Skip to main content

5 Easy Grammar Editing Steps

Virginia has been a university English instructor for over 20 years. She specializes in helping people write essays faster and easier.

Tricks for editing grammar

Tricks for editing grammar

Why Edit for Grammar Mistakes?

Now more than ever people are judged by the way they write, so learning to write correctly is vital not just in school but in getting and keeping a good job. Using these quick 5 steps to edit your grammar can help you slow down and write more carefully. Don't have much time? At least do steps 1-3 before you turn a paper in.

Really want the best grade possible? Do all 5 steps. The more you edit, the better your grammar will be. More importantly, when you edit your writing, you can learn about the mistakes you make so you can avoid them next time!

1. Use Computer Grammar Editing

You would not believe how many students fail to do this obvious first step. Word processing programs are getting better and better at checking both spelling and grammar. I also use Grammarly and recommend that my students use it too. While the free version of the program won't find all of your errors, it can often help you correct more errors than your word processing program alone. Better yet, it might help you to recognize patterns of frequent errors you make.

Learn how to use your word processing grammar and spell-checking program, and be sure to use it at both the beginning of your editing process and also as the last step before your print or turn in your paper (in case your editing of grammar caused you to make some typos). Don't automatically do all the corrections though. Here is how to do it:

  1. Open up two copies of your document.
  2. Put your cursor at the top of one copy of the essay (so you are sure the whole document is checked) and then start the spell/grammar check program.
  3. Look at each correction the program suggests.
  4. If you know the correction is right, then let the program correct it.
  5. If you aren't sure about the correction. Click "ignore" but go to your second copy of the essay and underline that section. If you want, you can also put in the correction the computer suggested in a highlighted section, or else a different color.
  6. When you are finished, check the suggestions you weren't sure about with a friend, a writing instructor, your writing handbook or an online grammar guide.
  7. After you finish all the other steps, go back and use this spelling/grammar check one last time before you turn in your paper or print it out (especially if you've made a lot of changes).
Don't try to write or edit using your phone.  You will do a better job if you can see the screen better on a desktop or laptop computer.

Don't try to write or edit using your phone. You will do a better job if you can see the screen better on a desktop or laptop computer.

2. Read Out Loud, Slowly

One of my best editing tips is to read your paper out loud, slowly. When you read aloud, you slow down and most people see a lot more errors that way. There are several tricks to help you do this effectively:

  1. Print off a hard copy of your paper. Studies show that we don't read as carefully on a screen as we do on a paper copy.
  2. Read slowly. Our eyes skip over words as we read silently. Many of my students find most of their errors when they slow down and read aloud.
  3. You might even want to read to someone else (give them a copy too) so that you can both discuss anything which doesn't sound right in your paper.
  4. As you read, notice if you are having trouble reading. If you are, there probably is a problem with that sentence. You might be missing a comma, or maybe the word order or word choice is awkward. Try to re-word sentences to make them clearer.
  5. Another tip? Some editors suggest reading backwards to try to catch errors.
It can help to have someone else look at your essay for grammar, spelling, and word choice errors.

It can help to have someone else look at your essay for grammar, spelling, and word choice errors.

3. Have a Friend Read for Errors

Have someone else read your paper using my Peer Editing worksheet. Be sure you ask that person to look at the places you marked as errors from your word processing program. Ask your editor to especially look for:

Not sure of the rules? You can check out my easy guides hyperlinked above, check your writing handbook or look the rules up online. You were probably taught all these rules in school, but you may have forgotten some of them, or not fully grasped how to use the rules in your writing. Rules about commas, parallelism, and word choice can take some time to master but they aren't hard if you are determined to become a better writer. Not sure what you need the most help on? Ask your instructor for ideas on where to start.

4. Check the First Words

Has your instructor told you to use transitions? Or said that your sentences were awkward or not effective? Editing the first words of your sentence is the key to solving both problems. Here is how to edit using my "first words" strategy:

  1. Circle the first word of every sentence in a paragraph. Do you see some words that are the same? Each sentence should start with a different word.
  2. Mark the first words you need to change.
  3. Other sentences you need to change are any that start with words like But, And, So, This, and It.

How to Change Sentences to Make Them More Effective

1. Add a Transition Word

The easiest way to change sentences which start with the same word is to put a transition word in front of one (or both) of the sentences with a comma. To choose the best transition word, think about how the sentences relate to one another. Example:

People continue to smoke in spite of everything we know about the dangers of the habit. People who need to smoke are often not deterred by smoking ads.

  • In fact, people continue to smoke in spite of everything we know about the dangers of the habit. Moreover, people who smoke are often not deterred by smoking ads.

2. Change Word Order

Another way to vary these sentences is to change around the order of the words in one of the sentences, putting one of the phrases at the end of the sentence in the beginning as an introductory phrase (which will need a comma). Example:

  • In spite of everything we know about the dangers of the habit, people continue to smoke. Unfortunately, those who smoke are often not deterred by smoking ads.

3. Use a Different Word That Means the Same Thing

A third way to fix sentence variety is to change one of the words to a synonym (a different word having the same meaning). For example, instead of the word "people", you could use "individuals," "men and women," or "everyone."

