of sentence lengths, but be cautious

about including too many details in long
sentences.

5. Stay on track with the plot; do not digress.

6. Edit, read aloud, re-read, review, and seek

feedback from others repeatedly.

• Eliminate unnecessary explanations of obvious terms

and avoid pointless modifiers (unnecessary adjectives,
adverbs, and details).

• Do not over-explain an obvious point with excessive

information and imagination. For example, do not write,

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"stand with your legs bent, both feet 1 yard apart, hips
bent, head and neck straight toward the bowler,
elbows bent, bat lifted." Instead, write, "assume the
batting stance in cricket."

• Avoid overloading the piece with excessive

information, which could obscure or lose the main idea.

• Remove repetitive words and redundant phrases.

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Eliminating rambling

Rambling is a significant setback in writing. It consists of

digressing from the main topic into irrelevant domains
that are uninteresting to the audience. For example,
"While studying biology, John came across the
extinction of dinosaurs. Speaking of biology, the term
originates from two words: bios (life) and logos (study)."
The main strategies to avoid rambling are:

• Read the written piece aloud to notice any

redundancy or digressions from the original plot.

• Write your article within a word limit and count

the words.

• Avoid using too many conjunctions.

• Tone down the phrases.

Eliminating repetition

Repetition and redundancy are common problems that

most writers tend to encounter frequently during their
narratives. Repetitions may occur at both the sentence
level and the article level.

The following strategies need to be employed to avoid

repetitions at the article level:

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 • Avoid stating facts or points that have already
been discussed.

• Avoid using the same heading more than once.

• Eliminate redundant information by sorting out

the relevant details for the article.

The following strategies need to be employed to

avoid repetitions at the sentence level:

• Use different transition words.

• Avoid using the same pronoun repeatedly. For

example, "They said that they would come again."

• Avoid stating the obvious. For example, "The

results and discussion chapters contain the results
of the experiment."

Verifying the "facts"

With numerous misinformation cases floating in and

around the audience, people hardly know what and
whom to believe and who not to. Fake news or trolling
are widespread to degrade an unattractive
report/document. Hence, it is more important than ever
to check their facts and report authentic details in their
write-ups despite their domains. Accurate and verified
facts will improve the marketability of the written piece

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or its product. In contrast, unverified or fake facts
reported may lose reputation and customers, internet
trolling or even legal aftermaths.

Removing contradicting statements

There are different types of contradictions: (a) explicit

contradiction, e.g., "I cannot hate anyone and not hate
someone at the same time"; (b) implicit contradiction,
e.g., "If A is the brother of B, then B is the brother of A";
(c) another implicit contradiction is whenever I swear to
perform something, I thereby obtain an ethical
compulsion to perform it; (d) apparent contradiction
(no contradiction), such as "I like her in a few ways, but
I hate her in others." Being logically consistent is very
important in writing. Being contradictory creates a lot of
confusion among the audience regarding the
character or plot's real purpose or objective. Hence, the
author needs to portray his or her character or plot with
clarity, avoiding any contradictions.

Finding and adding missing points

Often, it is found with many authors that due to specific

common writing-related problems such as hastiness in
writing, digression from the actual topic and inefficient
editing, many additional points related to the plot of the

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story or document remains missing. Particular strategies
to avoid them are:

 Readout aloud the whole written piece to identify

any missing point.
 Take feedback from others regarding the written
piece. A different perspective may provide the
missing point.
 Stay on the plot, do not digress.
 Once finished, re-read the document over and
over again to find any missing point.

Let the document rest with the author for some time
after it is finished. Relaxation after writing may stimulate
new ideas into the author's mind. This helps identify any
missing link.

