At Write It Well, we often hear this from our training clients: “I read over my work, but I just don’t see my proofreading errors! What am I doing wrong?”

Well, let’s start with what they’re doing right. Making the effort to present error-free documents is the first step. As research shows, written communications that are full of typos, misspellings and usage errors leave readers with a poor impression of the writer and the organization. But proofreading well is challenging.

Before you begin proofreading, make sure your document is reader-focused–with a clearly stated main point, clear organization, easy-to-read formatting and concise language. If you or your staff are struggling with any of these issues, visit our website, where you can learn more about our books and training programs. 

If proofreading is your challenge, then don’t despair. Most workplace writers already have the knowledge they need to fix their mistakes after they find them. The trick is to find them before you send the document out. Here are some guidelines for finding errors in your own documents. Follow these and you’ll present a consistent professional image every time:

1. The best proofreading is done when you have distance from a document–take a break between writing and proofreading.

2. Use the spell-checker and grammar-checker slowly and carefully to help you catch your typos. When used mindfully, both are helpful tools. When used carelessly, they will lead you to make new errors almost as often as they help correct existing ones.

3. Whenever possible, proofread from a printed page. Errors are easier to see on paper than on a screen.

4. If you have to proofread on a screen, zoom in so that the text is very large. This will allow you to see errors you might otherwise miss.

5. Read your work aloud. By slowing down and articulating each word, you’ll catch most of your mistakes. And remember, if it doesn’t sound right, it probably isn’t.

6. Use your word processing program’s Find feature to catch your writing demons, those pesky little mistakes you frequently make. For example if you tend to confuse accept with except, then type those words into Find so you don’t have to hunt for them.

7. Proofread several times, taking breaks in between. You can multi-task while you proofread. Proofread once, make a phone call or get some coffee; then, proofread a second time.

8. If the document carries a lot of weight, give it to a trusted co-worker to proofread after you’ve given it your best shot.

For more information about how Write It Well can help you or your staff write more effectively at work, visit us at writeitwell.com.