Proofreading
Proofreading is the final check before a piece of writing is submitted or published. Its focus is surface accuracy: spelling, grammar, punctuation, and formatting. Effective proofreading requires a different mindset from writing — you must slow down and look at every word individually.
What to Check
| Category | Common Issues |
|---|---|
| Spelling | Typos, homophones (their/there/they’re, its/it’s) |
| Grammar | Subject-verb agreement, tense consistency, article usage |
| Punctuation | Commas, apostrophes, quotation marks, full stops |
| Formatting | Consistent font, capitalisation, heading styles |
| Consistency | Spelling variants (organisation/organization), number format |
Common English Errors
Apostrophes
- Possession: the company’s policy (singular), the companies’ policies (plural)
- Contraction: it’s = it is; its = belonging to it
- Never use apostrophes for plurals:
photo’s, 1990’s→ photos, 1990s
Subject-Verb Agreement
- The team is ready (team as a unit)
- The data are compelling (formal usage)
- Each of the reports has been reviewed
Comma Splices
Two independent clauses cannot be joined by a comma alone:
I finished the report, it was submitted on time.I finished the report. It was submitted on time. I finished the report, and it was submitted on time.
Proofreading is easiest when done on a printed page rather than on screen. Alternatively, increase the zoom level on your screen or change the colour of the text temporarily — anything that disrupts your reading habits.
Proofreading Strategy
Read Backwards
Read from the last sentence to the first. This breaks the logical flow and forces you to focus on individual words rather than meaning.
Focus on One Category at a Time
Do one pass for spelling, a separate pass for punctuation, a third for grammar. Trying to catch everything at once reduces accuracy.
Use a Checklist
Before submitting, run through a fixed list of your known weak points — the errors you typically make.
Using Spell Checkers
Spell checkers catch many errors but miss:
- Homophones: their/there/they’re, affect/effect, principal/principle
- Real words used wrongly: The manger approved the plan (should be manager)
- Missing words: He submitted the to the committee (missing a word after the)
Do not rely solely on a spell checker. Always do a manual proofread after running automated tools. Grammar checkers (including AI tools) can introduce errors or miss context-specific issues.