Navigating Academic Success
Chapter 2: Academic Writing

3: EDIT-IT - Refine and Perfect

Complete & Continue Next Lesson Learn More

The Diamond in the Rough

You’ve written your first draft.

You followed TEEEE structure.

You got your ideas down on paper.

And now you’re reading it back thinking: “This is... not great.”

Good. That’s exactly where you should be.

Your first draft was never supposed to be perfect. It was supposed to GET YOUR THOUGHTS OUT. Now comes the part where you turn those rough thoughts into polished, submission-ready work.

This is editing. And editing is where average assignments become excellent ones.

Here’s the truth: professional writers spend MORE time editing than writing. Your first draft is maybe 40% of the work. The other 60%? That’s all editing.

The Editing Mindset: You’re a Sculptor Now

Writing the first draft is like getting a big block of marble.

Editing is chipping away everything that doesn’t belong until you reveal the sculpture inside.

You’re not starting over.

You’re refining what’s already there.

And here’s the key: you can’t write and edit at the same time. Your brain needs to be in different modes for each task.

  • Writing mode: Get it out, don’t judge, keep moving forward

  • Editing mode: Question everything, tighten it up, make it better

That’s why we draft first, THEN edit.

Step 1: Take a Break (Seriously)

Before you start editing, step away from your work.

Minimum break: A few hours (go for a walk, eat, do something else)

Ideal break: Overnight or 24 hours

Why this matters: You need fresh eyes. When you’ve just finished writing, your brain fills in gaps and skips over mistakes because it knows what you MEANT to say, not what you actually SAID.

After a break, you’ll spot things you missed. Sentences that made perfect sense at 11pm will look confusing in the morning. That’s exactly what you want.

Step 2: Read Your Whole Draft Without Stopping

Don’t edit anything yet. Just read.

Grab a pen and paper (or open a separate document) and note:

Big picture questions:

  • Does this actually answer the assignment question?

  • Is my argument clear and consistent throughout?

  • Do the sections flow logically from one to the next?

  • Are there any gaps in my reasoning or evidence?

  • Have I repeated myself unnecessarily?

  • Is anything missing?

Mark issues but don’t fix them yet. You’re getting an overview of what needs work before you dive into line-by-line editing.

Common issues you might spot:

  • “Wait, I made this point in Section 2 AND Section 4”

  • “This example doesn’t actually support my argument”

  • “I forgot to address the counter-argument”

  • “My conclusion contradicts what I said in the introduction”

Don’t panic. These are fixable. That’s literally what editing is for.

Step 3: Structural Editing - Move Things Around

Now that you’ve identified big-picture issues, it’s time to reorganise.

This is where you:

  • Move paragraphs to different sections if they fit better elsewhere

  • Delete repetitive content

  • Combine similar points

  • Add new paragraphs to fill gaps

  • Rearrange the order of your sections if the flow isn’t working

In Word/Google Docs:

  • Use the “Outline” or “Navigation Pane” view to see your headings

  • Drag and drop entire sections to reorder them

  • Use “Track Changes” so you can undo if needed

Questions to ask for each section:

Introduction:

  • Does it provide the necessary context?

  • Does it clearly state what I’m arguing?

  • Does it outline how I’ll make that argument?

  • Is it engaging enough to make someone want to keep reading?

Body paragraphs:

  • Does each paragraph have ONE clear main idea?

  • Do they follow TEEEE structure?

  • Do they build on each other logically?

  • Are they in the right order?

Conclusion:

  • Does it answer the assignment question clearly?

  • Does it summarise my key points WITHOUT just repeating the introduction?

  • Does it show the “so what?” - why this matters?

  • Does it leave the reader with something to think about?

Don’t be afraid to make big changes. Sometimes a paragraph you spent an hour writing needs to be deleted because it doesn’t actually serve your argument. That’s okay. It helped you think through the issue - but it doesn’t need to be in the final version.

Step 4: Paragraph-Level Editing - Refine Each Section

Now go through paragraph by paragraph and tighten them up.

For each paragraph, check:

Topic sentence:

  • Is it clear what this paragraph is about?

  • Does it connect to my overall argument?

  • Could I make it more specific or precise?

Explanation:

  • Have I actually explained WHY this matters?

