Proofreading refers to going through the final draft after it has passed the editor review. It is essential as even a slightest mistake can bring consequence to the company. Many types of business documents require proofreading including business reports, marketing materials, and handbooks.
Proofreading is necessary to ensure that the document has the right tone and that the context of the statement are presented in a professional manner without any spelling/grammar mistake. The following are some tips on how to proofread a business document.
- Check the Tone of the Document
First of all, you must determine the tone and style based on the document type. Sentences should be short and not longer than 15 words as a general guideline. You can make a checklist on what to look out for based on the style guidelines your company provide.
- Keep Sentences Short
Usually, business documents require the sentences to be short and no longer than 15 words. You can keep sentences short by removing unnecessary words. Using extra words in the sentence can lead to misinterpretation. Short sentences sound more professional.
- Proofread in a PDF Editor
If your business document is a PDF, you can open it in a PDF editor to proofread it. Movavi PDF Editor features an edit object mode which allows you to edit the text in the document. In View mode, click on the Edit button on top of the tool bar and select Text in the menu that appear below. Next, use your cursor to draw a blue rectangle on the text that you want to edit. After that, you can double click on the blue rectangle and edit the text. On the right side, you will see the options for editing the fonts including font style and font size. When done, you can navigate to the File menu and choose the Save As option. When the Save As dialog box appear, you can enter a preferred file name and save it destination folder. Get more details at https://pdf.movavi.com/.
- Take a Break to Regain Focus
It can be stressful to proofread a long business document that contain a lot of text. If you feel tensed, you can step away for a few minutes to refresh your mind. When you are tired, it is easy to overlook errors in the document.
- Lookout for Common Spelling Mistakes
You should look out for the most common spelling mistakes such as homonym. Homonyms are words that have almost same spellings but different meanings for example left and leave. Besides, you should also look out for improper usage of apostrophes for example there and they’re. The sentences should sound logical when you read them.
- Check the Overall Layout
Besides proofreading the text, you should also pay attention to the overall layout of the document including spacing in between paragraphs, margins, and illustration. Any logo placed in the document must comply with the company standards for placement.
- Request for References to Verify Accuracy
You can request for references if you are not sure about the accuracy of the facts presented in the document. It is important for the document has accurate information as it represents the integrity of the company. You may also have to sent the final version to another department for rechecking before it can be published.
- Final Proofreading
You can proofread the document for one or two more times after you finish going through each section. It is common to overlook some mistakes in the first and second read. You can also get another person to help you review the document for typos. Finally, you want to examine the document for one last time to ensure that it is perfect prior to submission.