Proofreading Communications Professional Should Know

We live in the era of instant communication. We all have become habitual in responding to everything quickly. Every time we go through a message, we’re like a cheetah on a virtual keyboard of our smartphones. We type in the message and click on the ‘Enter’ button without worrying about errors or clarity.

Although it is acceptable in a personal message, it can leave a bad impression in the entrepreneurial world. Communication is integral to the business’s success. It should be clear, concise, and persuasive. Any mistakes can impact the business deals and ROI. Therefore, you can’t afford to make any slip-ups in documents for your or your client’s company.

The ten proven proofreading techniques we have shared in this helpful blog will help you proofread like a pro. Every professional proofreading service must know, whether a writer, proofreader, or an entrepreneur.

Let’s jump onto them without wasting any further time!

10 Business Proofreading Techniques for Strong, Credible Communications

1. Freshen Up and Then Come Back

Step away from the business document whenever possible before proofreading it. This proven technique is for the ones who have authored the manuscript themselves. Otherwise, you can start as soon as possible. The purpose of taking a break is to rest your eyes and brain for a while. Else, you may not be able to detect every mistake. The more time you have consumed in the writing process, the longer you should recharge your battery. Trust us, you will see the difference after implementing this effective tactic.

2. Print A Hard Copy or Zoom In

Many professionals find it easier to refine a physical manuscript. If you’re one of them, feel free to get print out the text. But keep in mind that you may have to convert the document into a digital version. So, the overall process can become time-consuming. The alternative method is to zoom in on the text on your computer or laptop. The larger and more spacious words are, the more easily you can detect mistakes and correct them.

3. Say Out Loud

Expert proofreaders proofread at a slow and steady pace. They read out everything loudly while business proofreading and let their brains fill in gaps. Otherwise, reading silently can fix the errors in mind and skip them on the document. Therefore, the right approach is to pronounce every word, as well as punctuation marks.

It will detect any awkward phrasing and enhance the quality of the business content on another level. In case, you can’t spell out in a clear and loud tone, use your laptop or computer’s text-to-voice function. It will read your document to you and help you catch the tricky typos.

4. Align with The Company’s Style Standards

If you’re proofreading text for your client’s company, ask them for their styling guide. They may have specific guidelines related to font choice, preferred spell type, margin size, and much more. Refining their document while adhering closely to their requirements will satisfy your customers. It will ensure consistency for them all across the business communications.

5. Eliminate Unnecessary Words

While writers immerse themselves in the flow of writing, they include various unnecessary words. They unintentionally repeat phrases or the same message in different words. They may also add fluff just to meet their word count requirements. A professional proofreader has to review the document for those superfluous words. Remove the ones that don’t add any value to the text and negatively impact readability.

6. Define or Explain Technical Jargon

Business communication is often technical and contains various jargon. However, it may not be easy to understand. The professional proofreader’s responsibility is to ensure the text conveys messages with full clarity. So, either include the definitions of jargon used or replace them with easily understandable words.

7. Refine the Sentence Structure

A proper sentence should consist of a subject, word, and object. It should express a complete thought or convey a clear idea. Many times, writers try to incorporate two or more thoughts in a single sentence. It not only elongates the length but also affects the clarity.

One of the effective proofreading techniques is to break down such sentences into two or more ones. Keep a healthy balance of small, medium, and long sentences to make business communication attractive. It will keep the readers intrigued and hooked throughout the text.

8. Check for Flow and Sequencing

Apart from the sentence structure, the flow and sequencing of the overall document also impact the readability. So, overview the organization of every paragraph, images, tables, appendices, and all other elements. Ensure the images are placed close to the paragraph it relates to maintain the general presentation. Check for the smooth flow between each two paragraphs. If there isn’t, make changes to the opening and closing sentences.

9. Double-Check Homophones

Homophones refer to words that are pronounced the same but have distinctive meanings, like knot and not. Not only new but experienced writers commit blunders related to homophones. They use the wrong word; such as hear instead of here or bear in place of bare.

Analyzing homophones is painful but it is equally important. So, double-check them to save your entrepreneur client from any embarrassment. It would safeguard them from disaster in their business communication. Always make certain that the word choice is the correct one.

10. Verify Facts (Numbers, Dates, and Contact Details)

Employees, colleagues, entrepreneurs, and clients rely on business communications to get information and make wise decisions. Any mistake in the content can turn into the venture’s loss. So, all the facts should be correct, including numbers, the client’s name spelling, the policy sheet, the sales division location, etc.

Verify each detail that you notice in the business communications, such as dates, times, and particular digits. They’re the easiest to mistype. Stay in the loop with your client to triple-check all the names mentioned in the document. Websites or contact information are crucial for making the prospects act upon the CTA. Confirm their effectiveness by clicking on each hyperlink and dialling numbers.

• What is the significance of proofreading in business communication?

It is the process of identifying and amending mistakes related to spelling, grammar, formatting, and punctuation. It is the final step that takes place after writing and editing, helping the business achieve its entrepreneurial goals. Flawless proofreading conveys the brand message without any confusion and increases the chances of cracking profitable deals.

• What is the best technique used to be a good business proofreader?

It is to read out aloud so that you can hear every single word that comes out of your mouth. It boosts attentiveness and odds of fixing all writing mistakes.

• What are the three main focuses of proofreading for businesses?

Punctuation slip-ups, misplaced words, and poorly structured paragraphs are the primary focuses of proofreading. It ensures that all the professional copy editing services sentences are well-structured and the overall quality of the content is up to the mark.

Closure

These ten proven proofreading strategies are sure to enhance your skill set. They will help you refine your business communication like a pro and help you crack deals. So, carve out enough time to implement all of them and notice the magical difference in your refined document. It will highlight your flawless and scream out the message with full clarity.

In case, you don’t have the time to give a shot to our shared techniques, collaborate with a professional proofreader. Don’t leave any chance to communicate your business message accurat and persuasively.