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13 Secrets of

Professional Proofreaders
By Lynn Gaertner-Johnston
2009-2013 Syntax Training. All rights reserved. www.syntaxtraining.com | 1
Proofreaders would not stay employed if
they missed the errors that pass many of
us by: it for if, you for your,
misspelled names, and misused words.
Because their livelihood depends on it,
professional proofreaders take their job of
finding errors seriously, as should we.
Little errors and inconsistencies can
shake our readers confidence in our
accuracy and professionalism.
To be sure your message sustains your
readers confidence, apply these
secrets of professional proofreaders.
1. Professional proofreaders dont read
straight through from beginning to end.
They read each element of content separately. For
example, they read the headings, check the
formatting, review the headers and footers, and
read the text all in separate steps.
Proof like a pro: Review each element of
content separately. Even in email, review your
subject line, check your attachment, test your
hyperlinks, and read your message in separate,
systematic steps.
2. Proofreaders check every aspect of a
document.
They review text, fonts, font sizes, page numbers,
lists, titles, footnotes, illustrations, tables of
contents, captions, etc. In recurring commu-
nications such as newsletters, they check
everything that changes: volume numbers, dates,
titles, and so on.
Proof like a pro: Be sure to check everything
even boilerplate content, which may need to be
updated to suit the situation. Dont just glance
through PowerPoint slides. Read each one.
3. Proofreaders double-check the spelling
and capitalization of all proper names.
Proof like a pro: Be sure to spell your readers
name and company name correctly. Misspelling
names is one of the most common errors in email.
(With the name Lynn Gaertner-Johnston, I can
attest to that fact. I am frequently addressed as
Lyn, Lynne, and Lin, with a badly mangled
surname.)
4. Proofreaders confirm specific details.
They do not take for granted that peoples titles,
email addresses, phone numbers, and locations
are correct. They check.
Proof like a pro: Use the Internet to check
addresses and titles, and test phone numbers by
calling them. For speeches and presentations, do
Internet searches to verify quotations and
historical references.
5. For online documents, proofreaders test
every link.
They ensure all links are live and named or
described accurately.
Proof like a pro: For email, send a test message
to yourself to check links and formatting.
6. Proofreaders check numbers in a
separate step.
They compare final numbers with original source
documents such as calendars, purchase orders,
price lists, price quotes, and invoices to ensure
a match.

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Proof like a pro: Dont assume numbers are
correct. Confirm them using other sources. Verify
that all numbers are current.
7. Proofreaders work in pairs when
documents are highly complex or technical.
One person reads aloud from a source document
while the other proofreads silently.
Proof like a pro: Work in pairs when a report or
proposal is crucial to your success.
8. Proofreaders read from a printed page
rather than a screen.
They read line by line, often using a straight edge
such as a ruler or an opaque sheet of paper to help
them focus on each line.
Proof like a pro: Avoid proofing solely on the
screen. Print important documents and read them
line by line.
9. Proofreaders read aloud when they are
having trouble concentrating.
Proof like a pro: Take the time to read important
messages aloud. Run your finger under the words
to guard against reading words that arent there.
10. Professional proofreaders read other
peoples work.
Because each document is not their own work,
proofreaders can review it with fresh eyes.
Proof like a pro: If you cant swap documents so
that your writing is reviewed by a new set of
eyes, at least put aside a document for a few
hours or overnight. That way, you can review it
with a fresh, critical eye. Whenever possible,
allow time to pass between the writing, editing,
and proofreading stages of a document.
11. Professional proofreaders take
responsibility for factual accuracy.
In the absence of copyeditors and fact checkers,
proofreaders either confirm a fact or write
Cannot confirm.
Proof like a pro: Verify dates, places, times,
prices, and any other information that is available
to you. If you cant verify a fact or figure, find
someone who can. In a proposal, a mistyped date
or misplaced decimal point can make a million
dollar difference.
12. Proofreaders make and follow a list of
style choices.
For example, if SHUTTLE is rendered in all
capital letters on page 1, proofreaders make sure
the word is in all caps on pages 12 and 20.
Proof (write) like a pro: Use your software to
automatically type, correct, and format words.
For example, dont repeatedly type long, complex
names such as Weyerhaeuser and Fred
Hutchinson Cancer Research Center. Use
AutoCorrect, AutoText, and AutoFormat to
render words consistently and easily.
13. Professional proofreaders keep their
skills and knowledge fresh.
They buy the latest style manuals and keep up
with trends in language.
Proof like a pro: Include a new style manual or
dictionary in your annual budget. Subscribe to
online style guides such as The Chicago Manual
of Style and The Gregg Reference Manual. If you
are aware of a skill gap, fill it.
Apply these proofreading techniques the next
time you review an email or another com-
munication. Enjoy the relief and satisfaction of
catching errors before your clients, customers,
employees, and others ever see your message.

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