Think about the last time you wrote something – maybe a report or an email. You read through it for what seemed like a hundred times, convinced that everything was perfect. Or so you thought. Later, your boss informs you of an error and you feel horrified – didn’t you just check with absolute certainty that all was good? And… didn’t your grammar- and spell-checking software report that everything’s in perfect order? Well, that happens to the best of us sometimes. We recently completed a large proofreading project, and I thought it was a good opportunity to revisit some proofreading tips and best practices, and share some that have worked well for me over the years.
1. Edit on a printed copy
I find that catching errors can be easier on a printed copy. I haven’t really put a finger on why, but other writers and editors have shared that it’s because reading from the screen can strain the eyes, reading from paper gives you more flexible perspectives to work from, or it might simply be a personal preference. Of course, – while I’m mindful of being eco-friendly, I try my best to make up for this in other ways!
2. Read out loud
When you read through text, especially large chunks of text, you may sometimes “self-edit” without realising it. Reading through the text aloud at a moderate pace can make all the difference. For one, your brain will process things differently, leading you to notice things you haven’t noticed before. You’ll also be able to hear mistakes – some errors can be difficult to spot especially when you’ve seen them a hundred times, but when words sound wrong, you’ll be more likely to notice them. It can sound a little silly, but you’ll be surprised at how much clearer your text becomes when you read it out loud!
3. Go through the text a few times (if possible)
For short copy, going through the text multiple times can work wonders. But if you’re proofreading something that’s a few hundred pages long, it would not be practical, especially with tight deadlines. Try picking random pages to go through a second round. If you catch mistakes that you missed out on in your first proofreading session, it’s a sign that another review is necessary. If you think you don’t have time for it, reach out to your client to ask for an extension as soon as you can. This is also why I prefer to finish my work at least a day or two earlier than the deadline – it gives me allowances to manage surprises.
4. Watch out for words that look or sound similar
One common problem is when a typo turns out to be an actual word – not just the one you intended. For example, you might type “form” instead of “from”, or “their” instead of “there”. Not all spellchecks pick such errors up, and it’s the same for humans. Such errors can change the meaning of your sentence, or even cause it to make no sense at all! (#TrueStory, I recently almost missed a spelling error in a phrase “the students cinched first prize”. It would have been very embarrassing if I didn’t pick it up during my second round of manual proofreading.) Similarly, homophones (words that sound alike) be easily overlooked to. Think about words like “bear” and “bare”, or “to” and “too” (did you spot something in the sentence before this?). I’ve also read about someone who saw “home maid sauce” in a menu – keeping a sharp eye out for these can save you from some embarrassing slip-ups!
5. Take a break
Sometimes, the best thing you can do for your proofreading is to step away from it – just for a bit. After staring at the text for too long (especially text you wrote yourself), it’s easy for your eyes and brain to gloss over mistakes. Take a stroll, grab a snack, or just do some workouts – anything to reset your brain and energy. Coming back with fresh eyes will make it so much easier to spot the sneaky errors that you previously missed.
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