V. Process and Organization
5.5 Revising and Editing
Kathryn Crowther; Lauren Curtright; Nancy Gilbert; Barbara Hall; Tracienne Ravita; Kirk Swenson; and Terri Pantuso
Revising and editing are the two tasks you undertake to significantly improve your essay. Both are very important elements of the writing process. You may think that a completed first draft means little improvement is needed. However, even experienced writers need to improve their drafts and rely on peers during revising and editing. You may know that athletes miss catches, fumble balls, or overshoot goals. Dancers forget steps, turn too slowly, or miss beats. For both athletes and dancers, the more they practice, the stronger their performance will become. Web designers seek better images, a more clever design, or a more appealing background for their web pages. Writing has the same capacity to profit from improvement and revision.
Understanding the Purpose of Revising and Editing
Revising and editing allow you to examine two important aspects of your writing separately so that you can give each task your undivided attention.
- When you revise, you take a second look at your ideas. You might add, cut, move, or change information in order to make your ideas clearer, more accurate, more interesting, or more convincing.
- When you edit, you take a second look at how you expressed your ideas. You add or change words. You fix any problems in grammar, punctuation, and sentence structure. You improve your writing style. You make your essay into a polished, mature piece of writing, the end product of your best efforts.
Here are some strategies that writers have developed to look at their first drafts from a fresh perspective. Try them over the course of this semester; then keep using the ones that bring results.
- Take a break. You are proud of what you wrote, but you might be too close to it to make changes. Set aside your writing for a few hours or even a day until you can look at it objectively.
- Ask someone you trust for feedback and constructive criticism.
- Use the resources that your college provides. Find out where your school’s writing lab is located and ask about the assistance they provide online and in person.
- Pretend you are one of your readers. Are you satisfied or dissatisfied? Why? Many people hear the words critic, critical, and criticism and pick up only negative vibes that provoke feelings that make them blush, grumble, or shout. However, as a writer and a thinker, you need to learn to be critical of yourself in a positive way and have high expectations for your work. You also need to train your eye and trust your ability to fix what needs fixing. For this, you need to teach yourself where to look.
When you reread your writing to find revisions to make, look for each type of problem in a separate sweep. Read it straight through once to locate any problems with unity.
Read it straight through a second time to find problems with coherence. You may follow this same practice during many stages of the writing process.
Creating Unity and Coherence
Following your outline closely offers you a reasonable guarantee that your writing will stay on purpose and not drift away from the controlling idea. However, when writers are rushed, are tired, or cannot find the right words, their writing may become less than they want it to be. Their writing may no longer be clear and concise, and they may be adding information that is not needed to develop the main idea.
When a piece of writing has unity, all the ideas in each paragraph and in the entire essay clearly belong and are arranged in an order that makes logical sense. When the writing has coherence, the ideas flow smoothly. The wording clearly indicates how one idea leads to another within a paragraph and from paragraph to paragraph.
Reading your writing aloud will often help you find problems with unity and coherence. Listen for the clarity and flow of your ideas. Identify places where you find yourself confused, and write a note to yourself about possible fixes.
Sometimes writers get caught up in the moment and cannot resist a good . Even though you might enjoy such detours when you chat with friends, unplanned digressions usually harm a piece of writing.
Mariah stayed close to her outline when she drafted the three body paragraphs of her essay she tentatively titled “Digital Technology: The Newest and the Best at What Price?” But a recent shopping trip for an HDTV upset her enough that she digressed from the main topic of her third paragraph and included comments about the sales staff at the electronics store she visited. When she revised her essay, she deleted the off- topic sentences that affected the unity of the paragraph. Read the following paragraph twice, the first time without Mariah’s changes, and the second time with them.
Nothing is more confusing to me than choosing among televisions. It confuses lots of people who want a new high-definition digital television (HDTV) with a large screen to watch sports and DVDs on.
