I love language, poetry, linguistics, and puzzles. When you ask me to proofread or copy edit a piece for you, you are inviting me to join you in putting together a puzzle. You have a picture in mind. Together, we collaborate to make sure you have all the pieces that will turn it into what you imagined. Grammar, punctuation, syntax, etc. are the edge pieces of a word jigsaw puzzle. They are the rules and principles that provide structure to the piece. I also enjoy the challenge of decoding what word or idea you are meaning to use or convey. I do love the stability of structure and rules, but a story is a 3-D puzzle. Sometimes, you need to write outside the lines. You can’t break the rules or find the exceptions if you don’t know them.
There is a lot to check for in a piece of content. Though each proofreader has their own process, we all generally look for the same errors in a piece. What are some of the things I do to find as many typos and inconsistencies as possible? How do I make sure all the edge pieces are in your box?
Performing a spell check is important. There are certain errors that a spell check on your computer can miss. A double “the” (the the) might be something a spell checker will miss, as well as issues with homophones. Often too, a typo will repeatedly come up in a client’s piece. Like always writing “weather” instead of “whether”.
Checking for grammatical errors is an essential step. It is important to check for subject/verb and pronoun/antecedent agreements, and those pesky dangling modifiers. Making sure verb tenses are consistent will help with content flow.
Fact-checking can be an important aspect of proofreading. If a piece involves simple math in data tables, it is necessary to check the figures to make sure they’re correct. Proper names are checked, as are unfamiliar names of towns or businesses. And if the names are fictional, I ensure that consistency plays throughout the piece.
Punctuation errors can present unique complications. For example, the meaning conveyed with “I am sorry, I love you!” is very different than “I am sorry I love you!” Proper comma placement, making sure there are no double periods, or missing quotation marks ensures clean content.
Formatting errors require a sharp eye. There might be too much space between paragraphs or individual lines. One paragraph might be double-spaced and the next single-spaced. There is also looking for two spaces in a row at the end of a sentence. Is 11pt Times New Roman used in one sentence and 10pt Times New Roman used in the next? These are all errors that should be caught by good proofreaders.
Checking for style errors is necessary when a client wishes to follow a specific style guide. Let’s say, included in your style guide is your preference for avoiding the Oxford comma. That “error” should not exist when you receive a document back from me.
Reading aloud is an excellent step I include in my process. It helps fight off the brain’s urge to assume everything is correct. I have caught far more errors doing this than if I try to do without. I find more problems with the flow and can more easily pinpoint any repeat of information.
Printing out a project is not very green but it can also help identify errors. For whatever reason, it’s sometimes easier to find some typos on paper than on a computer screen. For example, extra spaces or variations in font and point size can jump out on a physical sheet of paper.
Reading one line at a time helps find mistakes that might get lost within paragraphs. Reading your piece backward is also a great technique that isolates each sentence. This trick also makes it easier to spot elusive and previously overlooked errors.
By using techniques and tricks I am trained to use, I look at words on a page differently than you might. When typos aren’t caught, it certainly is not due to a lack of effort. I try to go the extra mile to make sure I catch everything I can.
Your content should be what people define you by, not your typos and mistakes. You have something worth expressing; let me use my skills to help you. I am honored to assist you in finding and fitting all the pieces so you can show the world your best work.