5.2 Revising for Specific Points
When revising your document, it can be helpful to focus on specific points. When you consider each point in turn, you will be able to break down the revision process into manageable steps. When you have examined each point, you can be confident that you have avoided many possible areas for errors. Specific revision requires attention to the following:
- Format
- Facts
- Names
- Spelling
- Punctuation
- Grammar
Format
Format is an important part of the revision process. Format involves the design expectations of the author and audience. If a letter format normally requires a date at the top or the sender’s address on the left side of the page before the salutation, the information should be in the correct location. Formatting that is messy or fails to conform to the company style will reflect poorly on you before the reader even starts to read it. By presenting a document that is properly formatted according to the expectations of your organization and your readers, you will start off making a good impression.
Facts
Another key part of the revision process is checking your facts. Did you know that news organizations and magazines employ professional fact-checkers? These workers are responsible for examining every article before it gets published and consulting original sources to make sure the information in the article is accurate. This can involve making phone calls to the people who were interviewed for the article—for example, “Mr. Diaz, our report states that you are thirty-nine years old. Our article will be published on the fifteenth. Will that be your correct age on that date?” Fact-checking also involves looking facts up in encyclopedias, directories, atlases, and other standard reference works; and, increasingly, in online sources.
While you can’t be expected to have the skills of a professional fact-checker, you do need to reread your writing with a critical eye to the information in it. Inaccurate content can expose you and your organization to liability and will create far more work than a simple revision of a document. So, when you revise a document, ask yourself the following:
- Does my writing contain any statistics or references that need to be verified?
- Where can I get reliable information to verify it?
It is often useful to do independent verification—that is, look up the fact in a different source from the one where you first got it.
Names
Always spell a person’s name correctly. There is no more embarrassing error in business writing than to misspell someone’s name. To the writer, and to some readers, spelling the name “Michelle” instead of “Michele” may seem like a minor matter, but to Michele herself, it will make a big difference. Attribution is one way we often involve a person’s name, and giving credit where credit is due is essential. There are many other reasons for including someone’s name, but regardless of your reasons for choosing to focus on them, you need to make sure the spelling is correct. Incorrect spelling of names is a quick way to undermine your credibility; it can also have a negative impact on your organization’s reputation, and in some cases, it may even have legal ramifications.
Spelling
Correct spelling is another element essential for your credibility, and errors will be glaringly obvious to many readers. The negative impact on your reputation as a writer, and its perception that you lack attention to detail or do not value your work, will be hard to overcome. In addition to the negative personal consequences, spelling errors can become factual errors and destroy the value of content. This may lead you to click the “spell check” button in your word processing program, but computer spell-checking is not enough. Spell checkers have improved in the years since they were first invented, but they are not infallible. They can and do make mistakes.
Typically, your incorrect word may in fact be a word, and therefore, according to the program, correct. For example, suppose you wrote, “The major will attend the meeting” when you meant to write “The mayor will attend the meeting.” The program would miss this error because “major” is a word, but your meaning would be twisted beyond recognition.
Punctuation
Punctuation marks are the traffic signals, signs, and indications that allow us to navigate the written word. They serve to warn us in advance when a transition is coming or the complete thought has come to an end. A period indicates the thought is complete, while a comma signals that additional elements or modifiers are coming. Correct signals will help your reader follow the thoughts through sentences and paragraphs, and enable you to communicate with maximum efficiency while reducing the probability of error (Strunk, 1979).
Activity 5.1 “Punctuation Marks” lists twelve punctuation marks that are commonly used in English in alphabetical order along with an example of each.
Activity 5.1 | Punctuation Marks
It may be daunting to realize that the number of possible punctuation errors is as extensive as the number of symbols and constructions available to the author. Software programs may catch many punctuation errors, but again it is the committed writer that makes the difference. Here we will provide details on how to avoid mistakes with three of the most commonly used punctuation marks: the comma, the semicolon, and the apostrophe.
Commas
The comma is probably the most versatile of all punctuation marks. This means you as a writer can use your judgment in many cases as to whether you need a comma or not. It also means that the possible errors involving commas are many. Commas are necessary some of the time, but careless writers often place a comma in a sentence where it is simply not needed.
Commas are used to separate two independent clauses joined by a conjunction like “but,” “and,” and “or.”
| Example |
|---|
| The advertising department is effective, but don’t expect miracles in this business climate. |
Commas are not used simply to join two independent clauses. This is known as the comma splice error, and the way to correct it is to insert a conjunction after the comma.
| Examples |
|---|
| The advertising department is effective, the sales department needs to produce more results. |
| The advertising department is effective, but the sales department needs to produce more results. |
Commas are used for introductory phrases and to offset clauses that are not essential to the sentence. If the meaning would remain intact without the phrase, it is considered nonessential.
| Examples |
|---|
| After the summary of this year’s sales, the sales department had good reason to celebrate. |
| The sales department, last year’s winner of the most productive award, celebrated its stellar sales success this year. |
| The sales department celebrated its stellar sales success this year. |
Commas are used to offset words that help create unity across a sentence like “however” and “therefore.”
| Examples |
|---|
| The sales department discovered, however, that the forecast for next year is challenging. |
| However, the sales department discovered that the forecast for next year is challenging. |
Commas are often used to separate more than one adjective modifying a noun.
| Example |
|---|
| The sales department discovered the troublesome, challenging forecast for next year. |
Commas are used to separate addresses, dates, and titles; they are also used in dialogue sequences.
| Examples |
|---|
| John is from Ancud, Chile. |
| Katy was born on August 2, 2002. |
| Mackenzie McLean, D. V., is an excellent veterinarian. |
| Lisa said, “When writing, omit needless words.” |
Semicolons
Semicolons have two uses. First, they indicate relationships among groups of items in a series when the individual items are separated by commas. Second, a semicolon can be used to join two independent clauses; this is another way of avoiding the comma splice error mentioned above. Using a semicolon this way is often effective if the meaning of the two independent clauses is linked in some way, such as a cause-effect relationship.
| Examples |
|---|
| Merchandise on order includes women’s wear such as sweaters, skirts, and blouses; men’s wear such as shirts, jackets, and slacks; and outwear such as coats, parkas, and hats. |
| The sales campaign was successful; without its contributions, our bottom line would have been dismal indeed. |
Apostrophes
The apostrophe, like the semicolon, has two uses: it replaces letters omitted in a contraction, and it often indicates the possessive.
Because contractions are associated with an informal style, they may not be appropriate for some professional writing. The business writer will—as always—evaluate the expectations and audience of the given assignment.
| Example |
|---|
| It’s great news that sales were up. It is also good news that we’ve managed to reduce our advertising costs. |
When you indicate possession, pay attention to the placement of the apostrophe. Nouns commonly receive “’s” when they are made possessive. But plurals that end in “s” receive a hanging apostrophe when they are made possessive, and the word “it” forms the possessive (“its”) with no apostrophe at all.
| Examples |
|---|
| Mackenzie’s sheep are ready to be sheared. |
| The parents’ meeting is scheduled for Thursday. |
| We are willing to adopt a dog that has already had its shots. |
