Why Document Formatting Is Important: Revising

This is the seventh and final post in our series about the importance of properly formatting company documents and best practices.

In our previous post in this series, we shared tips for using templates and style guides in your documents to create consistent documentation in your business. Here, we move on to the final phase of document formatting: revising.

Anything that you write is intended to be read. To that end, increasing readability (in terms of both content and document design) means increasing the user-friendliness and functionality of your document. If your document is difficult to read your reader is likely to skip it.

The Revision Checklist below offers a step-by-step process to revise your document and increase readability. It incorporates key information from Style and Document Design. Implementing this checklist means doing several edits of your document, looking at different aspects each time. For example, in your first edit, review the entire document for overall formatting, content requirements, coherent flow of information, and appropriate tone.

Revision Checklist

1. Document-level review

Check formatting for readability:

Specifications for required content are met.
The reader’s purpose in reading is met and is as efficient as possible.
Tone is appropriate (neutral, objective, constructive, formal).
Ideas flow in a logical order and explanations come in a timely manner.
Title, headings, subheadings, and table and figure labels are clear and descriptive.
Headings should clearly and efficiently indicate section content.
Figure and table captions should clearly describe visual content.
Visuals illustrate your textual information and have enough passive space around them.

2. Paragraph-level review

Review content to ensure the document contains all necessary information in a logical order:

Each paragraph begins with a topic sentence that previews and/or summarizes the content to come.
Transitions are coherent and link one sentence logically to the next.
Cut unnecessary or irrelevant information.
Avoid overly long or short paragraphs (5-10 lines long is a reasonable guideline).

3. Sentence-level review

Edit sentence style and structure to make sure it is formal, clear, and correct:

Consider revising sentences longer than 25 words. Vary the length and structure of sentences.
Look at the ratio of verbs to words per sentence. Generally, the more verbs to words in the sentence, the better the sentence.
Use concrete, strong, active verbs – avoid vague, passive, verbs and “is/are/was/were/being” whenever feasible.
Create a clear actor-action (subject-verb) relationship.
Try to find more precise verbs. Verbs like make, do, have, and get have many possible meanings.
Try to keep the verb near the beginning of the sentence and close to the subject.

4. Word-level review

Proofread for grammar, punctuation, spelling, and format errors:

Use concrete, specific, precise words; avoid vague, abstract, generalizing words.
Match your vocabulary to your audience. Experts can tolerate complex information with a lot of terminology, whereas general readers require simpler, less detailed descriptions and explanations.
Use clear, plain language rather than pompous diction; write to express, not impress.
Avoid “sound bite” phrases that have no real meaning; use a single word instead of a phrase whenever possible.
Avoid clichés, colloquial expressions, and slang.
Use second person (you) pronouns carefully and sparingly.
Avoid “ad speak” — don’t sound like you are “selling” something. Use objective, measurable descriptors.
Make sure all sources are cited properly, in chronological order, and linked to your references at the end of the document. See citing and documenting in IEEE style for details.

Final Thoughts

Remember to incorporate revision time into your project timeline. Revising is often squeezed in at the end, causing some of the above problems to go unnoticed until delivery or publication. Also, note that the LAST round is what many of us revise in the first (sometimes only) round of edits. Following our Revision Checklist will help ensure you create and follow a process each time you edit, instead of going about it haphazardly.

Our instructional designers and technical writers are pros at creating readable and understandable documents from complicated information. Contact us to learn more about our services and how we can help you save money and time while delivering top-notch content!

5: Why Document Formatting is Important: Visuals and Passive Space

4: Why Document Formatting is Important: Lists

3: Why Document Formatting is Important: Headings

2: Why Document Formatting is Important: Designing for Readability

1: Why Document Formatting is Important