Proofreading

Object:To immediately identify problem punctuation, spelling, and other usage issues for a uniquely professional document.Great. You’ve done it! Ripped through that document in record time, listing, writing, rewriting, and, yes, even showing your message. You think you’re finished. Actually, you’re sure you’re finished. Wait! One more step left. And yes, you absolutely must take it, whether you’ve spell checked, grammar checked, or anything-else checked your writing. That step: proofreading. Let’s start by looking at the basics.Print out before proofing. This little act, as simple as pressing “ctrl” and “p,” makes the difference between sight and blindness when proofing. Why? Who can say? Perhaps because you see the full page instead of one section at a time. Or maybe because you get a new perspective with hard copy. Or maybe the copy’s easier to read. Proofing on paper is much like exercise. You don’t know exactly why it’s so good for you, but it is.Check for bad habits. Treat usage problems like word-use problems: find your bad habits and correct them. Where do you turn in the blizzard of usage rules? On a scale of 1 to 10, with 10 at the top:
• Feedback from knowledgeable individuals: 10
• Grammar-check programs and updated handbooks: 5
• Old handbooks: 1
• Old sayings: -1

Let someone else take a second look when possible. You’ve looked at your writing and looked and looked until it’s a smear of indistinguishable symbols. That’s why having someone else proof your writing is so important. You’ll be amazed — and possibly embarrassed — to notice the little faux pas that scream out to even a semiliterate reader.

TRY THIS! Go to your desk or briefcase and find some letters you’ve recently written. Then, check for each of the points listed in the following section of this chapter. To get the clearest idea of your writing habits, look at three or four letters, not just one. Keep a list of your most common foibles and check for them the next time you write a letter.