Careful proofreading ensures that your finished document gives your reader the message you intended and that the document reflects a professional attitude and the attention to detail that helps build goodwill and credibility. How can you ensure that you catch all of a document's errors?

Use the following tips (we'll run eight in all) for successful proofreading.

1. Use a three-pass proofreading approach:

• Pass One: Proofread for FORMAT - margins, spacing, consistency in style of headings, lists, etc. 
• Pass Two: Proofread for English grammar MECHANICS.
• Pass Three: Proofread for DETAIL - spelling of names, punctuation marks that come in sets such as parentheses, typographical errors such as double typed words or omissions.

2. Be especially alert for the 10 most common mistakes in mechanics.

1. Punctuation errors
2. Misspelled words
3. Misused words (affect, effect)
4. Lack of subject-verb agreement
5. Lack of pronoun agreement and faulty reference
6. Misuse of I-me, who-whom
7. Verb errors
8. Fragments and run-on sentences
9. Misplaced and dangling modifiers
10. Lack of parallel structure, and illogical construction

Congratulations to Beverly Parsons for submitting the first set of correct answers to our Illogical Construction quiz. She wins access for three months to our popular Effective Business Writing Program. Here are the Writing Center's answers:

1. (illogical shift)  Almost all the bags lost by the airlines do turn up within 24 hours and are returned to their owners.
2. (incomplete comparison)  These reports are clearer than last month's reports.
3. (ambiguous comparison)  My boss hates visitors as much as her husband does. (OR)  My boss hates visitors as much as she hates her husband.
4. (illogical shift)  An incentive program for safe workers and a new awareness of proper lifting procedures will greatly cut your insurance costs.
5. (mixed metaphors)  Bob is usually very persuasive, but he can't get to first base with ABC's management. They aren't willing to play ball anymore.

To comment on this topic, visit our Business Writing Tips Forum.

This edition was adapted from our Business Grammar Program.

Previous editions may be read at http://www.uliveandlearn.com/newsletters/index.cfm.
 

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