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Proofreading Checklist

• 14-minute read
• 17th March 2023

In this post, we’ve compiled a comprehensive checklist for proofreading your work to a professional standard using the collective knowledge of our expert editing team . 

Whether you’re a proofreader yourself or want to proofread your work like a pro, be sure to bookmark this handy resource! If you want to skip the explanation of each step, you can view the checklist at the bottom of the page .

Why You Need a Proofreading Checklist

A proofreading checklist is a great resource for anyone who writes. Instead of trying to remember everything (and inevitably missing things because you’re human and have a lot to think about in a day), you have a resource that highlights common errors and mistakes. You can stay on track, avoid silly mistakes, and make sure your writing is clean, professional, and error-free. 

The Proofreading Checklist – At a Glance

• Create a clean copy
• Confirm the dialect
• Consult any notes
• Review any feedback

Use Find/Replace

• Check spelling
• Fix punctuation
• Fix the formatting

Check Capitalization

• Remove contractions
• Remove first-person pronouns
• Review abbreviations, acronyms, and initialisms
• Check grammar
• Consider the meaning, content, and word choice
• Do final checks
• Create a track changes copy

Below we’ve broken down the checklist in detail, so you can understand what each checklist item means. 

The Proofreading Checklist – In More Detail

Create a clean copy.

When you want to proofread a document, it’s useful to make two copies. The first copy is the original document, and the second is your “clean copy.”

When you’re ready to begin proofreading, open the original document, click Save As , and add “Clean Copy” to the beginning of the document name. Then remove “Track Changes” under the Review Tab (if working in Word) so you can make changes without marking up your document in red.

Confirm the Dialect

Depending on the English dialect required for the document, you might need to change the language settings on your document. This will help catch regional spelling mistakes.

  To check your language settings, go to File , select More , and then Options . You will see the Word Options page pop up. Select the Language tab on the left. Make sure the correct language is listed under the “ Office display language ” box.

  Under the “ Office authoring languages and proofing ” box, you will see the “ Add a Label ” option to the right. Select that and add your English dialect, such as English (United States) or English (United Kingdom).

Consult Any Notes

Always review any style guides, referencing guides, or assignment requirements. If you’re a freelance proofreader working for a client, check your client’s notes to make sure you haven’t missed any details or overlooked specific requirements.

If you’re working with a specific referencing guide, check out our comprehensive guides to all major referencing systems (e.g., MLA, Chicago, Harvard, and APA).

Review Any feedback

If you’re a student, review your feedback from previous writing assignments. Do you see any recurring comments? If so, write those down and look for those issues in your current work. If you’re a professional, you can do the same by making a list of feedback you’ve received from colleagues or supervisors.

You know your writing best, so think about mistakes you’ve made in the past and things you tend to struggle with. Make a list of those items before you start so you’ll remember to keep an eye out for them.

Proofreading Methods

Now, you’re ready to begin proofreading your document. Here are some general tips to make sure you catch every mistake and error as you go:

  If you have a   reference list , it can be helpful to proofread this first. Be sure to check your referencing system for guidance in this section. Reference lists should always start on a new page (unless specified otherwise). You can do this by inserting a page break.

When you start proofreading the main text, go through each page twice before moving on. If reading one page is too much, try going paragraph by paragraph instead. Take your time and give your eyes frequent breaks so you don’t miss anything. Additionally, the Read Aloud function in the Review tab can help you catch sneaky errors.

You should always use find/replace when you see recurring errors, especially spelling errors. Additionally, use find/replace to remove double spaces in the text.

Check Spelling

Thanks to spellcheckers, spelling mistakes are easy to find and correct. However, technology sometimes overlooks them , so it’s still important to pay close attention to spelling. Additionally, ensuring consistent spelling among names of people, groups, places, and organizations, as well as paying attention to dialect differences, is key to achieving neat and professional writing.

Here are some common spelling mistakes to look out for:

Fix Punctuation

Punctuation includes all marks and symbols, such as commas, colons, semicolons, quotation marks, and parentheses. Punctuation is just as important as correct grammar. Like grammar, punctuation marks add clarity and meaning.

Punctuation usage also varies among English dialects (i.e., British vs. American vs. Australian English), so make sure your punctuation usage follows the right dialect.

Here are some common punctuation mistakes to look out for. If you’re not sure how to use a specific punctuation mark, click on the link to find a detailed article on the topic.

• Misuse or overuse of semicolons and colons
• Missing end punctuation : periods, question marks, and exclamation points
• Quotation marks around direct quotes
• Use of brackets and parentheses
• Apostrophes with possessive nouns
• Correct punctuation with conjunctions
• Oxford commas in American English
• Misused, overused, or missing commas
• Hyphens  in compound adjectives before nouns (except when they end in -ly)
• Unspaced em dashes for parenthetical information in American English
• Spaced en dashes for parenthetical information in British English
• Unspaced en dashes for ranges of dates or figures
• En dashes for relationships of equal weight (e.g., “student–teacher relationship”)

Check Formatting

Always check your document for formatting mistakes or inconsistencies, as they detract from professionalism and neatness. These can include empty lines at the start of the document, spaces at the beginning of a paragraph, or graphs, charts, figures, and tables that spill over into the margins.

Capitalization should follow standard rules and be consistent. For example, the titles, headers, and subheadings might all be sentence or title case . Additionally, ensuring that proper nouns (e.g., names of organizations and places) are capitalized correctly and avoiding random capitalization will enhance the overall quality of the writing. When writing a CV or resume, always check the capitalization of job titles .

If you’re unsure about capitalizing a term or phrase, check a dictionary. If you can’t find guidance from a dictionary, such as for scientific terms or jargon , look at other works or websites that use them and maintain consistency.

Here’s a short list of capitalization guidelines:

• Capitalize proper nouns.
• Use consistent sentence or title case for titles, headers, and subheadings.
• Capitalize titles (e.g., Mr., Dr., and Ms.).
• Be consistent.

Remove Contractions

Contractions are shortened versions of two words commonly used together. For example, “I am” becomes “I’m” or “should have” becomes “should’ve.” Avoid common errors with contractions, such as “should of” becoming “should’ve” or “would of” becoming would’ve.”  

While contractions are used in spoken language regularly, they should not be used in formal writing. However, contractions can be used in creative writing, especially in dialogue .

Remove First-Person Pronouns

In formal writing, such as academic or certain business writing, it’s best to avoid first person pronouns and language (e.g., “in my opinion,” “I think,” or “our research”). However, this can vary depending on your guidelines and requirements.

Always check your style guide or ask your academic supervisor for further guidance. Overall, if you can reword the text to avoid using first person language, do so. For other types of writing, such as poetry or creative writing, pronoun usage is up to the author.

Review Any Abbreviations, Acronyms, and Initialisms

Abbreviations are shortened versions of words, such as “min” for “minute.”

Acronyms are a type of abbreviation where only the first letter from each word is included, creating a new term. For example, “National Aeronautics and Space Administration” becomes NASA or “as soon as possible” becomes ASAP. Acronyms are spoken as a single word. We don’t spell out N-A-S-A, we say NASA .

Initialisms are like acronyms, but the new abbreviation is not read as a word. Instead, we spell out the initials, such as BBC for “British Broadcasting Corporation.”

Let’s look at how to use abbreviations in writing. One rule remains the same for all types of writing (in general): abbreviations should be fully introduced on the first use. For example: 

An exception to this rule is if the term is used only once in the text. In that case, you should use full terminology by itself. Additionally, you don’t need to introduce commonly known abbreviations, like TV. Which terms this includes will depend on your academic or business field, so follow referencing guides as needed.

Abbreviations in Academic Writing

You should treat abstracts as a separate document from your thesis or journal article. This means that if you introduce an abbreviation in the abstract , you still need to introduce it on the first use in the main body.

Additionally, avoid using abbreviations in headings and subheadings unless it makes them too long (consult your style guide on these matters as well). Last, avoid using abbreviations in captions and descriptions of figures, charts, tables, or graphs. These items can be used independently from the manuscript, so it’s important that the terms are spelled out in full.

Check Grammar

Everyone makes grammar mistakes in their writing. However, missed grammar errors can make it difficult for your readers to understand the meaning.

Below is a list of common grammar errors to look out for when proofreading. If you need a more detailed explanation, click on the item to find an in-depth post on it.

●   Subject–verb agreement

●   Use of nouns

●   Correct article usage (i.e., a, an, the)

●   Use of non-restrictive and restrictive clauses (i.e., who, which, that)

●   Consistent and correct verb tenses

●   Comma splices

●   Faulty parallelism

●   Incomplete or difficult-to-understand sentences

●   Confusing pronouns (e.g.., correct uses of “he,” “she,” and “they”)

Consider the Meaning, Content, and Word Choice

Sometimes we use the wrong word because we make a spelling mistake or have a fundamental misunderstanding of a word’s definition and usage. That’s okay! What’s important is that you ensure proper word usage in your writing. When in doubt, use a dictionary.

Additionally, use the right words to convey your desired tone. For example, avoid using casual, conversational, and emotive language in academic and business writing to achieve an objective, professional, and confident tone.

For example:

Last, check each sentence for overall clarity and meaning. This can be remedied by ensuring proper grammar, punctuation, and word choice. However, there could still be some sentences that are too long (aim for around 25 words per sentence), awkward, or wordy. Reading aloud can help identify these sentences.

Conduct Final Checks

Once you finish editing, you’re not entirely done. It’s important to review your proofreading marks to ensure you didn’t miss anything. Do another find/replace to remove any double spaces you might have introduced while proofreading.

Scan the text to see if Word has highlighted any errors you might have missed (look for the red squiggly lines). Last, double-check any style guides, referencing guides, assignment requirements, or client notes to ensure you haven’t missed anything.

Create a Track Changes Copy

The final step in your proofreading process is to create a   “Track Changes” copy . To do this, you need to save the “Clean Copy” document you’ve proofread. Then, go to the Review tab, click Compare , and upload your “Original” and “Clean Copy” documents (“Original” goes in the first box, and “Clean Copy” goes in the second box). Click OK .

Save the “Track Changes” document and rename it with “Track Changes” instead of “Clean Copy.” You should now have three documents: Original, Clean Copy, and Track Changes.

The Proofreading Checklist

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Proofreading Checklist – 12 Essential Things To Look For

| Candace Osmond

Candace Osmond

Candace Osmond studied Advanced Writing & Editing Essentials at MHC. She’s been an International and USA TODAY Bestselling Author for over a decade. And she’s worked as an Editor for several mid-sized publications. Candace has a keen eye for content editing and a high degree of expertise in Fiction.

Proofreading your work can be challenging because of the multiple writing mistakes to check. One way to ensure you’ve rummaged around all the errors is by having a proofreading checklist or template.

We’ll discuss 12 essential things to look for when you’re proofreading. I also created a proofreading checklist which you can download as a guide to publishing excellent content. 

How to Create a Proofreading Checklist

There is no one way to create a proofreading checklist. Some proofreaders depend their list on the type of document. Others make a one-size-fits-all checklist that focuses on common mistakes.

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Proofreading Checklist Based on Document Type

Your proofreading checklist can differ based on the type of text you’re checking. Beyond the common mistakes in spelling and grammar, you’ll also find unique, genre-specific errors in each document.

If you’re proofreading a fiction manuscript, there are specific errors you should watch out for that are uncommon in non-fiction. For example, you might find dialogue tags in a short story or novel but not in an educational textbook. 

