5 Effective Tips for Proofreading Business Documents


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Though the role of words is just to communicate the ideas, it is very important to maintain apex level of accuracy. Any flaws are regard of spelling, typos, grammatical errors or sentence construction problems can project you as an unreliable and unprofessional business. You may think that such mistakes are too common, but actually, it’s a misconception. Your prospects consider accuracy as an index to measure your seriousness, commitment, and competence. Mistakes occur because of improper processes and inadequate skills not because people seldom care. Underlying tips for proofreading business documents can be effective to avoid such errors and maintain quality.

effective proofreading techniques
  1. Have a consistent style

    Consistency is of grave significance, especially when the size of the organization is too big. They will have websites, brochures, blogs and several types of ads written by a different group of copywriters. The communication from all such source should share the same tone and voice. They should carry with them a feeling that the same person has written for all the materials. It never means that you should make a sales email and poster look alike. The thing is that certain elements should maintain absolute consistency. This makes proofreading process easier and quicker. All proofreading and copyediting companies recommend this.

  2. Scrutinize very carefully

    You should carry out the checking process with complete attention to every detail, major and minor. Normally people tend to focus only on the minutest of details that are very obvious. Suppose, you are reading a brochure, chances are high that you miss the errors in heading. You involuntary assume that headings will never have any mistakes. Just imagine the impact of an error in the heading itself while understanding the fact that your prospects will notice heading in the first place. Then only they will go into the details of what you are trying to say.

  3. Proofreading is not copyediting

    There is a significant difference between correcting the mistakes and editing the copy entirely. Writing, editing and rewriting, again and again, is not what proofreading is all about. It is the process of identifying and eliminating the mistakes that may have crept into your work. No matter how capable a copyeditor is, it is highly recommended to hire an expert proof-reader because the process requires a specific skillset. Also, only a professional experienced in the process will be aware of all those effective proofreading techniques that can get the job done for you with great excellence.

  4. Never let the writer and proof-reader be the same person

    Proofreading services related requirements must be assigned to a separate person than the writer. It is quite natural that a writer who has written the content will be more likely to see what he actually anticipated to write and not the matter was actually written. So, chances of skipping errors are high. So, it is always a wiser decision to make a separate person or team to carry out the error correction and quality confirmation process.

    Though getting a copy 100% accurate and error-free is least possible, proper tools and great processes can be really helpful. More important is getting the best people to proofread. You can also read about useful operative proofreading tips and tricks here.

  5. Be careful initially to stay away from additional costs

    It is always advisable to do needful changes in the initial phase itself, as later on the costs drastically increases. The importance of proofreading business documents can be easily demonstrated. Picture that you are crafting a marketing material, say brochure. When you are doing the writing process in MS Word, changes can be easily done. It’s simple editing and typing.

Now, when it comes to the next phase, i.e. designing, things become a bit more complicated; the designer would enter the text into a design or template using any of the software programs. When you think of making changes, you have to consider its impact on the design. This means more time, though, effort and hence pricing is involved. So, it is always wise to afford the standard proofreading services rates rather than making the whole thing costlier. A situation can be even worse if the material goes for printing and then you realize the need to edit or hire academic proofreading services.

MAPSystems is a professional copyediting and proofreading company that has equipped itself with highly qualified and experienced proof-readers who have keen eyes towards finding and fixing errors. They carry out the entire process manually but also make use of advanced tools to deliver quality output to its customers. So, if you are looking for a perfect destination offering professional proofreading services, MAPSystems is the right hub to choose.

Leon William

Working in MAPSystems as a Senior Business Strategist, Leon William has solid experience in strategizing business plans that are targeted to meet business objectives in every way possible. Leon is specifically interested in performing gap analysis and adopting special measures to take the brand to the next level by using the right communication channels. He can handle challenging situations while developing a hard-core strategy for the emerging markets and is passionate about taking the legacy forward.