Proofreading (Introduction)

Proofreading is the last step in the writing process. It is a very important step
since it is the final check of your writing for both meaning (what you want to say)
and mechanics (the way you say it). Two important points will help you in
proofreading:
1.

Read your paper aloud very slowly, and listen to the sound of your writing.

2.

Individualize your proofreading based on your own writing problems.

The Proofreading Process

Dont rely entirely on spelling checkers. These can be useful tools but
they are far from fool proof. Spell checkers have a limited dictionary, so some words
that show up as misspelled may really just not be in their memory. In addition, spell
checkers will not catch misspellings that form another valid word. For example, if
you type your instead of youre, to instead of too or there instead of
their, the spell checker wont catch the error.

Grammar checkers can be even more problematic. These programs

work with a limited number of rules, so they cant identify every error and often
make mistakes. They also fail to give thorough explanations to help you understand
why a sentence should be revised. You may want to use a grammar checker to help
you identify potential run-on sentences or too-frequent use of the passive voice, but
you need to be able to evaluate the feedback it provides.

Proofread for only one kind of error at a time. If you try to identify and
revise too many things at once, you risk losing focus, and your proofreading will be
less effective. Its easier to catch grammar errors if you arent checking punctuation
and spelling at the same time. In addition, some of the techniques that work well for
spotting one kind of mistake wont catch others.

Read slowly, and read every word. Try reading out loud, which forces you
to say each word and also lets you hear how the words sound together. When you
read silently or too quickly, you may skip over errors or make unconscious
corrections.

Separate the text into individual sentences. This is another technique to

help you to read every sentence carefully. Simply press the return key after every
period so that every line begins a new sentence. Then read each sentence
separately, looking for grammar, punctuation, or spelling errors. If youre working
with a printed copy, try using an opaque object like a ruler or a piece of paper to
isolate the line youre working on.

Circle every punctuation mark. This forces you to look at each one. As
you circle, ask yourself if the punctuation is correct.

Read the paper backwards. This technique is helpful for checking spelling.
Start with the last word on the last page and work your way back to the beginning,
reading each word separately. Because content, punctuation, and grammar wont
make any sense, your focus will be entirely on the spelling of each word. You can
also read backwards sentence by sentence to check grammar; this will help you
avoid becoming distracted by content issues.
Proofreading is a learning process. Youre not just looking for errors that
you recognize; youre also learning to recognize and correct new errors. This is
where handbooks and dictionaries come in. Keep the ones you find helpful close at
hand as you proofread.

Ignorance may be bliss, but it wont make you a better

proofreader. Youll often find things that dont seem quite right to you, but you
may not be quite sure whats wrong either. A word looks like it might be misspelled,
but the spell checker didnt catch it. You think you need a comma between two
words, but youre not sure why. Should you use that instead of which? If youre
not sure about something, look it up.

The proofreading process becomes more efficient as you develop

and practice a systematic strategy. Youll learn to identify the specific areas of
your own writing that need careful attention, and knowing that you have a sound
method for finding errors will help you to focus more on developing your ideas while
you are drafting the paper.
Commonly Mispelled Words
Commonly

misspelled English

are words that

are

often unintentionally misspelled in general writing.

Examples of commonly misspelled words:
1.
2.
3.
4.
5.

Absence
Advertisement
Balloon
Discipline
Embarrass

A contraction is a word made by shortening and combining two words. It is

an abbreviated version of a word or words. There are two main kinds:
1.
2.

Those formed by replacing missing letter(s) with an apostrophe.

Those formed by compressing a word.

Punctuation Marks

Punctuation is "the use of spacing, conventional signs, and certain typographical

devices as aids to the understanding and the correct reading, both silently and
aloud, of handwritten and printed texts. Punctuation is vital to disambiguate the
meaning

of sentences.

The

rules

of

punctuation

vary

with

language, location, register and time.