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 Structure Edit
Choosing the angle

On many occasions, authors are invited to write from a

specific angle. Still, they are not given any direction on
which way the written piece should take. This is where
the "angle" comes into the picture. An angle tells us
precisely what to write; therefore, choosing an angle is
of utmost importance. An angle may differ for different
writers or individuals on the same subject or set of
questions. For example, if we ask a group of people to
write about the instruments in their garage workshop,
each one would likely come up with an answer on the
same subject but from a different angle. One person
may write, "My garage is full of makeup items I bought
for a business start-up." In contrast, another may write, "I
like to repair things in my garage, and hence I have new
and up-to-date instruments." An angle should include
an element of surprise to grab the attention of the
readers. For instance, in her piece for the Modern Love
column of The New York Times, Cathleen Calbert starts
with an angle in the first line: “I've never liked men. I like
guys.” The author surprises her audience with a
statement that captures their attention and
encourages them to read more. Thus, instead of

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expressing anything that comes to mind, a writer
requires an unexpected way of approaching a plot.

Creating categories

Creating categories is another significant aspect of

writing a piece. A category instantly reveals to the
audience what a section or piece is about and makes
it easier for them to find related posts. The
categorization can be done hierarchically, with the
primary aim of making it simpler for individuals to locate
the information they are searching for. Subsequently,
they can choose what they want to read by selecting
a section.

If an author is writing a scientific paper, he or she might

categorize the paper under the following categories:

1. Introduction

2. Literature Survey

3. Materials and Methods

4. Results

5. Discussions

6. Conclusions

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Important points to consider while creating and
assigning categories:

 Plan the categories for the written piece in

advance and write your piece within those
categories (carefully consider before adding any
new categories).
 Ensure that the categories used are widely
accepted in similar documents. This helps people
in searching within the document.
 Utilize appropriate categories, but only within a
certain acceptable number.
 The written piece should employ clear and
concise wording.
 Be consistent in hyphenation, capitalization, and
spelling.
 Use familiar terminology for your audience.
Technical jargon is suitable for an academic or
professional audience; in contrast, the same
technical term may be used in layman's language
for a general audience.

Important points to avoid when creating and assigning

categories:

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 Different categories that are synonymous (e.g., do
not include both categories; choose only one—
cats and felines, sweets and desserts).
 Using both the acronym and the full title (e.g., SLP
and Speech-Language Pathologist).
 Overly specific categories.
 Categories that are relevant to only one domain.
 Long sentences (e.g., “Many important news
items from our materials science team” instead of
“materials science news”).
 Redundant categories.
 Pointless categories created merely for the sake
of categorizing.

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Creating a narrative structure

Narrative or story structure, often called storyline or

plotline, is the organizational skeleton of a story or plot.
There is a beginning, a middle portion, and an ending
in every story. All three portions have to be convincing
to the audience on their own. However, these three
should also work in clear conjunction with each other to
make the story attractive.

Through the years, reputed writers and playwrights have

created different frameworks to develop a narrative
structure. These frameworks vary in how they present a
story, but each framework has proven to be a useful
tool for writers. The narrative structure of a plot can be
divided into five categories:

1. Linear Plot Structure: Here, events are presented

chronologically.

2. Nonlinear Plot Structure: Here, events are

presented outside their chronological sequence.
If stories are told out of order (non-
chronologically), they may confuse the audience.
Thus, they must be narrated beautifully, with
different plots tied together convincingly.

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3. Parallel Plot Structure: Here, two or more storylines
move forward concurrently. They may intersect at
some point (as in Charles Dickens's A Tale of Two
Cities) or may not intersect at all (as in Nathaniel
Rich's The Mayor's Tongue).

4. Circular Plot Structure: Here, the story ends where

it started, as the sequence of events carrying the
plot forward eventually leads back to the original
place, state, or event (e.g., Cynthia Rylant’s Long
Night Moon).

5. Interactive Plot Structure: Here, the plots change

according to the requirements and urges of the
audience (e.g., the children's book series Choose
Your Own Adventure provides different
experiences for readers depending on the various
pages they turn to).

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The following points should be considered while framing
a narrative structure:

1. What is the protagonist's character arc?

2. Is the narrator in the first person or third person?

3. What are the significant events in the story?

4. How many perspectives are featured?

If a writer can adequately answer these questions to the

satisfaction of the readers, they have created a story
with a strong narrative structure.

