Here are some general tips and guidelines to follow when proof-reading and editing technical documents. The information is sourced from The Canadian Press Stylebook and The Chicago Manual of Style. Canadian spellings are used as laid out in The Canadian Oxford Dictionary. This information is intended to be used when writing technical documents like white papers, instruction manuals, user guides, technical descriptions, etc.
You can still make use of most of this information if you are not a technical writer, however, as it is still useful for all types of writers.
Structure
Revise the structure of your document. Start at the beginning of your document and slowly work your way through the text looking for the following:
- Ensure that there is a clear and easy to follow thesis.
- Is there a smooth flow? Do sentences and key points build off of each other?
- Are the paragraphs consistent in their length, structure, theme, and font?
Style and mechanics
- Is a consistent style used throughout?
- When tables or charts are used are they consistent in their layout?
- Ensure that active voice and proper tones are used.
- Ensure that there are an adequate amount of quotations of appropriate length, but be sure not to include too many or too few.
Formatting and layout
- Look for proper and consistent spacing between sentences and paragraphs.
- Consistent use of the same headings, fonts, and styles.
- Include line breaks and page breaks where appropriate.
Language and spelling
- Make sure the correct dictionary is being used. For example, if writing for a Canadian audience use a Canadian dictionary; if writing for an American audience use an American version.
- Check for parallel sentence structure.
- Check for grammatical errors.
- Make sure that proper subject/noun agreements are in effect.
- Make sure that proper punctuation is used.
Accuracy of information
- Use the appropriate citation style for specific type of documentation.
- Check for consistency.
- Double check statistical information for validity.
- Double check sources and references for validity.
- Check for any contradictions in the text and fix them.
Comprehensive edit
- Do a final check for coherence and readability.
- Make sure that all errors have been fixed.
- Make sure that ideas are well articulated and thoughts are concise.
- Get a peer to look over your work, get them to use your checklist (this checklist).
- Look over your work one more time after your peer has looked it over to ensure that they did a good editing job, making sure that all the information you need is still there.
Oliver Bush - Bachelor of Arts in Communication Studies. Currently studying to become a Technical Communicator/Writer
