Editing and Polishing

Ray Hervandi
The Jakarta Post
rhervandi[at]gmail[dot]com
October 19, 2017
 Why edit our text?

• Editing should come after you have completed the

final draft.
• Final draft: Make sure all the contents are
necessary and organized in a logical order.
• Editing: Pick up on previously overlooked errors.

• Editing improves the clarity, consistency, and

accuracy of our writing: professional writing.
 What to look out for
when editing?
• Typing errors
– Beware of Microsoft Word spellcheck.
– Double-check names and titles.
• Numbers
– One to nine appear as words.
– Pay attention to the use of comma and
points in numbers in English: 8.09 and
10,569.
– Write out ‘million’ and ‘billion’ for simple
numbers and use numerals for complex
numbers: Rp25.2 billion and 6,707,823
votes.
– Sentences don’t start with numerals:
• 100 people attended the protest. (X)
• Around 100 attended the protest. (V)
– Make sure the numbers add up.
Beware of the
spellcheck!
 Double-check
names and titles!
Do the numbers add up?
 What to look out for
when editing?
• Punctuations
– Commas and apostrophes
make a difference.
• Avoid contraction apostrophes in
formal writing: can’t, wouldn’t
– Make sure sentences start with
capital letters and end with a
period, a question mark, an
exclamation mark, etc.
• Unfamiliar terms
– Define them at first mention
Commas matter!
 What to look out for
when editing?
• Capitalize laws and regulations: Insurance
Law No. 14/2014; Law No. 23/2007 on
Railways
• Indonesian legal terms in English:
– Law (Undang-Undang)
– Government Regulation (Peraturan
Pemerintah)
– Presidential Regulation (Perpres)
– Presidential Decree (Keppres)
– Presidential Instruction (Inpres)
– Ministerial Regulation (Permen)
– Ministerial Decree (Kepmen)
– Joint Ministerial Decree (SKB Menteri)
– Ministerial Circular (SE Menteri)
– Directorate General Regulation (Perdirjen)
– Directorate General Decree (Kepdirjen)
– Joint Directorate General Decree (SKB Dirjen)
 Help readers scan and skim

• Headings
• Sub-headings
• Bullet points and other typographic
devices
• Emphasis
• Highlighting
• Links
 Transitions
• Similarity: also, in the same way, just as … so too, likewise, similarly
• Exception/Contrast: but, however, in spite of, on the one hand … on the other hand,
nevertheless, nonetheless, notwithstanding, in contrast, on the contrary, still, yet
• Sequence/Order: first, second, third, … next, then, finally
• Time: after, afterward, at last, before, currently, during, earlier, immediately, later,
meanwhile, now, recently, simultaneously, subsequently, then
• Example: for example, for instance, namely, specifically, to illustrate
• Emphasis: even, indeed, in fact, of course, truly
• Place/Position: above, adjacent, below, beyond, here, in front, in back, nearby, there
• Cause and Effect: accordingly, consequently, hence, so, therefore, thus
• Additional Support or Evidence: additionally, again, also, and, as well, besides,
equally important, further, furthermore, in addi0on, moreover, then
• Conclusion/Summary: finally, in short, briefly, in conclusion, in the end, to
summarize, in summary, so …
 Why polish our text?

• While editing is mechanical, polishing our

writing is a craft.
• A polished writing makes it more readable,

• Editing improves the clarity,

consistency, and accuracy of our
writing: professional writing.
How to polish your text?
• The opening must be clear.
– Your reader must understand the essence of
your writing within the first one or two
paragraphs.
• Avoid repetition of the same words or
phrases. Use a thesaurus:
http://wordweb.info/cgi-
bin/geoip/wordweb.exe
• Writers should make use of style guides.
– This is a rule book that everyone follows when
writing, to make sure that everything is
consistent.
– Ask your superiors for advice on style.
• Associated Press Stylebook:
http://alumni.imsa.edu/org/hadron/ap.pdf
• Use new paragraphs for new quotes.
• Paragraphs should be 4-5 sentences long.
Things to consider when
polishing your text
• Does the opening paragraph grab the reader’s attention? If
not, change it.
• Use shorter words, sentences and paragraphs.
• Long opening paragraphs are ugly.
• Have you stayed specific, not straying off topic?
• There should be no ambiguity.
• If transitions between paragraphs don’t flow, use
subheadings.
• Cut any unnecessary modifiers.
– Try to avoid terms such as: really, very, totally, quite,
rather, pretty, kind of, actually, basically, practically,
virtually.
• Cut any unnecessary terms of absolute certainty.
– Try to avoid using: absolutely, clearly, obviously,
undoubtedly, utterly, certainly.
• If you have problems with certain grammatical issues,
consult an online grammar guide and check
them:http://search.about.com/r.htm?q=ESL+Grammar+Work
sheets&l=en
Things to consider when
polishing your text
• Have you answered any
questions that you posed?
• Remember: Who, What, When,
Where and Why?
• Use data and statistics to back up
your arguments.
• Consider potential objections to
your argument and, if necessary,
address them.
• Persuade your readers by
tackling alternative opinions, not
by evading difficult issues.
Things to consider when
polishing your text
• Know who is your reader: Your
boss? A government agency?
Your colleagues? Or members
of the public?
• Will they understand
everything?
• Do things need clarification?
Is more detail required?
• Have you answered all
possible questions and
addressed all issues, relevant
to your audience?
 And after you’ve edited
and polished your text?
• Print it out with sufficient spacing to make
any corrections on paper.
• Read it and use a red pen to mark any
errors or possible errors. Often it’s easier
to notice errors on paper than on screen.
• Read it aloud. What doesn’t sound right
to your ear doesn’t read right on paper.
• Go back and correct any errors that you
found.
• Hand the corrected text over to a
competent colleague for a second look.
• Put it away and come back to it after a
few days.
• Repeat process.