Ordering points within sections

Academic documents generally contain lists that

arrange the write-up to present the audience with a
quick synopsis. Although formatting lists can take
different forms, certain general principles apply to all of
them, such as being developed in a parallel manner
and maintaining consistency. The types of list formats
are:

Run-In Lists: This list is integrated as an element of the

general text. These elements are separated:

By a colon: e.g., “Avoid going out in the sun without

these items: a cap, an umbrella, and sunscreen lotion.”

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With numbers: e.g., “The co-operative society passed
resolutions on (1) annual increments, (2) yearly bonuses,
and (3) investments.”

Vertical Lists: At least a complete sentence summarizing

the list's points should precede a vertical list. This list does
not usually require bullet points at the beginning of
each point or a punctuation mark at the end of each
point. For example:

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Your grocery box must include the following items:

a. potato
b. 1 kg rice
c. 5 eggs
d. 500 grams of salt

However, if all the entries in the list are complete

sentences, then they must be followed by a
punctuation mark (full stop or comma). For example,
while using bullet points:

You can make pizza easily by following the steps given

below:

• Prepare a dough using flour, yeast, and water.

• Grease an 8 x 8 baking dish.
• Combine all the dry ingredients (listed above).

Vertical Lists Punctuated as a Sentence: When a list is

too long or convoluted to be presented as one
sentence, you can use a vertical list that is punctuated
like a sentence. For example:

Computer science teachers have made major

alterations to their curricula, and nowadays it is not
uncommon to find:

1. original research practices,

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 2. a larger focus on collaboration; and

3. interactive lectures focused on self-learning.

Vertical Lists with Subdivided Items: If the requirement is

for an elaborate vertical list that resembles an outline,
numbers or letters can be used to provide a more
logical order. For example:

The following topics will be included for the interview:

1. History
2. Geography
3. Mathematics
4. Social Science
5. Cultural Studies
6. Photography
Creating narrative "turns"

An interesting plot requires twists and turns to keep the

audience hooked. However, thinking of or writing these
twists is much harder than reading or seeing them in
movies. Several strategies need to be considered while
developing a twist in the plot.

1. Approach your story as a reader

o While creating a plot, it is advisable for the

writer to constantly put themselves in the

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 reader's shoes and imagine what their
reaction would be upon revealing the twist.

o Additionally, to combat obviousness in the

plot, it is recommended to imagine the
complete opposite of every twist or turn
that the writer has conceived.

o Suppose the story starts to lean obviously in

the direction of a specific outcome. In that
case, it is advisable to steer it in the absolute
opposite direction and see what happens.

2. Use subtle misdirection

Direct the audience's attention subtly away from

a possible plot track. It will surprise them when the
writer reveals the plot twist.

There are many tools you can use to achieve

misdirection, including:

o Red herrings: Place fake clues or information

intended to guide the audience in the
wrong direction.

o Dead ends: Strongly dismiss the ending that

the audience expects.

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 o Misguided attention: Cautiously drop
genuine hints or signs in scenes where the
audience is less likely to pay attention.

3. Employ even subtler foreshadowing

Foreshadowing is an essential component that

precedes any superior plot twist. It includes
dropping exceptionally subtle signs that hint at
the twist to come.

4. Allow the characters to create the plot twists

Avoid trying to deliberately produce plot twists

and allow the characters to direct the story
instead. Freewriting, which consists of letting go of
one's thoughts and reservations and merely
allowing the words to flow freely, may be
employed in this case.

5. Ensure your twist is believable and necessary

If a plot twist is outlandish, it will not make much

sense, leading to the readers' disappointment.
Thus, the writer must ensure that the twist is
believable, no matter how sudden, shocking, or
unexpected it may be.

6. Mask a twist in the plot inside another twist

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 This process involves conveying a twist in the plot
that the audience will think is THE twist. However,
back it up with an even more remarkable twist.
The audience will not expect another deep-
seated revelation immediately after the first twist.

7. Develop a subplot with more weight than the

audience thinks

Subplots that sit nicely alongside the main plot

provide curiosity, distraction, disagreement, and
character development. This builds an attractive
avenue for plot twists!

