Proofreading Tips

Don't you hate when you hit the send button on that e-mail and you realize there is a typo right in the middle? Most of my clients are concerned with the image they project, whether that is in print or electronically. Proofreading your documents can save you the embarrassment of sending a letter or an e-mail with a misspelled word. The occasional typo is not going to send anyone into ruin, but following the tips below might just help you catch those irritating and, maybe, embarrassing errors.

*Remember proofreading is not just checking for grammar, style, spelling, etc., but also check to make sure your text is appropriate for your audience. Did you include an acronym or word that the average reader may not know?

*Take a break between what you wrote and proofreading. Most of the time you will remember what you wrote, and read too fast.

*Proofread in two passes: first check for content (remember to use active language, and if one word will work for two use it), second check for typos, grammar, punctuation, etc.

*Reread what you have written out loud. You will be surprised how many times something may look okay on the computer screen, but when you actually read and hear it out loud it doesn't sound so good. Reading out loud also helps when you accidentally skipped a line when you were typing.

*When checking for typos read your text backwards, then you don't get caught up in what you know it should be saying and overlook a typo.

*If you use software that can spell and grammar check, use it. (I admit a lot of the times I just forget. However, I do remember about the time I have printed, signed, and am reading before stuffing it in an envelope.)

*Lastly, if you can, have someone else (shameless marketing: try your virtual assistant) look at your document. Most of us tend to take such ownership in our work that we sometimes can't see that a sentence doesn't quite read right or we have transposed some letters.