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Editing and proofreading

11 most common grammatical errors: Editing and proofreading your English requires an understanding of the common grammatical errors. The following is a reference list of the 11 most common grammatical errors.

These are the things to look for to help you proofread your own work:

The list

Read the list and try to find the errors. Send them to Planet Editing and we’ll check your corrections.

Structures

Error Example

Sentence Structure

I need to discuss with Tom, he has all the data.

Agreement

Each of the defects have been corrected.

Verbs

They have focused on this issue in the last meeting.

Passive Voice

The details outlined in the attachment.

Gerunds

They are considering to acquire another company.

Prepositions

Here is an answer for your question.

Nouns

We don’t have these information available.

Articles

Design team needs to make final decision on this.

Noun Clauses

He wants to know what are they referring to.

Adjective Clauses

The researchers works with Dr. Lin analyzed the data.

Parallel Structures

We need to increase productivity and being flexible.

Presentation

In this series of posts designed to assist our clients with their English editing and proofreading, we have been presenting a quick reference guide to technical writing. Thus far we have looked at two of the three essential components of technical writing—analysis and organization. In this post we examine presentation methods for each of the information types.

Principle

(What should or shouldn’t be done)

Use: text or a symbol

Procedures

(How to do it)

Use:

· Text

· Bulleted or numbered lists

· Procedure step/action tables

· Decision if/then tables

· Flow charts

Process

(How it works)

Use:

· Text

· Process stage/description tables

· Flow charts

· Cause effects when/then tables

· Cycle charts

· Process charts in block diagrams

Structure

(What it looks like)

Use:

· Text

· Diagrams

· Parts tables for part/function or part/description

Concept

(What it is)

Use:

· Definition

· Example

· Non-example

· Analogy

Fact

(Specifics and detail)

Use:

· Text

· List

· Table

· Chart

· Graphs

All with corresponding content descriptions.

Organization

In the last post, to assist you with your English editing and proofreading, we provided the first component of successful technical writing i.e., a description of how to analyze writing by information types. This post looks at the principles of organization:

· Grouping information

· Relevance

· Labeling

· Consistency

· Graphics

· Accessible detail, and

· Hierarchy of groups and labels.

Grouping

Group information into small manageable units.

Relevance

Determine what items are “like” and exclude those which are unrelated from each information group.

Labeling

Label each unit of information according to either its content, purpose or function.

Consistency

Use consistent words, labels, formats, organizations, and sequences when presenting similar subject matter to your audience.

Graphics

Use graphics as an integral part of your presentation.

Accessible detail

Communicate a level of detail that makes relevant information immediately accessible and usable for multiple readers.

Hierarchy of groups and labels

Organize information into a hierarchy of relevant units from smallest to largest, and then label the larger groups.

3 steps to a great final product

To help with your English editing and proofreading, we have put together this easy to follow technical writing guide.

Technical writing, in fact, all writing requires following three basic components: analysis, organization and presentation.

In this brief guide, we’ll look at how to approach each of these components.

Analysis

In general business communications and technical writing can be broken down into the following types of information M.D. Merrill (1997).

1. Principles

2. Procedures

3. Processes

4. Structures

5. Concepts

6. Facts

Information Types

The table below describes information types and gives an example to help you recognize them.

Information Type

Clues

Ex: Air travel

Principle

· Rules

· Guidelines

· Laws

· Policies

No smoking in the bathroom of the plane.

Procedure

· How to do it

· How to make a decision

How to purchase a ticket

Process

· What happens

· How it works

How a life-vest works

Structure

· What it looks like

· What its part are

Map of Taipei City

Concept

· What it is

· Why it is what it is

· Definitions

What is aerodynamics?

Fact

· Specifications

· Chronologies

· Dates, times

· Purpose

This is an Airbus A330.