Fictional works are also full of overly complex language and inconsistency of organizational pronouns. You also need to ensure the writer’s point of view stays consistent unless the story changes perspectives in every section.

Common errors in non-fiction manuscripts include improper use of “which” and “that” and place names. Proofreading non-fiction also requires the deletion of complex jargon and non-standard English.

If you’re proofreading online content, you should also check internal and external links and the formatting. Some online proofreaders also get training in SEO to double-check the use of keywords. 

Proofreading Checklist Based on Common Errors

You can also create a general proofreading checklist for all types of writing. This time, you can focus on what to look for or the most common errors your writers encounter. One common writing error that even experienced writers have are homophones.

If you don’t know, homophones are words with the same sound but have different meanings and spellings. Double-check their use of “bare” and “bear” or “by” and “buy.”

Another common mistake among writers is inconsistency. In one sentence, they might write dates as “4 July, 2016” and “July 4th, 2016” in another. Inconsistencies also occur in heading capitalization, American and British English, symbols, and quotation marks. 

Make sure you also have a sharp eye for double or missing words. It’s easy to miss a “the” in a sentence because our minds automatically read them. Our minds also skip repeated words in the sentence when the statement is predictable.

Your Essential Proofreading Checklist

There are a few aspects to consider when you’re proofreading. Here’s what to look for when polishing the text before publication. 

The tone of writing is essential, especially if it’s a business, legal, or other forms of professional document. It reflects the writer and brand’s personality, affecting how the reader makes sense of the message. 

Your tone is easier to convey if you’re a speaker with non-verbal cues and inflection. How can you inject these into writing? First, know your intention and audience.

As a proofreader, you should know to whom the writing is addressed. Suggest ways to match the reader’s needs in the most effective communication possible. Strive for your tone’s sincerity and confidence so your audience will trust you. 

Numbers are one way to provide clear statements that will compel readers. Avoid commas in long sentences and the word “just” so you can sound more confident. 

2) Product and Persona Positioning

Product and persona positioning is usually not the proofreader’s job. But if you work in advertising, marketing, or PR, you should take this aspect seriously.

If the document is a script for a product launch, the proofreader must ensure it aligns with the marketing efforts. A positioning statement should be clear, substantial, and specific. Define who the brand is serving, what they offer, how they offer it, and what makes them different from others.

Writers can try using a positioning template, or they can craft their own. The key is to answer “what, how, and why.”

3) Logical Flow

Logical flow considers the bigger picture of the manuscript so that the audience reads it smoothly. Analyze the flow in terms of sentences, paragraphs, and chapters. Position yourself as a reader before a proofreader. Can you follow the writer’s thoughts effortlessly?

A full-stop punctuation mark is not always enough to show the end of a statement. Sometimes, you must use transitional devices to move on to the next. 

Logical flow also refers to the continuity of ideas throughout chapters. Suppose you’re proofreading an essay on media literacy, and the writer only defined the concept in the middle of the article. 

It would help if you suggested putting the meaning of media literacy in the beginning. Doing so will help readers understand the following sections: the importance of media literacy, applications of media literacy, etc.

Grammar is a “surface error” that proofreaders check on all types of documents. Shifting verb tense is one thing to look for that might confuse your reader. The subject-verb agreement also matters in every clause.

The best way to evaluate verbs in your writing is by encircling them all. Look at verbs in sequence, then check for errors. Does it use the correct perfect or progressive tense? Which linking verb is better? If you have a long subject, ensure you know the simple one.

You also want to see if each pronoun agrees with the antecedent. Never use “they” to replace a company name. Instead, use “it.” Know that “each,” “neither,” “either,” and “one” are singular pronouns. 

Sentence fragments, run-on sentences, and comma splices also fall under grammar. Suggest ways to rewrite these statements so the message becomes more precise and leaves the content squeaky clean. 

5) Style Guide Consistency

A style guide is a tool that has all the rules and guidelines for writing. Many companies produce their style guide to convey a single tone and voice in their documents. It shows a unified presence of the brand for individuals and groups who want to engage with them. 

For example, NASA’s style guide focuses on using an educational tone. It uses The Chicago Manual of Style, then lays out its grammar, spelling, and naming rules. NASA also has a non-gender-specific section in its style guide. 

6) Country-Specific Spelling and Jargon

Whether you’re a local, national, or international writer, your spelling and terminologies always need to be specific. British people may still read your content in American English even if you use “attorney” instead of “solicitor.” The secret is to stay consistent but understandable. 

Even if you use industry terms, make sure it will make sense to an audience from a different industry. This rule is essential, primarily if you sell a product or service worldwide. You do not want people to exit your website because they do not understand your messages. 

Try providing context when using industry jargon. It can be as simple as using the whole word instead of the acronym. “Search engine optimization” will give your readers a clue about your blog post. In the following sentences, you may start saying, “SEO.”

7) Logical Images

If the book or blog post includes images, ensure they are sensible for the readers. Some people only scroll through your post without reading the whole thing. Make the most out of the pictures to communicate your message.

Stock photos usually show poor communication. Swap it out for something more targeted. Or better yet, remove all the images that do not have value.  

Providing labels for your images is also a must. Add a small caption at the bottom for readers to understand what the photo is all about.

8) Data and Image Attributions

Whether you’re proofreading a printed document or online content, data and image attributions are essential. Check if the author uses proper citations for every statement depending on the citation style. 

Does it have the correct year and page number? For parenthetical citation, is the period outside the parentheses? Check the spelling of the source if it’s accurate. 

If you’re editing a blog post, you can attribute information by linking them. For example, you can add a URL to the text “2018 study” so that readers can click on the study you’re referring to. To cite someone’s content on Twitter, you can include “via @username” in the post. 

You can also tag if you want to cite sources on Facebook, LinkedIn, and other pages. Link the content you’re citing and mention the name of the individual or company.

9) Spellcheck

Many people also consider spelling a “surface error.” Readers might still understand your mini typos, but they will make you lose your credibility if you keep making them. It’s a social expectation that contributes to the reliability and clarity of information.

You may use spell checkers for some misspellings, but these tools won’t spot contextual spelling errors. For example, basic spellcheckers won’t differentiate between “their,” and they’re.” You must use your own eyes and judgment to proofread.

Be familiar with the mistakes that your writer commonly makes. Look over the manuscripts that you have previously marked. Try creating a list of their misspellings and check their future documents for each. 

Use a dictionary to check words of which you are uncertain. You can also use this tool to correct prepositions, irregular nouns, and verb tenses.  

10) Skimmable/Scannable

Some readers do not want to read the whole content. That’s why your proofreading template should include making the pages skimmable with adequate white space, headings, and other formatting options.

For example, make sure each paragraph does not exceed four lines to make each chunk readable. You also want to include clear headings for each section to draw the readers’ attention. Text styles like bold and italics can also help with important notes. 

11) Active and Passive Voice

Proofreaders should double-check if the authors observe a balance of passive and active voice. Too much passive voice can make the writing less confident and direct, while active voice promotes conciseness in writing. Using too much passive tone is considered bad writing.

But do not completely remove the passive voice. You can keep it if you want to highlight the action instead of the doer of the action. The passive voice is also essential when creating a sense of anonymity or objectivity. 

12) Plagiarism

Plagiarism is what to look for when proofreading academic works. A text-matching software like Grammarly or Scribbr can help you spot plagiarism in the writer’s work. You can either delete the statement, edit it, or cite the source. 

Proofreading also includes making sure the writer is not overdoing direct quotations. Paraphrase some quoted statements while retaining the citation to make the writing better.  

Be an Expert Proofreader

Now you know what to look for when proofreading your work or someone else’s. Remember that a professional proofreader doesn’t just look for “surface errors” or make “finishing touches.” 

Use this guide to craft your own proofreading checklist, or refer to our downloadable template for proofreading. Either way, you’ll end up with a polished content piece, free of most grammar mistakes and human errors. And invest in a good editing software tool to make your life easier.

Free Proofreading Checklist 

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Writing Prompts

Make Writing A Habit

The Ultimate Proofreading Checklist

Okay, so you have to proofread something. Deep breaths. Unless you’re a professional proofreader, you’re likely not too thrilled to find yourself in this situation. You’ve already spent eight hours sitting at your desk writing this document, and three more hours just editing it. Now, you have to proofread it, too?!

Yes, yes, you do. But it’s not all bad. I’m going to give you a choice. It’s time to pick (drum roll, please) . . . your proofreading hat! Proofreading hat? Really?

Yes, really. Putting on your proofreading hat (literal or figurative—your call) will help you get into the right frame of mind. The more you wear your hat while you proofread, the more you’ll associate your hat with proofreading and the more easily you’ll face the tasks that lie ahead.

I know it’s daunting, but at least you have a cool hat!

And luckily for you, we’ve compiled a proofreading checklist for you. All you have to do is follow it. Easy peasy, right? So, proofreaders, rev up your desk chairs, and don your proofreading hats proudly!

Complete a First Pass

• Correct typos. Scan through the document, and make sure everything is spelled correctly. Changing to a different font type can help the eye to catch errors.
• Thoroughly revise homophones (words that sound the same but have different spellings and meanings). The most common are their/they’re/there , but also consider discrete/discreet , persecute/prosecute, and farther/further .
• Revise the document based on the conventions of your version of English and your preferred audience/style guide. While U.S. English calls for the serial comma, U.K. English generally does not. You can use the percentage symbol in technical writing, but you should spell out “percent” in most written paragraphs. All the words in your title are capitalized in MLA style, but only the first word is capitalized in most Harvard style guides. All these little rules should be followed according to your location and your audience. Always consult your preferred style guide.
• Don’t forget to proofread figures and tables. This includes formatting. Make sure the numbering is consistent.
• Check for faulty parallelism, especially regarding collective nouns. For example, the word “class” is treated as a singular subject.
• Make sure you’ve used hyphens, en dashes, and em dashes appropriately. The hyphen is used to create compound words, the en dash indicates range, and the em dash is used to break up sentences.
• Be consistent with spelling. All terms and names should be spelled the same throughout the entire document.
• Ditto with spelling out numbers. Most style guides spell out numbers between one and nine, and use numerals for numbers 10 and up, unless you’re starting a sentence. Consult your preferred style guide for the correct formatting of dates, times, percentages, equations, etc.
• Eliminate redundancy, and shorten run-on sentences. Eliminate verbosity. “Due to the fact that” should be cut and replaced with “because.”
• Revise comma splices. If you’ve split up two independent clauses with a comma, you’ve spliced your sentence. Repair by separating your sentence or introducing a semicolon.
• Introduce all acronyms. Before using an acronym, present it. There’s nothing more confusing to a reader than a series of letters with zero help from the author about what they mean. After you properly introduce your acronym, you can use it throughout the rest of the paper, except in titles.
• Cut off the other hand. Sorry, that was graphic. I just mean that, if you’re transitioning with “on the other hand,” “on one hand” has to come before it. To remedy this problem, you can always just use “conversely” instead.
• Consider tone and language. Verify that the word choice is appropriate for your intended genre/medium/audience.
• Check that your paragraphs flow together nicely. Like a rickety bridge, any poor connections should be further supported.
• Verify that your tense is consistent throughout. Slipping between past and present tense is a very common mistake that’s extremely jarring to the reader.
• Make sure your vocabulary is varied. If you’ve said “in addition” for the last three sentences, try changing it up. If you’ve used the word “beautiful” 11 times in a document, a thesaurus can’t hurt. Just make sure you know the exact definition and connotations of any word you use and make sure it conveys the intended meaning.
• Clarify everything. Ambiguous word choices and sentence structures should be eliminated.
• Ensure that all your reference information is there. Conversely, do not cite something that does not appear in the work. Make sure the in-text citations match the ones in the reference page.
• If you find that you’re making major changes, stop proofreading and edit instead. If you’re writing, you’ll probably introduce new errors into your document. Edit first, and make the big changes. Then go back to proofreading.
• Take off your proofreading hat and walk away for a bit. Drink a cup of coffee, or step outside into the sunshine. At the very least, look at something far away from your desk for no less than 40 seconds. Then, take a deep breath, and get your proofreading hat back on. It’s time for your second pass. Don’t fret. If you’ve done a good job with your first pass, then you can take off your proofreading hat really soon. It’s sad, I know.

