Why is Proofreading Important?

Proofreading can help you improve the readability and quality of your documents. It is important to
ensure that your writing is error-free and professional.

What is Proofreading?

Proofreading includes reviewing for grammar, correct use of language, and format. It’s the final
touches needed to ensure a business document is correct, consistent, and professional.

17 Proofreading Techniques

The following list presents the strategies we recommend for better proofreading.

These methods strengthen your proofreading process and knowledge.

1. Step away, then focus

Whenever possible, step away from the document before proofreading. This is crucial when you are the
document’s author. You are too close to the content, making it difficult to have a clear, objective eye on
the text.

We recommend taking a 24-hour break from the content before proofreading for maximum
effectiveness.

2. Print a hard copy proof of your document

Many editors find it easier to proofread with a physical document. Printing the document makes it easier
to read and allows you to proofread in more places.

3. Read aloud

Good proofreading is done slowly. Simply reading it normally allows your brain to fill in gaps and fix
errors in your mind and skip them on the page.

Reading aloud ensures that each word and punctuation mark is verified. It also highlights awkward
sentences because they will sound more awkward out loud than on the page.

Conveniently, there are online programs that will help with this task. Use your computer’s text-to-voice
function to have your document read to you. Having your computer read to you will help catch typos
that you may skip over as you know the original intent of the sentence.

4. Align with company style standards

Most companies have style standards for external documents. Ensure you have these guidelines close at
hand while proofreading.

These guidelines may range from font choice to preferred spellings to margin size and more. These
details ensure consistency across an organizatipag
 5. Remove excess words

Business writing is concise and direct. Excess words, like adjectives or adverbs, can detract from the
message. Being careful not to overstep into editing, review the text for superfluous words that do not
add value to the text. In addition, accidental excess or repeat words are erroneous and can be missed
prior to proofing.

6. Explain or remove jargon

Specialized terminology or acronyms should be used sparingly, if at all, in business writing. When used
appropriately for the reader, they still must be explained.

Generally, the first mention of an acronym is spelled out completely, with the acronym following in
parentheses. An unfamiliar technical term should be explained in the text before being referenced.

Terms that are difficult for the reader should be removed and replaced with more accessible wording.

7. Check sentence structure

A proper sentence must have a subject, a verb, and express a complete thought. Simple, right? Yet,
sentence fragments and run-on sentences can sneak into an otherwise great text.

Review each sentence for proper structure and punctuation.

8. Review flow and sequencing

One pass of the document must be a high-level review. This overview checks the organization of the
document to ensure it has proper flow and sequencing.

Check for formatting consistency, order, the numbering of images, tables, and appendices, and the
general presentation.

9. Use software

Technology is your friend when it comes to proofreading.

Microsoft’s Spelling and Grammar tool and Grammarly’s online editor are two handy tools to catch
spelling, grammatical errors, and some syntax errors that your spellcheck may miss.

Use these tools as a first scan. They will catch detectable errors. However, word choice and homonyms
are often only found by the human eye.

You can check out our list of the top tools for tone, editing, and grammar (among other business writing
needs!) on our blog.

10. Hire an editor or ask colleagues/friends

If you’re way, way too close to your document, proofing it yourself may not be a good idea. In this case,
seek a truly objective opinion and review.
Hiring an editor to complete the proofreading phase can be a valuable investment. Alternatively, asking a
friend or colleague to proof your text can provide a fresh perspective.

11. Take a course

Proofreading is a skill that is learned, honed, and improved. Like many other writing aptitudes, proofing
can be developed through education. Taking a course on proofreading will help you master the process.

We offer a Proofreading Course with Grammar Review that hones the skills required to proofread
effectively in a business environment.

Common Proofreading Mistakes

These proofreading techniques will help you catch the trickiest business communication errors.

12. Check homophones

Homophones are words that sound the same but have different meanings, such as not and knot. When a
word sounds right, the quick reader can mistake it for being correct. Homophones are a painful but
important item to check.

Including accept where except is intended can be embarrassing or even disastrous in business
communication.

Ensure the word choice is the communicatio

13. Check apostrophes

Apostrophes are often placed incorrectly. Apostrophes are seldom used for plurals, but somehow they
often appear as such.

While mixing up companies with company’s may not be disastrous, it is confusing and unprofessional.

14. Fact check

Employees, colleagues, and clients rely on business communications for information and decisions.
Therefore, the information needs to be accurate. Whether it is the client name spelling, the sales division
location, or the policy sheet, each detail must be correct.

Fact-checking these details will ensure the document is valuable and useful.

15. Verify numbers, times, and dates

Numerical information is often the most critical and the easiest to mistype.

Each number must be verified. A misplaced decimal or zero in a budget line can be a grievous error.
Times should be checked, including the time zone. Dates must be correct to the day of the month and
the week.

Triple checking the numbers is not an over-the-top habit.

Writing a staff’s, colleague’s, or client’s name incorrectly or completely wrong is disrespectful. It can lead
to confusion, but more importantly, it shows poor attention to detail to the most important people: the
reader or subject of the business communicathabi

17. Test hyperlinks and phone numbers

Website and phone numbers are handy. However, they become very frustrating or ignored if they are
incorrect.

In the proofreading process, click on each hyperlink, type in each web address, and dial each phone
number included in the document to ensure they will correctly direct the reader.