Final Checklist: What to Check Before You Send

IN THIS SECTION:
 

WHAT TO CHECK BEFORE YOU SEND

Names

Is each one spelled correctly? Capitalized correctly?
Are position titles capitalized before a name, but not when they appear after?
Are students identified by class year? Does the apostrophe before each class year curve toward the left?

Information

The Office of College Communications does not routinely fact-check. It is each writer's responsibility to make sure all information is accurate and complete.

Quotation marks

Are there double quotation marks around all quotations (from a word to several sentences)?
Are they "smart quotes" that curve toward the quotation?
How to create "smart quotes" >>

Spacing

There should be just one space between sentences. Eliminate any extras you find.

"Boilerplate"

If a piece contains standard information such as directions to campus, or a statement of the College's mission, does the text agree with the College's official written material? All writers are welcome to use verbatim excerpts from these "boilerplate" documents, or reproduce them in full.
Official Gordon College statements >>
Directions to Gordon College >>

Run spell-check

Final revision can introduce new errors. Even if you spell-checked during the editing process, please repeat it as your last step before you send a document to the Design Center or the Office of College Communications, post it on the College website, or distribute it in print or by email.

Links

Test all links in web material and e-mails.
Does the link text say "click"? Replace that with an active, descriptive phrase.

Email subject lines

Proofread the subject line (the title that will appear in people’s inboxes). Is it accurate? Is it engaging? Is it short enough to fit in a typical in-box display?

Design elements

Confirm that all College logos or other "branded" design elements conform to current style.


COMMON ERRORS

Please proofread all documents. Errors are common with the issues below, so please be alert for these points of Gordon College style.

A.M. and P.M. should be formatted as small capital letters, as shown here. (In media that cannot display this, lowercase a.m. / p.m.)

Ampersands (&) should only appear in official or legal titles.

Apostrophes (’) should point to the left in all media that permits this style.

Job titles should be capitalized before a name, but not after.

Names of departments, divisions and offices should be capitalized.
Names of academic majors and of class years (first-year, junior) should not.

A comma should follow a long prepositional phrase that starts a sentence—a phrase of six or more words.
If the phrase consists of five or fewer words, omit the comma.

Ages should be expressed with numerals.

Quotation marks should curve toward the quotation in all media that permit this style.
How to create “smart quotes” >>

Medium-length en dashes should link ranges of time, dates, pages and the like, with no space between a dash and the numbers or words it connects.
Longer em dashes should signal breaks within sentences, with no space between the dash and the words before and after it.
How to create en and em dashes >>