Grammar
Proofreading English: a practical final check
Sign in to saveYou have written a short email, and the sentences look correct at first glance. Before you send it, read it as the recipient will read it. Can they see why you are writing, what you need, and what they should do next? A final check can catch a missing detail as well as a missing letter.
Proofread a short English message by checking its purpose, meaning, grammar, spelling, punctuation, and final layout in a useful order.
Read and practice
Read the examples and try the written questions in this guide. Listening recordings are not available for this lesson yet.
Try the written questions
Proofread the message before you send it. /ˈpruːfriːd ðə ˈmesɪdʒ bɪˈfɔː juː send ɪt/
The short answer
First check the message and its purpose. Then check sentences, words, punctuation, and layout one at a time. Read slowly, because your eyes often see the sentence you meant to write instead of the sentence on the page.
Could you send the revised schedule by Thursday afternoon?
Why it works: The request, document, and deadline are all clear. A final proofreading check can then focus on grammar, spelling, punctuation, and presentation.
5 more examples
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I am writing to ask whether the meeting is still on Friday at 10 a.m.
The reader can identify the reason for the message and the meeting details that need confirmation.
Not this:Is the meeting
still happening? What changes: The reader may not know which meeting you mean or what time you are asking about. -
The attached form includes my current address.
The singular subject form takes includes. The sentence also tells the reader what to look for in the form.
Not this:The attached form
includemy current address. What changes: The verb does not agree with the singular subject form. -
Send any extra information to the office before noon.
Information is uncountable in this use, so the sentence does not need a plural ending.
Not this:Send any extra
informationsto the office before noon. What changes: In standard English, information is usually uncountable. Use information or pieces of information. -
Thank you for your help, Maria.
The comma separates the direct address from the rest of the sentence.
Not this:Thank you for your
help Maria. What changes: The meaning is still understandable, but the comma makes the direct address easier to read. -
I have checked the file name, the link, and the date before sending the message.
The writer checks details that can cause a practical problem if they are wrong or missing.
Not this:I have checked the message
carefully. What changes: This says little about which details were checked. A useful proofreading routine names the details to review.
Read the full guide
Leave a little time between writing and proofreading when you can. Even a short pause can help you notice a repeated word or an unclear sentence. If you need to send the message immediately, change how you read it: read it aloud, read one sentence at a time, or start with the last sentence and work backward.
Check the reader's task first
Before you inspect individual words, read the message once as the recipient. Ask what you want the reader to know or do. Check that the purpose appears early enough and that important details are present. A grammatically correct message can still fail if it does not state the deadline, question, or requested action.
Could you confirm whether you can attend the training session on Tuesday?
The reader knows that you need confirmation, the action concerns attendance, and the relevant day is Tuesday.
What question should you ask after reading a message for its overall purpose?
Ask, Can the recipient tell why I wrote and what I need from them? If the answer is no, revise the message before checking small errors.
Read one sentence at a time
A long message can hide a missing word or an unfinished sentence. Slow down by reading one sentence at a time. Put your finger or cursor under each line if that helps. You can also read the last sentence first. This changes the usual flow and makes it harder for your brain to fill in words that are not there.
I will send the updated list after I speak to the manager.
The sentence has a subject and verb in both parts, and the order of events is clear.
Why can reading from the last sentence be useful when proofreading?
It breaks the familiar order of the message. That can help you notice a sentence that is incomplete, repeated, or unclear.
Check verbs and sentence agreement
Make a separate read for verbs. Find the subject in each sentence, then check that the verb form matches it. Also check whether the time words match the verb form. Pay attention to common small words such as is, are, has, have, was, were, do, and does.
The two documents are ready for your review.
Documents is plural, so the sentence needs are rather than is.
She has already replied to the question.
The auxiliary has matches she, and already shows that the reply happened before now.
Which verb form completes this sentence: The new instructions ___ clear?
Use are: The new instructions are clear. Instructions is plural.
Check words that look similar
Spellcheck tools may not notice a real word used in the wrong place. During one proofreading read, look at words that sound alike or have similar spellings. Ask whether the word means what you intend. Check names, technical terms, place names, and copied details against the original information.
I will accept the invitation this afternoon.
Accept is the verb for saying yes to an invitation. Except means not including.
Please check that the address is correct before you submit the form.
Correct is the word for accurate in this sentence. A correctly spelled word still needs to fit the meaning.
What should you do if a spelling checker accepts a word but the sentence feels wrong?
Read the sentence for meaning. Check whether the word is the one you intended, especially when two words sound alike or have similar spellings.
Make punctuation help the reader
Punctuation should make the sentence easier to understand. Check full stops, question marks, commas in a list, apostrophes in contractions and possessives, and capital letters at the beginning of sentences and in names. Do not add commas only because the sentence is long. Add them where they show the sentence structure or prevent confusion.
Please bring your passport, appointment letter, and payment receipt.
The commas separate three items that the reader needs to bring.
Are you available to meet at 3 p.m.?
The question mark shows that the sentence asks for information.
Which punctuation mark belongs at the end of a direct question?
Use a question mark. It helps the reader see that an answer is expected.
Finish with practical details and layout
Use the final read for details that a grammar check cannot confirm. Check names, dates, times, phone numbers, links, attachments, and file names. Then look at the layout. A clear subject line, short paragraphs, and enough space between ideas help the reader find the important information. If the message mentions an attachment, make sure you have attached it.
I have attached the completed registration form for your records.
Before sending, check that the form is attached and that it is the completed version.
The appointment is on September 18 at 2:30 p.m.
The date and time are written clearly, so the reader has less chance of confusing the arrangement.
What should you check if your message says See the attached file?
Check that a file is attached, that it is the intended file, and that its name makes sense to the recipient.
Before you go
Remember this
Proofread in a fixed order. Check the whole message first, then read for one kind of detail at a time. Give special attention to the information that affects the reader: the request, names, dates, links, files, and final action. A short routine is more reliable than one quick look.
Practice with the written examples
You can practice with the written questions in the Learn tab. Each answer includes an explanation.
Try the written questionsListening test not available yet
This lesson does not have the recordings needed for a listening test. Use the written questions in the guide to check your understanding.
Try the written questionsQuestions about "Proofreading English: a practical final check"
What is proofreading?
Proofreading is the final check you make before sharing a piece of writing. It includes checking the meaning of the whole message and then checking smaller details such as grammar, spelling, punctuation, names, dates, and layout.
I am writing to ask whether the meeting is still on Friday at 10 a.m.
What should I check first when I proofread?
Start with the reader's task. Check that the message says why you are writing, gives the necessary information, and makes any request or next action clear. It is easier to correct a missing deadline before you spend time checking commas.
Is the meeting still happening?
Why do I miss mistakes in my own writing?
You already know what you meant to write, so your eyes can fill in a missing word or ignore a repeated one. Read slowly, one sentence at a time. Reading aloud or starting with the last sentence can also help you see the actual words on the page.
The attached form includes my current address.
Can a spelling checker proofread my English for me?
A spelling checker can find some errors, but it cannot confirm every detail. It may miss a correctly spelled word with the wrong meaning, an unclear request, a wrong date, or an attachment that is missing. Use it as one check within your own proofreading routine.
The attached form include my current address.
How can I proofread an email before sending it?
Read the email once for its purpose, then make separate checks for sentence errors, word choice, punctuation, and practical details. Finish by checking the recipient's name, subject line, links, attachments, dates, and times.
Send any extra information to the office before noon.