8 Steps Proofreading System

8 Steps Proofreading System

1) THE ALAN CLARKE EAGLE EYE

This is the first stage of our proofreading system. This is a full document sweep. Get a ‘feel’ for the document.
The idea is to find as many obvious mistakes on a first look. Competition with a second proofreader encouraged!

2) THE RULER

Use a ruler to isolate each line separately, work systematically down the page. Each line gets a forensic check. General checking – nothing specific.

3 ) READ DOCUMENT ALOUD – FORWARDS & BACKWARDS

Reading aloud avoids any eye/brain skips. 
Reading to a second proofreader is even better.
Carefully say every word aloud – actively point your red pen at each one. 

4 ) NATURAL READER SOFTWARE

Listen to the document read by a different voice. Listen out for tenses.
Listen out for ‘double words’, pronoun usage, omissions. Listen. 

5 ) ‘CHEAT SHEET’ COMMON ERROR CHECK

Use the FIND FUNCTION to check for the most common errors. 
This is the last of the manual checks we will make, except step 8.

6 ) GRAMMARLY CHECK

We will set up this proofreading software to conduct a number of checks. All flags must be checked manually.

7 ) PERFECTIT / GINGER CHECK

Proofreading software. Great for sweeps of large documents for common errors. Always check any flags manually. Watch out for homophones and homonyms.

8 ) FINAL CHECK – “double proof” system

If in doubt, L O O K  I T  U P !!!
Dictionary, Style Guides. 
QA by 2nd editor.


Effective Techniques

1) FRESH EYES

Leave the document to the next day. Allow 24 hours between first and second passes. 

2) STAND UP!

Simply standing up when you proofread can make you more alert.

3) TEXT TO SPEECH

NaturalReader software  – Listen out for errors.

4) PRINT OUT DOCUMENT TO PAPER

Old school – screens are tiring. Laser printer and lots of reds pens!

5) HIGHLIGHT ALL PUNCTUATION ON HARD COPY IN RED

Breaks the document up and ensures a high level of accuracy.
This technique is great for apostrophe usage. 

6) SCREEN PROOFREADING – ENLARGE TEXT AND CHANGE FONT

These two techniques work together to give you a fresh mental image.
Changing paragraphs to separate columns works also.


PP Cheat Sheet

Parts of Speech Refresher for Alan

2978106C 6421 479F 8DA7 6D3747109373

PROOFREADING SAMPLES: TRY THESE!

Some good practice for us all. See if you can catch all the errors in these.DOWNLOADS


Software Downloads


Downloads


UK Style Guides

OXFORD STYLE GUIDE

https://www.ox.ac.uk/sites/files/oxford/media_wysiwyg/University%20of%20Oxford%20Style%20Guide.pdf

Style guide for use with general writing in British English.

CAMBRIDGE STYLE GUIDE

https://www.cam.ac.uk/brand-resources/editorial-style-guide

MRHA STYLE GUIDE

https://books.google.com.ph/books/about/MHRA_Style_Guide.html?id=WhKubiBqh8UC&printsec=frontcover&source=kp_read_button&hl=en&redir_esc=y

Used in academic writing in the UK
Theses and dissertations written in British English 

ECONOMIST STYLE GUIDE

http://www.benjaminjameswaddell.com/wp-content/uploads/2018/08/the-economist-style-guide.pdf

BBC STYLE GUIDE

https://www.bbc.co.uk/newsstyleguide/

GUARDIAN STYLE GUIDE

https://image.guardian.co.uk/sys-files/Guardian/documents/2004/07/15/styleguidepdfjuly2004.pdf

TIMES STYLE GUIDE

I have this downloaded on my iPad. If anyone requires this, I will forward to you. (Jack) 

https://www.amazon.co.uk/s?k=times+style+guide&i=stripbooks&crid=3SU6TS7JX92FI&sprefix=Times+style%2Cstripbooks%2C259&ref=nb_sb_ss_c_2_11_ts-doa-p

TELEGRAPH STYLE GUIDE

I have this downloaded on my iPad. If anyone requires this, I will forward to you. (Jack) 

https://www.amazon.com/Daily-Telegraph-Style-Guide-ebook/dp/B0077FAZ5G

American Style Guides

CMOS STYLE GUIDE – CHICAGO MANUAL OF STYLE

https://www.chicagomanualofstyle.org/home.html

AP STYLE GUIDE – ASSOCIATED PRESS

https://www.bu.edu/com/files/2019/04/WC_apstyle.pdf

APA STYLE GUIDE – AMERICAN PSYCHOLOGICAL ASSOCIATION

https://apastyle.apa.org/products/publication-manual-7th-edition

AMA STYLE GUIDE – AMERICAN MEDICAL ASSOCIATION

https://www.lynchburg.edu/wp-content/uploads/citation-style/Guide-to-AMA-Manual-of-Style.pdfcustomers

