Proofread—and Save Embarrassment!

Q. I’m embarrassed—I sent my boss a memo and it came back with three typos circled. I was sure I’d proofread it carefully. Are there some “fool-proof” tips you can give me? —

A. Yes—and the best tip I can give you is to proofread every word—slowly, carefully, patiently—and out loud. If you read something to yourself, especially several times, you’ll tend to skip or miss the errors. Here’s what I’ve found helpful:

• Read everything once for content; then read from right to left or bottom to top to spot

spelling and typographical errors (typos).

• Proofread important or technical material at least twice. Scan your document

slowly—line by line—down the screen on the first reading.

• When proofreading a draft you’ve printed out, keep your screen and hard copy at the

same place in the document, line by line. Corrections and updates will be easier/faster.

• If you’re proofreading a form letter, read the first letter carefully. Then proofread just the

changes for the rest of the letters.

• When you can, use a partner to proof statistical copy, and switch roles frequently,

especially for printed or retyped versions of a finished document. One person reads from

the original, the other from the copy or the screen. Verbally indicate paragraphing, format

and decimal points—and spell out words you’re not sure of.

- Read any numbers digit-by-digit. Read all columns DOWN. Read and check the numbers

in the first column, then the second, third, fourth, etc. until you’ve checked each column.

Verify all extensions and totals.

Watch for these common mistakes:

• Words such as if, in, is, it are often left out when the preceding word ends with the same

letter or the next begins with it. Example: He serious about his work.

• Be careful when you're near the end of the copy. Many errors are missed here because

your eyes are tired and strained.

• We often use similar words by mistake: than/then; affect/effect; not/now; if/of.

• Confusion of suffixes can cause missed errors: typed/types or former/formed.

• We often omit words at the beginning and end of lines

• Look for words ALWAYS spelled as one word: cannot, nobody, somewhat, worthwhile.

• Check the spelling of proper names, such as cities and states you're not sure of.

• Don’t skip or confuse the sequence in numbers or letters: B, C, E, F, or 21, 22, 23, 25.

• Keep a spelling dictionary, a dictionary, and a grammar and writing style guide within

easy reach.

Traps to Avoid

And watch out for these proofreading traps:

At Beginnings: Documents, sections, pages, paragraphs, sentences, quotes, parentheses.

In Shifts From Standard Copy: (Different from what you'd expect): Titles, headings, underlined text,, italics, numbers, bold face type.

In Small Words: Modifiers, connectors (and, but), prepositions (off/of the table)

In Hard-to-See Small Fonts: Use a copier to enlarge small copy before you proofread it.

Grammar choices: Be consistent. This includes handling commas in a series, punctuation of bullet points and titles of documents

Take a good look at your work area: clear your workspace of papers and files relating to other projects so you can focus on proofreading—and nothing else. Manage distractions: close your door, or put up a sign: “Please talk to me later: I’m proofreading.” Don’t answer the phone.

For longer, complicated documents, take a break every 10 or 15 minutes to rest your eyes—and your attention. Wash your face, take a walk, get up and stretch.

Create a Positive Environment

• Proofread during your "prime time"—when you're most alert, and at your best.

• Create a comfortable work environment—appropriate chair height, comfort, and lighting.

• Check your posture: are you comfortable?

• Eat light meals for energy. (Try to avoid proofreading right after lunch!)

• If you can, alter your routine. Don't proofread at the same time every day. Changing

your schedule will help you approach the task with a sharper eye.

One final suggestion: A great way to catch misspellings and other typos is to read each

word in the entire document in reverse order. This takes each word out of context and

allows your eyes and brain to concentrate on the words themselves.