However keen you might be, it’s easy to make mistakes while rushing, panicking or distracted, whether writing a newsletter, an email, article, or document. That’s why another read or look through before sending any document or email, is necessary.
Proofreading means examining your text carefully to find and correct typographical and grammatical errors.
Proofreading assists to improve the quality of the work or message and ensure that there are no common or minor mistakes, and writing inconsistencies.
According to Jeanne Abatesi, a communications specialist, effective proofreading is very essential for producing high-quality documents, and work.
She says that documents that are not proofread indicate the unseriousness of an individual, an author or an organisation, while leaving the people you’re communicating with struggling to understand the message.
If it’s a job application letter, mistakes can communicate to the interviewer that you’re lazy and there are higher possibilities of losing a job opportunity.
She believes that even if you think there is no mistake in your work, give it to a friend or work colleague, that way, they can easily notice common mistakes and grammar and assist in correcting it.
Abatesi carries on that mistakes can be simple misspellings, or incorrect use of words that sound alike, typographical error, grammar mistakes and numbering errors like numbers, short and scientific forms, punctuation errors like missing or extra commas, incorrect quotation marks, wrong word choice, poor structured paragraphs and sentences.
She says that good work or content is that which isn’t congested, but well written and easy to read.
The communications specialist stresses that proofreading makes written content suitable for communicating the right message to the target audience.
When a writer proofreads their content, they make sure that it flows well to enable a reader to continue reading and capture the required message.
"As you proofread, you’re actually reminded of more necessary information to add to your document, email or essay, and can do away with that which isn’t adding any meaning to your message. You’re also viewed seriously as one who pays attention to details if your work is mistake-free,” she adds.
Abatesi further states that if you’re a business person, sending or releasing content with mistakes can ruin your reputation, and it’s easy to spot a mistake.
She states that you can seek help from professionals for proofreading and editing services by trained and experienced proofreaders.
Alternatively, she urges using digital and online tools and apps which can assist in proofreading like, track change review options, Grammarly– grammar checker, spell-checkers, among other software-driven programs.
For her, there is no excuse for not submitting a well written document.
"Have you ever applied for a job or written and sent an important document, only to realise later that you made blunders, more than one, and lost peace while wondering what the person reading it would think of you? It happens even to the most accurate people. Which is why regardless of how tired or busy you’re, spare some minutes to read through your work. You could be surprised at how many mistakes you made every time you read with a fresh mind,” she notes.
Experts emphasise that while proofreading, avoid distractions, and read in a quiet environment, with no disturbances such as phones, music, background, and so forth. Reading out the piece aloud is known to assist us to spot faulty sentence construction and bad grammar, and read one line at a time, but also, make it a way to find someone to proofread your final work.
"While proofreading, leave a decent period of time between finishing the writing and proofing it, that way, you will spot more mistakes if you read it with a fresh approach.”