  • Is my reasoning clear?

  • Am I assuming the reader knows something they might not?

Evidence:

  • Is my evidence actually relevant to this point?

  • Have I cited it correctly?

  • Do I need more evidence, or is this sufficient?

  • Am I just describing what the source says, or am I engaging with it?

Example:

  • Is this example concrete and specific?

  • Does it clearly illustrate my point?

  • Could I use a better example?

Evaluation:

  • Have I shown how this paragraph supports my argument?

  • Does it transition smoothly to the next paragraph?

  • Am I just summarising, or am I analysing?

Step 5: Sentence-Level Editing - Make Every Word Count

Now we get into the nitty-gritty: making your sentences clear, concise, and powerful.

Read each sentence and ask:

Is it clear?

  • Would someone unfamiliar with the topic understand this?

  • Am I using jargon without explaining it?

  • Is the sentence structure confusing?

Is it concise?

  • Can I say this in fewer words without losing meaning?

  • Am I being repetitive?

  • Are there filler words I can cut?

Is it precise?

  • Am I being vague when I could be specific?

  • Could I use a stronger verb or more accurate noun?

  • Am I hedging too much? (“perhaps, possibly, maybe, might”)

Common Sentence Issues and Fixes

❌ Passive voice (when active is better):

Before: Restorative justice was implemented by the court system.

After: The court system implemented restorative justice.

Why change it: Active voice is clearer and more direct. Passive voice obscures WHO is doing WHAT.

When passive is okay: When the actor doesn’t matter or is unknown: “The policy was introduced in 2015.”

❌ Unnecessarily complex wording:

Before: Due to the fact that restorative justice utilises a collaborative approach, it is more effective in terms of reducing recidivism.

After: Because restorative justice uses collaboration, it reduces reoffending more effectively.

Why change it: Academic writing should be clear, not complicated. Don’t use 10 words when 5 will do.

❌ Vague language:

Before: Many studies show that this approach works quite well in some situations.

After: Three recent meta-analyses demonstrate that restorative justice reduces reoffending by 14-18% when applied to youth offenders (Smith, 2019; Jones, 2020; Brown, 2021).

Why change it: Be specific. Quantify when possible. Cite your sources.

❌ Repetitive phrasing:

Before: Restorative justice is effective because restorative justice involves victims and offenders in dialogue, and this dialogue in restorative justice leads to better outcomes.

After: Restorative justice is effective because it involves victims and offenders in dialogue, leading to better outcomes.

Why change it: Repeating the same words is clunky. Use pronouns or restructure to avoid repetition.

❌ Run-on sentences:

Before: Restorative justice has been used in New Zealand since the 1980s and it focuses on repairing harm and it involves community members and it has shown promising results in reducing reoffending rates particularly among young offenders.

After: New Zealand has used restorative justice since the 1980s. It focuses on repairing harm through community involvement and has shown promising results, particularly in reducing youth reoffending rates.

Why change it: Break long sentences into shorter ones for clarity. Each sentence should make ONE clear point.

Step 6: Proofread Out Loud

This is THE most effective editing technique I know.

Read your entire assignment OUT LOUD.

Why this works:

  • You catch awkward phrasing your eyes skip over when reading silently

  • You notice where you run out of breath = sentence is too long

  • You hear repetitive words or clunky transitions

  • You find missing words or grammatical errors

  • You can tell if your argument actually makes sense when spoken

What to listen for:

  • Does it flow naturally?

  • Are there sentences where you stumble?

  • Does anything sound odd or overly complicated?

  • Are you bored reading it? (If so, your reader will be too)

If something sounds weird, fix it. Trust your ear.

Step 7: Check Your References and Formatting

This is tedious but essential. You can lose marks for formatting errors even if your content is brilliant.

Check EVERY reference:

In-text citations:

  • Are they in the correct format for your referencing style? (APA, Harvard, Chicago, etc.)

  • Have you cited EVERY idea/fact/quote that isn’t your own?

  • Are your citations accurate? (Correct year, page numbers if required, etc.)

Reference list:

  • Is every in-text citation in your reference list?

  • Is every reference list entry cited in your text?

  • Are they in alphabetical order?

  • Is the formatting consistent?

