Key Tips for Proofreading

Proofreading is the crucial, final step in preparing a document before it’s printed, published, or shared. It’s where the text moves from “live copy” (new, editable content) to “dead copy” (the version you’re signing off on). This stage isn’t about rewriting — it’s about catching mistakes, ensuring consistency, and safeguarding your professional reputation. In this post, we’ll cover key tips for proofreading to help you make your work clear, accurate, and polished.

What is Proofreading?

Proofreading is the process of reviewing written material to find and correct errors in spelling, grammar, punctuation, formatting, and factual details. It comes after all editing and revisions are complete. Proofreading is the last step before printing or publishing — after this point, no changes should be made.

How Fast Should You Proofread?

A typical professional proofreader can manage about 8 to 10 pages an hour depending on the complexity of the text. Don’t rush—speed at the cost of accuracy leads to missed errors.

Key Tips for Proofreading

Here are some practical tips to ensure your proofreading is thorough and effective.

1. Let Your Own Work Sit Before Editing

If you’re proofreading your own writing, give it some time to “cool off” before you start. This helps you come back with fresh eyes and a more objective mindset.

2. If Unsure of an Error, Ask the Author

When proofreading someone else’s work, never assume. If you’re unsure about a fact, a spelling of a name, or the intended meaning, ask the author. Clarifying is better than silently “fixing” something and introducing an error.

3. Double-Check All Details

Proofreading isn’t just about grammar. Always check:

• URLs (make sure they work and go to the right page)

• Dial phone numbers (especially if it’s customer-facing material)

• Times and dates (avoid schedule disasters)

4. Watch for Language Variants

Be alert to whether the text is in British English vs American English. Differences like “colour” vs “color” or “organise” vs “organize” matter for consistency.

5. Fix Mangled Phrases

Clunky or “mangled” phrases — especially idioms — can slip unchecked. Flag anything that doesn’t read naturally.

6. Check Foreign Words

Foreign words may need accents or other diacritical marks to be correct (“résumé” vs “resume”). These small details improve professionalism.

7. Don’t Allow Changes After Proofreading

Once you’ve signed off on a proof, no changes should be made. Otherwise, you risk introducing new errors at the last moment.

Proofreading Hacks to Improve Accuracy

Try these key tips for proofreading:

• Use a pen to point at each word – slows your eyes and forces you to see every letter.

• Ruler per line – block out surrounding text so you only see one line at a time.

• Make text large – zoom in on your screen or enlarge printed text to catch tiny mistakes.

• Read backwards – start at the end of a paragraph or sentence and work backwards. This breaks the flow and stops your brain from “filling in” missing words.

• Read out loud – hearing text highlights awkward phrasing and missing words.

• Text-to-Speech software – listen to your document while following along visually.

• Use a buddy – fresh eyes can catch what you’ve overlooked.

Showing Editorial Changes in Word

If you’re collaborating with others, Microsoft Word makes it easy to display edits:

• Go to Review > Track Changes to see and record edits.

• Use the Comment feature to flag issues or suggest alternatives.

• When ready, click “Accept All” to make the changes permanent and create an updated version.

This ensures a transparent editing process and avoids confusion between drafts.

Maintain a Consistent Editing Style

Finally, consistency is key. Establish or follow a style guide (e.g., for spelling, punctuation, headings, citations). Apply it uniformly across the entire document. This not only makes your work look more professional but also saves time by reducing rechecking.

Final Thoughts

Proofreading is more than a formality — it’s a critical safeguard for your credibility. By using these key tips for proofreading, you’ll catch errors before your readers do, ensure consistency and accuracy, and present your writing in the best possible light. Treat proofreading as a skill to develop, not a box to tick, and your work will stand out for its polish and professionalism.