Writing and Editing
1. Writing. Each department is responsible for writing copy for its publication. We do offer
assistance with copy and if needed, please request this service. Visual Communications will review your copy and edit as needed. Clients will be asked to sign off on all edits and copy changes.
2. Formatting. When preparing copy, don't try to duplicate how the final printed piece will
look. Prepare it with plain, unformatted text. The graphic designer will highlight the
important elements. Avoid using tabs, columns or extra spaces in preparing copy. If you
have a particular format in mind, submit a sample or a mock design, if possible.
3. Revising an existing publication. If your project is an update of a previously printed
piece, you may be able to write in your changes on the old piece. If there are significant
changes, you will be asked to submit the text digitally.
4. Preparing the final copy. One of the most important components in the publication process
is the need for firm copy. It is your responsibility to have your supervisor-or anyone who
needs to see your publication-approve the copy before we begin the design. This is
crucial to a smooth production and design process. If you ask us to make significant copy
changes once the design has been established, we cannot guarantee cost or deadline.
Note: To manage the issue of firm copy, we have instituted a policy that will require a
signed proof sheet that states your copy is final and ready for design. If we are required to
redesign a piece because of dramatic copy changes, we will have to resubmit the order as
a new request.
5. Proofreading. Visual Communications staff members proofread each publication at every
stage of the production process. Final approval, however, will be your responsibility. Be
sure to check the spelling and accuracy of any names and dates. Have others in your
department double-check the material.