Complete a Second Pass

• Use an automated spell-checker. Know when to accept changes and when to ignore them. Remember that the computer is not always correct.
• Format the document according to your preferred style guide. This includes margins, headers, paragraphs, spacing, font type and size, etc. It’s finicky work, but it’s important.
• Double-check your spacing. It’s very common for writers to accidentally space twice between words and sentences. Words should always have only one space between them, and a single space between sentences is quickly becoming the norm. Check your style guide to be sure which is preferred here, but whatever your decision, be consistent.
• Make sure to quadruple-check important parts of the document. It’s embarrassing when a word is spelled wrong in the title or the conclusion.
• Read the entire document one more time. Does it flow well? How does it look as a whole? Do you need to make any final changes?

Talk about hat hair! It’s time to hang up your trusty proofreading hat for another day.

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When You Write

The Ultimate Editing and Proofreading Checklist for Writers

Are you ready to take your proofreading skills to the next level? With this proofreading checklist, it’s easier than ever!

As William Zinsser famously said, “Writing is an act of ego and you might as well admit it.” So why not make sure that what you’re writing is top-notch? This comprehensive guide will help turn your written work into something truly remarkable.

Letting sloppy mistakes slip through can be a real letdown for any reader expecting quality content. Don’t leave your audience guessing – ensure everything is perfect with this foolproof checklist.

In no time at all (and I mean by the end of this article), following these simple steps will have your readers marveling at how polished and professional your work looks!

Overview Of Proofreading

Proofreading is one of the most important skills that an editor must master. It involves checking for errors in grammar, punctuation, spelling, and adherence to a style guide. Every document should be proofread before it can be considered complete.

The process of proofreading requires attention to detail and patience to check each sentence carefully. A good proofreader will have an eye for catching mistakes such as misplaced commas or forgotten words.

They must also understand how a specific style guide applies to the content being edited so it meets the necessary standards for publication.

Having solid time management skills when it comes to proofreading is essential too.

Making sure you allow enough time for editing but not too much that you are wasting valuable resources helps ensure quality work without taking away from other tasks on your list.

To make this possible, having a plan in place is key.

From here, transitioning into the next section about time management for proofreading seems logical…

Time Management For Proofreading

As a proofreading editor, one of the most important elements to hone in on is time management. A good proofreading checklist should not only include what needs to be checked but also how much time can reasonably be allotted for each step.

When it comes to editing and proofreading, the format of your document will determine how long this process takes. This means that having an organized framework with a checklist to make sure nothing has been missed is essential when it comes to managing your time efficiently.

One way to ensure you are making the most out of every minute when it comes to proofreading is by utilizing technology. From spellcheckers and grammar checkers, these tools are designed to help detect errors quickly while saving you valuable time. Additionally, they offer suggestions so that mistakes can be corrected faster than if done manually. Of course, these programs do have their limitations which must be kept in mind before relying solely on them during the review process.

When it comes down to brass tacks, setting realistic goals and expectations based on your resources will result in greater success when it comes to time management for proofreading assignments. Working smarter rather than harder will allow more accurate results without sacrificing quality or taking up too much of your precious time; allowing you to move onto the next task at hand: reading out loud technique!

Reading Out Loud Technique

Reading out loud is an effective method of proofreading your work. It allows readers to identify errors that a spell-checker might miss, and it also helps them to become more engaged with the content they’re reading.

When you read something aloud, it gives you a better sense of how your writing flows, allowing you to see if there are any awkward or confusing sentences. This technique can help catch typos, grammar mistakes, capitalization issues, punctuation problems, and other small errors that could otherwise be overlooked. Additionally, when reading out loud one may notice words being used improperly or incorrectly spelled words more easily than in silent reading.

Using this technique during the proofreading process ensures that everything sounds correct before publishing the document online or sending it off for review.

Reading out loud should not replace using multiple reviews of the document; rather, it should supplement other techniques and serve as another source of feedback on quality assurance processes.

With careful consideration given to both the soundness and accuracy of content, readers can ensure their documents meet all necessary standards prior to distribution. Armed with this knowledge then they will be well prepared to proceed confidently into future projects!

Multiple Reviews Of The Document

Like a conductor of an orchestra, the proofreader is responsible for making sure every element of the document flows logically and in harmony. With this in mind, multiple reviews are necessary to ensure that all SEO attributes are included, any editing checklist items have been taken into account, and that the final product crafted by the proofreader meets expectations.

A professional proofreader should approach each review with fresh eyes and ears; looking at elements such as grammar and typos from another perspective can help identify issues which may not have originally been noticed.

Furthermore, collaborating with other editors or even non-editors – like marketing professionals – can bring new ideas to the table. When more than one person has contributed their knowledge it helps create something unique yet useful.

Reviewing documents on numerous occasions will provide clarity throughout content structure while allowing room for creative flow without sacrificing accuracy or precision. Writing creatively while ensuring logical flow through a piece is difficult but possible when done correctly; having someone else look over your work after you’ve finished provides a helpful second pair of eyes to pick up on anything missed during initial creation.

This extra step allows for further refinement before submitting the document for publication. Utilizing online tools such as Grammarly will also assist in strengthening language use within text, providing greater opportunities for successful writing endeavors.

Utilizing Online Tools

Having reviewed the document multiple times, it is now time to utilize online tools for proofreading. There are a plethora of advantages when it comes to utilizing these tools as compared to manual review by professional proofreaders.

For starters, online content editing services can help you identify and fix any typos or grammatical mistakes in your text quickly and easily. Additionally, they provide detailed feedback that helps improve the overall quality of your writing, such as guidance on proper sentence structure and grammar usage. This ensures that your content will be up-to-date with modern standards of good writing.

Furthermore, online tools offer an added layer of protection against errors by providing automated checks which detect potential issues before they become noticeable. The use of these tools also means fewer chances of making embarrassing mistakes like incorrect spellings or punctuation marks which may otherwise go unnoticed by even a professional proofreader. Here’s a list of useful features offered:

• Automatic spelling and grammar checker
• Automated syntax correction feature
• Real-time error detection technology
• Advanced search capabilities for finding specific words or phrases within the document
• Customizable settings for adjusting the level of accuracy desired in terms of errors detected

By employing all these features together, you can rest assured that your documents have been professionally edited and free from any kind of errors. With this assurance in hand, one can proceed confidently towards creating their final draft knowing fully well that no stone has been left unturned in pursuit of perfecting their work.

Now let us move on to discussing how to create a checklist for verification prior to publication.

Checklist For Verification

I’ll start by checking for misspellings – these can be tricky to spot, but can really let down an otherwise great piece of writing.

Next, I’ll take a look at any grammar and punctuation errors – these can be even harder to spot, but they can make or break the clarity of the text.

I’ll also be looking out for any inconsistencies within the text, such as changing tenses or switching between singular and plural.

Lastly, I’ll do a thorough review of the text to make sure that everything reads well and follows the same style.

Spotting Misspellings

Misspellings are a common issue that can easily go unnoticed when proofreading. That is why it’s important to have an eye for errors and double-check your work carefully.

As a proofreader, we must make sure to look out for misspelled words in both American English and British English. Grammar should also be kept in mind as incorrect grammar can lead to miscommunication or confusion.

It’s easy to let spelling slip through the cracks so take your time and review each word closely – even if it means having to consult a dictionary!

To ensure accuracy, you should use spell-proofing tools such as Grammarly , ProWritingAid , or even Microsoft Word’s built-in function which allows you to check text quickly against its dictionaries of commonly used words.

With these methods in place, you’ll be able to spot any typos before submitting the final product!

Grammar And Punctuation Errors

It’s easy to overlook grammar and punctuation errors while proofreading, but they’re just as important as misspellings.

Grammar mistakes can lead to misunderstandings or confusion that could be avoided with proper checks.

It’s always best practice to review the text for correct use of active and passive voice, commas, colons, semicolons and other punctuation marks.

Proper spelling is also essential – don’t forget to consult a dictionary if you are unsure!

To ensure accuracy in your work, take advantage of spell-checking tools such as Microsoft Word’s built-in function which will compare your text against its dictionaries of commonly used words.

This way, you’ll have greater confidence when submitting the final product knowing that it meets all standards for grammar, punctuation, and spelling.

Using these methods provides an extra layer of assurance that your work is free from any potential errors before handing it off.

With careful attention paid to every detail during proofreading, you’ll deliver a document worthy of high praise!

Formatting And Layout

Formatting and layout of an article can be just as critical to its success as the accuracy of the content. It’s like a beautiful frame around a masterpiece painting; if it fits in perfectly, it can elevate the piece to new heights.

As a proofreading editor, I take great pride in ensuring that every paper is formatted for maximum impact. I always start by making sure that structure and format are consistent throughout each document, with specific attention paid to spacing between sections and paragraphs. This provides readers with a visual cue when navigating through different parts of the text — allowing them to quickly find what they need without having to skim endlessly.

Additionally, I also check word count requirements have been met while ensuring all text styles such as bolding or italicizing remain intact. One final step I take before completing this section is verifying there are no inconsistencies across multiple versions of the same document.

By protecting consistency in formatting and layout choices, authors can ensure their work looks professional and maintains readability – two important factors which contribute greatly towards reader engagement! Moving on from here we come onto looking at factual accuracy…

Factual Accuracy

Having gone through the formatting and layout of a document, it’s time to move on to factual accuracy. This is a critical step in proofreading as readers expect quality content with accurate information.

The first thing you need to do when checking for factual accuracy is verify any acronyms used throughout the piece. It’s important that these are spelled out correctly and make sense within context.

Additionally, all data or images should be attributed properly so your reader knows where it came from. If there’s an opportunity to include links for extra clarification or credibility, this could also help create trust with the reader.

When looking at keywords, consider if they accurately reflect what’s being discussed in the article. Quality content will have relevant terms that tie into its theme while also optimizing SEO strategies as well – though not at the expense of confusing readers.

With keyword optimization comes reader engagement; keeping them interested enough to finish reading is key here.

In short, factual accuracy needs to be checked carefully before submitting a project – ensuring everything makes sense and adds value for the reader.

Now let’s look into readability and tone of writing which can influence how much attention your audience pays to your work!

Readability And Tone

Good readability and tone are key components of effective writing. However, crafting a text with the right word choice is often challenging for even experienced authors.

As a proofreading editor, it’s important to identify any areas where jargon or overly complex language may be used that could obstruct readers from understanding content quickly. It also requires closely examining each paragraph for run-on sentences that can make texts difficult to digest. Furthermore, clear transitions need to be made between discussion topics while maintaining consistency in tense throughout the entire document.