End Punctuation: Periods, Question Marks, and Exclamation Points
There are only three ways to end a sentence: with a period (.),
a question mark(?), or an exclamation point (!). And because most of
us state far more often than we question or exclaim, the period is by far the
most popular end mark of punctuation. The exclamation point is used to
indicate strong emotion, such as surprise, wonder, disbelief, or pain.
Commas
The most popular mark of punctuation, the comma (,) is also the least
law-abiding. Since the 16th century, comma has referred to the mark
that sets of words, phrases, and clauses.
Semicolons, Colons, and Dashes
These
three
marks
of
punctuation--the semicolon (;), colon (:),
and dash (--)--can be effective when used sparingly. Like the comma, the
colon originally referred to a section of a poem; later its meaning was
extended to a clause in a sentence and finally to a mark that set off a clause.
Apostrophes
The apostrophe (') is the simplest and most frequently misused mark of
punctuation in English.
Quotation Marks
Quotation marks (" "), sometimes referred to as quotes or inverted
commas, are punctuation marks used in pairs to set off a quotation or a piece
of dialogue.

Comma Rules
A comma is a punctuation mark used for indicating a division in a sentence,
as in setting off a word, phrase, or clause, especially when such a division is

accompanied by a slight pause or is to be noted in order to give order to the

sequential elements of the sentence.
Rule 1. Use a comma to separate the elements in a series
Rule 2. Use a comma and a little conjunction to connect two independent clauses.
Rule 3. Use a comma to set off introductory elements. It is permissible to omit the
comma after a brief introductory element if the omission does not result in
confusion or hesitancy in reading.
Rule 4. Use a comma to set off parenthetical elements. By parenthetical element,
we mean a part of a sentence that can be removed without changing the essential
meaning of that sentence. The parenthetical element is sometimes called added
information. Appositives are almost always treated as parenthetical elements.
Semicolons
A semicolon is a punctuation mark used to connect two thoughts or ideas
which are somehow similar. Semicolons have other functions, too. Avoid the
common mistake of using a semicolon to replace a colon.
Incorrect: I have one goal; to find her.

Correct: I have one goal: to find her.

Rule 1a. A semicolon can replace a period if the writer wishes to narrow the gap
between two closely linked sentences.

Rule

1b. Avoid a semicolon when a dependent clause comes before an

independent clause.

Rule 2. Use a semicolon before such words and terms as namely, however,
therefore, that is, i.e., for example, e.g., for instance, etc., when they introduce a
complete sentence. It is also preferable to use a comma after these words and
terms.

Rule 3. Use a semicolon to separate units of a series when one or more of the units
contain commas.

Rule 4. A semicolon may be used between independent clauses joined by a

connector, such as and, but, or, nor, etc., when one or more commas appear in the
first clause.

Rule 5. Do not capitalize ordinary words after a semicolon.

Capitalization
Capitalization is the writing of a word with its first letter in uppercase and the
remaining letters in lowercase. We capitalize proper nouns and adjectives, and we
lowercase common nouns and adjectives. But because distinguishing between
proper and common usage is often difficult, many writers tend to capitalize words
and phrases that should, in fact, be lowercased.
Rule 1. Capitalize the first word of a document and the first word after a period.
Rule 2. Capitalize proper nounsand adjectives derived from proper nouns.

Rule 3. In the case of brand names, a trademark starts with a lowercase word or
letter.
Rule 4. Capitalize titles when they are used before names, unless the title is
followed by a comma. Do not capitalize the title if it is used after a name or instead
of a name.
Rule 5. a trademark starts with a lowercase word or letter
Rule 6a. Capitalize a formal title when it is used as a direct address. The more
formal the title, the more likely it is to be capitalized.
Rule 6b. Capitalize relatives' family names (kinship names) when they immediately
precede a personal name, or when they are used alone in place of a personal name.
Rule 6c. Capitalize nicknames in all cases.
Rule 7. Capitalize specific geographical regions. Do not capitalize points of the
compass.
Rule 8. In general, do not capitalize the word the before proper nouns.
Rule 9. It is not necessary to capitalize city, town, county, etc., if it comes before
the proper name.
Rule 10a. Always capitalize the first word in a complete quotation, even
midsentence.
Rule 10b. Do not capitalize quoted material that continues a sentence.
Rule 11. For emphasis, writers sometimes capitalize a midsentence independent
clause or question.
Rule 12. Capitalize the names of specific course titles, but not general academic
subjects.

Rule 13. Capitalize art movements.

Rule 14. Do not capitalize the first item in a list that follows a colon.
Rule 15. Do not capitalize "the national anthem."
Rule 16. The usual advice is to capitalize only the "important" words.