MLA STYLE GUIDE – MODERN LANGUAGE ASSOCIATION

https://owl.purdue.edu/owl/research_and_citation/mla_style/mla_formatting_and_style_guide/mla_formatting_and_style_guide.html


Online Dictionaries

USA – MERRIAM-WEBSTER

https://www.merriam-webster.com/

OXFORD LEARNERS DICTIONARY

https://www.oxfordlearnersdictionaries.com/us/

CAMBRIDGE ONLINE DICTIONARY

https://dictionary.cambridge.org/us/dictionary/


Comprehensive Style Guide List

AUSTRALIA

General: 

Australian Government Style Manual by Digital Transformation Agency. 7th ed. 

Style Manual: For Authors, Editors and Printers by Snooks & Co for the Department of Finance and Administration. 6th ed. 

The Australian Handbook for Writers and Editors by Margaret McKenzie. 4th ed. 

The Cambridge Guide to Australian English Usage by Pam Peters of Macquarie University. 2nd ed.  The Complete Guide to English Usage for Australian Students by Margaret Ramsay. 6th ed. 

Law: 

Australian Guide to Legal Citation published by University of Melbourne Law School. 4th ed.  

Science:  

Australian manual of scientific style (AMOSS) by Biotext; illustrated by Biotext. 1st ed. 

CANADA

The Canadian Style: A Guide to Writing and Editing: by Dundurn Press in co-operation with Public Works and the Government Services Canada Translation Bureau.  

Journalism:

CP Stylebook: Guide to newspaper style in Canada maintained by the Canadian Press. The Globe and Mail Style Book. 

UNITED KINGDOM

General: 

Copy-editing: The Cambridge Handbook for Editors, Authors and Publishers Judith Butcher. 3rd ed. 1992 Cambridge. 

Fowler’s Modern English Usage. Ed. R. W. Burchfield. Rev. 3rd ed. London: Clarendon Press, 2004. 

The King’s English, by Henry Watson Fowler and Francis George Fowler. 

The Oxford Style Manual (2003 ed.). Combines The Oxford Guide to Style and The Oxford Dictionary for Writers and Editors, which concentrates on common problems. 

The Complete Plain Words, by Sir Ernest Gowers. 

Usage and Abusage, by Eric Partridge.  

Legal documents:  

(OSCOLA), by the University of Oxford Faculty of Law.  

Journalism: 

The BBC News Style Guide: by the British Broadcasting Corporation. 

The Economist Style Guide: by The Economist. 

The Guardian Style Guide: by The Guardian.. 

The Times Style and Usage Guide, by The Times.  

Computer Industry (software and hardware): 

Acorn Technical Publications Style Guide, by Acorn Computers. Provides editorial guidelines for text in RISC OS instructional publications, technical documentation, and reference information.  RISC OS Style Guide  by RISC OS Open Limited. Provides design guidelines, help and dialogue box phrasing examples for the software user interface. 

UNITED STATES

General:  

The Careful Writer, by Theodore Bernstein. 

Bryson’s Dictionary of Troublesome Words: A Writer’s Guide to Getting It Right, by Bill Bryson. 

Garner’s Modern American Usage by Bryan A. Garner. 

The Classics of Style—presents writing guidance from William Strunk, Jr., Emerson, Whitman, Poe, and other writers. 

The Associated Press Stylebook.  

The Elements of Style. By William Strunk, Jr. and E. B. White.   

Legal documents: 

The Bluebook: A Uniform System of Citation. Jointly, by the Harvard Law Review, Yale Law Journal, Columbia Law Review, and Penn Law Review. 

ALWD Guide to Legal Citation, formerly ALWD Citation Manual, by the Association of Legal Writing Directors. 

New York Style Manual: The Tanbook, by the New York State Reporter. 

Academic papers: 

The Chicago Manual of Style, Chicago: University of Chicago Press. 

A Manual for Writers of Research Papers, Theses, and Dissertations, Chicago Style for Students and Researchers, by Kate L. Turabian. 

MLA Handbook for Writers of Research Papers, by Joseph Gibaldi.

Publication Manual of the American Psychological Association, by the American Psychological Association (APA).  

Journalism: 

The Associated Press Stylebook. 

The New York Times Manual of Style and Usage. By Allan M. Siegal and William G. Connolly. 

The Wall Street Journal Guide to Business Style and Usage, by Ronald J. Alsop and the Staff of the Wall Street Journal. 

The BuzzFeed Style Guide: by Emmy Favilla and Megan Paolone.  