These techniques ensure documents have an engaging flow and structure that resonates with readers’ desire for innovation. It’s essential that these aspects of editing are not overlooked when revising written work as they provide significant impact on how well a message will be received by its intended audience.

Moving forward, grammar and punctuation must now be addressed to complete this task at hand.

Grammar And Punctuation

Grammar and punctuation are essential components of accurate writing. As a proofreader, it is important to recognize common mistakes in grammar and revise them accordingly.

Sentence fragments, incorrect subject-verb agreement, misused prepositions, and other errors should be identified during the editing process.

Poorly constructed sentences can confuse readers and diminish an author’s credibility. It is important for authors to carefully review their work before submitting it for publication or presentation.

Proofreaders must also take time to correct any grammatical inaccuracies that have been overlooked by the author prior to submission.

It takes time and effort to master grammar and punctuation rules, but with practice comes understanding. With experience comes the ability to detect errors quickly and efficiently while at the same time preserving the original meaning of the text.

A good proofreader will understand how different types of errors can affect a reader’s comprehension of information provided in a piece of writing. Taking note of these small details makes all the difference when making sure that your finished product accurately conveys your ideas in clear language.

If you’re a writer or editor looking to proofread your or someone else’s work, I can guarantee that if you follow the steps outlined in this checklist, your document will be as close to perfect as possible.

Let’s review:

• Time management
• Reading out loud
• Multiple reviews
• Utilizing online tools
• Formatting and layout
• Factual accuracy
• Readability and tone
• Grammar and punctuation

These are all vital components of the editing process.

And once they’re complete? That document is sure to shine!

So don’t let spelling errors or typos ruin your masterpiece – use this helpful guide before submitting any work for publication.

Trust me – it’ll save you plenty of embarrassment down the road.

Recommended Reading...

Scribendi review 2024 – reliable or scam, autocrit review (2024) is this self-editing software any good.

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Editing and Proofreading

What this handout is about.

This handout provides some tips and strategies for revising your writing. To give you a chance to practice proofreading, we have left seven errors (three spelling errors, two punctuation errors, and two grammatical errors) in the text of this handout. See if you can spot them!

Is editing the same thing as proofreading?

Not exactly. Although many people use the terms interchangeably, editing and proofreading are two different stages of the revision process. Both demand close and careful reading, but they focus on different aspects of the writing and employ different techniques.

Some tips that apply to both editing and proofreading

• Get some distance from the text! It’s hard to edit or proofread a paper that you’ve just finished writing—it’s still to familiar, and you tend to skip over a lot of errors. Put the paper aside for a few hours, days, or weeks. Go for a run. Take a trip to the beach. Clear your head of what you’ve written so you can take a fresh look at the paper and see what is really on the page. Better yet, give the paper to a friend—you can’t get much more distance than that. Someone who is reading the paper for the first time, comes to it with completely fresh eyes.
• Decide which medium lets you proofread most carefully. Some people like to work right at the computer, while others like to sit back with a printed copy that they can mark up as they read.
• Try changing the look of your document. Altering the size, spacing, color, or style of the text may trick your brain into thinking it’s seeing an unfamiliar document, and that can help you get a different perspective on what you’ve written.
• Find a quiet place to work. Don’t try to do your proofreading in front of the TV or while you’re chugging away on the treadmill. Find a place where you can concentrate and avoid distractions.
• If possible, do your editing and proofreading in several short blocks of time. Your concentration may start to wane if you try to proofread the entire text at one time.
• If you’re short on time, you may wish to prioritize. Make sure that you complete the most important editing and proofreading tasks.

Editing is what you begin doing as soon as you finish your first draft. You reread your draft to see, for example, whether the paper is well-organized, the transitions between paragraphs are smooth, and your evidence really backs up your argument. You can edit on several levels:

Have you done everything the assignment requires? Are the claims you make accurate? If it is required to do so, does your paper make an argument? Is the argument complete? Are all of your claims consistent? Have you supported each point with adequate evidence? Is all of the information in your paper relevant to the assignment and/or your overall writing goal? (For additional tips, see our handouts on understanding assignments and developing an argument .)

Overall structure

Does your paper have an appropriate introduction and conclusion? Is your thesis clearly stated in your introduction? Is it clear how each paragraph in the body of your paper is related to your thesis? Are the paragraphs arranged in a logical sequence? Have you made clear transitions between paragraphs? One way to check the structure of your paper is to make a reverse outline of the paper after you have written the first draft. (See our handouts on introductions , conclusions , thesis statements , and transitions .)

Structure within paragraphs

Does each paragraph have a clear topic sentence? Does each paragraph stick to one main idea? Are there any extraneous or missing sentences in any of your paragraphs? (See our handout on paragraph development .)

Have you defined any important terms that might be unclear to your reader? Is the meaning of each sentence clear? (One way to answer this question is to read your paper one sentence at a time, starting at the end and working backwards so that you will not unconsciously fill in content from previous sentences.) Is it clear what each pronoun (he, she, it, they, which, who, this, etc.) refers to? Have you chosen the proper words to express your ideas? Avoid using words you find in the thesaurus that aren’t part of your normal vocabulary; you may misuse them.

Have you used an appropriate tone (formal, informal, persuasive, etc.)? Is your use of gendered language (masculine and feminine pronouns like “he” or “she,” words like “fireman” that contain “man,” and words that some people incorrectly assume apply to only one gender—for example, some people assume “nurse” must refer to a woman) appropriate? Have you varied the length and structure of your sentences? Do you tends to use the passive voice too often? Does your writing contain a lot of unnecessary phrases like “there is,” “there are,” “due to the fact that,” etc.? Do you repeat a strong word (for example, a vivid main verb) unnecessarily? (For tips, see our handouts on style and gender-inclusive language .)

Have you appropriately cited quotes, paraphrases, and ideas you got from sources? Are your citations in the correct format? (See the UNC Libraries citation tutorial for more information.)

As you edit at all of these levels, you will usually make significant revisions to the content and wording of your paper. Keep an eye out for patterns of error; knowing what kinds of problems you tend to have will be helpful, especially if you are editing a large document like a thesis or dissertation. Once you have identified a pattern, you can develop techniques for spotting and correcting future instances of that pattern. For example, if you notice that you often discuss several distinct topics in each paragraph, you can go through your paper and underline the key words in each paragraph, then break the paragraphs up so that each one focuses on just one main idea.

Proofreading

Proofreading is the final stage of the editing process, focusing on surface errors such as misspellings and mistakes in grammar and punctuation. You should proofread only after you have finished all of your other editing revisions.

Why proofread? It’s the content that really matters, right?

Content is important. But like it or not, the way a paper looks affects the way others judge it. When you’ve worked hard to develop and present your ideas, you don’t want careless errors distracting your reader from what you have to say. It’s worth paying attention to the details that help you to make a good impression.

Most people devote only a few minutes to proofreading, hoping to catch any glaring errors that jump out from the page. But a quick and cursory reading, especially after you’ve been working long and hard on a paper, usually misses a lot. It’s better to work with a definite plan that helps you to search systematically for specific kinds of errors.

Sure, this takes a little extra time, but it pays off in the end. If you know that you have an effective way to catch errors when the paper is almost finished, you can worry less about editing while you are writing your first drafts. This makes the entire writing proccess more efficient.

Try to keep the editing and proofreading processes separate. When you are editing an early draft, you don’t want to be bothered with thinking about punctuation, grammar, and spelling. If your worrying about the spelling of a word or the placement of a comma, you’re not focusing on the more important task of developing and connecting ideas.

The proofreading process

You probably already use some of the strategies discussed below. Experiment with different tactics until you find a system that works well for you. The important thing is to make the process systematic and focused so that you catch as many errors as possible in the least amount of time.

• Don’t rely entirely on spelling checkers. These can be useful tools but they are far from foolproof. Spell checkers have a limited dictionary, so some words that show up as misspelled may really just not be in their memory. In addition, spell checkers will not catch misspellings that form another valid word. For example, if you type “your” instead of “you’re,” “to” instead of “too,” or “there” instead of “their,” the spell checker won’t catch the error.
• Grammar checkers can be even more problematic. These programs work with a limited number of rules, so they can’t identify every error and often make mistakes. They also fail to give thorough explanations to help you understand why a sentence should be revised. You may want to use a grammar checker to help you identify potential run-on sentences or too-frequent use of the passive voice, but you need to be able to evaluate the feedback it provides.
• Proofread for only one kind of error at a time. If you try to identify and revise too many things at once, you risk losing focus, and your proofreading will be less effective. It’s easier to catch grammar errors if you aren’t checking punctuation and spelling at the same time. In addition, some of the techniques that work well for spotting one kind of mistake won’t catch others.
• Read slow, and read every word. Try reading out loud , which forces you to say each word and also lets you hear how the words sound together. When you read silently or too quickly, you may skip over errors or make unconscious corrections.
• Separate the text into individual sentences. This is another technique to help you to read every sentence carefully. Simply press the return key after every period so that every line begins a new sentence. Then read each sentence separately, looking for grammar, punctuation, or spelling errors. If you’re working with a printed copy, try using an opaque object like a ruler or a piece of paper to isolate the line you’re working on.
• Circle every punctuation mark. This forces you to look at each one. As you circle, ask yourself if the punctuation is correct.
• Read the paper backwards. This technique is helpful for checking spelling. Start with the last word on the last page and work your way back to the beginning, reading each word separately. Because content, punctuation, and grammar won’t make any sense, your focus will be entirely on the spelling of each word. You can also read backwards sentence by sentence to check grammar; this will help you avoid becoming distracted by content issues.
• Proofreading is a learning process. You’re not just looking for errors that you recognize; you’re also learning to recognize and correct new errors. This is where handbooks and dictionaries come in. Keep the ones you find helpful close at hand as you proofread.
• Ignorance may be bliss, but it won’t make you a better proofreader. You’ll often find things that don’t seem quite right to you, but you may not be quite sure what’s wrong either. A word looks like it might be misspelled, but the spell checker didn’t catch it. You think you need a comma between two words, but you’re not sure why. Should you use “that” instead of “which”? If you’re not sure about something, look it up.
• The proofreading process becomes more efficient as you develop and practice a systematic strategy. You’ll learn to identify the specific areas of your own writing that need careful attention, and knowing that you have a sound method for finding errors will help you to focus more on developing your ideas while you are drafting the paper.

Think you’ve got it?

Then give it a try, if you haven’t already! This handout contains seven errors our proofreader should have caught: three spelling errors, two punctuation errors, and two grammatical errors. Try to find them, and then check a version of this page with the errors marked in red to see if you’re a proofreading star.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Especially for non-native speakers of English:

Ascher, Allen. 2006. Think About Editing: An ESL Guide for the Harbrace Handbooks . Boston: Wadsworth Cengage Learning.

Lane, Janet, and Ellen Lange. 2012. Writing Clearly: Grammar for Editing , 3rd ed. Boston: Heinle.

For everyone:

Einsohn, Amy. 2011. The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications , 3rd ed. Berkeley: University of California Press.

Lanham, Richard A. 2006. Revising Prose , 5th ed. New York: Pearson Longman.

Tarshis, Barry. 1998. How to Be Your Own Best Editor: The Toolkit for Everyone Who Writes . New York: Three Rivers Press.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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How to proofread a document [with free proofreading checklist PDF]

Catie holdridge.

