One-Minute Communications Tips Archive
December 2008

Foolproof Proofreading

Typos seem to have a way of getting through, no matter how many eyes check a document. Perpetual vigilance is necessary to root out all errors.

The best way to proofread (or "proof") is to have someone read the source while you proof the copy. If this method is impracticable, try one or more of these techniques to make your document error-free:

• Use your spellchecker. It will catch obvious mistakes like misspellings, doubled words, extra spaces and improper hyphenation.
   
• Place a ruler or sheet of paper under each line and point at every word as you read it. Don’t anticipate words.
   
• Read out loud.
   
• Read backward. This robs each word of its context, so you can concentrate on its spelling.
   
• After proofing words, go back and proof punctuation.
   
• Proof columns of numbers vertically rather than horizontally.
   
• Let some time elapse between writing and proofing.
   

© Arun Sinha, Access Communications. Access Communications is a marketing communications and technical writing firm based in Stamford, Connecticut, USA. Sign up for Access Communications's One-Minute Communication Tip at http://www.AccessConsultingInc.com. Once a month, you'll receive an actionable idea or technique on an aspect of business communications, distilled into about 150 words.

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