Often, the best sentences use all 3 techniques above. Example:

  • In spite of everything we know about the dangers of the habit, people continue to smoke. Moreover, individuals who smoke are often not deterred by smoking ads.

Transition Word List for Sentence Starters

Adding (like And)Contrast (like But)Examples or to IntensifyCause and EffectSummarize or ConcludeTime




As a result





In fact


In Conclusion

At last



For instance


In short


In addition

In contrast

For example


To put it differently


What Is So Bad About but, and, so, This and It?

These five words aren't necessarily incorrect, but they make your writing seem less professional and often that will get you a lower grade.

"But, And and So" are actually conjunctions, which are intended to put two parts of a sentence together. We use these words when we talk, but they are not really effective in written communication.

"This" and "It." The problem is the reader doesn't know exactly what "this" or "it" is supposed to be. Fix these by putting what "this" or "it" actually is!

5. Check for Word Choice Errors

Word processors can only check some types of errors and others you will need to find on your own. Luckily, many of the most common grammar errors college students make are the same. If your instructor has written "word choices" on your paper, you can often improve your grammar pretty easily. Try the following:

  1. Check the "Frequently Misused Words" list. While this list isn't all the errors college instructors see, these are the most common, which means your instructor is on you like a hawk if they see them! Look for these words in your paper and make sure you've used them correctly.
  2. Look at Verbs. Especially if your instructor wrote about problems with verb tense shifts, look through your paper and circle the verbs. Make sure that you don't switch from present (now) to past tense (before), to future tense (not yet) without having a reason to do so.
  3. Singular and Plural. More importantly, be sure that the verb matches the subject. If the subject is singular (one), the verb should not be plural (more than one).
  4. Pay Attention to Instructor's Comments. If you've gotten a graded paper back from your instructor, then look to see what word choice errors were marked. Make sure you don't make the same error again. Instructors who see you are trying to improve and learn will give you a higher grade. If you don't understand the marks on your paper, be sure to ask. If your school has a writing lab for tutoring, be sure to visit. Another good idea is to take the time to talk with your instructor before or after class, or during office hours. Don't be afraid to ask questions about how you can improve. Your instructor will be glad to know you want to work on your writing.

Frequently Misused Words

word(s)meaning of 1stmeaning of 2nd


to accept (verb means to take)

all except one (means leave out or exclude)


affect is verb to influence

effect is noun meaning result

all right

not "alright," which is an incorrect spelling


a lot

not "alot," and actually a poor word for college papers



cite your sources

site as in website or place


its means "belongs to"

it's means "it is"


their (belongs to them)

there (place), they're= they are

all together/altogether

all together: a group together

altogether: completely

compare to/compare with

"compare to" is for seeing how they are the same

"compare with" is to examine how things are same and/or different

every day/ everyday

every day means each day

everyday means common sorts of things


passed is a verb, she passed the car

past means: went past, or that is in the past


than is for comparing: smaller than

then is time sequence, means "next"


two=2, to=to go, to become

too="also," "very much." I love her too.

your, you're

your=belongs to you, "your book"

you're=you are, "you're my friend"

More Editing Tips

Want to go even further? You might want to check out my 10 tips for correcting your essay to get a better grade. Don't forget to also check out my guides for writing different kinds of papers!


kelsmcdaniel on March 08, 2013:

Wonderful reminders! Thanks :)

Demas W Jasper from Today's America and The World Beyond on November 09, 2012:

Great piece Virginia! Colleges charge a lot for what you are posting here for free!

Well done.

Virginia Kearney (author) from United States on October 10, 2012:

Love that rfmoran--sometimes after grading a whole set of essays I start thinking that last sentence looks pretty good!

Russ Moran - The Write Stuff from Long Island, New York on October 10, 2012:

This isn't just for college papers but useful for any writer. I like your listing of transition words and misused words. Fortunately I rite reel goode so I don't need to now this stuff.

Virginia Kearney (author) from United States on October 09, 2012:

Thanks for stopping by Praetor and jpcmc--you are absolutely right that we should use both tools and our brains. I did all my undergrad work on an actual typewiter--hard to believe it now! We didn't have it quite so easy back then!

Virginia Kearney (author) from United States on October 09, 2012:

So glad to know you found this Hub FilmPsychic--hope it helps!

JP Carlos from Quezon CIty, Phlippines on October 09, 2012:

Such a great resource on writing. Transitional words and phrases make a huge difference in the final appeal. I'm a big fan of F7 anf Shift+F7. But these are just word processing tools. In the end I must rely on my own brain to do the editing. Voted up and shared.

Chuck on October 09, 2012:

Outstanding article, a definite "bookmark for reference"

Vincent Turpin from Gambrills, MD on October 09, 2012:

Yes! I am a college student and will employ all of your techniques on my next paper. Thank you.

Virginia Kearney (author) from United States on October 09, 2012:

Thanks Michael and billybuc! I know that I need to always remember to do these steps in my writing too!

Bill Holland from Olympia, WA on October 09, 2012:

A very well-crafted article! Excellent suggestions all the way through.

Michael Tully on October 09, 2012:

Thanks for the excellent article, Virginia. It has been many years since I've been in college, but your advice will certainly help me write better Hubs. Voted up, useful and interesting.