9 minute read

Proofreading properly isn’t as easy as it might first appear. You’re constantly fighting with your eyes and brain, both of which want to tell you that everything on the page is just fine.

One problem is that our brains are actually a bit too clever. Did you know that as long as the first and last letters of a word are in the right place, the middle can be a complete shambles and chances are you’ll still be able to understand it?

Ltlite wnoedr taht tpyos are otefn msiesd, wulndo’t you arege?

And as the writer of a document, it’s particularly hard to spot any mistakes in it. You know what you meant to say, so your brain will conveniently hop over missing words, typos and jumbled sentences. (This is why, in an ideal world, someone else would proofread your work – and you’d proof theirs.)

But, tricky or not, it is a critical step. The result of giving it a miss can be anything from mild embarrassment in front of colleagues to the loss of an unimpressed prospect – or landing in legal or financial hot water because of an overlooked error .

Before we go on to the how-to, let’s briefly clarify what proofreading is – and what it isn’t.

What is proofreading?

Proofreading is:

• about ensuring consistency and accuracy
• essential – it’s a matter of professional reputation (and more)
• the last line of defence – the buck stops with you.

  And let’s not forget, it’s also:

• hard work – it can be pedantic, exacting, tiring and repetitive.

What it isn't

Proofreading is not:

• an excuse to rewrite
• a ‘quick look’.

  These caveats are particularly worth noting if you are proofreading someone else’s work. Establish for certain what they are expecting you to do: do they want a pure proofread or editing suggestions as well? Note too that editing and proofing are technically two different things , and with good reason: your brain works best focusing on one at a time.

Whether you’re proofreading your own work or a colleague’s, to do it effectively, you need to repress the urge to skip, skim and hope for the best. It’s time to knuckle down and process every word. These proofreading tips will see you through.

Proofreading techniques for perfect results

1. get some distance.

If you try and proofread straight after you finish writing, you will be blind to your typos and everything will appear exactly as you expect it to. So take a break, do something else and preferably leave it overnight. Then come back to it fresh.

2. Set up for success

Speaking of fresh, aim to proofread at a time when you will be. Work out what this means for you and your circadian rhythms, but morning is generally your best bet.

Make sure you have everything you need to hand: a pencil for pointing, a ruler or blank paper to place below each line (so you’re not distracted by the text ahead), and a list of what to look out for. If your company has a style guide , have that at your elbow or open on your computer too. It will clarify your organisation’s take on language or formatting issues that have no official right or wrong. For example, whether your company uses UK or US spelling, when you should capitalise job titles and how to punctuate bullet points .

3. Print it out (when it counts)

Working on a hard copy is still the most surefire way to spot errors in a document. Print it out (on scrap paper), walk away from the distractions of your desk and give it all your attention.

Of course, this is not the most environmentally friendly approach, so you might choose to save it for the most business-critical documents.

An alternative is to save the document as a PDF or send the email to yourself. Looking at the same words in a different format (even in your own inbox) helps to reset your eye and spot errors you might otherwise miss.

4. Be methodical

Take the text line by line, using the ruler or blank paper as a guide (to cover the upcoming text) and pointing to each word with your pencil or stylus.

This is important to counteract how you normally read. Usually, your eyes don’t travel smoothly over everything – they move in little jumps (known as saccades) and fixate only on key words, while your mind fills in the blanks.

If you’re proofreading onscreen, you can still use the pencil-pointing technique – and try the paper guide too.

Go through the document once for sense, a second time for technical accuracy and (if you’ve time) once more for luck. Got a short document? Read it backwards to better spot typos.

If you prefer to watch rather than read, you can also check out the guidance (and some of the office staff looking sheepish) in this video:  

5. Read it aloud

Working from home or in a quiet office? Read the document out to yourself. You’ll trip over the awkward bits in a way that you didn’t when simply tracking the words in your mind, and you’ll notice missing or extra words.

Better still, get someone else to read it out to you, or use text-to-speech technology in Word , Google Docs or Adobe .

6. Make your mark

Covering documents in comments, annotations and scribbles can soon get messy – and make it very difficult for the writer to work through. That’s why official proof-correction marks exist.

The industry-recognised mark-up symbols in the UK (and increasingly around the world) come from the British Standards Institution (BSI). They work by marking up the text itself with these symbols, then making a corresponding mark in the margin to draw attention to and clarify the correction.

This might seem fussy or old-fashioned, but there’s good sense behind this long-established practice. It is an efficient and concise shorthand that communicates a lot of information in a small amount of space.

Of course, it only works if it is a shared language, so it will need to be embraced across your team or organisation.

A few of the key mark-up symbols. You can order a laminated copy of the full set at the BSI website .

  If you’re working on a PDF, you can use the Adobe mark-up tools to highlight your corrections – and be careful to use them consistently, to help both you and your colleagues.

For example:

• For changes to the text, use the Insert text, Strikethrough and Add note functions.
• Use callouts for instructions on formatting​.
• For queries, use the Highlight tool and create an accompanying pop-up note to add your question.

In Word and Google Docs, you have the alternative option of Track Changes (this is the ‘Suggesting’ function in Google Docs), although these are arguably better suited to editing than proofreading.

7. Beware missing the obvious

Give special attention to title pages, headings, subheadings, even subject lines – it’s too easy to assume that there couldn’t possibly be mistakes in the large text. But that’s where overlooked errors will howl the loudest.

Be careful around line endings too – it’s surprisingly easy to miss words repeated at the end of one and the beginning of the next.

8. Know the common culprits

Being aware of repeat-offender errors means you can be poised and ready to catch them. Once you’ve been proofreading for a while, you may start to keep your own list. In the meantime, here are some key common mistakes to keep your eyes peeled for:  

Matching verbs and subjects: the verb or ‘doing word’ in the sentence needs to be in the right form (singular or plural) to go with the person or thing doing it. For example:

The summary of various points comes at the end of the chapter.​

The ‘summary’ is the subject and is singular. So the verb ‘comes’ is in the singular form rather than in the plural form (‘come’).​

Beware collective nouns, such as ‘public ‘, ‘committee’, ‘board’, ‘audience’, ‘team’: these can be either singular or plural, but need to be treated as either one consistently. Similarly, company names are typically treated as singular but not always, so check your organisation’s style guide.

Comma splice: This is a specific kind of run-on sentence , where a comma is used between what could be two full sentences. Use a semi-colon or full stop instead, or add a word like ‘for’, ‘and’, ‘but’ or ‘so’ after the comma.

Punctuation

Common slip-ups include:

• unnecessary, missing or misplaced apostrophes
• inconsistent hyphenation (eg coordinate/co-ordinate)
• mixing up hyphens and dashes
• punctuating incorrectly around brackets .

  If you feel like you could use a refresher, it’s worth brushing up on your punctuation and grammar to check you’re on top of the rules.

Often-confused words

These words sound the same as each other but are spelled differently and have different meanings, so do your best to keep them straight:

• lead and led
• complimentary and complementary
• affect and effect
• stationary and stationery
• bear and bare

  And while spelling and grammar checkers have come a very long way (with many continuing to improve all the time, thanks to machine learning), still never assume they are infallible. Continue to look out for misspelled words and homophones (words that sound the same but are spelled differently).

And if you know you have your own blind spots, keep a list of those handy.

9. Look over layout

Depending at what stage you’re doing the proofreading, you may also need to pay attention to the layout and formatting of the document. Here, keep your eyes peeled for things like:

• captions – are they on the right items?
• the contents page – do headings/page numbers match actual copy?
• consistency of style – bold, italics etc
• widows (these are lone lines at top of a page) and orphans (these are lone words on a line)
• page numbers and other footer or header material – check they are accurate and in the right order
• headings – check relevance and for repetition, and that the levels of heading are correct and consistent
• numbering – check the sequence.

10. Don’t forget the finer details

As well as looking for typos, incorrect or missing words, dodgy punctuation and suspect grammar, give the facts a final once-over.

Are the decimal points in the right place? Have you written millions where you meant billions? Have you spelled the customer’s name right – and right every time? And check telephone numbers by calling them. It’s surprisingly easy to transpose numbers when writing them.

Practice makes perfect

Finally, remember that – like most things – proofreading is a skill you can develop. The more you proofread, the sharper your eye will become.  

  Need to upskill your team in proofreading to ensure consistency and accuracy in your output? We run tailored in-company proofreading courses which include bespoke, practical exercises built using your own content. Get in touch if you think we can help.

Image credit: 9nong / Shutterstock

Perfect proofreading every time: free checklist

Get your free step-by-step guide to perfectly proofread documents.

Catie joined Emphasis with an English literature and creative writing degree and a keen interest in what makes language work. Having researched, written, commissioned and edited dozens of articles for the Emphasis blog, she now knows more about the intricacies of effective professional writing than she ever thought possible. She produced and co-wrote our online training programme, The Complete Business Writer , and these days oversees all the Emphasis marketing efforts. And she keeps office repartee at a suitably literary level.

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A lot of writers breeze through a piece of content, kick up their feet, and wipe the sweat from their brow.

The job is done, right?

Not so quick.

There are still two stages writing needs to go through to be completely finished.

The second is editing and the third is proofreading.

Think of editing like polishing a car and proofreading as giving it one final wipe.

You can craft the Mona Lisa of writing, but if it isn’t edited and proofread, it will have stains and marks.

That means typos, errors, and small problems that can throw off readers.

That’s why I put together this list of proofreading best practices .

Following all nine points will ensure every piece of content you write is easy on the eyes and useful for the audience.

Check it out. 👇

1. Consistent tone of voice

Voice is your brand’s personality.

Tone is how you say individual messages.

For instance, you wouldn’t write the exact same way in a casual blog post as you would in a serious whitepaper.

See what I mean?

No matter the material, readers can still see your unique writing style and personality shine through, but the tone changes depending on the situation.

I’m also a firm believer that every business needs rigid tone of voice guidelines. Check out my guide on tone of voice copywriting to learn more.

That’s why one of the most critical proofreading steps is to check for consistent tone and voice.

First, reference your voice guidelines . What attributes describe your company’s writing style and voice?

Read the content to ensure that it stays consistent with branding and doesn’t randomly change. That’ll confuse readers.

Secondly, ask yourself “What is the appropriate tone?”

For instance, here’s what tone would make sense for various types of content:

• Blog post: Casual
• Social media: Casual
• White paper: Academic
• Case study: Professional

The SEO company Moz is a great example of this. Check out the voice they use in their blog post about SEO reports:

It’s personal and casual; almost as if a friend is talking to you.

However, if you visit their product page, the tone slightly changes.

It still has their personality and voice, but is toned down(no pun intended) to match the content.

Re-read the content you’re proofing to ensure the correct tone is being used and that voice remains steady.

2. Grammar, spelling, and punctuation

The devil is in the details.

When you’re writing content, you’re bound to make mistakes. Nobody’s perfect.

That’s why the second step in this proofreading checklist is looking for grammar, spelling, and punctuation issues.

Let’s quickly define all three:

• Look for active vs passive voice, sentence fragments, run-on sentences, misplaced modifiers, misusing apostrophes, etc.
• Spelling : The proper spelling of words.
• Punctuation : Proper usage of commas, sentences, and other punctuation marks.

And, sure. You can put in the elbow grease to find all of these issues yourself, but why not work smarter, not harder?

