Ten proofreading tips
1) Get a printed out version of the text and mark up changes on paper.
2) If you are dealing with an online version, use track changes and then get colleague or your client to go over each tracked change and accept or reject it.
3) Read tricky bits out aloud. Some experts suggest reading out the entire text, but this is hardly possible in an open plan office.
4) Check spelling with a spell checker set to Australian English or whatever form of English you are using.
5) Make sure that you have not confused words which sound the same but have a different meaning. For example its/it’s, their/there, principle/principal or sort/sought.
6) Read for sense as well as looking for grammar and punctuation errors. It’s no good having perfect spelling if the writing is illogical or nonsensical.
7) Make sure there is agreement between the subject and the verb. It is astonishing how often a company or department, is teamed up with a plural verb such as 'are'. For example 'The Department of Industry are sending out a press release.'
8) Make sure the writing conforms to a particular style guide such as the Style Manual for authors, editors and printers.
9) Check the correct spelling of names and surnames. You might presume that the CEO’s name is Linda Smith but her actual name could be Lynda Smythe.
10) Make sure that numbers or figures match up across the text. It is no good saying a publication has 250,000 readers and then at the next mention saying the figure is 175,000.
Once the proofreading is complete and all changes have been made, recheck the copy to make sure everything is correct.
2) If you are dealing with an online version, use track changes and then get colleague or your client to go over each tracked change and accept or reject it.
3) Read tricky bits out aloud. Some experts suggest reading out the entire text, but this is hardly possible in an open plan office.
4) Check spelling with a spell checker set to Australian English or whatever form of English you are using.
5) Make sure that you have not confused words which sound the same but have a different meaning. For example its/it’s, their/there, principle/principal or sort/sought.
6) Read for sense as well as looking for grammar and punctuation errors. It’s no good having perfect spelling if the writing is illogical or nonsensical.
7) Make sure there is agreement between the subject and the verb. It is astonishing how often a company or department, is teamed up with a plural verb such as 'are'. For example 'The Department of Industry are sending out a press release.'
8) Make sure the writing conforms to a particular style guide such as the Style Manual for authors, editors and printers.
9) Check the correct spelling of names and surnames. You might presume that the CEO’s name is Linda Smith but her actual name could be Lynda Smythe.
10) Make sure that numbers or figures match up across the text. It is no good saying a publication has 250,000 readers and then at the next mention saying the figure is 175,000.
Once the proofreading is complete and all changes have been made, recheck the copy to make sure everything is correct.
