This document provides an agenda and materials for a workshop on editing and proofreading. The agenda covers the importance of proofreading, tips for successful proofreading, common proofreading symbols, spelling and vocabulary, punctuation, and readability. It includes exercises on proofreading errors, frequently confused words, and perplexing punctuation. Partners are guided to proofread sample documents together. The workshop aims to help participants strengthen their editing and proofreading skills to produce clear, error-free writing for different audiences and document types.

1. Editing & Proofreading
Facilitated by Chris Friend
The John Scott Dailey
Florida Institute of Government
at the University of Central Florida

2. Introductions
Name
Department in Orange Co.
Job Title
Why I’m here or
What I hope to learn
Any big editing oops or
proofreading problem

3. Today’s Agenda
Importance of Proofreading
Tips for Successful
Proofreading
Proofreading Symbols
Spelling & Vocabulary
Punctuation
Readability

4. Proofreading Pre-Test
Read a paragraph once.
Circle or underline every F.
Count the number of Fs at
the end of each line.
Add the lines for a total
count.
Turn to page 3

5. The Consequences
Result of not proofing
“In Their Own Words”
How to fix:
Guideline or rule?

6. Streamlined Writing Process
1. Determine the outcome
2. Identify the reader
3. Write a messy draft
4. Re-read & Revise
5. Proofread your “final” draft

7. Successful Proofreading
Determine
Importance
Urgency
Confidence
Publicity

8. Successful Proofreading
Consider
Use your software
Page numbering
Auto-correct
Styles
Read backward
Get a partner (not a gofer)

9. Foolproof Proofing
1. Sense & Completeness
2. Grammar & Usage
3. Spelling & Typos
4. Reading Backwards
5. Capitalization &
Punctuation

10. Document Types
Different documents require
different proofreading tips
The most annoying
elements need the most
attention
Different people have
different weaknesses

11. Color Hunt
Attention to detail
64-color box
Page 8

12. Common Proofing Symbols
! transpose (swap)
⋀! insert text or punct.
blah
⁐! close up
⋀!
#
insert space
¶! begin new paragraph
⨀
insert period
! no new paragraph
”
⋁! insert apostrophe or
quotation mark ≡! capitalize
delete
／! make lowercase

13. Proofreading Exercise
Dear Mr. Blanton:
is is in reply to your letter of Jan ,  about the
benefits Mr. omas Kaiser is receiving for his disability retirement
under the Civil Service Retirement System.
To alleviate any financial hardship to Mr Kaiser while his
claim was being processed monthly payments of . was authorized.
When final approval of the award was made, his rate was established at
Twenty-one Errors
. a month comencing March , . His payments was then
increased to . effictive April , . With a . per month
deducktion for health benefits his current net rate is .. Mr.
Can you find them all? Kayser had been paid all aniuty due to date. Future checks mailed to
him on the first business day of the month.
Any inconvenieince caused Mr. Kaiser is regreted.
Sincerely Yours,
Customer Service

14. Dear Mr. Blanton: ,
~ ~
1 Thishs in reply to your letter of January 28, 2-@out the
2 benefits Mr. Thomas Kaiser is receiving for his disability retirement
3 under the Civil Service Retirement System.
~
4 To alleviate any financial hardship to ~ser while his claim
~ "~~
5 was being proces@-onthly payments of$40.00~orized.
6 When final approval of the award was made, his rate was established at
7
.e"> a¢a, C~g
~ month
~4
March 4, 2---. His payments ~en
~~
. 0 ~~OO
8 increased to $64.00 ~eDApril 30, 2---. With~er month
Q' .,~ -y"~
9 de~n for health bene~ current net rate is $26.Q6. Mr.
08 ~~ Of!: ~IJ, ~ ••
10 ~~en paid all ~due to date. Future chec~o
~ .
11 him on the first ~ss day of the month. .
12 Any inconve~~aUsed Mr. Kaiser is r@ ~
13 Sincerel@S,~1

15. Spelling Ice-Breaker

16. Frequently
Confused
Words
Easy mistakes that spell
check won’t catch

17. Frequently Confused Words
a suggestion (it’s a thing)
advice I need advice on buying ice.
to help guide (it’s an action)
advise You are wise. Can you advise?

18. Frequently Confused Words
to influence (it’s an action)
affect Will this affect our community?
a result (it’s a thing)
effect What effect will this have on us?

19. Frequently Confused Words
to distribute
allot Our team was allotted two hours.
more than a little
a lot Orlando has a lot of traffic.
alot not a word

20. Alot
Image courtesy
Hyperbole and a Half
http://bit.ly/thealot

21. Frequently Confused Words
smaller number (countable items)
fewer I got fewer emails today!
smaller amount (uncountable ideas)
less There is less water in that puddle.

22. Frequently Confused Words
distance
farther Tampa is farther away than Ocala.
degree
further I want to go further with my career.

23. Frequently Confused Words
performing an action
I I sent that email last week.
being acted upon
me She sent me another copy.
acting reflexively (reflecting back)
myself I hurt myself this morning.

