Copy Editor's QA Guide

Checklist 1 min
Download 
Ensure you don't miss any errors as you perform quality assurance on a writer's work.

Nothing ruins credibility faster than obvious grammar or spelling errors in written communication. Use this checklist as a reminder of how to spot mistakes in others' work. It will help preserve credibility and ensure that poor writing skills do not detract from the message.

  1. Read for content.
    1. Read for the facts, the tone and the story structure.
    2. Read as a reader would and see if you understand the message the writer is trying to communicate.
    3. Circle information you want to revisit.
  2. Rework as needed.
  3. Read for errors.
    1. Inspect mechanics (grammar, spelling, punctuation and sentence structure).
    2. Compare to AP and local style guides.
    3. Read aloud (read every syllable of each word in an exaggerated tone to check spelling).
    4. Read the article backward, sentence by sentence.
    5. Place your finger under each word as you read to ensure you are reading the actual words on the page and not mentally inserting what you think you are reading.
    6. Step away for a few minutes and come back to the work to reread with fresh eyes.
  4. Read for clarity.
    1. Ensure the message is clear and that it aligns with the commander’s intent.
    2. Answer any questions a reader might have.
    3. Ensure there are no headless snakes (i.e., last name only on the first reference).
    4. Give perspective — if you give astronomical numbers, provide context.
  5. Read for accuracy.
    1. Check every reference to a specific name or detail.
    2. Use middle initial for proper ID (when writing on a crime).
    3. Verify all dates, places, times and events.
    4. Test all hyperlinks, emails and phone numbers to ensure they work.
    5. Confirm job descriptions and roles and ensure that a person's job description provides credibility to speak on the subject.
    6. Verify all numbers and statistics, from news to recipes.
    7. Confirm that nothing new has become available immediately before release.
    8. Ask subject matter experts to review the final copy, especially when the subject is complex or technical.
    9. Compare captions to articles. Ensure that they do not contradict one another.

Discover More You May Like

View All Checklists
Lt. Cmdr. Beatriz Talerico, assigned to Naval Surface Group Middle Pacific discuss daily tasks with a fellow Sailor. The Department of the Navy (DON) celebrates Women's History Month to commemorate the contributions of military and civilian women to the DON. (U.S. Navy photo by Anna Marie G. Gonzales)

Annex F Development

Template
1 min
Use this template to develop an Annex F to provide additional details and guidance for an OPLAN.
Chaplain (Maj.) Kimberly Hall, installation chaplain, talks with a military spouse in her office at the base chapel at Hanscom Air Force Base, Mass., March 8. (U.S. Air Force Photo by Jerry Saslav)

Persona Framework

Template
1 min
Customize this template to capture audience personas that fuel content strategy.
A hand holds a magnifying glass over two people, with one person outside of the magnifying glass.

Gain Audience Insight with Personas

Article
6 min
Explore how personas help promote strategic content creation and improve audience engagement.
Chief of Space Operations Gen. Chance Saltzman hosts a Town Hall meeting in the Pentagon, Arlington, Va., May 23, 2023.

Understanding Your Audience 101

Collection
5 items
These resources help you research and identify certain aspects of your audience for effective communication.
A person holding a megaphone, one reading a newspaper, another using a smartphone and someone looking at a computer.

Relevant Actor Construct

Article
4 min
Learn who relevant actors are and how they impact narratives and information efforts.
A hand pointing at circles representing different communication channel symbols.

Unlock the Potential of Communication Channels

Article
5 min
Learn key principles of communication channels and how to select the right channel to reach your audience.

View More