Proofreading is a necessary evil that ensures your writing remains concise and accurate. It can be the difference between good content and great content. Paying close attention to detail removes ambiguities and ensures your message is clear. At the same time, eliminating grammatical, spelling and punctuation errors helps to maintain professionalism, not to mention boost credibility and build trust with your audience.
Things to look out for
When proofreading copy big or small, pay particular attention to:
- Grammar and spelling – check for typos, incorrectly used words and grammatical errors.
- Punctuation – ensure commas, full stops, quotation marks and any other punctuation have all been used correctly.
- Consistency – if you have a house style guide, make sure the content adheres to it! Similarly, check the style and tone of voice remain consistent throughout (e.g. avoid fluctuating between first and third person then back again).
- Facts and figures – verify any data or quotes are accurate. No fake news!
- Readability – even if the content is accurate, make sure it’s easy to read and understand. Eliminate any waffle and superfluous words.
Common errors
When proofreading, look out for these particular pitfalls:
- Homophones – ensure correct usage of words like their/there/they’re and your/you’re. Not to be confused with saxophones.
- Apostrophes – use apostrophes correctly for possessives and contractions. Plus, beware of the greengrocer’s apostrophe!
- Tense consistency – maintain the same tense (or ‘apply some common tense’) throughout your content.
- Subject-verb agreement – ensure subjects and verbs agree in number and person (i.e. a subject and its verb must be both singular or both plural).
Tools of the trade
There are plenty of proofreading tools out there to assist you when reviewing content. Most word processing programs have a built-in spell checker for instance, although make sure they are set to the correct language. Grammar checkers such as Grammarly can also prove useful in identifying grammatical issues and keeping sentences concise, although be wary of them stripping too much personality from your writing.
Reading out loud
Just as an actor rehearses their lines, reading your content out loud can help you spot any awkward phrasing and lengthy sentences. It also lets you hear the rhythm and flow of your writing, ensuring it sounds natural. It’s one of the most effective ways to spot any clunky wording or clumsy turns of phrase.
Print it out
Proofreading on paper can be more effective than on a screen, especially if it’s a lengthy piece of writing. For some people, it is easier to spot errors with a hard copy in front of them. Corrections can then be made directly onto the page with a trusted red pen (other colours are available).
Beware the missing links
Don’t forget to check all hyperlinks work and lead to the correct destinations. If there are any references and citations, double-check these are all accurate and properly formatted.
Two pairs of eyes are better than one
Another person can provide valuable feedback and spot any errors you might have missed (oh, you should have seen the state of the first draft of this piece). Whether it’s a colleague, friend, or even a professional editor, a fresh perspective or second opinion can significantly improve your content.
Proofread backwards
When I first found out about doing this I thought it was madness, but it actually works!
Reading your content backwards helps you focus on individual words and sentences, making any spelling errors and misplaced punctuation easier to spot.
Another top tip is to take a breather after finishing a draft before proofreading it. If time allows, sleep on it, then return to your content the following morning. A fresh mind and rested eyes are more likely to spot mistakes and inconsistencies that could be overlooked immediately after writing.
Taking the time to proofread your content will help improve the quality of your writing. It will also reflect your professionalism and attention to detail, while helping to convey your key messages to your target audience – leaving them hungry for more.