  • Are you using the correct format for each source type? (book vs journal article vs website)

Use reference management tools:

  • Zotero (free, open-source)

  • Mendeley (free)

  • EndNote (usually available through university libraries)

These tools automatically format your references correctly and update your reference list as you write. Life-saver.

Check formatting requirements:

  • Font type and size (usually Times New Roman 12pt or Arial 11pt)

  • Line spacing (usually 1.5 or double-spaced)

  • Margins (usually 2.5cm all around)

  • Page numbers

  • Header with your name/student ID (if required)

  • Word count (and whether footnotes/references count toward it)

Read the assignment guidelines again to make sure you haven’t missed anything.

Step 8: Final Quality Checks

Before you submit, run through this checklist:

Content:

  • I’ve answered the assignment question

  • My argument is clear and consistent

  • I’ve provided evidence for all claims

  • I’ve addressed counter-arguments or limitations

  • My introduction and conclusion align

Structure:

  • Paragraphs follow TEEEE structure

  • Sections flow logically

  • Transitions are smooth

  • Headings are clear (if using them)

Language:

  • Sentences are clear and concise

  • I’ve avoided jargon or explained it when necessary

  • Tone is appropriately academic

  • No spelling or grammar errors

Formatting:

  • Correct referencing style used throughout

  • All sources cited in-text AND in reference list

  • Formatting requirements met (font, spacing, margins)

  • Word count within acceptable range

  • File named correctly (usually: StudentID_AssignmentName.docx)

Tools That Help With Editing

Grammarly (free and paid versions):

  • Catches grammar and spelling errors

  • Suggests clarity improvements

  • Flags wordiness and passive voice

  • Caveat: Don’t accept every suggestion blindly. YOU know your argument best.

Hemingway Editor (free online):

  • Highlights complex sentences

  • Identifies passive voice

  • Suggests simpler alternatives

  • Great for tightening up your writing

Text-to-speech:

  • Most computers/phones have built-in text-to-speech

  • Have your device read your work to you - check out Speechify

  • You’ll hear errors you’d miss reading silently

Print it out:

  • Reading on paper feels different than reading on screen

  • You catch different errors

  • You can physically mark it up with a pen

Get a friend to read it:

  • Fresh eyes catch things you've become blind to

  • They’ll tell you if something doesn’t make sense

  • Even just explaining your argument to someone helps clarify it

The “Good Enough” Moment

Here’s something nobody tells you: there’s a point where more editing makes it worse, not better.

You can over-edit. You can tinker endlessly, changing words back and forth, second-guessing yourself into paralysis.

How do you know when it's ready?

  • You’ve answered the assignment question clearly

  • Your argument is sound and well-supported

  • The structure is logical

  • The writing is clear and precise

  • You’ve fixed all obvious errors

  • You’ve read it out loud and it flows well

At that point: submit it.

Perfection doesn't exist. “Good enough” is actually excellent when you’ve put in solid drafting and editing work.

Release it into the world and move on to the next thing.

Your Turn: Action Steps

  1. Take a break from your draft (minimum 4 hours, ideally overnight)

  2. Read through without editing and note big-picture issues

  3. Reorganise sections if needed for better flow

  4. Go through paragraph by paragraph checking TEEEE structure

  5. Tighten up sentences - cut unnecessary words, fix passive voice, clarify vague language

  6. Read your entire assignment out loud and fix anything that sounds awkward

  7. Check all citations and formatting against assignment requirements

  8. Run through the final quality checklist

  9. Submit with confidence!

Knowledge Nuggets:

  • Editing is where good work becomes great work. Don’t skip it.

  • Fresh eyes catch more errors - always take a break before editing.

  • Start with big structural issues, then move to sentence-level, then proofread.

  • Reading out loud is the single most effective editing technique.

  • Know when to stop. Perfect is the enemy of done.

You’ve now completed the full assessment process:

  1. POST-IT (brainstorm and organise)

  2. WRITE IT (structure and draft)

  3. EDIT IT (refine and perfect)

This process works from Level 1 to Level 10. The complexity of your ideas will grow, but the process stays the same.

Mauri tū, Mauri ora!

Download PDF

  • Add a short summary or a list of helpful resources here.