4.5 Revising for Readability
The Revision Checklist below offers a step-by-step process for revising your document to achieve a readable style. It incorporates key information from Unit 3: Writing for Business and Unit 4: Document Design. Implementing this checklist means doing several “passes” over your document, looking at different aspects each time. For example, in your first revision review the entire document for overall formatting, content requirements, coherent flow of information, and appropriate tone.
Before we get into the revision checklist, watch the following video for simple revision strategies you can use to improve your writing.
You as the writer are responsible for the accuracy and style of the content you include in your documents. For this reason, it’s essential to be aware of the types of elements that should be revised. While you can complete the revision checklist below on your own, you can also ask a LLM to do the work for you and suggest revisions, which you would be responsible for integrating into the document yourself. LLMs work really well when they are asked to perform sequential actions, so don’t hesitate to create a step-by-step prompt to elicit a thorough review. See the example below on how you can prompt the LLM:
Asking the LLM to Complete a Readability Review
To engage in a document review for readability, you would first have to upload your draft document to the LLM then make a request using the following prompt (copy and paste into the context window the entire prompt below):
Read the document I have uploaded along with the document requirements provided below. Then complete a review for readability at the document, paragraph, sentence, and word levels using the criteria listed below. Provide suggestions for improvement and be specific as to the location in the document where changes would be required. Offer examples where needed.
Document requirements: [here specify any requirements relating to audience, context, purpose, etc.]
1. Document-level Review
- Review requirements to ensure that I have included all necessary content.
- Make sure the title, headings, subheading, and table/figure labels are clear and descriptive. Headings should clearly and efficiently indicate the content of that section; Figure and table captions should clearly describe the content of the visual.
- Make sure visual elements have appropriate passive space around them.
- Make sure ideas flow in a logical order and explanations come in a timely manner. Ensure visuals illustrate the textual information.
- Ensure that the style of writing is reader-centred
- Make sure an appropriate tone (neutral, objective, constructive, formal) is used.
2. Paragraph-level Review
- Make sure each paragraph begins with a topic sentence that previews and/or summarizes the content to come.
- Ensure there are coherent transitions to link one sentence logically to the next.
- Highlight text that is unnecessary or irrelevant information.
- Flag overly long o