Electronic publishing:  

The Columbia Guide to Online Style, by Janice Walker and Todd Taylor. 

Web Style Guide: Basic Design Principles for Creating Web Sites, by Patrick J. Lynch and Sarah Horton. 

The Associated Press Stylebook 

Business: 

The Associated Press Stylebook. 

The Business Style Handbook, An A-to-Z Guide for Effective Writing on the Job, by Helen Cunningham and Brenda Greene.  

The Gregg Reference Manual, by William A. Sabin. 

Computer Industry (software and hardware): 

Apple Style Guide, published online by Apple Inc. Provides editorial guidelines for text in Apple instructional publications, technical documentation, reference information, training programs, and the software user interface.

DigitalOcean documentation style guide, published online by DigitalOcean.  

GNOME documentation style guide, published online by GNOME. 

Google Developer Documentation Style Guide, published online by Google. Provides a set of editorial guidelines for anyone writing developer documentation for Google-related projects. 

Mailchimp content style guide, published online by Mailchimp.  

Microsoft Writing Style Guide, published online by Microsoft Corporation. Provides a style standard for technical documentation including use of terminology, conventions, procedure, design treatments, and punctuation and grammar usage. Before 2018, Microsoft published a book, the Microsoft Manual of Style for Technical Publications. 

MongoDB documentation style guide, published by MongoDB.  

Mozilla Writing Style Guide, published online by Mozilla.  

Rackspace style guide for technical content, published online by Rackspace.  

Read Me First! A Style Guide for the Computer Industry, by Sun Technical Publications, 3rd ed., 2010.  

Red Hat style guide for technical documentation, published online by Red Hat.  

Salesforce style guide for documentation and user interface text, published online by Salesforce. 

SUSE documentation style guide, published online by SUSE.  

The IBM Style Guide: Conventions for Writers and Editors, 2011, and Developing Quality Technical Information: A Handbook for Writers and Editors, 2014, from IBM Press. 

The Splunk Style Guide, published online by Splunk. Provides a writing style reference for anyone writing or editing technical documentation. 

The Yahoo! Style Guide, 2010.   

Editorial style guides on preparing a manuscript for publication: 

The Associated Press Stylebook. 

The Chicago Manual of Style, by University of Chicago Press staff. Words into Type, by Marjorie E. Skillin, Roberta 

Academic:

The Chicago Manual of Style. The standard of the academic publishing industry including many journal publications. 

A Manual for Writers of Term Papers, Theses, and Dissertations. Published by Kate L. Turabian, the graduate school dissertation secretary at the University of Chicago from 1930 to 1958. The school required her approval for every master’s thesis and doctoral dissertation. Her stylistic rules closely follow The Chicago Manual of Style, although there are some differences. 

ACS Style Guide—for scientific papers published in journals of the American Chemical Society. 

American Medical Association Manual of Style—for medical papers published in journals of the American Medical Association. 

American Psychological Association Style Guide—for the behavioral and social sciences; published by the American Psychological Association. 

American Sociological Association Style Guide—for the social sciences; published by the American Sociological Association. 

Geoscience Reporting Guidelines—for geoscience reports in industry, academia and other disciplines.  

Handbook of Technical Writing, by Gerald J. Alred, Charles T. Brusaw, and Walter E. Oliu—for general technical writing. 

IEEE Style—used in many technical research papers, especially those relating to computer science. 

The Little Style Guide by Leonard G. Goss and Carolyn Stanford Goss—provides a distinctively religious examination of style and language for writers and editors in religion, philosophy of religion, and theology. 

MHRA Style Guide—for the arts and humanities; published by the Modern Humanities Research Association.  

MLA Style Manual, and the MLA Handbook for Writers of Research Papers—for subjects in the arts and the humanities; published by the Modern Language Association of America (MLA). 

SBL Handbook of Style—Society of Biblical Literature style manual specifically for the field of ancient 

Near Eastern, biblical, and early Christian studies. The SBL Handbook of Style includes a recommended standard format for abbreviation of Primary Sources in Ancient Near Eastern, biblical, and early Christian Studies. 

Scientific Style and Format: The CSE Manual for Authors, Editors, and Publishers—for scientific papers published by the Council of Science Editors (CSE), a group formerly known as the Council of Biology Editors (CBE).  

The Style Manual for Political Science—used by many American political science journals; published by the American Political Science Association. 

Communities:

GLAAD Media Reference Guide, 8th ed., GLAAD College Media Reference Guide, 1st ed., GLAAD Chinese Media Reference Guide, 1st ed.—published by GLAAD to encourage media outlets to use language and practices inclusive of LGBT people.  

Art: 

Association of Art Editors Style Guide. 

Instant quote & Order