Levels of Proofreading

Level I Light edit

A Level I edit can include correcting the following items:

  • Sentence-level errors.
  • Spelling, grammar and punctuation errors.
  • Some format problems.
  • Inconsistent phrasing.
  • Passive voice if the sentence is not clear.
  • Inconsistent formatting, such as bolded terms.

The following picture shows an example of this type of edit.

Level II Medium edit

Level II edits include minor changes in organization at paragraph and sentence level. This kind of edit does not include major restructuring of the outline or paragraphs. No new material is added. A medium edit can include the following items:

  • Format the text, such as bolding references to the interface. Make sure all formatting is consistent.
  • Check figure and table callouts, such as titles of tables or arrows pointing to parts of a graphic.
  • Edit the text at sentence level for clarity, straightforwardness, and correctness.
  • Restructure sentences, occasionally, if time permits.
  • Remove passive voice.
  • Remove distracting and unnecessary repetition of information or wording.
  • Check graphics for clarity and consistency, providing details in a list.

The following picture shows an example of this type of edit.

Level III Rewrite or heavy edit

A heavy edit is a very thorough edit or rewrite of a document whose content is firm. Technical experts are available for questions. A Level III rewrite can include checking the following items:

  • Consider audience and purpose of document,
  • Check software or hardware against instructions in document, if possible,
  • Compliance with standards, such as the Microsoft style guide or Windows XP Help.
  • Overall organization of entire document,
  • Appropriateness of graphics,
  • Formatting of text, graphics, and references,
  • Thoroughness and accuracy of content,
  • Readability and usability of document,
  • Sentence clarity, conciseness, and effectiveness,
  • Grammar, syntax, punctuation, and spelling.

The following picture shows an example of a Level III rewrite. Note that the following text was completely rewritten and restructured to be clearer. The original text had much repetition. The editor removed the repetition without changing the meaning. Some of the references to the software interface were incorrect. The editor downloaded the product and checked the references, correcting them where needed. References to the interface are bold.

Citation

Robert Van Buren, Mary Fran Buehler. "The Levels of Edit", Society for Technical Communication; 2nd edition (March 1992).