Proofreading means checking the final version of a written text to find and correct any errors that eluded the copyeditor. (If you’re not sure what copyediting is, read What’s the difference between editing and proofreading?) But proofreading business reports is often more complex than that, which is why a proofreading checklist is useful.
Multiple revisions offer opportunities for introducing errors in the document, and tight deadlines can sabotage you. So, proofreading your business documents may involve not just finding and fixing typos but also some amount of fact-checking and light editing.
As a small-business owner, you’re used to wearing many hats to keep your operating costs low. When you need to resort to DIY proofreading instead of hiring a freelance proofreader, this 10-step proofreading checklist can make your job easier.
How to proofread business reports using a proofreading checklist
The following is a template for your proofreading checklist. Your checklist should also include the most common errors you and your team make when writing business reports. If you need help tailoring this proofreading checklist template for your business, hire a freelance proofreader or editor.
Step 1: Aerial tour
Read the entire document in one pass if you can, but don’t look for flaws at word or sentence level at this stage. Ensure
- Text is clear and everything makes sense
- Sections are organized logically, from broad to specific
- No part is missing or is repeated
- Text is separated into paragraphs sequenced logically
- Paragraph transitions exist
If you find any major flaw, fix it now before proofreading.
Step 2: Is the report complete?
Next, verify that the report is complete. It should usually include
- Cover page
- Table of contents
- Text
- Figures and figure captions
- Tables and table captions
- Appendixes
- References
- Page numbers
- Footers and headers
- Headings and subheadings
Step 3: Format
Is the document formatted correctly and consistently?
- Consistent page size and page margins
- Consistent font size, type, and color
- Consistent line spacing
- No extra line spaces between paragraphs
- Consistent text alignment
- Consistent indentation
- One space between words and between sentences
- No overuse of underlined text, or text in bold or italics
- Consistent capitalization of headings and subheadings (This is sentence style capitalization. This Is Heading Style Capitalization.)
- Correct and consistent numbering of headings and subheadings
- Correct numbering of figures and tables
- Symbols are used correctly (for example, use the degree sign, not uppercase “o”)
- Numbers are styled consistently (for example, spell out numbers 0–9; use numerals for 10 and above)
- Correct and consistent decimal separator: This is extremely important for business reports. In most European countries, a comma is used as a decimal separator. In the UK, the United States, Australia, and most Asian countries, the decimal period (full stop) is used instead.
Step 4: Heavy-duty proofreading
Read the document slowly, focusing on one sentence at a time.
Grammar and punctuation
- No extremely long sentences
- Correct grammar (subjects and verbs agree, correct pronoun references, correct parallel structures, etc.)
- Correct and consistent punctuation (British or American)
- Correct capitalization (Tip: It’s incorrect to capitalize a word you want to emphasize. Use bold or italics for emphasis.)
- No other error
Language
- No slang
- No excessive use of technical jargon
- No overuse of acronyms (such as this “alphabet soup”: CFOs use CPT to improve CX initiatives and keep OPEX low while improving ROI)
- No excessive repetition of words or phrases
- Uncommon acronyms spelled out the first time they appear in text
- No mix-up of i.e. (“that is”) and e.g. (“for example”)
- No redundancies (such as $10 dollars instead of $10 or 10 dollars; etc. at the end of a list that starts with e.g.; or includes but is not limited to instead of includes)
- Correct word usage
- No spelling errors
- No other error
Step 5: Fact-check
Though I’m including fact-checking as one of the steps on this proofreading checklist, ideally fact-checking should be either a separate task or part of editing. However, if you’re concerned about costs, fact-checking at the proofreading stage is better than no fact-checking at all.
- When you come across a number, proper noun, or any fact, check that it’s correct. Don’t rely on memory. Memory can—and will—fail you.
- Numbers or percentages? Do the math!
- Ensure all information is current. Reports take a long time to write, and by the time you proofread them, things may change. For example, law proposals become acts, a company is bought by another, or a new version of a software program is released. Verify anything that’s not evergreen.
Step 6: Run the spell-checker like a professional proofreader
Like all tools, your word processor’s spell-checker has no brain, but it’s there for a reason: to indicate errors that you missed during manual spell-checking. However, don’t apply the proposed changes automatically.
Question each issue that the spell-checker finds. Some of the rules programmed into a spell-checker are zombie rules, such as not ending a sentence with a preposition or not splitting infinitives.
Also, you’ll have to proofread the text in illustrations yourself, because the spell-checker cannot do it for you. Be wary of tables that were pasted as illustrations rather than plain text. In sum, don’t rely on your spell-checker.
Finally, as absurd as it may sound, some spell-checkers won’t flag repeated words (such as “the the”, a very common one). So, you may want to use at least two different spell-checkers.
Step 7: Spot-check
- The title page (Huge errors often hide in plain sight.)
- Headings and subheadings
- Dates
- Table of contents
- All hyperlinks and all cross-references
- Page numbers
- Headers and footers
- Client’s name
- Client’s name (misspelling your client’s name won’t go unnoticed, so it’s worth checking it twice)
Step 8: Read aloud
Read the text aloud, slowly, to spot any remaining errors, excessive repetitions, and unwanted rhymes. Tip: Increase font size or zoom in until you have a few sentences per page.
Step 9: Extra step if you’ve recycled and repurposed old business reports
Have you used another report as a template? Sometimes the content of your older document wants to live a new life in your new document.
If you’ve scraped some of the text from an old file, or recycled entire sections from another report, inspect the new document carefully. No unique information belonging to the old report should appear in the new one. Double-check company names, dates, figures, disclaimers, and cross-references.
Step 10: Extra step if your business has an editorial style guide
In addition to completing steps 1–9 of this proofreading checklist, make sure your business report conforms to your company style guide, if you have one, for consistency of brand. This is what a professional proofreader would do.
Are you looking for a freelance proofreader, or do you need help creating your company’s proofreading checklist? Send me a message at editor@languageediting.com.
Related posts:
- Editorial style guide for small businesses
- Tips from an editor on managing content writing projects
- What’s the difference between editing and proofreading?
Last revised on 15 June 2022
