It’s happened to all of us at one time or another. We’ve sent something to a client or the media and then realize it has a typo or an error.
You can avoid that embarrassment by using these tips.
Proofreading checklist
- Check and double-check the headline. It’s easy to forget to check the headline. The same goes for the subhead.
- Make sure the date and dateline are correct — the month, the day, the year or day, month, year. Check it again.
- Check and recheck the spelling of proper names.
- Check the “template” items (i.e., media contact info, your website address) on the bottom of the release and other materials to make sure details are correct.
- Review page numbers to make sure they’re correct.
- Check there are periods at the end of every sentence and periods are inside quotation marks.
- Make sure quotation marks and apostrophes are in the right font (if material is copied from an email, they often aren’t).
- Make sure any numbers add up and are accurate.
- Double-check proper names, especially the names of organizations. Some are possessive, some aren’t (i.e., Children’s Miracle Network)
- Double-check little words as they’re often interchanged: or, of, if, it, is.
- Make sure there are two spaces after periods. Make sure there aren’t extra spaces between words or after sentences.
Other Tips:
- Read it slowly out loud.
- Use a spellchecker and a grammar checker as a first screening, but don’t depend on them.
- Have others read it.
- Use a blank piece of paper to cover the material not yet proofed.
- Keep a list of your most common errors and proof separately for these items.
- Shorten your sentences. Sentences should average fewer than 20 words or two typed lines.
- Shorten your paragraphs. Paragraphs should be bite size.
- Take out what isn’t needed — remove the word “that” from sentences, unnecessary adjectives, flowery language, clichés, redundant expressions (third annual awards gala, first time ever).
- Change multi-syllabic words to one or two syllable words —they are easier to read and easier for your audience to understand.
- Take out negative words and replace with positives.
- Use active verbs rather than passive.