PROOFREADING
Proofreading is the final quality-control Check for
your document. Don’t depend on other’s assistance in correcting any mistake;
become the proofreader yourself. Take responsibility for ensuring the accuracy
of your communications; just as you take responsibility for your other
managerial tasks.
PROOFREADING |
Proofread for
Content
First, read through your document quickly, checking
for content errors. Was any material omitted or duplicated unintentionally?
Check to be sure that your document makes sense.
Proofread for
Typographical Error
Next, read through your document slowly, checking
for typographical errors. Watch especially for errors that form a new word; for
example, “I took the figures form last month’s reports.” Such errors are
difficult to spot. Also be on the lookout for repeated or omitted words.
Double-check all proper names and all figures. Professional proofreaders find
that writers often overlook errors in the titles and headings of reports, in
the opening and closing parts of letters/memos, and in the last paragraph of
all types of documents.
Proofread for
Format Errors
Visually inspect the document for appropriate
format. Are all the parts included and in the correct position? What will be
the receiver’s first impression before reading the
document? Does the document look attractive on the
page? Do not consider the proofreading stage complete until you are able to
read through the entire document
without making any changes. There is always the
possibility that in correcting one error you inadvertently introduced another.
Finally, after planning, drafting, formatting, and
proofreading your document, transmit it – with the sure knowledge and
satisfaction that you have taken all reasonable steps to ensure that it
achieves its objectives.
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