Although proofreading documents takes time, it can help ensure your ideas are presented in the best possible light. Avoiding common grammatical errors can mean the difference between business success and business failure.
Instructions
1. Understand grammatical rules including word usage and proper sentence structure. For example, know the differences between nouns and verbs as well as place them in sentences. Follow any additional rules including style guides related to the material being written.
2. Check for misspellings and other grammatical errors. Scan the document for transposed words or weak phrases. Ensure the same "voice" is kept throughout the entire document. Use computer spell checkers with the realization that words can be overlooked.
3. Change your proofreading starting point. Take the time to read the entire document more than once. Start in the middle or near the end of the document to give your eyes a rest from repeatedly focusing on the same word patterns. Learn to read words backwards within sentences to double check their spellings.
4. Read the material out loud. Proofreading should involve more than just your eyesight. It can be easier to catch errors when you read back what you have written. You will notice that some of your sentences just may not "sound right" when you hear them out loud.
5. Have a fresh pair of eyes verify your work. Proofreading can make your eyes and ears tired and accustomed to overlooking the same mistakes. Ask a trusted colleague to review your work to receive a fresh opinion.
