Technical writing services by Espirian

Top 10 proofreading tips

📚 This post is part of my business blogging guide.


Proofreading is a difficult art, especially when you’re trying to check your own writing. Here are my top 10 tips to help you correct and improve your work.

A lot of people still think that running an automatic spellcheck is all they need to do to find and fix their errors. I can’t really blame them. Microsoft Word and other word-processing programs don’t tell them otherwise.

Talk to an editor or proofreader and you’ll soon understand that automated tools aren’t enough. Perhaps they will be enough in the future – computers are getting better all the time – but right now, they aren’t.

Phillip Ashurst
Managing Director
Allied Aerosystems

Thanks, John, for your excellent work on proofreading our website.

Your integrated approach and feedback embraced the entire site and our intentions while also picking up the minor details.

Very thorough, professional and of the highest standards.

Don’t get me wrong: you should still do a spellcheck to squash the obvious typos.

But that’s just the starting point.

Tip 1. Don’t rely solely on spellcheck

Using a spellchecker is one thing; relying on it is something quite another. Spellcheckers have their place but they won’t catch every mistake.

Even when words are spelled correctly, they’re often used incorrectly. Compare these statements:

The spellchecker skips right through and says everything’s fine. But wait: the first sentence doesn’t convey the right meaning (hey, trust us, even though we’re jealous of everyone else!).

Knowing such issues exist is one thing; finding and fixing them is quite another. But that’s what the remaining tips are about, so don’t give up!

Spellcheck alone is rarely enough.

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Tip 2. Be clear

Keep your target audience in mind. Will they understand your writing? Get these basics right:

Did you know?

The Society for Editors and Proofreaders promotes high editorial standards.

I’m an Advanced Professional Member and was a director of the Society for 5 years, so you won’t be surprised to hear that I’m interested in improving the standards of all written work.

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Tip 3. Change your view

Have you ever written a letter in Microsoft Word and then seen something wrong with it after it was printed? Yup, it’s often easier to spot errors on paper than on a screen.

But you don’t have to print things out to make this tip work.

All you need to do is change your view of the text to make it look fresh, e.g.

I use the American Typewriter typeface with a green page background when I’m in ‘editing mode’. Here’s an example:

Simple changes to the text view can make all the difference during editing.

It’s best to make these changes in a copy of the document.

If you send someone a document with a green background, they might think you’ve gone kooky 🤢🤪

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Tip 4. Read your content backwards

Altering your reading pattern can help you spot oddities and mistakes in your text. Reading backwards can be slow going at first, but you’ll soon speed up. Persevere and the rewards will come.

Backwards content your read.

(If it helps, imagine you’re Yoda. Mistakes more spot will you.)

Reading backwards doesn’t mean you need to start from the end of a document and work your way back. I apply the process at the sentence level, not the document level.

Here’s an example:

,lamb little a had Mary
.snow as white was fleece Its

The reordering is confusing enough without having to go from the end of the entire document to the beginning.

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Tip 5. Read out loud

Saying your words out loud helps reveal the statements most likely to cause confusion among readers. If a sentence sounds clumsy when you say it to yourself, imagine what someone else might make of it. Do some rewording and make life easier for your audience.

Bonus tip: get your Mac to do the speaking

Did you know that Macs can easily speak text selections out loud? See my post here: Speaking text on your Mac.

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Tip 6. Proofread in the morning

Or whenever your brain is at its most alert. Set aside some quiet time and get your checks done when you’re ready to concentrate.

If that’s not possible, do at least try not to check everything in a single sitting. A good night’s sleep and a fresh start may reveal several errors you’d previously missed.

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Tip 7. Break up the task

Read your content multiple times, each time looking for different types of issue. Here’s an example:

The more you break things down, the easier each reading becomes. This approach is great for improving the consistency of your writing.

Be wary of re-reading your work too many times, though. Taking long breaks in between sittings can help you avoid ‘word blindness’.

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Tip 8. Phone a friend

Ask a colleague or a trusted friend to go through your document in as much detail as possible. Request specific feedback – what was good or bad about the content? Accept any comments with good grace and think about how you can make your writing clearer.

Did you know?

Errors in spelling and grammar could be bad for your ranking on search engines.

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Tip 9. Don’t chase perfection

Don’t expect to spot every single error in your work. Don’t get hung up about it either.

There are diminishing returns in re-reading your work dozens of times. If your meaning is clear, that may well be good enough. Remember that your time is precious.

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Tip 10. Call in the professionals

If you’ve followed the other tips in this post, perhaps you’ve already fixed some errors in your work. If so, well done! Each correction is a small victory.

To ensure your text is the best it can be, consider hiring an editorial professional. The SfEP’s Directory of Editorial Services lists hundreds of editors and proofreaders who can help you get your words in shape.

Try the SfEP if you need an editor or proofreader

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Let’s wrap up

Follow these tips and you’ll improve the standard of your writing. Don’t underestimate how offputting it can be to see errors in written content. Someone who might have become a client might be turned away if they see mistakes in your content. Help them stick around by giving your content the TLC it deserves.

For your most strategically important content, consider hiring a professional editor or proofreader. If you need a hand, drop me a line.

Continue the business blogging guide

This post is part of my definitive business blogging guide.

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Who wrote this?

John Espirian – the relentlessly helpful technical copywriter

I write B2B web content, blogs, user guides and case studies – all aimed at explaining how your products, services and processes work. I also offer LinkedIn profile critiquing and rewriting.

I work from home in Newport, South Wales and support the (formerly) mighty Liverpool FC 🔴⚽️