After the first version is complete, look at it again. You change sentences, paragraphs, orders, etc. You do this until you are satisfied with the end product, if time permits. You can use functions in Word, ask for help from others, write an outline or use a checklist. The latest version is the version that you submit to the teacher or that you give to your boss.
- What is Revision?
- Functions in Word for review
- Revision by others
- Revision with a formal outline
- Overhaul with a checklist
- For the latest version
What is revision?
After the completion of the first rough draft, let it settle for a day or two. You will return to your writing after this period to improve it. Revision involves checking not only spelling and punctuation, but also sentence flow, paragraph order, structure, etc. Check that your main idea is appropriate and that all information is presented in a logical manner. Try to look at your writing with fresh eyes, because what is clear to you may need more explanation for the reader. The purpose of revision is to rewrite to a new version. It is wise to print every version, because it is more difficult to revise on the computer than on paper. Make sure your print leaves enough space for written comments by leaving double or triple the space between sentences.
Functions in Word for review
Microsoft Word has three useful functions for writers. The first keeps track of changes. To do this, go to ?? extra ?? and click on “track changes”. If you delete or move something, the program will display it in a different color. Deleted text will be shown crossed out and added text will be underlined. With a right click you can accept changes or delete them completely. This feature is especially useful if you want to see what changes you are making at the word and sentence level.
The second function is to compare two versions. You can open two documents side by side and compare yourself or merge two documents and let the computer mark changes. For the latter option, go to ?? extra ?? and choose “merge documents”. This function is especially useful if you want to compare global changes.
The third function is useful for peer review or your supervisor / boss. You can add comments in the document. If multiple people comment, it will appear in different colors and with different initials. Select the text you want to comment on, go to insert ?? and choose “comment”.
Revision by others
It is very useful if you can let someone else read your work without further consequences. Peer review means that your peers (peers) evaluate your writing. You now have a real audience and you can view other people’s work too. Your supervisor or boss may also have time to comment on your versions. A third possibility are writing centers that are connected to the university or college.
If correction symbols are used, make sure you know what they mean. In addition to corrections for errors, you will also receive suggestions for improvement of, for example, transitions, order, examples, etc. If you have the opportunity for one-on-one conversations, grab it with both hands. You can then talk to the reviewer about the comments given. Make an appointment and stick to it. Try to prepare a list of questions and bring all versions. Before the meeting, review all the comments and your work so you know what it will be about. Make notes during the meeting so that you don’t forget anything. You are not supposed to be silent all the time; shows an active attitude.
If you comment on someone else’s work yourself, you can use the following questions as a guide.
- What’s the subject? Does the subject meet the conditions of the assignment?
- What is the main idea? Is the main idea clearly articulated? If not, how can that be improved?
- Does the layout make sense? Are the paragraphs in an appropriate order?
- Which ideas support the main idea? Is there a paragraph for each of these ideas?
- Is essential information missing? Are there parts that need more elaboration? Is there irrelevant information? If so, suggest removal.
- Can you provide ideas or examples from your own reading, observation or experience that improve the essay?
- Can you follow the writer’s thoughts? If not, can improved transitions between sentences or paragraphs help? Where is the transition needed?
- Is the introduction interesting? Is a different opening strategy more effective?
- Does the conclusion provide closure? Is a different conclusion strategy more effective?
- Are things unclear or confusing?
- What is the biggest plus?
- What’s the biggest drawback?
Although you look for weaknesses, you don’t have to burn someone down. Always try to make positive comments as well. If you improve something, don’t sound like a commander but make a friendly suggestion.
Revision with a formal outline
Particularly for the overall structure it can be useful to make a formal outline of your writing (see step 4). You will then immediately see which things are in the wrong place or which are not applicable. You can also see which points are more important than others.
Overhaul with a checklist
The checklist below includes both general and more specific parts of the writing. This makes it easier to critically examine your own work.
The whole product
- Is the goal clear?
- Has the audience been taken into account?
- Is the thesis and support logical?
- Does every paragraph in the body support the thesis?
- Is the main idea clearly and clearly articulated?
- Have you covered everything your thesis promises?
- Are the ideas organized logically?
- Is another order possible that better suits your goal?
Sections
- Does each paragraph cover one main idea?
- Is the main idea clearly formulated and related to the main idea of the entire text?
- Is each paragraph organized logically and clearly?
- Are the relationships between the sentences clear?
- Are the paragraphs sufficiently developed?
- Is the introduction interesting?
- Does the introduction prepare the readers sufficiently?
- Are the paragraphs arranged according to known patterns?
- Are there transition paragraphs where necessary?
- Is there a summary of main points in the conclusion?
Phrases
- Did you use the correct sentence structure?
- Are there no sudden changes in time, active / passive, person or number?
- Do all sentences make sense?
- Is there variation between short and long sentences?
- Are sentences combined when the ideas are closely related?
- Is the word order powerful?
- Is the main idea of the sentence first?
- Have you used parallelism and repetition?
- Are the sentences balanced?
- Have all unnecessary words been removed?
- Has all unnecessary repetition been removed?
- Aren’t the sentences too long?
Words
- Is the word usage appropriate for your purpose and audience?
- Do your words have unintended associations?
- Are the chosen words specific, concrete and can only be explained?
- Have you removed jargon, neologisms, grandiloquent language, clichés and offensive language?
For the latest version
The overhaul process continues for as long as necessary. If you are happy with all the elements, that is your latest version. Print this out and check the following points a very last time.
Grammar
- Is the verb correct for person and number?
- Did you use the correct personal pronouns?
- Are all verb tenses correct?
- Is the time correct and logical?
- Is the use of active and passive correct and logical?
- Is every personal pronoun in the correct case (he vs. him)?
- Is it clear and without a doubt who the personal pronouns refer to?
- Are the adjectives and adverbs correct?
Punctuation
- Is the punctuation correct at the end of each sentence?
- Have the commas been used correctly?
- Are the semicolons used correctly?
- Have the apostrophes been used correctly?
- Are the quotation marks used where appropriate?
- Were the quotes used correctly with the other punctuation?
- Is all other punctuation – colons, dashes, parentheses, square brackets, slashes, etc. – correct?
Spelling
- Are all words spelled correctly?
Mechanism
- Are capital letters used where necessary?
- Is the use of italics correct?
- Are the hyphens or hyphens in the correct place?
- Are all abbreviations correct?
- Have the numbers or written numbers been used correctly?
There are several ways to check. You can read everything out loud so that you can hear if it sounds right. You can also ask someone else to read it out loud to you. If you’d rather not make a sound, read word for word while keeping track of where you are with your finger or a pen. A last option is to start at the end with the last sentence and work forward.