8. Develop a plot with an unexpected ending

Avoid always producing a happy ending. Not all

characters need to live and flourish, and the hero
or heroine may not always save the day. In fact,
trying the opposite may work, as it may go against
the audience's expectations.

9. Maintain the pace even after a plot twist

Only building up to a plot twist is not enough. The

narrative after the revelation of the twist is equally
important for maintaining the audience's interest.
If the plot flattens after the twist, it will be
disappointing for the readers.
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33
 10. Test the plot twists with beta readers

Test the plot twists with actual (beta) readers. Take

their feedback, observe their reactions, and make
improvements accordingly.

Making the piece read well

It is the responsibility of the author to make the narrative

read well. This means minimizing errors in the piece while
effectively creating twists and turns that hook the
audience. Additionally, proper facts and references
must be included. Making the piece read well means
two things: (1) it should appear as if the article has been
edited and proofread thoroughly, with no mistakes and
smooth storyline transitions, and (2) it should seem as if
the writer has read the facts and ideas carefully before
incorporating them into the story.

Clearing up the clutter

Some points to consider to avoid cluttering in the written

piece are given below:

1. Sketch your content.

2. Avoid or remove jargon.

3. Keep it simple and concise.

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 4. Shorten sentences or divide longer sentences into
two.

5. Avoid unnecessary verbiage.

6. Employ contractions.

7. Avoid or remove extra punctuation.

8. Use the active voice.

9. Avoid redundancies.

10. Have the piece proofread by someone.

11. Tidy up the content.

Arranging paragraphs

A paragraph is a collection of correlated sentences

that maintain one main thought. A paragraph generally
consists of three parts:

1. The topic sentence,

2. Body sentences, and

3. The concluding or bridge sentence, which links to

the next paragraph or section.

Although there are many ways to organize paragraphs,

some are given below:

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 1. Narrative: Write the story chronologically from
start to finish.

2. Descriptive: Provide precise information regarding

an object or feeling. Arrange by appearance or
theme.

3. Process: Step by step, provide details on how

something works. Maintain a sequence—first,
second, third.

4. Classification: Divide into sections or provide

details on the different parts of a subject.

5. Illustrative: Provide examples and explain how

those examples reinforce the point made in the
piece.

Creating a jazzy intro

It always pays to make the written piece colorful and

exciting, starting with the introduction. Some strategies
to adopt are:

1. Start with a warm and personal voice that

appeals to the human nature of readers.

2. To create a jazzy intro, do not cross the line toward

Kindergarten cheerfulness.

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 3. Avoid excessive use of widely known acronyms
like BFF, BTW, etc.

4. Make it vivid with richness, texture, storytelling,

analogies, color, and metaphors.

5. Avoid Fancy Nancyism. Keep word choices plain

and straightforward; for example, instead of
saying, "Do you have a penchant for traveling?"
use "liking."

6. For a real-time connection with readers, discuss

ongoing problems and insecurities—a little
vulnerability is okay.

7. Do not cross the line from vulnerable to a train

wreck.

Creating a snazzy ending

Although the ending of a plot can be an agonizing and

exasperating experience, everyone wants the ideal
conclusion that balances the plot and fulfills the story's
point. A few ideas related to this are:

1. A neatly packaged resolved ending—where

there are no speculations or doubts to be raised.

2. The unresolved ending is the opposite of a

resolved ending, where the plot is left unfinished

37
 and the story arcs are unclear based on the
script's information. This encourages readers to
use their own imagination to create an ending of
their own.

3. The implied ending—the conclusion is not stated

explicitly in the piece. This is achieved by
withholding information or presenting multiple
justifications to allow the reader to make their own
decisions.

4. A twist in the story's tail—the ending catches

readers by surprise with a completely unexpected
turn of events.

5. Tie-back—a plot created in this way will start and

finish in the same manner. The end is revealed first
before the writer describes the details of how that
ending came to be.

