Basic Proofreading Tips

Anything you write - a manuscript, an article, a news report, a business letter, or advertising copy - you should conduct some level of proofreading so that it reaches its recipients in an error-free state. Different types of documents require different types of checking; a manuscript often requires editing in addition to proofreading, but it is more often than not sufficient to check for only spelling and grammar errors.

If you are mainly concerned about checking spelling, you should try reading your document backwards, checking one word at a time. This process will prevent you from skimming as you read and therefore missing errors because you stay focused on the content. It is also convenient to break longer words into syllables and check that letters have not been transposed within each syllable. When we read something, our brains are accustomed to making assumptions in order to gain speed. In many cases, we see only the first few letters of a word, recognize it, and move on. We hardly bother if the word is spelt correctly or not.

To remove uncertainty or confusion over any word, it is better if you keep a dictionary on hand for consultation. You must be extra careful about words that sound the same, for example, their and there, because these are often mixed up. Make sure you check spellings in your headlines. It is often noticed that capitals, bolding, or different font styles make it easy for errors to go undetected. If possible, you can make temporary changes to the font style or size to make it more convenient for you to check the text.

In case you are required to do a basic grammar and sense check in addition to a spelling check, try to read your document backwards one sentence at a time. Look for common errors such as verb and subject agreement, apostrophe usage and other punctuation errors, and missing words. Even if your client prefers informal grammar, errors like these will make a document look unprofessional. Remember that missing or transposed letters can completely change the meaning of a word. In such cases, the spelling may be correct, but the word is totally out of context. Your PC also won't detect the error either during spell-checks. If you suspect that a sentence sounds wrong, follow your instinct. Consult a grammar guide so that you can double-check anything you are unsure of.

Avoid second-guessing yourself and look up any words you do not know the definite meanings of. In this way, you won't use "consequently" when you should have used "subsequently." Also try to use the correct form of the word - do not use an adjective as an adverb.

We are often prone to overlooking the spelling of a name when checking a document, more so a popular name, or one with many spelling variations, such as Katherine, Katharine, Kathryn, Catherine. If you have to quote more than one person, check carefully if you have attributed each quote to the correct person. If you follow these basic guidelines for proofreading, the document will be free of errors and have a high level of professionalism.