Proof Reading

CONTENTS

CONTENTS 2

INTRODUCTION 3

BEFORE U PROOF READ 5

TOP PROOF READING TIPS 6

Questions to ask yourself when you proof reading ....................................... 8

GENERAL TIPS 9
Top 10 Proof Reading Tips ...................................................................... 11

EDITING FOR CONTENT 14

Preparing yourself to proof or edit ........................................................... 14
chapter

1
INTRODUCTION

Proofreading is the final stage of the editing process, focusing on surface errors such as
misspellings and mistakes in grammar and punctuation. You should proofread only after
you have finished all of your other editing revisions For a writer, proofreading is a must.
Even if the written product is only a 250-word essay, the writer must be able to reread it
and spot any errors. Proofreading is an acquired skill, not an innate ability. Place a ruler
under each line as you read it. This will give your eyes a manageable amount of text to
read. Know your own typical mistakes. Before you proofread, look over papers you have
written in the past. Make a list of the errors you make repeatedly. Proofread for one type of
error at a time. If commas are your most frequent problem, go through the paper checking
just that one problem. Then proofread again for the next most frequent problem. Try to
make a break between writing and proofreading. Set the paper aside for the night - - or
even for twenty minutes. Proofread at the time of day when you are most alert to spotting
errors. Proofread once aloud. This will slow you down and you will hear the difference
between what you meant to write and what you actually wrote.
Try to give yourself a break between the time you complete your final version of the paper
and the time you sit down to edit. Approaching your writing with a clear head and having
at least an hour to work on editing will ensure that you can do a thorough, thoughtful job.
The results will definitely be worthwhile. Ask someone else to read over your paper and
help you find sentences that aren't clear, places where you're being wordy, and any errors.
Try reading backwards, a sentence at a time. This will help you focus on the sentences,
rather than getting caught up in the content of your paper. Know your own patterns. Your
instructor can probably help you identify the errors you've made most often in your
previous papers, and then you can focus your attention on finding and fixing them. Read
through your paper several times, once looking just at spelling, another time looking just at
punctuation, and so on. Again, this can help you focus so you'll do a better job.
Use the spell-checker on your computer, but use it carefully, and also do your own
spellchecking. Computer spell-checkers often make errors - they might suggest a word that
isn't what you want at all, and they don't know the difference between there, their, and
they're, for example. Get help. If you're not sure if you need that comma or whether to use
"affect" or "effect," look it up in a writing handbook, or ask your instructor for help.
Remember that editing isn't just about errors. You want to polish your sentences at this
point, making them smooth, interesting, and clear. Watch for very long sentences, since
they may be less clear than shorter, more direct sentences. Pay attention to the rhythm of
your writing; try to use sentences of varying lengths and patterns. Look for unnecessary
phrases, repetition, and awkward spots.
Some hints for proofreading more effectively:
If you are writing rather than typing:
1. Write on every other line. This may help you see mistakes, and it provides room for
corrections.
2. Write on one side of the paper. If you do, the letters look clearer and neater. In general:
3. When proofreading, read slowly and carefully. Make sure you read what is actually
written there, not what you think you wrote. Also, if you are in a place where you can
read aloud, do it. If you are writing an out-of-class assignment, find someone who spells
well to proofread for you.
4. If at all possible, do not proofread something as soon as you write it; let it “rest” for one
or two days first.
5. Try reading the essay backwards. This technique forces you to look for each word
individually.
6. If you are proofreading a rough draft, make the spelling corrections in a different color of
ink.
7. You might find it necessary to proofread at least two times—once for content and the
second for grammar.
chapter

2
BEFORE U PROOF READ

• Be sure you've revised the larger aspects of your text. Don’t make corrections at the

sentence and word level if you still need to work on the focus, organization, and

development of the whole paper, of sections, or of paragraphs.

• Set your text aside for a while (15 minutes, a day, a week) between writing and proofing.

Some distance from the text will help you see mistakes more easily.

• Eliminate unnecessary words before looking for mistakes. See the Writing Center

handout How to Write Clear, Concise, Direct Sentences.