You could listen to the guys in the electronics store, but word has it they know little more than you do. They want to sell you what they have in stock, not what best fits your needs. You face decisions you never had to make with the old, bulky picture-tube televisions. Screen resolution means the number of horizontal scan lines the screen can show. This resolution is often 1080p, or full HD, or 768p. The trouble is that if you have a smaller screen, 32 inches or 37 inches, you won’t be able to tell the difference with the naked eye. The 1080p televisions cost more, though, so those are what the salespeople want you to buy. They get bigger commissions. The other important decision you face as you walk around the sales floor is whether to get a plasma screen or an LCD screen. Now here the salespeople may finally give you decent info. Plasma flat-panel television screens can be much larger in diameter than their LCD rivals. Plasma screens show decent lacks and can be viewed at a wider angle than current LCD screens. But be careful and tell the salesperson you have budget constraints. Large flat-panel plasma screens are much more expensive than flat-screen LCD models. Don’t let someone make you buy more television than you need!
Careful writers use transitions to clarify how the ideas in their sentences and paragraphs are related. These words and phrases help the writing flow smoothly. Adding transitions is not the only way to improve coherence, but they are often useful and give a mature feel to your essay. The Table of Common Transitional Words and Phrases (table 5.3.1) groups many common transitions according to their purpose.
Being Clear and Concise
Some writers are very methodical and painstaking when they write a first draft. Other writers unleash a lot of words in order to get out all that they feel they need to say. Do either of these composing styles match your style? Or is your composing style somewhere in between? No matter which description best fits you, the first draft of almost every piece of writing, no matter its author, can be made clearer and more concise. If you have a tendency to write too much, you will need to look for unnecessary words. If you have a tendency to be vague or imprecise in your wording, you will need to find specific words to replace any overly general language.
Sometimes writers use too many words when fewer words will appeal more to their audience and better fit their purpose. Eliminating wordiness helps all readers because it makes your ideas clear, direct, and straightforward. Here are some common examples of wordiness to look for in your draft.
- Sentences that begin with There is or There are.
Wordy: There are two major experiments that the Biology Department sponsors.
Revised: The Biology Department sponsors two major experiments.
- Sentences with unnecessary modifiers.
Wordy: Two extremely famous and well-known consumer advocates spoke eloquently in favor of the proposed important legislation.
Revised: Two well-known consumer advocates spoke in favor of the proposed legislation.
- Sentences with deadwood phrases that add little to the meaning. Be selective when you use phrases such as in terms of, with a mind to, on the subject of, as to whether or not, more or less, as far as ___ is concerned, and similar expressions. You can usually find a more straightforward way to state your point.
Wordy: As a world leader in the field of green technology, the company plans to focus its efforts in the area of geothermal energy. A report as to whether or not to use geysers as an energy source is in the process of preparation.
Revised: As a world leader in green technology, the company plans to focus on geothermal energy. A report about using geysers as an energy source is in preparation.
- Sentences in the passive voice or with forms of the verb to be. Sentences with passive-voice verbs often create confusion, because the subject of the sentence does not perform an action. Sentences are clearer when the subject of the sentence performs the action and is followed by a strong verb. Use strong, active-voice verbs in place of forms of to be, which can lead to wordiness. Avoid passive voice when you can.
Wordy: It might perhaps be said that using a GPS device is something that is a benefit to drivers who have a poor sense of direction.
Revised: Using a GPS device benefits drivers who have a poor sense of direction.
- Sentences with constructions that can be shortened.
Wordy: The ebook reader, which is a recent invention, may become as commonplace as the cell phone. My over-sixty uncle bought an ebook reader, and his wife bought an ebook reader, too.
Revised: The ebook reader, a recent invention, may become as commonplace as the cell phone. My over-sixty uncle and his wife both bought ebook readers.
Choosing Specific, Appropriate Words
Most college essays should be written in formal English, suitable for an academic situation. Follow these principles to be sure that your word choice is appropriate.
- Avoid slang. Find alternatives to words that only a certain demographic would understand.
- Avoid language that is overly casual. Write about “men and women” rather than “girls and guys” unless you are trying to create a specific effect. A formal tone calls for formal language.
- Avoid contractions. Use do not in place of don’t, I am in place of I’m, have not in place of haven’t, and so on. Contractions are considered casual speech.
- Avoid clichés. Overused expressions such as green with envy, face the music, better late than never, and similar expressions are empty of meaning and may not appeal to your audience.
