Proofreading checklist
Proofreading is the final phase of document preparation. In proofreading, you examine every word individually in order to find and correct errors in spelling, grammar, punctuation and capitalization. Below are tips for how to proofread effectively.
- Give yourself time to be thorough. If possible, take a break between finishing the writing and doing the proofreading.
- Assemble any resources to which you may want to refer – a dictionary, a grammar guide – whether those are printed or online. Bookmark the WHO Style Guide, which provides both guidelines and specific answers to questions of spelling, word usage, capitalization, and other WHO conventions and protocols.
- Print the document you have written, if possible. Mechanical errors are easier to see on paper than on a computer screen.
- Plan to go through the document several times, each time focusing on a different aspect: for example, once for repetition and omissions, once for spelling, once for grammar and punctuation, once for correct dates/numbers.
- Use a spell-check tool if you have one; it will find many typographical errors. However, remember that spell-check programs cannot find most usage errors.
- Read line-by-line so that you can focus on every word: Consider reading the document aloud to reinforce a word-by-word focus. Consider using a straight-edge (a piece of paper or a ruler) to reveal only one line at a time.
- Learn from your past mistakes. Refer to previous drafts or even other documents to see what sorts of errors you tend to make. Consider compiling a personal proofreading list based on your typical errors. For really important work, ask a colleague to proofread your document.
