Appendix XI. Proofreading Guidelines
INTRODUCTION
When many offices produce documents for an institution, an issue of inconsistency in style may arise. There is also the possibility of errors in materials that reach various audiences from prospective students to alumni. Factual errors can have impact ranging from mild embarrassment to extreme damage to the image of the institution. Errors requiring retraction and reprinting of material can cost hundreds if not thousands of dollars. An institution can begin to address these issues by establishing and communicating standards for style and proofreading.
RAISING AWARENESS ACROSS CAMPUS
• Identify proofreading as a quality control issue.
• Make clear that the institutional goal is to have no mistakes in documents leaving campus.
• Gather input from all areas so people have an investment in the outcome.
• Establish a standardized process to be followed.o Frontline employees generally appreciate having a standard to go by
o Staff members want to be viewed as professional
o Especially helpful to new employees• Offer training in the process. Train new employees as they join the organization.
• Set expectations.
• Ensure that when errors occur they are addressed.
• Assess the results.
SAMPLE PROCESS
1. When producing documents, be aware of and consult the correspondence style guide when questions arise.
2. The person preparing the document should proofread it, then give it to a second proofreader.
3. Any errors should be brought to the attention of the document originator.
4. The originator should make corrections and again submit the document to the proofreader.
5. A third person who has not seen the document before should read the document.
TIPS FOR PROOFREADERS
• Take a break between document preparation and proofreading.
• Identify time of day when you are most mentally alert (write late; proof early).
• Change location and get good light (natural or incandescent light is better than fluorescent).
• Eliminate distractions; if interrupted, mark your place.
• Ask for help if it’s very important (read back and forth with someone else).
• If several people are proofreading, ask them to use different colors.
• Save proof copy and compare corrections to it.
• Read once for spelling and grammar; read again for facts and consistency.
• For outside audience, read to identify unclear terminology or acronyms.
• Proofread from hard copy (cannot do it effectively on-screen).
• Sometimes helpful to print the document in larger type or double spaced.
• Printing the document on a different color paper can sometimes help.
• Text in all caps is hard to read.
• Sometimes helpful to read aloud.
• Learn the language of your business (acronyms, building names, titles, etc.)
• Learn proofreading marks and use them.
• Use a ruler to isolate lines.
• Be careful with electronic spelling and grammar checks; they don’t catch all mistakes.
• Be aware of typical mistakes by you or the person originating the document (perhaps use the search function for a particular word that you tend to misuse).
• Mark items/facts that need to be checked.
• Double check names, addresses, phone numbers and dates.
• Proofread all charts, tables, totals, numbers, etc.
• Proofread headings last.
• Create a checklist for invitations: time, date, place, dress, RSVP.
• Rush jobs are mistakes waiting to happen!
• Know what you don’t know (your weaknesses).
• Have someone other than the typist proofread the final version.
• Don’t assume anything.
• Make sure formatting details are consistent throughout the document, such as paragraph indents, headings, fonts used, apostrophes used with class year, etc. If you use apostrophes with class years often, consider setting your computer to always use straight quotes instead of smart quotes (right and left curly apostrophes). See apostrophe.
Adapted in May 2004 from a presentation at the
ACE Annual Meeting 2002 titled: “Error-Proof Proofreading.”
Audiotape presentation by The Sound of Knowledge, Inc., San Diego, CA 92126
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