- Be careful when you use words that sound alike but have different meanings. Some examples are allusion/illusion, complement/compliment, council/counsel, concurrent/consecutive, founder/flounder, and their/there/they’re. When in doubt, check a dictionary.
- Choose words with the you want. Choosing a word for its connotations is as important in formal essay writing as it is in all kinds of writing. Compare the positive connotations of the word proud and the negative connotations of arrogant and conceited.
- Use specific words rather than overly general words.
Find synonyms for thing, people, nice, good, bad, interesting, and other vague words. Or use specific details to make your exact meaning clear.
Now read the revisions Mariah made to make her third paragraph clearer and more concise. She has already incorporated the changes she made to improve unity and coherence.
Finally, nothing ^ confuses buyers more than purchasing
is more confusing to me than choosing among televisions. It confuses lots of people who want a new high-definition digital television (HDTV) , with a large screen to watch sports and DVDs on. ^ and with There’s a good reason. for this confusion. You face decisions you never had to make with the old, bulky picture-tube televisions. The first big decision is ^ involves screen resolution, you want. ^ which Screen resolution means the number of horizontal scan lines the screen can show. This resolution is often 1080p, or full HD, or ^ as 768p. The trouble is that ^ on if you have a smaller screen, 32-inch or 37-inch diagonal, ^ screen, viewers will not you won’t be able to tell the difference ^ between them with the naked eye. The other important decision you face as you walk around the sales floor is whether to get a plasma screen or an LCD screen. Along with the choice of display type, a further decision buyers face is screen size and features. Plasma flat-panel television screens can be much larger in diameter than their LCD rivals. Plasma screens show truer ^ deeper blacks and can be viewed at a wider angle than current LCD screens. However, large flat-panel plasma screens are much more expensive than flat-screen LCD models. ^ Only after buyers are totally certain they know what they want should they open their wallets. Don’t buy more television than you need!
Completing a Peer Review
After working so closely with a piece of writing, writers often need to step back and ask for a more reader. What writers most need is feedback from readers who can respond only to the words on the page. When they are ready, writers show their drafts to someone they respect and who can give an honest response about its strengths and weaknesses.
You, too, can ask a peer to read your draft when it is ready. After evaluating the feedback and assessing what is most helpful, the reader’s feedback will help you when you revise your draft. This process is called peer review. You can work with a partner in your class and identify specific ways to strengthen each other’s essays. Although you may be uncomfortable sharing your writing at first, remember that each writer is working toward the same goal: a final draft that fits the audience and the purpose. Maintaining a positive attitude when providing feedback will put you and your partner at ease.
Using Feedback Objectively
The purpose of peer feedback is to receive constructive criticism of your essay. Your peer reviewer is your first real audience, and you have the opportunity to learn what confuses and delights a reader so that you can improve your work before sharing the final draft with a wider audience (or your intended audience). It may not be necessary to incorporate every recommendation your peer reviewer makes. However, if you start to observe a pattern in the responses you receive from peer reviewers, you might want to take that feedback into consideration in future assignments. For example, if you read consistent comments about a need for more research, then you may want to consider including more research in future assignments.
Using Feedback from Multiple Sources
You might get feedback from more than one reader as you share different stages of your revised draft. In this situation, you may receive feedback from readers who do not understand the assignment or who lack your involvement with and enthusiasm for it. You need to evaluate the responses you receive according to two important criteria:
- Determine if the feedback supports the purpose of the assignment.
- Determine if the suggested revisions are appropriate to the audience. Then, using these standards, accept or reject revision feedback.
Editing Your Draft
If you have been incorporating each set of revisions as Mariah has, you have produced multiple drafts of your writing. So far, all your changes have been content changes. Perhaps with the help of peer feedback, you have made sure that you sufficiently supported your ideas. You have checked for problems with unity and coherence. You have examined your essay for word choice, revising to cut unnecessary words and to replace weak wording with specific and appropriate wording.
The next step after revising the content is editing. When you edit, you examine the surface features of your text. You examine your spelling, grammar, usage, and punctuation. You also make sure you use the proper format when creating your finished assignment.
Editing often takes time. Budgeting time into the writing process allows you to complete additional edits after revising. Editing and proofreading your writing helps you create a finished work that represents your best efforts. Here are a few more tips to remember about your readers:
- Readers do not notice correct spelling, but they do notice misspellings.
