Proofreading

The final stage in the writing process is proofreading. When writing any type of text, the aim is to produce clear, understandable text. It is important to try to reduce minor mistakes in your text as they can reduce the impact of your writing by detracting from your message. The focus with proofreading is usually on spelling, grammar and punctuation but it is also important to consider other issues such as page numbers and referencing when reviewing your work for submission. Click here for examples, or check out the images below.

Did you notice that exactly the same words are used in the two letters? In the first one, Stevie appears to be very unhappy with Jo. In the second, using the same words but with different punctuation, Stevie is declaring loving feelings for Jo.

The text used here is from a personal letter but the same point applies to all types of writing. It is important to try to get into the habit of reading our writing through, out loud if possible, so that we can check that we have written exactly what we mean. We should do this whenever we write anything whether it is a personal letter (as used here), an email, a job application or an assignment.

As noted, the text used here has been adapted from an example often used in writing materials and books on punctuation such as Truss, L. (2003) Eats, shoots & leaves: the zero tolerance approach to punctuation. London: Profile Books.

Give yourself time 

If possible it is always a good idea to leave a little bit of time between completion of a draft and your final proofread. The creation of a little distance between yourself and the assignment you have been working on for days will often enable you to identify errors you have been reading over for days. We all do it! This means organising your schedule so that you can give yourself this time.  

Read your work out loud 

Try to get into the habit of reading your work out loud. If it is possible, you may find it helpful to print your work out so that you can proofread on paper with a pen in your hand. It would also be useful for you to do this as you work through the assignment. While this is not ideal in a shared study space, why not try a silent proofread so at least you get a sense of the feel of the text. The key point though is to read each sentence slowly out loud and ask yourself, does this make sense? Where possible, saying and hearing a sentence is an excellent way to get a sense of your writing and how it sounds and feels. 

Is my writing consistent? 

Consistency in writing is important. This can mean consistency with tenses, the voice used and even things like capitalisation and abbreviations. As already noted, your aim is to guide your reader through your text in such a way that they are thinking about your ideas and are not being confused by inconsistencies.  

Online spelling and grammar checkers 

There are a variety of spelling and grammar checking systems available. It is important to view using them as an interactive activity. This means ensuring that you work with them to review any suggestions for changes to your writing to ensure that the new word or change fits within the context of your sentence. It is also worth remembering that a spell checker will not pick up incorrect use of language within a sentence, for example, a spell checker would not suggest any change in the following part of a sentence:  ‘In common with all writers, students should proofread there assignments’ as because there do not appear to be any spelling errors. 

Work backwards 

Try proofreading your work from the final sentence, so effectively read your assignment from end to beginning. Use a ruler and work backwards and upwards, reading out loud as you go. This technique presents an opportunity to focus closely on each individual sentence.