Essential Proofreading Tips for Business Writers

Guest post written by Paul Bates on January 31, 2018 

Business writers can either be freelancers or employees in that organization depending on their job description and their role in achieving the companies’ objectives. For accuracy and clarity, a writer’s work should not encompass errors in grammar, sentence structure and vocabulary. Proofreading is a culminating writing process after drafting and editing. In the following article we will provide essential proofreading tips for business writers. Exposing content to a fresh set of eyes while concurrently proofreading own work is one of the ways a business writer can improve their proofreading skills.

Read through the work              
Proofreading is subsequent to final drafting. A writer proofreads their work to catch errors and makes necessary changes. It is paramount to acquaint with the syntactical rules of the involved language. Basic rules of language require the use of varieties of syntax to improve the quality of work. Perusing through one’s work is essential in making note of patterns of error. Plausibly, all writers make errors that are typical of their writing. Reading through the work aids in keeping a list that constantly makes the writer aware of these mistakes hence simplifies the proofreading process. Scrutinizing out loud a writer’s own writing is a tactic that accentuates run-on sentences that would otherwise be missed if read silently. Reading backward, that is from the point of termination to the commencement part, provides a clear view of mistakes. This is because reading in an unnatural order reduces the monotony of seeing what you expect.

Customize the text editor
Customizing the text editor to detect sentence fragmentation, style and sentence structure, punctuation errors, and vocabulary enhancements expedite the proofreading process. Syntax highlighting and autocomplete are some of the features that facilitate the proofreading process. A business writer requires a text editor with flexible customization options and built-in software that eliminate unnecessary mistakes before looking for them. A writer’s credibility depends on the quality of the content they fabricate. This means that the organization should set aside sufficient monetary requirements necessary to purchase the required tools and software that make proofreading easier. For example, the notepad ++ is known to have the ability to design a custom syntax.

Work from a printout
Business writers have been advised from time to time to print out a soft copy of their work after finalizing their draft. Corrections should be done on the hard-copy before implementing them on the file in the computer. Knowing which errors to look for, and highlighting them on the paper prevents mistake patterns that are redundant. Errors that are put on the spotlight are then corrected on the computer file before publishing the content to the consumers. For the writer, converting work edits and re-writes from a draft provides a clear visual progression of the final product which is ultimately satisfying.

A printout also ensures that several copies are issued to editors that assist the business writer in reading and proofreading where necessary. Separating yourself from the work and perusing through it from a reader’s point of view helps to identify inconsistencies. Seeking a second and a third opinion is important to get different but obliging opinions.

Rely on external literature
Proofreading is a collective process that involves the use of tools such as dictionaries. The dictionary is the easiest way to acquire vocabulary enhancements and spellings. Using them as references in any format available, that is online or a hard copy reduces the uncertainty of implementing erroneous words. Other tools that are considered useful but should not be relied on entirely are spelling and grammar checkers. Although such tools don’t highlight every mistake, they aid in catching infinitesimal errors. This contributes to the entire proofreading process by saving time.

 The role of tools, skills, and people in facilitating effective proofreading as demonstrated in this article constitutes giving business writers an edge in terms of the various activities that characterize the entire process. The article comprehensively outlines the effective tips that all writers assimilate during their whole writing and publishing process. Taking this into consideration, in a decade to come, enhanced text-vetting and proofreading software will have been developed as a result of the ubiquitous and evolving technology.

“Paul Bates is a content marketing expert at Besides, he is a regular contributor to such websites as MOZ, ConfidentWriters, BuzzFeed, etc.”