Use a grammar tool like Scribens to do the heavy lifting. Begin by copy and pasting in any content you wish to proofread.

Click the “Check” button and it will highlight points of interest.

You can filter through different settings on the sidebar like vocab enhancement and subjectivity, as well.

Use these options to find areas of improvement and make your content flawless.

3. Logical flow of points

The order of points in a piece of content is extremely important.

They need to make logical sense.

Imagine you’re reading a blog post about how to do SEO for beginners—and it begins by teaching you broken link building, guest posting, and other advanced techniques.

That’d make no sense, right?

It should, logically, begin by defining SEO, it’s different components, and the basics before getting into advanced tactics.

In fact, look at Moz’s beginner guide to SEO :

The chapters are engineered to be in perfect order based on what the reader needs to learn next.

Properly ordering points like this makes content easier to read for the audience and avoids them becoming confused.

Look at all of the major and sub-points you’ve created after writing. Do they make sense in the order they are in or can you rearrange them for clarity?

That brings me to my next point.

4. Structure of content

Content should be accessible and easily readable.

That’s achieved through effective structure .

Doing so helps readers get all the way through content without any problems, improving their experience .

It also means they’ll get to the end where they may be a call to action for a purchase, newsletter signup , etc.

You can achieve this in a couple of different ways.

Header tags

Header tags are HTML code that provide large text to seperate parts of a webpage.

Search engines use them as a way to understand what content is about and the major points.

Think about it like this :

You see the content itself, but search engines see the underlying structure of code.

H1, H2, and H3 tags are used the most. However, they go all the way up to H6.

Heck, look at the blog post you’re reading right now!

I’ve separated everything with header tags to make it easier to understand and skim.

And, that’s another thing. People don’t read these days; they skim .

Research performed by Niesel Norman Group concluded that readers only read 20% of a page .

Furthermore, the longer the content, the less people actually read as you can see from this graph:

This brings me back to the point of header tags—as H1 and H2 tags should ideally be reserved for larger points while the smaller tags underneath are used for sub-points.

Organizing content with header tags helps readers find the exact piece of information they want versus searching through jungles of text.

Paragraph and sentence length

How long a paragraph and sentence should be depends on many factors, including:

• The type of content.
• The audience you’re writing for.
• A brand’s individual guidelines.

I’m a firm advocate of short sentences and paragraphs for most pieces of content, though.

I’m talking about articles , social media posts, etc.

Something professional in nature like a whitepaper would use longer paragraphs. That makes sense.

Analyze whether paragraph and sentence length is both appropriate and consistent at this point in the checklist.

Font, font size, letter spacing, and other elements of typography play a large role in the reading experience.

In fact, it’s much more important than most realize.

A study done on type faces concluded that larger font sizes tend to improve reading speed .

Honestly, this isn’t surprising.

If you don’t have to bring out a magnifying glass to read content, it will obviously be easier to consume.

Using small font size and ugly typography(I’m looking at you Comic Sans) is enough to make any reader run crying to their mom, though.

I highly suggest that every digital publication uses a flat font. These are a special type of minimalist design that’s very easy on the eyes.

Here’s one of my favorite flat fonts, Lato, in action:

You can tell instantly that it’s easy to read and doesn’t cause you to squint.

Optimizing type face is a small detail that makes your content stand out from the rest.

5. Correct data sources

Always back up points you make with real data and statistics.

It adds credibility to your business and any statements you’ve made.

There are still oceans of content on the internet that are bland and lack data-driven ideas.

But, it’s easy to mess up, too.

This is because there are primary and secondary data sources.

Ensure that every statistic used comes from the correct source while proofreading.

For instance, one business may cite a statistic that’s from another. You want to find the original in that case.

Take this list of digital marketing statistics for example. Great, right?

I could link to this entire page if I wanted to cite one statistic, but the more appropriate thing to do would be to click the source, research it, and use that instead.

6. Are images sourced correctly?

It’s been found that blog posts with images receive 94% more views.

That makes sense.

Visuals are a big component of articles and most forms of content.

This isn’t a newspaper. It needs to have photos and be visually appealing.

Or, as Claude Hopkins would say, images are sales people themselves.

They help paint a picture in the readers minds while strengthening copy.

As nice it would be to grab an image off of Google and use it, that’s a quick way to get sued. ❌

Instead, use a website like Unsplash . These offer commercial use images that can be used on social media, blogs, and other channels.

Begin by searching for a keyword.

Click any photo that you’re interested in.

Then, hit the download button and choose an appropriate size.

If you are going to source other peoples images, ensure that you research what license is available. Creative commons, for example, typically allows you to reuse an image with attribution.

7. Proper on-page SEO

Blogging and SEO go hand-in-hand .

You can’t have one without the other.

That’s like having just a peanut butter or jelly sandwich. Weird.

Presuming you’re proofreading a blog post, here are some things to keep an eye out for.

Keyword usage

Have search terms been researched and used properly in the article?

Ideally, the main keyword should be used in places like:

• The headline
• The title tag
• The meta description
• The first paragraph
• Once or twice again in the body

Other keywords should be placed throughout the body, header tags, and alt text of images if possible.

Remember: don’t keyword stuff. It hurts SEO and Google’s algorithm is smarter than you think.

Seeing as voice search will make up 50% of all searches this year—I also suggest targeting natural search terms in the form of full sentences and questions if possible.

Long form content is in . If you’re not producing 1,500+ word articles, you’re doing it wrong.

The reality is that long form blog posts rank higher on average and perform much better than short content.

This is because they offer increased value, rank for more keywords, and drive higher levels of traffic.

Consider scoutPRO, the fantasy football website, for example.

They published a single piece of long form content which received 2,600 page views and 3,800 social shares .

It also generated their business 22 high quality leads.

And that’s just one article.

Audit content to ensure that it’s hit your word count goal, whether that’s 1,000, 1,500, 2,000, etc.

What’s the user intent?

I know, I know. There are so many goals with content.

Lead generation, SEO , thought-leadership, and the list goes on.

However, do you know what the important is? Pleasing the reading .

That’s why I always like to ask myself if the article matches the user intent of the topic and chosen keywords.

Here are some user intent ideas to consider:

• How-to’s/tutorials : Interested in step-by-step instructions, recommendations, examples, and screenshots.
• Lists : A clear and easily browsable list with each item’s information clearly laid out about what makes it unique.
• Comparisons : Clear comparison of the pros and cons of each item along with an honest suggestion.

That’s the type of content. However, you’ll need to take it a step further with individual keywords you target.

You can do this by asking yourself:

• What is the readers goal by searching for this keyword?
• What would they expect or like to find?

Re-focus the content around these questions when proofreading. Not only does this improve the reader’s experience, but it can improve search rankings.

This is because search engines do their best to match content to search intent.

8. Content guideline consistency

Organization is crucial for success as a content writer.

That’s why content guidelines are a lifesaver .

These are rules which cover the required writing style, tone, formatting, and more of a brand’s published content.

Having guidelines set in stone means all of their content looks and feels the same. It keeps quality assurance high and consistent across all channels.

Presuming you have content guidelines at your disposal, study them like the Bible.

Go back and forth between them and the content you’re proofreading to ensure it matches perfectly.

9. Is it practical?

Last, but not least. I believe one problem swamping the internet right now is the lack of practical content.

For instance, I could’ve easily left out the tools, examples, and other actionable elements out of this article I wrote for you.

It still would’ve been great, but it wouldn’t be the same.

That’s why I suggest that you audit whether each point of the content is practical while proofreading. Look for the following aspects:

• Step-by-step instructions.
• Tool recommendations.
• Case studies .
• Statistics, data, charts, and graphs.

If there are numerous areas that lack practicality, alert your team or make the addition yourself.

Final thoughts on this proofreading checklist

Writing, editing , and proofreading.

That’s the order every piece of content needs to be approached.

They all require different skills and processes.

Don’t do them all at once. That’s like trying to get dressed, brush your teeth, and do your hair all at the same time.

Is it doable? Yeah. Is it optimal? No.

Apply today’s main takeaways while proofreading and I guarantee your writing will come out much more crisp.

• Check for a consistent tone of voice.
• Optimize grammar, punctuation, and spelling.
• Re-order points in a logical manner if needed.
• Use header tags, short paragraphs, and easy-to-read fonts for improving structure.
• Ensure that data sources are correct.
• Properly source images and attribute them.
• Is the on-page SEO good?
• Does the content align with guidelines?
• Make the content more practical with tools, recommendations, etc.

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Proofreading Checklist

Excellent Proofreading and Writing

There are many things which you need to check for during the proofreading stage. Some of these will be specific to you, while others will be more general.

Here, I'll present a checklist that you can print and use when you are proofreading your own document.

Often you'll be given a style sheet to follow or you'll need to write and present your information in a certain way. Do that and then use this checklist as well.

• Your name or contact details as needed
• Page numbers
• Font and size
• Line spacing
• Have you used bullet point lists correctly – should any lists be added or removed?
• Have you written a suitable introduction?
• Does each paragraph contain only one main idea and supporting points?
• Do you have a suitable conclusion?
• Is the reference section complete?
• Check special terminology
• Check for typos – form/from, on/of, you/your
• Is the correct word used – to/too/two
• Correct usage – effect/affect, there/their
• Contractions used appropriately
• Have all abbreviations been defined?

Punctuation

• Apostrophes
• Quotation marks
• Question marks
• Capital letters
• Complete sentences with correct use of subjects (nouns or pronouns) and verbs
• Subject and verb agreement e.g. singular subject + singular verb
• Correct verb tense is used
• Sentence length – not too long, but with some variation
• Included all prepositions which are needed
• You know the meaning of all the words you've used and they're used correctly
• Has the same word been used too often – find an alternative
• Your language is appropriate – use of slang or colloquialisms (appropriate or not)

Numbers and Formulae

• All numbers are correct – decimal point in the right place, do they make sense with the rest of the text
• Used numerals or words correctly – 10, 21 etc. or one, eight etc.
• All formulae are correct – any symbols used will print correctly

If you need any help or would like to ask some questions you can visit the Excellent Proofreading and Writing Facebook page where I’d be happy to help you. You can also keep up to date with all new additions to this site at my Facebook page.

Or you could visit the page about my proofreading service .

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Your Ultimate Proofreading Checklist: 47 Things Every Writer Should Know

What would you say if someone asked you to define proofread? Many believe that proofreading is yet another word for editing, proofing, or copyediting . However, despite being close in meaning, those words can hardly be considered synonyms.

According to the definition, proofreading means going through the final draft of a text to clean it up and ensure quality, harmony, logic, and order. It is different from other quality check measures as it is the final step to producing a presentable document. The essence of proofreading is to ensure accuracy, readability, appropriateness, veracity, consistency, and sharpness of presentation. To master this art, one needs to know not only proofreading basics, but also various proofreading hacks and expert tips. Read on to learn how to proofread professionally and grab your free proofreading checklist template that you can use on a daily basis.

Proofreading checklist

Which issues should you correct during the proofreading stage of the writing process? How to proofread your own writing? These questions bother both experienced proofreaders and newcomers in the field. Here at Writology, we have come up with a complete proofreading guide that will give you a list of things to check in the process and teach how to proofread better.

