Planning, Drafting and Proofreading
PLANNING
Whenever you have an important essay, letter, report or article to write, it’s well worth taking time to work out in advance exactly what you want to say. Consider also the response you hope to get from those who read the finished document and decide on the tone and style which would be most appropriate.
" Next, jot down, as they come into your head, all the points that you want to include. Don’t try to sort them into any order. Brainstorm. (It’s better to have too much material at this stage than too little.)
" Then, read through these jottings critically, rejecting any that no longer seem relevant or helpful. " Group related points together. These will form the basis of future paragraphs. " Sequence these groups of points into a logical and persuasive order. " Decide on an effective introduction and conclusion.
DRAFTING
Now you are ready to write the first draft.
" Concentrate on conveying clearly all that you want to say, guided by the structure of your plan.
" Choose your words with care. Aim at the right level of formality or informality.
" Put to one side any doubts about spelling, punctuation, grammar or usage. These can be checked later. (If you wish, you can pencil queries in the margin, or key in a run of question marks –
??.)
" When you have finished this first draft, read it critically, concentrating initially on content. (It can help to read aloud.) Have you included everything? Is your meaning always clear?
Should some points be expanded? Should some be omitted?
Have you repeated yourself unnecessarily?
TEAM-FLY
" Read the amended text again, this time checking that you have maintained the appropriate tone. Make any adjustments that may be needed.
" Examine the paragraphing. Does each paragraph deal adequately with each topic? Should any paragraphs be
expanded? Should any be divided? Should the order be changed? Does each paragraph link easily with the next? Are you happy with the opening and closing paragraphs? (Sometimes they work better when they are reversed.) Should any paragraphs be jettisoned?
" Are you happy with the layout and the presentation? " If you have made a lot of alterations, you may wish to make a neat copy at this stage. Read through again, critically, making any adjustments that you feel necessary. You may find third and fourth drafts are needed if you are working on a really important document. Don’t begrudge the time and effort. Much may depend on the outcome.
