Spelling

People are either good spellers or they aren’t. Most of us have a few words that we regularly forget how to spell. However, that doesn’t mean we can’t produce letters, memos, and reports that are perfect.

Here are some tips for making your documents the best that they can be:

• Use a dictionary.
• Use spell check on your computer, but don’t rely on it totally since they often miss homonyms.
• Use the Internet or a telephone book to check spelling of names and addresses. However, there are sometimes errors in these sources, too. If you are not sure, simply call the office of the person you are contacting and ask.
• Proofread your work. When possible, have someone else proofread your work.
• Learn some little tricks to help you, like “i before e, except after c.”
• Make a list of your most common spelling errors and learn how to spell those words correctly. Keep that list posted so you can refer to it when you need to.

Proofreading

Proofreading carelessly can undermine a writer’s best efforts. It highlights the difference in perception between the writer and the reader. Our brains often convince us that everything we write is correct, making it challenging to spot our own mistakes.

For a writer, typographical or spelling errors may seem trivial—perhaps a slip of the finger or a consistent mistake like double-tapping the “t” in “commitment.” However, for the reader, an uncorrected typo can quickly change the perception of the writer from competent to careless.

Errors like “fist class work” or “shot meetings” disrupt the reading flow and can unfairly affect how the writer is viewed. While it may seem unjust, the importance of proofreading cannot be overstated.

If you consider the reader’s perspective, you’ll approach proofreading with greater diligence, driven by the fear of becoming a laughingstock. Fortunately, learning specific techniques can improve your proofreading skills and enhance your documents.

Understanding Proofreading Errors

Proofreading issues differ from punctuation, spelling, or usage problems. The latter are knowledge-based and can be resolved through learning. Proofreading, however, involves a visual approach—it’s about learning to observe carefully.

Good readers often guess words as they read, which can hinder their proofreading ability. They may check occasionally to confirm their guesses, leading to faster but less accurate reading.

To be an effective proofreader, adopt a childlike perspective, examining each word carefully as it appears.

Proofreading Principles

• Ignore Content: Focus solely on the text itself. Engaging with the content can lead to assumptions and distract you from spotting errors.
• Assume Mistakes Exist: Start with the mindset that there’s at least one typo to sharpen your focus.
• Forget Your Intent: Read the text as though you’re seeing it for the first time.
• Read Backwards: This technique disrupts comprehension, making it harder for your eyes to overlook errors.
• Avoid Multitasking: Concentrate solely on proofreading without distractions.
• Take Your Time: Rushing leads to skimming and guessing, which often results in missed errors.
• Proofread Again: On your second pass, focus on content to catch what spell check and backward reading might miss—such as phrases that don’t make sense.
• Read Aloud: This method makes it easier to catch mistakes since your eyes are less likely to skip over errors.
• Get a Second Opinion: Have someone else proofread your work, especially if it’s important or intended for public release.
• Make it Fun: Turn proofreading into a game by scoring points for each error you find!