Proposal editors need to ensure consistency, fix acronyms, cut page count … maybe even check compliance—in addition to the usual fixes. A checklist can help. At Dragonfly, this one has helped us increase the quality and consistency of our editing. We hope it helps you, as well.
- DO YOUR HOUSEKEEPING
Before you turn on Track Changes, tidy up the document. Cosmetic changes like these don’t need to be recorded.- Do a Save As and rename the file according to your conventions.
- Search and replace:
• two spaces ➞ one space
• quote ➞ curly quote
• apostrophe ➞ curly apostrophe
• en dash ➞ em dash (as appropriate)
• double hyphen ➞ en dash or em dash (as appropriate)
• spaces around ens, ems, and slashes ➞ no spaces
• e.g. and i.e. ➞ e.g., and i.e.,
- COPYEDIT
Make two passes through the document, start to finish. Read slowly and carefully the first time. Go at a reader’s pace the second time. Reading at different speeds will help you catch different types of errors.- Turn on Track Changes
- Set view to Simple Markup
- Run spellcheck
- Make your first copyediting pass
• Fix spelling, grammar, and punctuation
• Ensure consistent style (e.g., capitalization, hyphenation, and numbers)
• Ensure correct syntax and usage
• Query inconsistencies, factual errors, gaps in logic, and organizational problems
• Query sexist/biased language and inappropriate tone
• Confirm URLs, phone numbers, email addresses, and the like
- Improve readability and clarity
• Enhance readability by reducing jargon, breaking up overly long sentences or paragraphs, and adding heads/subheads
• Enhance clarity by rewording awkward, convoluted, confusing, or imprecise text
• Enhance conciseness by reducing wordiness and redundancy and eliminating overuse of passive voice - Reconcile acronyms
• Spell out acronyms at first reference
• Delete acronyms used only once
• Create an acronym list or add missing acronyms to an existing list - Record any queries using Comments
- Make a second quick pass, looking for errors that were missed or accidentally introduced in your first pass
- Review your comments; remove or resolve any you can
- Turn on Track Changes
- RUN A HORIZONTAL QUALITY CHECK
Now, instead of reading the document top to bottom, skip from one similar section to another, looking for consistency across the document.- Check front matter
• Are volume numbers and names correct?
• Do they match what’s in the header and footer? - Check all cross-references
• Are references to other sections, volumes, attachments, or appendices correct? - Check exhibits
• Are titles and action captions correctly capitalized and punctuated?
• Is numbering correct and consecutive?
• Does each exhibit have a callout, correctly numbered? - Examine bulleted lists. Does each have:
• Correct end punctuation for the introductory sentence?
• Correct punctuation for each bulleted item?
• Items worded in a parallel manner? - Fix the table of contents
• Are all entries correct?
• Are all page numbers correct? - Ensure correct, consistent formatting across
• Headers and footers
• Page numbering and section numbering
• Font type and size
• Use of italics and boldface
• Margins, leading, and justification of text - If there’s a bibliography, check
• Consistency of reference list with given style
• Consistency of in-text citations with given style
• Agreement between citations and reference list
- Check front matter
- FINISH UP
Almost done! These last few steps will help you catch errors inadvertently entered in the text.- Turn off Track Changes
- Run a final replace of two spaces ➞ one space
- Run a final spellcheck
- Do a final Save, and you’re done!
- Turn off Track Changes
