document review checklist
DESCRIPTION
It’s important to strive for quality, consistency, and effectiveness in all documentation projects. To achieve these goals, we have created the following review checklist to ensure accuracy when editing your documents.TRANSCRIPT
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It’s important to strive for quality, consistency, and effectiveness in all
documentation projects. To achieve these goals, we have created the
following review checklist to ensure accuracy when editing your documents.
When you edit a document, remember “broad-to-specific” and “outside-to-
inside”. In other words, review the page layout, headers and footers, graphics,
tables, headings and obvious content first. Then, work your way to the specific
content, and edit for clarity and readability. Verify all the content is accurate
and effective, and save the grammar and punctuation editing as the last step.
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Document Name:
OK (Y/N)
Item Comments
Front Matter
Title page: correct title, subtitle and date.
Legal notice is current and trademarks listed.
Table of contents formatted properly with correct headings and page numbers.
Back Matter
Documents in excess of ten pages include an index.
Documents with a variety of technical terms and/or acronyms include a glossary.
Page Layout
Headers, footers and page numbers are correct and consistent.
Page, line and section breaks are used effectively.
Right/left pagination is correct: chapters start on an odd-numbered page.
Document is free of windows and orphans (one line standing alone at the top/bottom of the page, one
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OK (Y/N)
Item Comments
bullet at the top of a page, headings not kept with following text).
Includes adequate white space for readability.
Tables
Tables are consistently formatted (spacing, horizontal/vertical alignment, character fonts/sizes/ styles).
Table headers repeat across pages.
Displayed where necessary for better understanding.
Graphics
Graphics are current.
Graphics clearly illustrated the text.
Graphics are legible.
Graphics are free to use and do not infringe upon copyrights.
Formatting
Document observes current M&A style guide and template.
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Document Name:
OK (Y/N)
Item Comments
Formatting is consistent throughout document.
Product names are capitalized, spelled and used correctly.
Vertical spacing between paragraphs is consistent.
Document does not contain unnecessary blank lines.
Readability
Sentences are clear, direct and concise.
Repetition and transitional phrases are effectively used.
Information is chunked and logically ordered.
Headings, lists, captions and sentences have parallel structure and punctuation.
Writing Style
Information is appropriately presented for the intended audience.
New concepts and terms are explained as presented.
Concepts flow logically.
Similar topics are presented in the same manner.
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Document Name:
OK (Y/N)
Item Comments
Headings clearly denote parts of the document.
Information is logically organized and clearly identified.
Active voice is used throughout the document.
Steps are in the imperative mood. For example, “Click Next to continue”, or “Enter “ABC” in the Company field”.
Voice, tone and reading level are appropriate for the intended reader.
Terms are used consistently and correctly.
Acronyms and abbreviations are defined at first use.
Document does not contain gender-specific references.
Grammar and Punctuation
Sentences are complete.
Subjects and verbs agree.
Pronouns and antecedents agree.
Verb tense is consistent.
Short sentences are employed for readability.
The Spelling and Grammar check tool has been used.
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Document Name:
OK (Y/N)
Item Comments
Punctuation, capitalization and spelling are correct.
Headings and captions follow departmental standards.
Capitalization is consistent and follows departmental standards.
Numbers zero through ten are spelled out.
All lists (numbered and bulleted) contain an introductory phrase/sentence.
Bullets are used consistently.
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Business and technical writers, like most corporate employees, are increasingly pressured to produce more and more documentation under tight
deadlines. Rather than delivering inferior work, you’ll find that the best writers incorporate an effective review of their writing and save time in the long
run by preventing documents that are poorly structured, unclear or inaccurate from rushing out their office door.
Contact us today for more assistance and best practices to boost your technical, online help and training documentation.
Michaels & Associates — we maximize your room for improvement.
[email protected] www.michaelsandassoc.com toll-free: 877-614-8440