It’s rare to get the first draft perfect, whether you’re an experienced copywriter or a beginner.
Most writers spend more time editing than writing. However, in a fast-paced content world, proofreading often gets overlooked. That’s why we’ve created this essential grammar checklist for writing, designed to boost your chances of producing polished content from the get-go. Following this guide is like earning a “copywriting certificate.”
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Grammar Checklist for Writing Success
Before you submit your work, take a break to clear your mind. Ideally, let it sit overnight, but even a short break helps. Step away from your computer, stretch, and come back with fresh eyes. If you’re unsure what to check for, here are common areas to focus on:
Punctuation and Grammar Pitfalls
Keep an eye out for these common punctuation and grammar issues:
Missing Punctuation
Ensure every paragraph ends with a period. Include commas after introductory clauses and ensure all sets of parentheses, brackets, and quotation marks are closed.
Unnecessary Commas
Commas are used to connect clauses or separate items in a list, but too many commas create awkward pauses in your text. Use them judiciously.
Comma Splices
A comma splice happens when you join two sentences with a comma instead of a semicolon or conjunction. For instance, “Comma splices are problematic; semicolons can join two related sentences.”
Colons vs. Semicolons
Colons are used for emphasis or to introduce a list, like this: “My favorite colors are red, blue, and green.” Semicolons connect two independent clauses or separate items in complex lists.
Hyphens, Em-dashes, and En-dashes
Hyphens join compound words, while en-dashes are slightly longer and denote ranges like 1-5. Em-dashes are the longest and separate different parts of a sentence. This guide explains the variations.
Hyphenating Compound Modifiers
Hyphenate compound modifiers to clarify meaning, especially before nouns. For example, “well-deserved success” or “high-quality cuisine.” If they come after a noun, no hyphenation is needed, like “her success was well deserved.”
Irregular Capitalization
Capitalization rules require proper nouns and sentence beginnings to start with capital letters. However, some modern company names might not follow traditional rules. Double-check brand guidelines to ensure accuracy.
Irregular Capitalization
Capitalization rules require proper nouns and sentence beginnings to start with capital letters. However, some modern company names might not follow traditional rules. Double-check brand guidelines to ensure accuracy.
Layout and Styling
Proper formatting can impact the readability of your writing. Here’s what to check:
Incorrect Spacing
Standard formatting includes line breaks between paragraphs, one space after periods, and no indent at the beginning of a new paragraph unless specified by the brand's house style.
Inconsistent Subheadings
In American English, subheadings generally use title case, where each word is capitalized, while British English uses sentence case, with only the first word capitalized. Know your audience's preference.
Word Choice and Syntax Considerations
Your word choice and sentence structure are vital. Here’s what to watch for:
Inconsistent Tenses
Keep your tense consistent; shifting between past and present can lead to confusion. For example, “I was afraid I am making mistakes” has mixed tenses.
Misplaced Modifiers
Ensure modifiers are close to the nouns they describe. For instance, "I chose the green child's bike." In this case, "green" should modify "bike," not "child."
Incorrect Parallelism
When creating lists, ensure consistency in structure. For example, “1) Soothes, inspires and invigorates. 2) Creating feelings of nostalgia and joy.” Keep the tense uniform across all items.
Subject-Verb Agreement
Ensure your subjects and verbs are numerically aligned. If the subject is plural, the verb should be too, and vice versa. For example, “I are going to the zoo” should be “I am going to the zoo” or “We are going to the zoo.”
Redundant Words
Using the same words repeatedly can make your content feel repetitive. Use a paragraph writing checklist to catch repetition and vary your vocabulary.
Common Typos
English has many tricky word pairs that can cause errors. Here are some common typos to watch for:
Affect/effect
Except/accept
Breathe/breath
Its/it’s
They’re/their/there
Proofreading and Additional Considerations
Effective proofreading involves more than just checking grammar. Consider these additional tips:
Run-on Sentences
Run-on sentences can confuse readers and make content harder to follow. Use punctuation like periods, commas, or semicolons to break up complex thoughts.
Sentence Complexity
Overly complex sentences can overwhelm readers. Leading copywriters suggest keeping sentences under 20 words. Aim for simple words and shorter sentences for better readability.
Active vs. Passive Voice
Active voice adds energy to your writing by focusing on the action. The passive voice is less engaging and can feel awkward. For example, “We set the standard for website design” is more effective than “The standard was set by us.”
First-Person Writing
Avoid overusing "we" and "our" in your writing. Speak directly to your audience with "you" and "your." This approach helps sell the benefits of a product or service from the reader's perspective.
Vague Adjectives
Avoid generic adjectives that add little to your content. Employ precise and vivid words to highlight the advantages of a product or service. For instance, instead of "beautiful," use "crystal-clear" or "compact."
Helpful Grammar Tools
Sometimes, a writer needs extra help. These tools can improve your writing by identifying common errors:
Grammarly
Grammarly is a popular tool for grammar check. It can catch common typos, punctuation errors, and much more. This tool also has a multi-language dictionary for different English variants.
Ginger Grammar and Spell Checker
Ginger is great for identifying subject-verb disagreements and typos. It also integrates with web browsers for quick corrections without needing to rewrite entire sections.
Hemingway Editor
Hemingway is a free online tool that provides insights into passive voice, sentence length, and readability. It helps you keep your writing concise and easy to understand.
Plagiarism Checker
Use a plagiarism checker to ensure your work is unique. Copyscape is a popular choice, but other free versions can be useful for quick checks to avoid unintentional duplication.
Conclusion
While some traditional grammar rules might seem outdated, they can still help you communicate clearly. Balance formal and conversational language based on your target audience and style of content. Use this grammar checklist to refine your grammar writing skills and keep your content error-free. Remember, writing should be enjoyable, and even professionals make mistakes. Take breaks to recharge, and don’t be afraid to revise your work. These sentence and writing mechanics checklists will keep you on track and ensure you create quality content.
