Beyond Typos: Why Proofreading for Businesses is More Than a Simple Spellcheck

From checking consistency and formatting to flagging issues with flow, there’s so much more to professional proofreading than spotting typos or obscure grammar errors.

There’s a common misconception that us proofreaders spend all our time obsessing over typos or obscure grammar rules, getting our magnifying glasses out to check if commas are in italics, or tutting at misplaced semicolons.

I mean, I will do those things (except the magnifying glass one), but there’s much more to proofreading than hunting down typos or highlighting tiny errors that might never be noticed. When proofreading for businesses, as well as checking for typos and grammar issues, I’ll also look at consistency, formatting, readability, flow and tone of voice. And even though that means some suggestions might stray into more of an edit than a simple proofread, if I see something that could be improved, I’d rather flag it than hope someone else will. 

Not me when looking at your business copy (unless it only exists on paper and you love really small fonts...)

What I check for when proofreading for businesses

Consistent spellings and style

Inconsistency is a common issue in business copy, particularly if lots of different people or departments have contributed to a project. Perhaps some people have used British English spellings and others American English spellings. Maybe company names are worded in different ways or dates are laid out differently. One section might be littered with Oxford commas, while another avoids them completely. These may seem like minor points, but text full of inconsistencies will (at best) look sloppy and (at worst) undermine your business’s credibility. Whether I’m working on a single document or multiple projects, I’ll always check everything is consistent and adheres to any company preferences or style guide (if available).

Formatting

Another common consistency-related problem is formatting. I watched a consumer affairs TV show recently where a lot of text-based graphics were used. I know I’m hard-wired to look for errors, but how could I focus on what the presenter was saying when the bullet points were all over the place? Your text might not feature on national TV,  but consistent formatting in business copy – whether online or on paper – makes it easier to understand and navigate. If your heading formatting is in a muddle, your margins move about, or there’s no rhyme or reason to your use of bold, it’s only going to distract your readers from the message you’re trying to get across.

Plain English and readability

Using plain language in your business copy isn't just a matter of style – research shows that 80% of people prefer plain language (including expert users). And it brings tangible business benefits – 84% of people are ‘more likely to trust a company that uses jargon-free language in its communications’ and documents written in plain language are 60% more likely to be read in their entirety compared to those filled with jargon or complex sentence structures. Nothing bogs copy down more than fluffy fillers, obscure jargon, unnecessarily complex words, overused words or phrases, or long tangled sentences – so I will flag these and (where possible) suggest alternatives.

Logical flow

You wouldn’t enjoy reading a novel where new characters appeared out of nowhere or the storyline randomly swerved about. It’s the same in business copy. The points you’re making need to flow in a logical order. Any facts or stats need to be properly positioned and explained. And companies, people, products or tech need to be adequately described on first mention. It’s important not to assume your readers will just get what you mean regardless of how it’s presented – if I don’t get it or think your readers won’t, I’ll let you know.

Tone of voice

In business copy, how you say something can be just as important as what you say. But tone of voice is often a difficult beast in business writing. I’ve worked with companies that have 60-page tone of voice documents and companies that have one paragraph. What’s appropriate in one context might be wildly inappropriate in another – for example, a playful, sarcastic tone used on social media won’t work in technical documents or CEO quotes. And different writers will always bring their own style and preferences. That’s why I’ll always keep an eye on tone and flag anything that sounds a bit off.

If you’re wondering whether your copy is the best it can be, and you want a more comprehensive check than an AI tool or your colleague who’s ‘a bit good at spelling’ can offer, consider getting in touch. I promise not to judge your use of semicolons.