Making the narrative more evocative

To make the write-up more evocative, the narrator

often assigns subjective impressions (human-like)
meaning to objects or areas with dramatic metaphors
to illustrate the idea or experience. The specific points
to remember during evocative narration are:

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 1. Cautiously decide on the instances and moments
for evocative narration. Evocative narration is not
always suitable for every instance in a story or for
every story.

2. Reinforce the narration with substance (more

substance will reduce any over-hype created
through evocative narration).

3. Strong imagery is essential. Raw metaphorical

imagery will create a more evocative narration.

4. Search for opportunities to show what was

emphasized in the evocative telling.

Correctly introducing every person and entity

Everyone remembers a well-written character. Hence,

introducing a character is very important for a written
piece. Suggestions for introducing characters
effectively are given below:

1. Do not get carried away by physical appearance

alone; focus on personality and actions.

2. Attach a specific unforgettable trait to the

character that offers insights into their personality,
e.g., a character who sleeps facing the door. In
this case, the audience may infer that the
character is used to being in danger.
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 3. A backstory for a character is essential. This
reinforces the audience's belief in the character.

4. Whenever the audience sees a character in

action (doing either routine tasks or interacting
with the external world), it gives the readers a
sense of who they are.

5. Immediately introduce the main characters or

protagonists so that the readers can quickly get
emotionally attached to them.

Referencing

Referencing allows writers to give due credit to the

contributions of other authors and researchers toward
their own work. Credits should be given to those from
whom ideas or techniques may be borrowed or
incorporated into the writer's piece. This way, the writer
acknowledges and shows respect for the intellectual
property owned by the contributing authors.
Additionally, referencing provides another way to
support the claims made by a writer through the works
of other published literature.

There are numerous standard styles in which referencing

can be done, e.g., APA, MLA, Vancouver, etc. Certain
publishing houses may have their own specific styles as

40
well. However, all references should at least include the
following information:

1. Name of the author(s)

2. Publication year (if possible, the exact date of

publication)

3. The full title of the reference

Additionally, the following publication-related specific

information must be provided:

1. For books - the name of the publishing house,

editor name(s), and the city of publication

2. For articles or essays - the periodical or book name

in which the article or essay appears

3. For magazine and journal articles - volume

number, issue number, and pages where the
article appears

4. For sources on the web, the URL where the source

is located.

For example:

Kashyap, S., & Datta, D. Process parameter optimization

in plastic injection molding. International Journal of

41
Plastics Technology, 19(1) (2015), 1-18. [Accessed 26th
August 2021].

42
 Presentation Edit
Checking the spelling, grammar, and
punctuation

Spelling and grammar checks are crucial as they

provide the structural information that helps the
audience's comprehension. Additionally, punctuation is
significant because it helps readers make sense of what
the writer conveys through their wording. Numerous
reasons illustrate why a careful examination of a written
piece must eliminate spelling mistakes, grammatical
errors, and incorrect punctuation. Some of them are
outlined below:

1. In most cases, the first impression is the last: One

needs to create an excellent first impression with
a professional write-up that can grab the reader's
attention immediately. Proper spelling,
punctuation, and grammar can quickly generate
confidence in readers by clarifying the ideas that
the writer wants to convey.

2. Reputation at stake: Suppliers and publishing

houses tend to trust those writers or companies
that can adequately convey their ideas and
43
 communicate effectively. Business credibility and
writing ability are at stake if one cannot avoid
these silly and basic mistakes.

3. Evade misunderstanding and miscommunication:

Inappropriate use of grammar, punctuation, and
spelling mistakes will create confusion in
adequately communicating with the audience. In
some instances, it may lead to misunderstandings.

4. Communicating effectively: Spelling mistakes,

grammatical errors, and inappropriate
punctuation hinder the audience's ability to
comprehend the author's messages properly.
Hence, the author must be meticulous about
avoiding these mistakes.

5. Avoid legal lawsuits: Grammatically incorrect

articles or write-ups may convey the wrong
messages to certain readers, which may lead
them to consider suing the author or the
publishing house. Therefore, the author and
editors must be extra careful about any
document errors before final communication.

