Proof-reading the easy way

It's a job that many people dread, but proof-reading is a vital part of the writing process. But just reading the material with red pen in hand isn't enough. You need a solid process, as well as the skills and experience to do it.

By sharing a summary of our proof-reading process with you, we hope that you will feel better equipped to check your work.

Step one: spell-check on screen. Even though spell-check software misses several types of error it is a worthwhile step as it usually picks up plenty of mistakes.

Step two: read on paper for initial proofing. Consider:

1. Spelling, for which you should use a dictionary whenever you are in doubt.
2. Consistent tense, because it is all too easy to slip between past and present tenses in a sentence or paragraph.
3. Consistent singular/plural (eg using 'I' or 'we' throughout).
4. Consistent first/third person etc. (eg using 'we' or 'the company').
5. Remove biased writing (eg using simple alternatives to gender-specific phrases like 'salesman').
6. Remove or explain jargon (eg explain each abbreviation the first time it appears).

Step three: read for headings, captions, pull quotes etc. It's easy to miss errors here unless they are read as separate items. As well as checking spelling, also make sure the style is consistent in terms of typefaces, sizes etc. when at the design stage.

Step four: read to check page and section numbering. For example, where a sentence says 'see page four', is the reference really on page four? Also, are any section numberings logical and consistent?

Step five: read to check spelling of all names, places and products, and address/phone/fax/email details. Remember the proof-readers' maxim: the only people who know how to spell their names are the people themselves. Finish with any unusual checks, such as maths calculations.

Step six: read the whole document backwards for spelling. This is optional as reading a 64-page brochure backwards might take a few days! Even so, errors are often spotted this way because when you read backwards you remove the meaning from the text, focusing instead on the spelling of each word.

Phew! It might seem like a major exercise, but good proof-reading shouldn't take too long for most leaflets and brochures. It takes more than an eagle eye, so we hope our process will help you spot more errors than ever before.

© Peterborough Copywriting Bureau 2002

Use the form on our contact page to request your free information sheet with more useful tips, including:

1. The way to guarantee you will add errors to professionally designed material!
   (Because if you know how to add errors, you'll know how to avoid them.)
2. The errors that spell-checking will hardly ever spot.

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