24. Frequently Confused Words
you performing an action
&I You and I sent that email last week.
you being acted upon
& me She sent you and me another copy.
you &
not used
myself

25. Frequently Confused Words
contraction: “it is”
it’s I think it’s too hot outside.
possession: belonging to it
its Florida is known for its sun.

26. Frequently Confused Words
lie 1 ¦lī¦
g ¦ lī-i ng ¦; past
lay 1 ¦lā¦
verb¦(; past laid .¦lād¦) lān¦)
lay ¦lā past part lain ¦
[ intrans. ]
n
verb ( lyin 1 a trans. ho or gently positio
g
rizontalesp.restin or to lie
or [ ssume ]aput down, carefully : she laid the baby in his
1 (of a person or animal) be in crib. face downward on the grass | I had
e man lay ws and
o n a supp orting surface : th [ trans. ] lay back on the pillo
• og g y | Lilyprevent (something) from rising off the ground : there may
ause I was gr been the odd light shower just to lay the dust.
dow n for two hours bec have
watched him. en on the table.
a2 e :trans.k] lay op
c [ a boo put down and set in position for use : it is advisable to have
• (of a thing)
rest flat on a surf your carpet laid rby lace.
on) be buried laid.in a particula p a professional | figurative the groundwork for change had been
es in ruins today |
• (of a dead pers
pt in a specified state : the church li ty.
remain, or be ke set cutlery, crockery, lie emp
2 be,
p lay
utting homeless fam
ilies into apartm
•ents that would otherwiseand mats on (a table) in preparation for a
mealb:eshe und the table for thees in meal.
e or
li
fo laid : the solution evening
a return to
ct) resid• (often be laid with) cover (a surface) with objects or a substance :
• (of something abstra
al family values.”
Use a different word.
n ortiles.ection : th
dir e small town
“tradition spefloor d polaidowith
the cifie was siti
3 (of a place ) be situated in a • make ready .(a trap) for someone : she wouldn't put it past him to lay a
nor of Boston
about ten milestrapth her. s viewpoint in a specified
of Swampscott lies for
observer'
• (of a scene ) extend from the• puterdam lies beforeforu(a fire) in place and arrange it.
(set, put, placed, napped, reclined,
the material yo .
ere, and all of Amst r sustainable.
direction : stand h ) be ad idea or o lay 4
• work out (anmissible suggestion) in detail ready for use or
n, charge, or claim
4 La w (of an actio
e)
or fibbed, depending on meaning)
presentation : I'd like more time to lay my plans.
lie
noun (usu. the li • lay ich something lies. past of lie .
n (in whsomething before). presentrds the information or suggestions to be
1
the way, dir ection, or positioconsidered omesacted st, esp bys(someone) : he laid before the House
ball c and to re upon
a rega
• Golf the posi
tion in which a golf for the establishment of the committee.
proposals
ease of the next shot. • (usu. be laid) a bird. (an episode in a play, novel, etc.) in a certain
or locate
la ce of co ver of an animal
• the lair or p place : no one who knew the area could be in doubt where the scene was laid.

27. Frequently Confused Words
to misplace
lose Spelling makes me lose my mind.
not tight
loose This clamp is so loose it won’t hold.

28. Frequently Confused Words
an action
passed The car passed by.
a description
The car went past.
past
a time
The trouble is in our past.

29. Frequently Confused Words
comparison
than I like blue more than green.
time
then Let’s chat, then do lunch.

30. Frequently Confused Words
contraction: “they are”
they’re Maybe they’re the experts.
possession: belonging to them
their They work with their hands.
location: not here (& other uses)
there Please park over there.

31. Frequently Confused Words
number: between one and three
two I see two paragraphs here.
addition: “also” or excess
too I see too many paragraphs, too.
all other uses
to I want to go to Lake Eola.

32. Frequently Confused Words
describes action—how it’s done
well You did your job very well.
describes things—tells quality
good You did a very good job.

33. Frequently Confused Words
placeholder for actor
who Who sent that to you?
placeholder for acted upon
whom You sent that to whom?

34. Frequently Confused Words
contraction: “you are”
you’re I think you’re working too much.
possession: belonging to you
your Is that your winning Lotto ticket?

35. Worrisome Words
Not caught by spell check
Need attention to detail
Work with a partner on
pages 10–11, with only
one rule: Do not guess.
Figure it out or ask around.

36. Perplexing Punctuation
Apostrophes ’
Brackets & Braces [ ] { }
Colons :
Commas ,
Hyphens -
Dashes – —
Exclamation Points !
Parentheses ( )
Periods .
Question Marks ?
Quotation Marks “ ” ‘ ’
Semicolons ;

37. Proofing With a Partner
Advantages
Appropriate Opportunities
Cautions
Guidelines: Page 19
Practice: Pages 20 & 21
Humor: Page 22 (fold it)

38. Reading Levels
Focus on the reader
Know your audience
Find the Fog Index
Avg words/sentence
# words ≥ 3 syllables
Add those, then ✕ 0.4

39. Thank you.

40. Thank you.
Facilitated by Chris Friend
The John Scott Dailey Florida Institute of Government
at the University of Central Florida
407–235–3960 | iog@mail.ucf.edu