• Know what to look for. From the comments of your professors or a Writing Center

instructor on past papers, make a list of mistakes you need to watch for.
chapter

3
TOP PROOF READING TIPS

Our list of quick tips for proofreaders

1. If you wrote the copy, get someone else to proofread it — they can approach the text as
a stranger without your preconceptions.
2. Have a tidy desk — you are your own worst interrupter if things catch your eye.
3. It takes a lot of concentration — proofread when you are fresh.
4. If you have to proofread your own copy, leave it and do something else first — give
yourself time to forget what you wrote.
5. Have the proof reader’s tools of the trade handy — dictionary, thesaurus etc.
6. Schedule — allocate time — proofreading is a specific task, not something just fitted in.
7. Avoid interruptions — go somewhere, use a red flag system, hold phone calls.
8. Take breaks — relax and then you can concentrate afresh.
9. Divide into sections — set yourself a limit, "I'll do this and then stop for a moment."
10. Do it at least twice — once for technical accuracy, once for sense.
11. To spot the typos, read it backwards so you're not distracted by the meaning of the text.
12. Use a bright colour so your corrections stand out.
13. Different colours for different people so that queries can be picked up with individuals.
14. Mark in the margin — put a mark for each error explaining what it is.
15. Put the marks in the text where the error has occurred.
16. Enlarge small text — easier to proofread, easier to mark.
17. Photocopy — mark the photocopy and transfer when you are sure it’s right.
19. Mark every page that has an error so they don't get missed on a skim through.
20. Identify versions — use date/time so you don't proof a version that's already been
superseded.
21. Proofread in pairs — one calls out the text and punctuation from the original and the
other checks that the proof matches what's being called.
22. Do the maths — and if you can't, get someone who can.
23. Check the scientific symbols — or have them checked by someone who knows about
them but try avoid using the original author.
24. Watch the ends of lines — hyphenation, repeat of double words split over line endings.
25. Look out for clusters of mistakes — they are like buses: you don't see one for ages and
then half a dozen come along at once.
26. Word processing errors — 3 instead of £ sign, Caps Lock typing instead of shift.
27. Widows and orphans — paragraphs running over page breaks and leaving one or two
lines stranded.
28. Names and addresses.
29. Phone numbers — the easiest way to proofread a phone number is to call it, a couple of
pence can save a fortune.
30. Little words — the big words draw the eye and that's where we expect spelling errors
but typos can slip in anywhere.
31. Headings — sometimes body text and headings are separated in the print process,
make sure you check both.
32. Captions — are they on the right items?
33. Illustrations — proof these separately if you have a lot. Check that it's the right one, in
the right place and it's the right way round.
34. Contents page — do the page numbers and headings match with the actual copy in the
document?
35. Index — check that the page references are correct.
36. Cross references — follow them through to the referenced material.
37. Skim numbering systems — do this first and just check that any numbers used are
sequential.
38. Alignment: overlay old over new, for columns — look down the page at a tilt.
39. Check the covers and spine — often these layouts are done separately from the main
copy.
40. Binding margins — make sure that bound pages have mirror image layouts so that the
 binding margin is on the right of the left-hand page and the left of the right-hand page.
41. Check the familiar — treat everything as strange.
42. Paired items such as brackets and speech marks — make sure that the second element
is in the right place.
43. Deviation from standard type — has it returned from bold to normal at the right point?
44. Make sure that the type style matches document style sheet.
45. Quote-mark handedness — they're not upright '' characters, they have left and right
handedness — 66s and 99s.
46. Make sure that you're not using anyone's trade marks — and, if you are, make sure they
are acknowledged.
47. Check copyright and copyright acknowledgements.
48. Watch the footers — not always noticed when concentrating on the body copy and can
be a giveaway if you're "boiler-plating" a new document from an old one.
49. Check for footnote agreement.
50. Abbreviations — has the abbreviation been defined at its first use?

