Proofreading Checklist
Document Design Table of Contents, or a comparable listing of each function that must be covered in the document, arranged the way a user will look at the material ▪ Chapters – Heading 1 ▪ Main sections in each chapter – Heading 2 ▪ Subheadings within sections – Heading 3 Audience analysis ▪ Defined audience ▪ Level of experience ▪ How familiar they are with topics ▪ Expectations Page Layout ▪ Orientation ▪ Placement of header & footer, headings, text Organization ▪ By system functionality ▪ By process Paper ▪ size ▪ color ▪ weight ▪ cover needed ▪ binding required
Completed
Headers/Footers/Page Numbers Page Numbers ▪ Numbered correctly (sections included, renumbered in each new section, etc.) ▪ Same position on each page or each odd/even page ▪ Same format Footer ▪ Format consistent on each page ▪ Same font
Completed
Proofreading Checklist
Page 1
Headings Make sense to the user ▪ named so that users can easily know what is in the section Organized by what the reader wants to do/ tasks to accomplish Begin with verbs – consistent wording Same font type Same font size Same location on page (typically just heading 1) Same spacing Same capitalization
Completed
Overviews/Introductions
(may be condensed for Quick Reference Guide)
Completed
Includes brief definition of procedure/process ▪ what this does ▪ its benefits (what this will help the user do) States what will be learned in the section (what is coming up and why it should be read) States any preparation/prerequisites (if applicable)
Steps/Instructions Action words used – active verbs Present tense Key ideas included Explanations and definitions, where appropriate Same spacing, indentation, punctuation Technical information defined Review steps ▪ Can any be combined? ▪ Should any be separated? ▪ Do they contain everything that is needed to complete them? Steps start at the beginning Basic functions step by step, verifying that they state what to do and what will seen on the screen Steps tested Organized sensibly - similar and related steps grouped appropriately in same section Numbered correctly - each section/sub-section renumbered to begin with 1
Completed
Proofreading Checklist
Page 2
Steps/Instructions Anticipate their questions and provide answers, direction Steps end at the end or refer user to next process/procedure Assesses to determine if level of detail right for the intended audience Sequential numbering (list 1, 2, 3, etc.) ▪ Used when steps must be performed in order presented ▪ Broken down further (a, b, c) when complex or needed ▪ Includes results ▪ Imperative writing (commands, direct-address, no passives) Bulleted ▪ When order performed in not any particular order Consistent bullets at each level
Completed
Notes Consistent font Consistent spacing Consistent indentation
Completed
Graphics Physically aligned with text/step Match what is stated in instruction/step Correct example Each has border
Completed
General Level of information appropriate for the audience Punctuation (correct use of colons, semicolons, commas, periods) Subject – verb agreement Checked commonly confused words (for example, affect/effect) Ran spell checker Verifying cross references Logically organized Clear, accurate Information organized appropriately ▪ Easy to read ▪ Easy to find
Completed
Proofreading Checklist
Page 3
General ▪ Correct order ▪ Around what the user will do Consistent font ▪ Headings ▪ Body text ▪ Bulleted lists ▪ Numbered lists ▪ Footers Information accurate Information complete Information clear
Completed
Proofreading Checklist
Page 4