How to Edit Your Own Writing: A Revision Checklist

Separate drafting from editing

Edit your own writing in separate passes: structure, then paragraphs, then sentences, then facts and format. Before you start, take a break from the draft, even a short one, so you see what's on the page rather than what you remember writing. For longer work, leave it overnight if you can.

Then write one sentence that states the purpose, the reader and what they should understand or do. That sentence is the test for every edit. Drafting asks what you mean. Editing asks whether the reader can follow it. Doing both at once makes both worse.

First pass: structure

Check structure first. Label each section or paragraph in about five words. Repeated labels mean duplication. A missing label means a gap. A label that doesn't support the purpose sentence means that section probably belongs somewhere else.

Move, combine or cut whole sections before you touch a sentence. Check that the opening states the problem quickly, each section earns the next, and the ending lands on a conclusion or a next step instead of just stopping.

Second pass: one job per paragraph

A good paragraph has one main point, the detail that supports it, and a clear link to the paragraphs around it. If a paragraph holds two competing ideas, split it. If three paragraphs say the same thing, keep the strongest and cut the others.

Look hard at transitions. A transition should name the relationship, such as contrast, cause, sequence or example. Generic connectors make a draft sound smooth while hiding a jump in the logic.

Third pass: tighten sentences

Read aloud. Mark every spot where you run out of breath, lose the subject or stumble. Give sentences a clear actor and action. Pick a specific verb over a weak one propped up by nouns. Cut throat-clearing that delays the point.

Shorter isn't always better, though. Keep the context, qualification or example the reader needs. Cut only what repeats, inflates or delays.

Final pass: verify, format and stop

Check names, numbers, quotes, links, dates and any claim a reader might act on. Make sure headings match what's under them and list items share the same form. Then look at the piece where it'll actually be read, because spacing and line length show problems an editor window hides.

A draft is done when it meets your definition of done: clear purpose, sound structure, supported claims, your voice, and an obvious next step for the reader. Past that point, polishing mostly changes preferences, not quality.

Copyable revision checklist

• I took a break from the draft before editing.
• One sentence states the purpose, the reader and the action.
• Every section has a short label. No repeats, no gaps.
• Each paragraph does one job.
• Transitions name the relationship between ideas.
• I read it aloud and fixed the stumbles.
• Names, numbers, quotes, links and dates are checked.
• I checked it in the format where it'll be read.
• It meets my definition of done.

Keep going

• How to Write Better With AI Without Losing Your Voice, for drafting with AI before you edit.
• Serious Drafting Kit ($29), if the draft itself is the hard part.
• All Kit & File guides