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Proofing Documents

The process of producing an accurate sample of a document or printed piece for internal or client review is called proofing. Composite proofing, also known as comprehensive proofing, is used in commercial printing and produces an output of the document's images, line art and text elements. Off-press proofing checks for a document's images, pagination and colors. In other words, how a document will look when it prints. Before sending a document to a printing press, proofread it for errors.

20 Proofreading Tips:

- Use a red pen to proofread and mark errors.
- Read the document forward, checking for proper grammar.
- Read the document backward, checking for misspellings.
- Check and recheck dates, names, addresses and phone numbers.
- Check headlines and subheadings.
- Check spacing and margins.
- Check photos and illustrations, and for correct captions.
- Check quotes and documentation.
- Check abbreviations and contractions.
- Check for doubled words, such as to to.
- Check fonts, punctuation and fragments.
- Check subject/verb agreement.
- Check nouns and verbs, and avoid slang words, unless appropriate, jargon, and cliches.
- Check for consistent verb tenses and voice.
- Check for paraphrasing.
- Read the document aloud. Ask someone else to read it aloud.
- Turn the document upside down to eliminate word distractions, then check it again.
- Note that spell check recognizes there, their and they're as the same.
- When in doubt, reference a dictionary or thesaurus.
- Take a break and then proofread it again.

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