Questions to ask yourself when you proof reading

your papers:
1. Did I stop to soon and place a period where I didn’t need one?
2. Is every group of words between a capital letter and a period a complete sentence?
3. Did I use a comma where I really needed to stop the sentence and use a period?
4. Did I forget to use a period to separate two sentences that are running into each other?
5. If the subject of my sentence is singular and the verb that goes with it is in the present
tense, did I remember to add s to the verb?
6. Did I forget to add s or es or ies to the regular plural nouns?
7. Did I forget to add ed to the regular verbs that are supposed to be in the past tense?
8. Do the pronouns that I used agree with the nouns they refer to?
9. When I was trying to show possession, did I add ‘ or ‘s as needed?
10. Did I ever leave the reader waiting for more explanation?
chapter
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GENERAL TIPS

• Read it out loud and also silently.

• Read it backwards to focus on the spelling of words.

• Read it upside down to focus on typology.

• Use a spell checker and grammar checker as a first screening, but don't depend on them.

• Have others read it.

• Read it slowly.

• Use a screen (a blank sheet of paper to cover the material not yet proofed).

• Point with your finger to read one word at a time.

• Don't proof for every type of mistake at once—do one proof for spelling, another for

missing/additional spaces, consistency of word usage, font sizes, etc.

• Keep a list of your most common errors (or of the writers you are proofing) and

proof for those on separate "trips."

• If you are editing within Word, use the "track changes" or "mark changes" function to

make your comments apparent to other reviewers (additions and deletions can be set to

appear in different colors). modifiers are a problem; for opening parentheses or quote

marks if you tend to leave out the closing ones.

• If you tend to make many mistakes, check separately for each kind of error, moving from

the most to the least important, and following whatever technique works best for you to
 identify that kind of mistake. For instance, read through once (backwards, sentence by

sentence) to check for fragments; read through again (forward) to be sure subjects and

verbs agree, and again (perhaps using a computer search for "this," "it," and "they") to

trace pronouns to antecedents.

• End with a spelling check, using a computer spelling checker or reading backwards word

by word. But remember that a spelling checker won't catch mistakes with

homonyms (e.g., "they're," "their," "there") or certain typos (like "he" for "the").

• Print it out and read it.

• Read down columns in a table, even if you're supposed to read across the table to use the

information. Columns may be easier to deal with than rows.

• Use editor's flags. Put #s in the document where reviewers need to pay special attention,

or next to items that need to be double-checked before the final proof print. Do a final

search for all # flags and remove them.

• Give a copy of the document to another person and keep a copy yourself. Take turns

reading it out loud to each other. While one of you reads, the other one follows along to

catch any errors and awkward-sounding phrases. This method also works well when

proofing numbers and codes.

• First, proof the body of the text. Then go back and proof the headings. Headings are

prone to error because copy editors often don't focus on them.

• Double check fonts that are unusual (italic, bold, or otherwise different).

• Carefully read type in very tiny font.

• Be careful that your eyes don't skip from one error to the next obvious error, missing

subtle errors in between.

• Double check proper names.

• Double check little words: "or," "of," "it," and "is" are often interchanged.

• Double check boilerplate text, like the company letterhead. Just because it's frequently

used doesn't mean it's been carefully checked.

• Double check whenever you're sure something is right—certainty is dangerous.

• Closely review page numbers and other footer/header material for accuracy and correct
order.

Top 10 Proof Reading Tips

1. Don’t check a job as though you’re reading the newspaper. You need to read slower than
normal to notice, not just misspelt words, but irregular word space, full stops and
commas. The smaller the type, the more careful you have to be. Condensed type is
always a challenge.

2. Are all the various kinds of headings consistent? Are these the same all the way through
your document? Is the space between them the same? Do they employ logical elements
of importance, for example are your main headings larger and/or bolder than your
subheadings? Always avoid headings at the bottom of a page.

3. Is your spacing constant? Is the space between paragraphs and lines (the leading) the
same throughout? Is there a standard spacing before and after bullet points, numbered
items and other features?