6. Raise your business standards: Bad grammar,

sloppy spelling, and inappropriate punctuation
affect the reputation of the author, editor, and
44
 publishing company. In this age of tough
competition, authors have a very short time to
impress readers. Poor grammar and sloppy
mistakes can cause the audience to lose interest
in the article.

7. Increase productivity: Most companies that have

written guidelines or documents to instruct their
employees must avoid any grammatical or
spelling errors to accurately portray their image
and message regarding the workings of the
company.

Spelling and grammar checks in writing software may

be employed to a certain extent to correct the
document. However, complete dependence on this
software should be avoided, as they sometimes cannot
differentiate between the correct and incorrect words
to be used in a sentence, e.g., 'there' instead of 'their.'
Hence, meticulous proofreading is essential for every
document.

Replacing Jargon with Simple Words

The use of complicated language in a document to

impress the audience is termed jargon. Writers and
editors are advised to make their write-up as clear as
possible so that readers can easily comprehend the
45
author's message. However, the writer must use all the
technical terms required for the article and avoid any
unnecessary bombastic words. For example,
“Interferential therapy is useful in curing shoulder pain
due to problems in the nerve.” Here, "Interferential
therapy" is the technical term that must be used in the
document. However, the same sentence, if written as
“Interferential therapy is mandatory in healing
neurogenic ache emanating from the nerve endings,”
can lead to jargon.

Matching the title

A matching title appropriate to the article or write-up is

paramount to the argument that develops in the
narrative. It helps convince readers about the topic and
developments in the story. A strong title also indicates to
the reader or examiner whether the question they were
searching for has been answered. Additionally, one of
the main aims of a title is to grab readers' attention and
make them curious about the main idea behind the
story or article. Since the title enjoys a privileged position
in the write-up (at the top of the document in bold
letters), it is essential that it expresses the author's
message clearly and articulates the argument
conveyed through the narration correctly.

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Fixing inconsistencies

Inconsistencies in the article or story are one of the main

reasons why readers are suddenly drawn out of an
intriguing storyline. For example, if the narration of the
story is taking place in a particular city until a certain
point, and suddenly in the middle of the story the author
mentions a place in another city, the reader will be
abruptly taken out of the story due to this inconsistency.
The reader may lose interest, become confused, or form
a negative impression of the author and the story due
to this mistake.

Additionally, inconsistencies due to hyphenation (e.g.,

long term and long-term) and capitalization (e.g.,
Viking and viking) should also be considered and
rectified. Another inconsistency arises from mixing
straight quotation marks with curly quotation marks
when writing quotations. In many cases, an additional
inconsistency occurs when some words are used in
italics, while the same words are not italicized in other
places.

Although many software programs are available to

detect these issues, proper manual proofreading is
essential to avoid inconsistencies.

Addressing trip-ups- read the content out loud

47
Most individuals are more adept at listening to and
speaking a particular language than they are at
reading or editing. Thus, it is advisable for writers to have
someone read the narration aloud once they have
prepared the draft. In this way, the brain registers
certain information and notices discrepancies that the
writer can later rectify. Additionally, by listening to the
storyline being read aloud, the author can judge
whether the various plots in the narrative are ordered
according to the story's requirements to generate
maximum curiosity and intrigue among the audience.
Moreover, readers require a smooth transition from one
subplot to the next. Reading the script aloud also helps
the author assess these transitions. Most importantly,
spelling mistakes, grammatical errors, sentence
fragments, and copy-paste errors may be noticed
during this process.

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 IT Skills

Tracking changes
It is important to keep track of the numerous changes made
to the original draft by different reviewers to notice the
developments in the write-up and understand the changes
made to the document over time through different
arguments. Writing and editing software such as MS Word or
Adobe Acrobat contains a function called "Track Changes,"
which permits the author to keep a record of the changes
made to a document. These amendments, made by
different reviewers, are recorded in the document through
this function. The author can later manage these changes
(accept, reject, or edit) based on his or her judgment.
Whenever the "Track Changes" function is ON and any
editing is made, it will appear as colored markup. If text is
deleted, it will be crossed out instead of disappearing. If any
additions are made to the text, they will appear underlined.
This allows the reviewer or author to see the changes that
have been made to the document.

