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FDP Forum / Moe's Tavern (_8^(I) / Proofreading large documents

Contributing Member


"Clapton is Good"
Oct 2nd, 2017 10:05 AM   Edit   Profile  

I hate doing this, but I do it routinely for work.

Any tricks you use? I can look at the same sentence several times, and still miss something. The best solution is to give it to a proofreader, but I don't have that option.

Contributing Member


One foot on the brake, one on the GAS
Oct 2nd, 2017 10:07 AM   Edit   Profile  

I dislike proofreading my own writing. Sometimes I will park it in between readings. That seems to help.

Contributing Member

Staten Island, NY

Godzilla the Thread Killa
Oct 2nd, 2017 10:11 AM   Edit   Profile  

I hate doing it as well. The only way i can always get it right is by printing it out, redlining it, and then going back in to correct it.

This may not be feasible depending on how large your large document is. My largest cap out at like 50 pages.

It's a waste of paper.

Contributing Member

Wichita, KS USA

It's all gravy from here on...
Oct 2nd, 2017 10:18 AM   Edit   Profile  

Not even SAE with tons of proofreaders is immune from errors if the new AS9100 Rev D is representative. And they've been working on that one since 2015. Just finished my Internal Auditor Certification Friday so have been over the document with several fine-tooth combs.


New York City

Oct 2nd, 2017 10:29 AM   Edit   Profile  

Outside of the obvious spell checking, I usually look at the page in a different format. I commonly type a word twice or leave a word out at a line break and I can miss the error even re-reading if it's the same layout.

What I mean is I change the shape of the page (or copy/paste to a new page) so that the text lays out differently. With the text reformatted with different line breaks, etc. I'm more likely to catch that type of error.

Contributing Member

San Clemente, CA

Happy Sunsets, tahitijack
Oct 2nd, 2017 10:49 AM   Edit   Profile  

If I have the time I set it aside for a day then read it again. I'm always looking for ways to cut unnecessary words, sentence or pargraph.

Contributing Member


Oct 2nd, 2017 11:02 AM   Edit   Profile  

+1 Digiboy
That trick works for me every time

Tahitijack- I do a lot of proposals and page count is a scarce commodity so I do similar and then highlight the longer, almost run on sentences to see if I can make em smaller and still have the impact

bottom line is there is a reason Proof Readers are employed as such. Its a hard and boring job made worse if its your writing your proofreading

One trick I do is sent it to someone else to review (and I do their section). Fresh eyes and new content is an amazing help. A lot of times your brain fills in missing words and such and you think it reads fine. Doesn't really work on a solo author doc and that's where Tahitijack's process works well

Contributing Member


ex Machina
Oct 2nd, 2017 12:43 PM   Edit   Profile  

Yes--a second set of eyeballs is the best way to catch everything.

When proofreading my own stuff, I find it is easier on the eyes to [select all] and change the font from the original size, e.g., 12p, to 16p or so. Yes, I have to scroll more often, but it makes for a lot less strain on me ol' glazzies.

Contributing Member


Oct 2nd, 2017 02:12 PM   Edit   Profile  

I used to do a lot of this when I practiced law. Of course I also wrote the documents most of the time. Don't miss it at all!

Contributing Member

Broke Down

in the Brassicas
Oct 2nd, 2017 02:27 PM   Edit   Profile  

Mrs v. was an editor and always prints stuff out to proofread. Her advice is, proofreading is not like ordinary reading and you have to approach it with a different mindset; you're not reading sentences but each individual word. Laborious but gets easier with practice.

Contributing Member

United States

Oct 2nd, 2017 05:27 PM   Edit   Profile  

Best advice I've received is to read it backward, sentence by sentence. It takes the sentences out of context so you don't miss things when you're caught in the flow of the ideas.



Oct 4th, 2017 08:10 AM   Edit   Profile  

You're looking for advice on proofreading and grammar and punctuation on the internet?

The capital and one stop shop for illiteracy?

OK then, here's one HUGE tip: DO NOT depend upon spellcheck.

Contributing Member


"Clapton is Good"
Oct 4th, 2017 10:12 AM   Edit   Profile  

"You're looking for advice on proofreading and grammar and punctuation on the internet?"

No, I am only looking on the FDP....we have some smart and clever folks here:-).

Contributing Member

Maplewood, MN

Oct 4th, 2017 11:57 AM   Edit   Profile  


Try disrobing and burning a few incense sticks while performing the task.

Contributing Member

North ON, Canada

Oct 4th, 2017 12:45 PM   Edit   Profile  

After the usual suspects i.e. - spell/grammar check; I used to take a break from my proofing, as Leftee suggests above. Then, review again with fresh eyes.

FDP Forum / Moe's Tavern (_8^(I) / Proofreading large documents

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