4. Is there uniformity of capitalisation? Initial capitalisation should be used sparingly and

for proper nouns only – have you noted the words that are all lower case and otherwise?
They should be constant all the way through the text. Depending on the style, some
words may have initial capitals when they are headings but be all lower case in the text.
Also, make sure your contents page matches your document exactly for capitalisation.
5. Line breaks should look as regular as possible. In justified copy, words may be broken to
ensure word spacing is neither too tight not too wide, therefore presenting a smooth
spatial flow. Unjustified text (usually ranged left) should not have any wordbreaks
unless a line would be inordinately short due to an exceptionally long word. The ends of
unjustified lines should appear roughly the same where possible. Frequently, line breaks
can be subjective, but short lines of three words or fewer should be avoided if the
paragraph can easily be rerun. A short line should always be avoided at the top of a
column or page (a widow) where there is continuation from a previous page.

6. Know your punctuation. A surprisingly large number of authors and well educated
people present copy for print with inadequate punctuation. Too little punctuation can
lead to ambiguity and the reader ‘losing the thread’ of what he/she is reading. Too much
punctuation can baulk the reader and upset continuity. We aim to subedit text for
optimum reading flow and to ensure the writer’s ideas and tone of voice are maintained
without unnecessarily long sentences or unwarranted punctuation. There are countless
textbooks available for guidance on punctuation, but try and remember the uses of
semicolons and colons, which are often confused. The comma too is often misused, either
left out when it should be inserted or put in unnecessarily. Good punctuation should be
almost invisible; if it upsets the reading flow without reason or leads to confusion, it is
not effectively doing its job.

7. Ensure consistent style of bulleted items. One of the most awkward and subjective
aspects of proofreading can be consistency and presentation of bulleted items. Are they
to be indented? Should they commence with a capital letter? Is there to be a full stop or
not at the end of each item? Whatever the style you adopt – stick to it. Always reread all
bulleted items to ensure consistency, and make sure each one makes sense when read as
a continuation of the main line above.

8. Don’t just read it once. Unless you are really experienced or you are to check your work
again at a later stage, it is always wise to reread your job if time allows, especially if you
 have fallen into the trap of rushing. In any case, all work must be rechecked for line
breaks, spatial aspects and other style points that can easily be missed when the text is
being read for sense and accuracy.
9. Read it out loud if it helps. Reading text out loud can help the understanding of a job and
can be helpful for those not accustomed to checking the written word.

10. If you’re unsure – check it! When proofreading, it is paramount that you know your
limitations. If you are unsure if a word is spelt or used correctly, always check it. It is as
important to realise what you don’t know as what you do know. Make sure you have,
not just a good up-to-date dictionary at your disposal, but several good English
grammar books for reference.

chapter
5
EDITING FOR CONTENT

• Ask yourself who, what, when, where, why, and how when reading for content.
Does the text answer all the questions you think it should?
• Highlight the sentences that best answer these questions, just so you can see if the
facts flow in logical order.
• Do the math, do the math, and then do the math again. Somewhere between the
screen and the printer 2+2 often becomes 3.
• Make a list of "bugaboo" words and do a search for them before final proof.
Include every swear word, words related to product terminology, and other words
that pop up on occasion. Then do a "find" for all these words.
• Actually do every step in procedures to make sure they are complete, accurate,
and in correct order.
• Count the number of steps a list promises to make sure they are all there.
• Check that figure numbers match their references in the text and are sequential.
• Check that illustrations, pictographs, and models are right-side up.

Preparing yourself to proof or edit

• Write at the end of the day; edit first thing in the morning. (Usually, getting some
sleep in between helps.)
• Listen to music or chew gum. Proofing can be boring business and it doesn't
require much critical thinking, though it does require extreme focus and
concentration. Anything that can relieve your mind of some of the pressure, while
allowing you to still keep focused, is a benefit.
• Don't use fluorescent lighting when proofing. The flicker rate is actually slower
than standard lighting. Your eyes can't pick up inconsistencies as easily under
fluorescent lighting.
• Spend a half-hour a month reviewing grammar rules.
• Read something else between edits. This helps clear your head of what you expect
to read and allows you to read what really is on the page.
• Make a list of things to watch for—a kind of "to do" list—as you edit.