DOCUMENT REVIEW CHECKLIST

DOCUMENT REVIEW CHECKLIST

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DOCUMENT REVIEW CHECKLIST

QUALITY REVIEWS FR OM THE OUTSIDE IN

Its 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-toinside. 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 REVIEW CHECKLIST

Document Name:
OK (Y/N) 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. Item Comments

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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DOCUMENT REVIEW CHECKLIST

Document Name:
OK (Y/N) Item bullet at the top of a page, headings not kept with following text). Includes adequate white space for readability. Comments

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 REVIEW CHECKLIST

Document Name:
OK (Y/N) Item 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. Comments

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 REVIEW CHECKLIST

Document Name:
OK (Y/N) Item 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. Comments

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 REVIEW CHECKLIST

Document Name:
OK (Y/N) Item 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. Comments

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DOCUMENT REVIEW CHECKLIST

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, youll 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.

info@michaelsandassoc.com

www.michaelsandassoc.com

toll-free: 877-614-8440

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