- Readers look past your sentences to get to your ideas—unless the sentences are awkward, poorly constructed, and frustrating to read.
- Readers notice when every sentence has the same rhythm as every other sentence, with no variety.
- Readers do not cheer when you use there, their, and they’re correctly; but they notice when you do not.
- Readers will notice the care with which you handled your assignment and your attention to detail in the delivery of an error-free document.
Checklists for Editing Your Writing Grammar
- Are some sentences actually sentence fragments?
- Are some sentences run-on sentences? How can I correct them?
- Do some sentences need conjunctions between independent clauses?
- Does every verb agree with its subject?
- Is every verb in the correct tense?
- Are tense forms, especially for irregular verbs, written correctly?
- Have I used subject, object, and possessive personal pronouns correctly?
- Have I used who and whom correctly?
- Is the of every pronoun clear?
- Do all personal pronouns agree with their antecedents?
- Have I used the correct comparative and forms of adjectives and adverbs?
- Is it clear which word a participial phrase modifies, or is it a dangling modifier?
- Are all my sentences simple sentences, or do I vary my sentence structure?
- Have I chosen the best coordinating or subordinating conjunctions to join clauses?
- Have I created long, overpacked sentences that should be shortened for clarity?
- Do I see any mistakes in parallel structure?
- Does every sentence end with the correct end punctuation?
- Can I justify the use of every exclamation point?
- Have I used apostrophes correctly to write all singular and plural possessive forms?
- Have I used quotation marks correctly?
Mechanics and Usage
- Can I find any spelling errors? How can I correct them?
- Have I used capital letters where they are needed?
- Have I written abbreviations, when allowed, correctly?
- Can I find any errors in the use of commonly confused words, such as to/too/two?
Be careful about relying too much on spelling checkers and grammar checkers. A spelling checker cannot recognize that you meant to write principle but wrote principal instead. A grammar checker often queries constructions that are perfectly correct. The program does not understand your meaning; it makes its check against a general set of formulas that might not apply in each instance. If you use a grammar checker, accept the suggestions that make sense, but consider why the suggestions came up.
Proofreading requires patience; it is very easy to read past a mistake. Set your paper aside for at least a few hours, if not a day or more, so your mind will rest. Some professional proofreaders read a text backward so they can concentrate on spelling and punctuation. Another helpful technique is to slowly read a paper aloud, paying attention to every word, letter, and punctuation mark. If you need additional proofreading help, ask a reliable friend, a classmate, or a peer tutor to make a final pass on your paper to look for anything you missed.
Remember to use proper format when creating your finished assignment. Sometimes an instructor, a department, or a college will require students to follow specific instructions on titles, margins, page numbers, or the location of the writer’s name.
These requirements may be more detailed and rigid for research projects and term papers, which often observe the American Psychological Association (APA) or Modern Language Association (MLA) style guides, especially when citations of sources are included. To ensure the format is correct and follows any specific instructions, make a final check before you submit an assignment.
This section contains material from:
Crowther, Kathryn, Lauren Curtright, Nancy Gilbert, Barbara Hall, Tracienne Ravita, and Kirk Swenson. Successful College Composition. 2nd edition. Book 8. Georgia: English Open Textbooks, 2016. http://oer.galileo.usg.edu/english-textbooks/8. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License.
To ramble, meander, or stray from the topic at hand. A digression is a passage or section or writing that is off topic or does not work toward proving the thesis.
The common understanding of a word’s meaning; the meaning associated with a certain word. The opposite of connotation is denotation which refers to the dictionary definition of a word. For example, “Christmas” is defined as a holiday celebrated on December 25th of every year, but, for most Americans, “Christmas” refers to a holiday season in which carols are sung, eggnog is drunk, families gather together, and gifts are exchanged.
Impartiality or fairness; dispassionate or detached. Also refers to the goal, aim, or intention that someone or a group of people hope to achieve.
The thing that comes before, events prior to the current event, or the previous item that was mentioned.
The highest level, point, or degree of comparison almost to the point of exaggeration. Examples of words considered superlatives include: magnificent, transcendent, outstanding, peerless, superb, and unparalleled.