Professional Writing and Editing Standards

Editing and Proofreading Essentials

Pronoun and Antecedent Agreement

• Indefinite pronouns as antecedents.
• Compound subjects joined by "and."
• Collective nouns.
• Titles of single entities.
• Plural form subjects with a singular meaning.

Parallelism in Writing

Ensure that coordinate structures and lists maintain a consistent grammatical form to improve clarity and flow.

Strategies for Reducing Wordiness

• Replace "soft verbs" with "strong verbs."
• Eliminate the passive voice in favor of the active voice.
• Turn long phrases into concise adjectives.
• Use "-ing" verb forms instead of relative clauses.
• Substitute strong verbs for "-tion" and "-sion" words whenever possible.
• Eliminate redundant phrases.

Common Grammar and Spelling Errors

• Its vs. it's: "Its" is possessive; "it's" is a contraction of "it is."
• Your vs. you're: "Your" is possessive; "you're" is "you are."
• Impact vs. effect: Use "effect" as a noun and "affect" as a verb.
• Lay vs. lie: Correct usage of "lay" (to put) and "lie" (to recline).
• Loose vs. lose: "Loose" is the opposite of tight; "lose" is to misplace.
• i.e. vs. e.g.: "i.e." means "that is"; "e.g." means "for example."
• Different from vs. different than: Use "different from" in most formal contexts.
• Then vs. than: "Then" relates to time; "than" is used for comparisons.
• Could have/would have: Never use "could of" or "would of."

Avoiding Discriminatory Language

• Invisibility: Ensure all groups are represented.
• Undue emphasis on race: Avoid mentioning race unless relevant.
• Grouping: Avoid broad generalizations.
• Derogatory labeling: Use respectful, person-first language.
• Dependence: Avoid language that implies unnecessary subordination.

Run-on Sentences and Comma Splices

• Dependent clauses: Should be properly separated by commas.
• Independent clauses: Must be separated by a semicolon or a period.
• FANBOYS: Use coordinating conjunctions (For, And, Nor, But, Or, Yet, So) with a comma.
• Connectors: Use the "; Connector," format. Example: "I like him; however, I disagree with him."

Professional Business Documents

The Professional Résumé

A résumé (also spelled resume) is a brief document that summarizes your education, employment history, and experiences relevant to your qualifications for a particular job for which you are applying.

A résumé should include:

• Contact information
• Education
• Work history
• Other courses and qualifications
• Skills
• Activities and interests

The Persuasive Cover Letter

A cover letter is a brief summary of your goals and capabilities when applying for a job. It aims to persuade the reader to grant an interview to the candidate.

A cover letter should include:

• Heading
• Opening
• Introduction
• Argument
• Closing
• Salutation

Effective Memo Communication

A memo is a short, to-the-point communication conveying thoughts, reactions, or opinions. It should be direct, have a clear purpose, and avoid the use of humor or irony. Select addressees wisely, set personal issues aside, and avoid loaded words. Use "the company" or "we" instead of "I."

A memo structure should include:

• Header
• Introduction
• Recommendations or Purpose
• Closing