Proofreading and editing are two critical tasks that a writer cannot avoid when producing a new document. Today, due to the affordability and broad availability of proofreading and editing services, there is no excuse for avoiding them – even if your deadline is just around the corner.
The task of proofreading is relatively straightforward. In essence, a proofreader – irrespective of the type of document they are working on (e.g., an academic essay, website copy, or marketing materials) – will check the text for spelling, grammar, and punctuation errors. Whenever these types of errors are encountered, the proofreader will correct them.
In contrast to proofreading, editing is a deeper and more focused task. Editors typically take a second look at fundamental aspects of your document, moving, cutting, adding, or changing text as appropriate. The revisions an editor makes focus on improving clarity, accuracy, engagement, or persuasive force, and editors also focus on the style of the document.
If you are looking to improve your business writing and have decided to order proofreading and editing services, then it is important to approach the proofreader or editor with a clear view as to how you would like them to work, as well as what you would like them to focus on. In this article, we will emphasize the importance of ensuring that your editor focuses on two core issues – unity and coherence – in addition to the more basic issues like style, clarity, and readability.
Unity in a document is a product of safeguarding against digressions. That is to say, you can impose a sense of unity on your document – thereby improving the experience of the reader – by reviewing it for a second time (or asking an editor to do so) and removing any instances of digression. It is worthwhile to note that a planned digression does not harm a piece of writing; in fact, detours to provide another perspective on an issue, or to offer more information or context, are helpful for readers, especially when you are writing about a complex or technical topic. By contrast, unplanned digressions typically destroy unity, and so they should be avoided when you edit your work.
Coherence in a document comes from the use of effective transitions between sentences and paragraphs. It is particularly important to pay attention to the question of how these sentences and paragraphs are related and interconnected, which enables coherence to be achieved. By checking over your document and adding transitions, you will not only improve coherence but also will improve the authority and maturity of your tone. Common transitional words and phrases include transitions showing sequence or time (e.g., “First of all”, “Meanwhile”, or “Next”), transitions showing a conclusion (e.g., “In conclusion” or “Therefore”), or transitions continuing a line of thought (e.g., “Additionally” or “Similarly”).
In summary, we strongly recommend that all businesses should not overlook proofreading and editing when producing content. Additionally, in the process of improving a document by working with a professional proofreader or editor, you should ask them to pay close attention to the unity and coherence of your writing.
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