• Title appropriateness: The title must be clear, concise, accurate, and ethically considerate. It must express the tone, intentions of a writer, and get the message across to the intended audience. In addition, the title must not mislead readers or make deceitful proclamations. Instead, it should be creative, captivating, and strategic enough to evoke interest in the reader, since the title is the most important selling point of any text. Here, the best way to proofread is to review the piece without falling into the trap of sensationalism and hollow bombastic assertions.
• Style: The proofreading process requires a thorough understanding of various writing styles and approaches. It includes in-house conventionalized formatting frameworks that define the unique manner of presentation in specific cases. The main elements of style are structure, page numbering, punctuation, format, and diction. Each organization has its own message packaging style which a proofreader should be aware of.

Depending on the core purpose, audience, and desired outcome of the communication, a proofreader should be able to decide on the right choice of words for maximum impact. It is usually the style that dictates whether you should use a country-specific jargon, spelling, or word structure. Finally, formatting is important as it tells how content and ideas should be organized. Ensure that ideas flow into each other naturally and arrangement is logical (with well-placed headers and paragraphing). The structure also influences how pictures, supporting elements, and illustrations are positioned for best aesthetic and readability value.

• Tone: The tone of the text is not only a great determinant of the impact of the message but also its relevance. Thus, a proofreader must ensure that the tone corresponds with the target audience and the intended purpose of the communication (whether to persuade, influence, inform, reprimand, instruct, encourage, order, educate, motivate, or criticize). The proofreader’s task is to adapt the tone to make it suit a specific style (whether APA, MLA, Chicago, etc).
• Grammar: Proofreaders should pay a very special attention to grammar. Excellent grammar signifies the credibility, maturity, professionalism, and seriousness of a text. Indeed, grammatical errors are a major cause for concern and probably the biggest reason why the world needs proofreading. This is because unlike other potential mistakes in any given text, grammatical errors are perhaps the most difficult to completely get rid of. Even the most skilled proofreaders are bound to experience occasional oversights in grammar. Thus, extreme care is indispensable for grammatical harmony.
• Attribution: This aspect of proofreading is one that comes with inherent legal and ethical consequences and must be adhered to with utmost care. Moreover, failure to properly attribute and acknowledge sources taints the reputation, credibility, and competence of a writer. A proofreader must pay particular attention to all copyright and fair use regulations to avoid the shameful stain of plagiarism and other intricate complications. Ensure that all data, quotes, statistics, illustrations, and photos are properly attributed to their original sources. Also make sure that you have the express permission to use original pieces when it comes to videos, photos, and other vivid illustrations.
• Spelling: Spelling mistakes often cause embarrassment that can undermine an otherwise perfect piece. Surprisingly, research shows that spelling mistakes are by far the most common errors encountered in proofreading. Unfortunately, it is also the single most inexcusable mistake that a proofreader can make. However, most spelling mistakes are easy to spot and correct using various editing tools that easily recognize typos and alert a proofreader.
• Logic, harmony, and reasonability: One of the most compelling reasons why you should proofread is to evaluate the rationality of the content. All loose ends must be tied up and all arising conflicts resolved. Ensure the content is suitable to the target audience and all mathematical calculations and figures support the statements upon interpretation. Also, the content should be credible, ethical in its objectives and intentions, sensitive to diversities, as well as worthy of eventual publication. The tip here is to thoroughly fact-check the text and review supporting elements.

Steps to proofread better

Proofreading is a complex undertaking that can be executed successfully if certain tips, best practices, and procedural considerations are followed. Here are four things to look for when proofreading:

• Read and understand the message of the text in its entirety in order to be able to start from a strong position of understanding. Then focus on targeting different aspects of the checklist at a time on each reading pass, making multiple readings to increase accuracy.
• Proofread sentences and paragraphs separately to get the feel and understand key messages of the text. Attempt to read each paragraph backwards from the last one to the first one just to get a different angle and notice potential errors you would’ve missed otherwise.
• The third best practice is to read the text out loud to capture minor mistakes by using the sense of hearing. You can also try reading with a partner and listening to him/her reading. Consider varying the speed of reading from slow to fast to increase efficiency.
• Stick to guidelines on a checklist and use proofreading software to check for spelling mistakes and redundancies. There are many websites that provide reasonably well-researched checklists as well as downloadable proofreading checklist pdfs and docs.

These tips can provide an insight into how to proofread your own work as well as someone else’s writing.

Proofreading is a very taxing and tedious occupation that requires the best professionals in the field to be executed perfectly. Therefore, it is highly advisable to consider seeking help from professionals to ensure the best quality work. Consequently, there are some highly recommendable professional proofreading services that allow users to proofread online. Depending on your budget and the deadline, you can seek proofreading help to consult, compare, and decide on what is the best way to proofread your work.

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The Ultimate Proofreading Checklist: A Step-by-Step Guide

In the old days, proofreading, a correctional reading done before documents went into print, still holds its significance in today’s world where digital publications are more prominent. While proofreading serves different purposes today compared to the past when it aimed to prevent wasted resources, it remains an essential task that should be carried out with care. In short, proofreading is the final phase before submitting a work and is of great importance. Considering that even highly scientific or technical texts occasionally fall victim to errors, the importance of conducting proofreading diligently and meticulously becomes evident. In this article, with the aim of facilitating error-free texts, we have prepared a proofreading checklist that can provide you with the best results. Whether you work at translation services or are proofreading your own writing, always keep this proofreading checklist handy.

Table of Contents

Why You Need a Proofreading Checklist?

A proofreading checklist is a valuable resource for editors, authors, and even readers. Instead of trying to remember everything when editing a piece of writing, having a reference that highlights common mistakes and errors can be highly beneficial. This way, you can progress in a planned and organized manner while ensuring that the text you are reviewing is error-free.

The Proofreading Checklist

Below, we have examined each item on the proofreading checklist in detail.

Style is an item that must be included in the proofreading checklist. Proofreading is not only conducted to identify typos but also to ensure the text’s style is appropriate. The style of the text relates to its readability, proper sentence structures, effective verbal skills, maintaining a balanced tone, and overall visual appeal. How texts that represent thoughts in written form are presented is an important issue.

1.1. Tone and language

The aspect concerning tone and language is crucial to include in the proofreading checklist. This paragraph discusses the literary appropriateness of the text. Depending on the type of text being written, word choices, abbreviations, and sentence structures should be shaped accordingly. For example, in an academic writing, the style should be serious, and slang or colloquial language should not be used, and an unserious tone should not be adopted. The use of language in a specific, objective, and technical manner in such a text is clearly defined, and it should not deviate from these guidelines.

1.2. Typos, spelling, and punctuation

Typos, spelling, and punctuation errors are small yet potentially significant mistakes in a text that can create a sense of mistrust in the reader. They can not only hinder the comprehension of the text but also completely alter the intended meaning of a sentence. While there are many spelling and grammar checkers available today to detect such errors, it is essential to be vigilant against typos, spelling, and punctuation errors to convey your unique ideas to the reader without causing confusion. Typos, spelling, and punctuation should therefore be included in the proofreading checklist.

1.3. Consistent tone

Consistency in the tone of a text means that the writing is balanced. You should continue and finish a text in the same way you started it. The author’s voice should maintain a consistent tone throughout the text, without excessive shifts from one direction to another. A text that constantly oscillates between emotions or tones will not be well-received by the reader. Ultimately, the narrative in the text should maintain a consistent pace, avoiding rapid changes. Reading the text aloud can make it easier to detect such shifts.

1.4. Lucid prose

Expressing ideas in a convoluted or complex manner does not make a piece of writing good. Good writing should be clear and concise, and the path to achieving this is through simplicity. Avoid constructing sentences with an excessive number of words or using convoluted sentence structures; remember that shorter sentences are easier to comprehend. Refrain from repeating the same points multiple times. Ensure that the writing is fluent, easily readable, and understandable. Do not hesitate to remove anything that hinders clarity in the text.

1.5. Coherency

Good writing should convey ideas smoothly in every sentence and paragraph. This is very important to maintain the consistency included in the proofreading checklist. All the components that make up a piece of writing should work together like the gears in a machine, seamlessly interconnected. When proofreading, attention should be given to whether the ideas are comprehensible from the perspective of others. A disjointed, incomplete, or meandering text cannot maintain coherency.

1.6. Clarification of points throughout

In texts containing a substantial amount of information, it is important to guide and organize the reader’s interpretation to prevent arguments from getting lost in between. To avoid the misunderstanding or different interpretations of ideas, it is essential to clarify and elucidate arguments and findings. Without doing so, readers might miss the main point of the text.

Anyone can make grammar mistakes, but if you overlook them, your writing can become harder to understand. Common grammar errors to watch out for during proofreading are listed below.

2.1. Faulty parallelism and homophones

The error of faulty parallelism, which can be defined as the mismatch between comparable meanings and inconsistent grammatical forms, is a challenging mistake to identify. To spot this error, you should break down long sentences into parts and check them. Another item on the proofreading checklist, homophones, can also lead to common errors. Usage that appears to be grammatically correct may only be noticed by a careful editor. When proofreading a text, pay attention to homophones like affect/effect, brake/break, accept/except, and the like.

2.2. Consistent tense used throughout

You should pay attention to tense shifts in a text. While it may not be grammatically incorrect to transition from present tense to past tense immediately, it is not widely accepted in academic conventions. Frequently switching between tenses can create discontinuity in writing.

2.3. Varied use of vocabulary

Fearlessly use the words in your native language; having a limited number of words in a text can indicate a lack of imagination or vocabulary. Consistently using the same words can make the writing dull. Make an effort to express ideas in different ways by resorting to synonyms.

3. Word Choice and Diction

The following are common errors in word choice and diction that should be included in a proofreading checklist.

3.1. Introduce all acronyms

The correct usage is to provide abbreviations within parentheses immediately after the full expression. For example, “The National Aeronautics and Space Administration (NASA) has increased its Mars expenditures.” Do this for each abbreviation, and then continue to use only the abbreviation within the text. This helps save time and words.

3.2. Jargon

Jargon is a language specific to a particular region or spoken by a particular community. Various disciplines like law, engineering, and medicine have their own specific jargons. A word we use in everyday conversation may have a very different meaning within a specific jargon. Therefore, it is important to be attentive to the use of jargon in a text to avoid overlooking incorrect usage. Jargon must be included in the proofreading checklist.

3.3. Eliminate any unnecessary adjectives and adverbs

When proofreading, pay attention to excessive and unnecessary use of adjectives and adverbs. For example, a sentence like “The brave and courageous warrior bravely and fearlessly left the battlefield” only tells us that the warrior left the battlefield, but it does so by overwhelming us with adjectives. Don’t hesitate to eliminate these words during proofreading.

4. Formatting

Here are some of the most common formatting errors.

4.1. Font and size changes

Careless presentation and formatting can undermine a well-executed piece of work. However, detecting and addressing these issues is relatively straightforward. Make font styles and sizes consistent, organize the layout, ensure the text has a certain symmetry, and correct any glaring irregularities. The formal formatting of academic papers and long essays can be a bit more challenging. Using a template and utilizing formatting aids can make your job easier in such texts.

4.2. Superscripts and footnotes/endnotes

If the footnotes/endnotes, which are the scholarly sources of a work, do not align with the correct references, the foundation of the text crumbles. This situation is unacceptable, and careful attention should be paid to prevent it from occurring. It can be challenging to determine from the placement of footnotes whether they are accurate or not, so each note should be verified. Examine details such as whether the footnotes are valid, if there is any missing or incorrect formatting, or if the format differs from the bibliography, as if you were reading the text for the first time.

