In part 1 last week, we addressed grammar, spelling and punctuation, as well as a simple but useful technique of reading your text backwards to check for errors. This week, we look at four more examples of proofreading fundamentals.
- Read your writing aloud
Reading your writing out loud is especially useful for mistakes with punctuation or grammar. Doing this enables you to notice when certain words or sentences do not sound natural or appropriate — you may even notice things a little bit off with your tone. Think, for example, if you really need to use that exclamation mark — ‘We are really looking forward to your next visit!’ It’s often best not to use exclamation marks in formal emails — keep them to friendly emails between colleagues you know well.
- Use your computer’s spellchecker
This may sound obvious, but it’s still astonishing how many people do not use the already built-in function of a spellchecker. A lot of modern-day software already have this function — ensure, however, you’re consistent in what your spellchecker is looking out for. If your organisation tends to use British conventions of spelling, for example, then make sure your spellchecker is set to check for British English. Being inconsistent and switching between ‘s’ and ‘z’ is a common pitfall. For example, using British English ‘s’ and North American English ‘z’ (organisation vs. organization). Be cautious, however. A spellchecker may be able to pick up errors such as a missing letter in a word and letters the wrong way round, but it will not be able to highlight incorrect word choice — for example, the word ‘hear’ when you should have written ‘here.’
- Have others read your work
If you’re sending an email to a really important client, then it’s all the more vital to have a peer have a look at your email before you click send (remember that recalling an email doesn’t always work!). A colleague may be able to spot some other common mistakes such as using words that have the same sound in English, but a different spelling and meaning (homonyms). For instance, ‘Their not available’ — the correct way to phrase this would be ‘They’re not available.’ Occasionally, like this example, the error may be grammatical — mixing up their, they’re and there is a habitual error that even writers, whose first language is English, make.
- Take a break
Perhaps most important of all is the need to take a much-needed break between finishing your writing and proofreading your work. Avoid hitting the send button just yet. Coming back to your work with a clear mind will assist you in spotting those glaring errors.
To sum up, remember that proofreading should be seen as a compulsory step in any piece of business communication. Sending consistently error-free and high-quality emails is one easy way of ensuring you and your organisation are seen as highly reputable and professional.