Abbreviation
Titles before Names:
Mrs., Mr., Ms., Prof., Dr., Gen., Rep., Sen., St. (for Saint)
Notice that Miss is not an abbreviation, so we don't put a period after it. Ms. is
not an abbreviation, either, but we do use a period after it probably to keep it
consistent with Mr. and Mrs.
The abbreviations Rev. and Hon. (for Reverend and Honorable) are not, strictly
speaking, titles; they are adjectives. In informal language or when we're trying to
save space or make a list, we can write Rev. Alan B. Darling and Hon. Francisco
Gonzales. In formal text, we would write "the Reverend Alan B. Darling" and "the
Honorable Francisco Gonzales" (i.e., it's not a good idea to abbreviate either
Reverend or Honorable when these words are preceded by "the"). Incidentally, we
cannot say "We invited the reverend to dinner" and only a cad would invite "the
rev."
Titles after Names:
Sr., Jr., Ph.D., M.D., B.A., M.A., D.D.S.
These are standard abbreviations, with periods. The APA Publication
Manual recommends not using periods with degrees; other reference manuals do
recommend using periods, so use your own judgment on this issue. All sources
advise against using titles before and after a name at the same time (i.e., she can
be Dr. Juanita Espinoza or Juanita Espinoza, PhD, but she cannot be Dr. Juanita
Espinoza, PhD). And we do not abbreviate a title that isn't attached to a name: "We
went to see the doctor (not dr.) yesterday."
The Chicago Manual of Style recommends not using a comma to separate the
Jr./Sr./III from the last name, but you should follow the preferences of the individual
if you know those preferences. If you list a "junior" with his spouse, the "Jr." can go

after both names, as in "Mr. and Mrs. Arthur C. Banks Jr." or "Mr. Arthur C. Banks Jr.
and Gloria Banks but not Arthur C. and Gloria Banks Jr.
Terms of Mathematical Units: 15 in., 15 ft, 15 kg, 15 m, 15 lb
There is a space between the number and the abbreviation. Notice that we do
not put an s after such abbreviations even when the plural is indicated. Also, we
do not use a period with such abbreviations except for in. when it might be
confused with the preposition in.
When the term of measurement is used as a modifier, we put a hyphen between
the number and the term of measurement: a 15-ft board, a 6-lb line, etc.
Long, Common Phrases,
Phrases such as IQ (Intelligence Quotient), rpm (revolutions per minute), mph
(miles per hour), and mpg (miles per gallon). Such abbreviations are acceptable
even in formal academic text and may be used without periods.
Words Used with Numbers: He left at 2:00 a.m. She was born in 1520 B.C.
Either lower or upper case letters can be used with A.M., a.m., P.M., p.m. The
abbreviation B.C. (before Christ) is used after the date; A.D. (anno domini, "in the
year of the Lord") appears before the date. The abbreviations B.C. and A.D. are
sometimes replaced with B.C.E. (before the common era) and C.E. (common era),
both used after the date. It is considered bad form to use these abbreviations
without a specific number attached to them: "We'll do this in the a.m." or "We'll do
this tomorrow a.m."
Common Latin Terms:
etc. (et cetera and so forth)
i.e. (id est that is)
e.g. (exempli gratia for example)

Reference Links:
Proofreading:
http://ux.brookdalecc.edu/fac/writing/jcody/e122/prooftt.html
http://writingcenter.unc.edu/handouts/editing-and-proofreading/
Commonly Mispelled Words:

http://www.esldesk.com/vocabulary/misspelled-words
https://en.wikipedia.org/wiki/Commonly_misspelled_English_words
http://www.gcflearnfree.org/grammar/contractions/1/
http://www.grammar-monster.com/glossary/contractions.htm
Punctuation Marks:
https://en.wikipedia.org/wiki/Punctuation
http://grammar.about.com/od/punctuationandmechanics/a/punctrules.htm
Comma Rules:
http://www.dictionary.com/browse/comma
http://grammar.ccc.commnet.edu/grammar/commas.htm
Semicolon:
http://www.grammarbook.com/punctuation/semicolons.asp
https://www.grammarly.com/handbook/punctuation/semicolon/
Capitalization:
http://www.getitwriteonline.com/archive/011309capitalizationinsentences.htm
https://www.google.com.ph/?
gfe_rd=cr&ei=DuzPV6rVEorF0ATooaKADg#q=capitalization
Abbreviation:
http://grammar.ccc.commnet.edu/grammar/abbreviations.htm