4.3. Tables and graphs

When it comes to tables and graphs, there is no room for ambiguity. The numbers provided are either correct or incorrect. In texts where data is of utmost importance, errors in numbers are unacceptable. The same applies to the description of graphs; make sure that a graph referred to as “Appendix B” in the text is in the correct place. Be careful when using visual content and ensure that all labels are accurate.

4.4. References and citations

References and citations are just as important as writing and grammar. Making errors when giving references or making citations can lead to undesirable outcomes. Using coded reference systems correctly can be confusing and challenging, but keeping the ones you regularly use readily accessible can be helpful. If your text includes website links, make sure they are functional. Additionally, when used effectively, machine translation post editing can help you catch such errors.

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Your Essential Proofreading Checklist: 10 Things You Can't Forget

Updated: August 26, 2017

Published: April 22, 2014

I remember the first time I had to proofread something. It was my third day on the job at my very first internship -- a small marketing agency in central New Jersey. My boss called me over and handed me a 36-page newsletter that needed to be proofed quickly. We had to send it back to the client ASAP.

I was decent at writing and editing, but I didn't want to disappoint my boss and our clients by letting mistakes slip through the cracks ... if only I could have someone proofread my proofreading to make sure I wasn't screwing up. But I don't know a business that has time for processes like that. So I just tried to be extra cautious (even though that still didn't ensure everything was perfect). 

Thinking back, I would have loved to have a proofreading checklist. Since I know I'm not the only wannabe perfectionist out there, I decided to create the post below to help anyone in a similar scenario.

Note: We're talking about proofreading here -- not the first draft editing process. When you're editing, there are lots of other things you should look out for. ( Check out this post if you want a checklist for that step. ) 

Having the right tone for corporate copy is tricky -- you've got to be aligned with the overall brand tone, but if it's a social message or a blog post, you might also have the author's own distinct voice to consider. Make sure you're keeping an eye out for both. 

For example, your brand may have a super friendly and encouraging tone ... but you see that a writer's been infusing one too many harsh, snarky comments in their piece. Make sure you're course-correcting on those elements so that the piece doesn't seem out of place among the other posts on your blog.

When you're proofing, most of this tone issues  should already have been worked out in previous editing rounds. Still, it's possible that a few parts may stick out like a sore thumb -- it's your job to notice and fix them. 

2) Product and Persona Positioning

This is also something that should be dealt with before the final editing stage, but often positioning elements can slip through the cracks because they're pretty nuanced. Sometimes fixing positioning comes down to choosing another synonym or adding a simple descriptor to a sentence. 

There are two positioning elements you generally need to fix: product and persona. Product positioning mistakes will usually be mistakes that misrepresent what your company offers. It'd be like calling Chipotle fast food ... yes, it's true it's a fast-food joint, but it's not on par with the McDonald's of the world since it uses high-quality, freshly made food. That's a core part of their brand positioning that should be addressed in your copy.

Persona positioning is another mistake people often make -- particularly if your company sells to several different  buyer personas . Persona positioning mistakes usually crop up when incorrect language is used for a persona. For example, let's say you work for Dell, selling to both the average consumer and an IT department. If the blog post for the consumer used technical terms only the IT department persona would get, you'd need to revise those terms. Even if your company has tight buyer persona alignment, it's possible that little tidbits meant for one persona slip into a post for another.

3)  Logical Flow

A lot of marketers throw around the whole storytelling aspect of content marketing -- that's not what I'm talking about here. What I'm talking about is making sure that each sentence is followed by one that makes sense. Flow. A logical one. (This also holds true for paragraphs, too.)

Poor transitions often happen when a writer doesn't have an outline -- creating an outline from their writing can help you figure out where you need to beef up transitions between sentences or paragraphs. If you find there's an illogical leap from one sentence or paragraph to another, that's when you know you need to make edits to those transitions.

Even the best writers can have grammar mistakes slip through if they're on tight deadlines. They know that they need to use "their" instead of "they're" but somehow it slipped into the post. 

As the proofreader, you need to be hyper-vigilant about detecting grammar mistakes. If this isn't your sweet spot in the writing/editing world, take a look at this post and this post  on the most common mistakes people make. Before you hit "publish," find those words in the piece (Control + F on PC or Command + F on Mac) and make sure they're being used correctly. 

5) Style Guide Consistency

Abiding by your company's style guide may seem like a small thing, but not following it makes a piece of copy seem out of place among the rest of your work. For example, in the HubSpot style guide, we always capitalize prepositions in headlines that are four letters or more -- so words like "with" and "from" should be capitalized in titles. If we forget to follow this rule, it's not the end of the world ... but it does look sloppier on the homepage or in one of the section pages of Inbound Hub. 

If you know that you have a tendency to forget to check certain important parts of the style guide, try to find and replace them as you would with grammatical mistakes.

6) Country-Specific Spelling and Jargon

Pretty much everyone who publishes online content should be concerned with this bullet point. Though international or global companies worry about this more often, the truth is that anyone from anywhere in the world can find and read your content. Don't you want to make sure they understand it?

You shouldn't eliminate country specific spelling and jargon -- especially if your main audience is local -- but just make sure that it'll make sense to someone in your industry from another country. If you're marketing to anyone in the world, the last thing you want is for them to click off your blog because they didn't fully understand the country-specific references. 

7)  Logical Images

Often, people will notice images more than the text in your content -- especially if they're just speed reading and scrolling through it . So make sure your images always make contextual sense.

Ask yourself: Does the image make sense on its own, or does it require an explanation? If it needs one, you probably need to swap it out for something else. Images are supposed to hit home the points you make in the copy, not make the reader ask more questions. 

Lost on what images to pick? Here's a great post on selecting the perfect image for your post.

8) Data and Image Attributions

Frankly, it's pretty easy to steal content on the web, even if you're not trying to. After you've tidied up the copy and made sure you've got supporting imagery, make sure you've properly cited any external data and images. If you're unsure of what data and images you can use, check out this blog post . The last thing you want is to get served papers over using an image you thought was up for grabs online.  

9) Spellcheck

When you were proofing for grammar, you should have also found some typos, but it's very possible that you may have missed them. Use a built-in spell-checker or copy-paste your near-final copy into Word to see if you get any red or green squiggly lines. You'd be surprised how easy it is, even for a trained proofreader, to miss a tiny typo in the midst of a long paragraph. This step helps cut down on any human error that may have occurred somewhere in the writing or editing process.

10) Broken Links

Last but certainly not least, you should check to make sure alllll the links are directed to where they're supposed to be  and that they actually work. Once you have the content all set in your CMS, just go through and open up every link. The one time I forgot to do this for a blog post, I ended up mis-linking something, directing our lovely readers to a BuzzFeed article instead of a helpful ebook. Though I'm sure you all enjoy seeing cute kittens, you'd rather find what you actually wanted to click on, right? Don't make your readers hunt for content they thought was coming their way. 

If you're always fixing these 10 mistakes, you'll end up with quite a tidy piece of content -- if not perfect. It's possible that one  tiny mistake may still slip through -- you're human, after all. But this list should help you keep your content squeaky clean, all without hiring a proofreading checker. 

What other things do you do when you proofread? Share your ideas with us in the comments below.

Don't forget to share this post!

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Proofreading, Revising, & Editing Checklists for Self- & Peer Editing

Nobody likes this part of the writing process. It seems that the assignment is complete, and you can do something else, but no. If the text quality is low, editing can take you as much time as the writing. Most high school and college students do not know that editing is just one of the three essential steps required for a successful essay. Revising, editing, and proofreading are the three stages that come after writing a text. None of them should be disregarded.

This Custom Writing article will help you learn how to revise and edit. Checklists for each step can be for peer- and self- editing. There is also much information to consider in the writing process to make proofreading easier.

• 🤔 Revising, Editing, & Proofreading
• 📑 Revising Checklist
• 🔍 Editing Checklist
• 🔤 Proofreading Checklist

🤔 What Is the Difference between Revising, Editing, & Proofreading?

These are not synonyms. These are the stages of a revision, editing, and proofreading checklist. These stages will do both for a peer- and self-editing.

• Revising comes first. It is about the content, style, and structure of your paper. Re-read your essay for conflicting ideas, false conclusions, and out-of-place remarks. Check for any deviations from your thesis. Besides, check that every main body paragraph starts with a topic sentence.
• Then comes editing . It is about the clarity of the presentation. Are there any awkward or incoherent parts? Is your title attention-grabbing and relevant? Here you shall concentrate on the aesthetics, language, and meaning. Revise the meaning of words you are unsure about.
• Finish with proofreading . It is about grammar and spelling . Check each word and comma. Just make everything perfect.

📑 Revising Checklist: Content & Structure

This section deals with revising your ideas and editing their form. The questions are structured by their subject. The purpose is to make sure that you’ve presented your thoughts in the most effective and concise manner.

🔍 Essay Editing Checklist: Language Use & Clarity

This section of the checklist ensures that you employ correct sentence structure and grammar in your paper. The purpose of this stage is to make your text easily readable and understandable. It’s a good idea to utilize a sentence reworder to eliminate the possible issues at this step.

🔤 Proofreading Checklist: Spelling & Formatting

This section examines your vocabulary, spelling, and formatting. These are the most common pitfalls in middle school writing. However, older students can also struggle with these issues.

In middle school, teachers start to approach our writing critically. It is human to make mistakes. But it is even more human to be able to find and correct them. Revising, editing, and proofreading are conventional stages for you to plan the post-writing corrections. But if you follow this plan, no mistake will persist.

✏️ Revising, Editing, & Proofreading FAQ

Proofreading is the final step of editing . It deals with spelling mistakes, inappropriate vocabulary, and formatting issues. It is especially critical in academic writing and business communication. After proofreading, a document is considered complete and ready for submission. That is why the final touch shall eliminate all the outstanding issues.

Revising means that you edit the content to improve it . You change the structure and style of your writing so that its meaning becomes more consistent and to the point. At this stage, you need to rearrange, add, and delete sentences and paragraphs.

Revising adjusts the informational focus of the text. It deals with the general picture of the paper, its meaning, and its style. Editing deals with grave mistakes in grammar and punctuation. It also helps to improve the clarity of your text. Editing takes a closer look at the language, while revising discusses the coherence of your ideas.

Read the text three times. First, pay attention to the overall meaning. This is the revising stage, which is responsible for harmony between the subject matter and its presentation. At the second reading, edit the grammar, punctuation, and structure of the text. The final task is for you to check the spelling, vocabulary, and formatting.

🔗 References

• Revision, Editing and Proofreading – Middlebury
• Editing and Proofreading – UNC Writing Center
• Revising, editing, and proofreading in academic writing | Simon Fraser University
• Steps for Revising Your Paper – Purdue OWL
• Revising the Draft | – Harvard College Writing Center
• Editing the Essay, Part One | – Harvard College Writing Center
• Proofreading – The Writing Center – UW–Madison
• Tips For Effective Proofreading – Writing Center
• Beginning Proofreading // Purdue Writing Lab
• Proofreading Your Paper | USC Libguides
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Informative and useful!

Great tips! Thank you.

Thanks for the helpful post, this is what I need to edit my essays successfully. Once again, thanks for sharing these excellent guidelines!

I will bear in mind all the typical mistakes that students make when they edit their papers. Ten to avoid are enough to create an A+ essay or dissertation.

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