Additionally, the 'comments' function is also present, which

appears as balloons outside the margins for creating notes
and annotations at any point in the write-up. Comments
from the author or reviewer may be inserted in these
balloons, and they appear at any point in the document

49
wherever required. The comments may be added, edited,
or deleted based on the requirements of the reviewer or
author.

Useful editing and proofreading software and websites

The following is a list of various software that may be used as
editing and proofreading tools.

1. ProWritingAid
a. Grammar checks
b. Spelling error correction
c. Real-time editing

2. Paperrater
a. Grammar check
b. Plagiarism detection
c. Reporting & statistics
d. Spell check
e. Text editor

3. Typely
a. Punctuation check
b. Reporting & statistics
c. Spell check
d. Style check
e. Text editor

4. Grammarly
a. Grammar check
b. Plagiarism detection
50
 c. Reporting & statistics
d. Text editor
e. Spell check
f. Style check
g. Punctuation check

5. Proofreading Tool
a. Grammar check
b. Punctuation check
c. Spell check
d. Text editor

6. Wordy
a. Grammar check
b. Punctuation check
c. Plagiarism check
d. Text editor
e. Spell check
f. Slick Write

7. Ginger Software

8. Proofread Bot

9. Linguix

10. PolishMyWriting

51
Choosing Editing and Proofreading
as Career
Proofreading best practices

 Specific strategies have to be employed to

effectively proofread a document. They
are:
 Proofread backwards, starting from the end
of the document and moving toward the
beginning. Some superficial errors may be
noticed this way by not focusing on the
meaning of the article.
 Start reading the document by placing a
ruler under each line. This way, the eyes will
be able to focus on a manageable amount
of text.
 The author should look for mistakes that they
tend to make repeatedly. The same types
of errors should be looked for in the current
document.
 Search for one kind of mistake at a time.
Once done, search again for the next type
of mistake.

52
 Let the document sit or incubate for a
certain period, i.e., a day or two. There
should be a gap between writing and
proofreading.
 Find out when a particular person is most
alert during the day and proofread at that
time.
 Read aloud while proofreading. This will
help notice errors related to the ordering of
ideas, transitions between subplots, and
even grammar and punctuation errors.
 Have multiple reviewers (some from the
same domain and some from other
domains) review the document. This helps in
noticing errors, detecting sentences lacking
clarity, avoiding jargon, and, most
importantly, identifying sloppy errors.
 Proofread through the document multiple
times, searching for spelling mistakes,
grammatical errors, and inappropriate
punctuation.
 Use software that facilitates spell checks,
grammar checks, punctuation checks, and

53
 even plagiarism checks. However, do not
be entirely dependent on the software.
 Seek assistance from grammar and
punctuation handbooks if unsure about a
certain case or sentence.
Finding clients

Numerous web services are available nowadays,

offering proofreading and editing services for web
content, eBooks, papers, books, novels, articles,
and magazines. These services can also check
spelling, grammar, and punctuation in addition to
editing and proofreading any document. In
addition to direct contact with editing and
proofreading individuals or firms, web services such
as Fiverr, Upwork, and Scribendi also provide these
services. It should be duly noted that a professional
proofreader or copyeditor may not be as familiar
with the specific domain discussed in the
document. Hence, a misrepresentation of ideas
during editing can be a costly error in the final
document.
Marketing yourself

54
To be successful as writers, editors, or proofreaders,
individuals must read as much content as possible
that has been edited or proofread by them. In
today's world, this is achieved through marketing
and advertising. Marketing oneself is paramount to
one’s success, especially in this field. Marketing can
be done through the numerous social media
platforms available today, such as Facebook,
LinkedIn, and Instagram. Individuals can post
various write-ups or prologues to a storyline on these
social media platforms so that their friends and
acquaintances can read and share them with
others for maximum publicity. YouTube content
may also be developed for advertising and
marketing if applicable.

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