Proof perfect

It is always good practice to check over any copy you have written, especially if it is for presentation or distribution to others. You need to try and ensure that you correct all the typos, spelling and grammatical mistakes. Missed errors within your copy can be embarrassing and frustrating, but read on, we’ve got some ideas that will help you produce perfect copy every time.

• If you are using word processing software make use of your spell/grammar checker first. Make any adjustments, then print out a copy of your work and set it aside. It’s worth remembering computer spelling and grammar checkers are handy but you have a far greater vocabulary than your computer (it may even favour the US spellings of some words), so, do not rely on it - it won’t pick up 100% of errors: typos, hyphenations, correctly spelt words in the wrong place, misused and/or missing words.
• Wait a few hours/the next day before you reread your work. Checking it over too quickly means there is a good chance you’ll be reading what you ‘think’ you’ve written, rather than reading what’s actually there and spotting the errors.
• Get rid of any distractions. If you are thinking of other things, or surrounded by noise and bustle, you will not be able to concentrate fully on the copy; proofing requires concentration and your full focus.
• Read your work aloud. It is amazing how much this helps, especially for improvement of punctuation and picking up any missing words.
• Keep your place with a ruler to ensure you do not skip any lines. If you leave your work, mark the place you got up to clearly and you’ll start at the right place on your return.
• Keep a dictionary or thesaurus handy – if in doubt, look it up.
• Mark any corrections with a coloured pen and/or highlighter. This will make them much easier to pick out and you’ll be less likely to miss any when retyping.
• Recheck those numbers. Add up forwards then backwards to confirm totals, whilst also checking for any misplaced decimal points and commas.
• Read your copy backwards… Yep, sounds odd, but this will really help you spot any spelling mistakes; it is too easy to start ‘reading’ the copy, instead of ‘proofreading’ it.
• If your copy is lengthy, with many pages, rest your eyes every 15 minutes or so. This will give your eyes and brain a break, helping to keep you focussed on the job.
• Finally, when you feel sure you have found all the errors, pass the copy to a colleague. Sometimes all it takes is another pair of eyes!

If you have any good proofreading tips let us know, we’ll spread the word…