Phil Druker/Department of English/ University of Idaho

Hints for Proofreading

Words to avoid:

Very, so (so many, so much), quite,
Always, Never (generalizations)
Obviously, Clearly, As you know, Needless to say
A lot, A lot of (check spelling—not “allot”)
Aspect, Thing, Do, Get, Etc. (avoid general words)
    Example: There are things that we can do to limit the effects.
         Revised: There are steps that we can take to limit the effects.
            Better revision: Steps to limit the effects include a)..., b) ..., and c....

Avoid legal terms:

Aforesaid, aforementioned, notwithstanding, herewith, henceforth…. << don't sound like you are a lawyer

Use short words rather than long words when possible:

Utilize =use, Methodology (the study of methods) >> method , Perspicuous =clear, Thusly = thus

Avoid extra/needless prepositions: open up = open | come up with = develop | find out = find | finish up = finish

Where is it at? = Where is it? <<< check this!

Be concise and avoid phrases like these:

It is interesting to note, … It may be said…. just cut it

Due to the fact that,…. In view of the fact that…., For the reason that…, owing to the fact that…. == BECAUSE (this is a good word; use it)

In view of the foregoing = Therefore

By means of…., By utilizing…, Through the use of….= BY

At this point in time,…. At this time,…. At present ==Now

	Avoid there + Be …. That There are three factors that affect this = Three factors affect this.
	Avoid “It is….”

It is here the IDL becomes oxidized = The IDL oxidizes here.

Avoid Noun Strings:

The laser printer paper tray retainer spring clip =
The clip for the retainer spring on the printer’s paper tray

Avoid negative sentences: (Say what it is rather that what it is not.)

It was not found the that situation is inappropriate =
The situation was not inappropriate. / The situation was appropriate.

Avoid passive sentences.

Avoid repeating first words in sentences, in paragraphs.

Check subject-verb agreement and pronoun agreement

	The user = he or she, + The users = they
	Everyone = he or she, + The students = they
	Use either “you,” “we” or “I” consistently.
	Avoid “one.”
	Avoid “I” in formal reports.

Check basic word choices:
when = time, where=place, who/whom =people
the amount money (singular) / the number of bills (plural)

Check spelling:
   from/form     assess/asses
affect(verb)/effect (noun)    advise/advice     compliment/complement
weather/whether   to/too/two   cite/site/sight
there/their/they’re           its (possession)/ it’s = it is whose/who’s

Avoid contractions in formal writing.

Check capital letters.

Check word endings for s or ed .

Check punctuation: , ; : . “________,” and “_____.”

Show possession: the cat’s tail, the cats’ tails