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In the business environment, knowing how to write is a powerful tool. However, it is clear that sometimes can be difficult to express thoughts in a clear and concise way, so people who read what you write understand your ideas. It is then important to work with editors and proofreaders that detect, correct and avoid common mistakes and review your business documents.

Whether you are writing, editing or proofreading a simple note or a business proposal, making it error-free is essential for its effectiveness. In this blog we will give you some tips on how to do it.

First let us start with the distinction between editing and proofreading. Even though many people arbitrarily use the terms, editing and proofreading are two different stages of the revision process. Both demand close and careful reading, but they focus on different aspects of the writing.

Editing is the next step after finishing the first draft of the document. Here the editor reads the draft to see, for example, if the paper is well-organized, the transitions between paragraphs are smooth, and your idea is backed up by the right arguments. Then comes the proofreading, as final stage of the editing process, focusing on superficial errors such as misspellings and mistakes in grammar and punctuation. Proofreading only happens once you have finished editing.

Tips for editing and proofreading;

–        When editing and proofreading try to distance yourself from the text. It is hard to take a step back and be critical when it comes to a document you have put so much effort on. It is always better to get a helping hand. Give the paper to a friend or an editor. Getting someone else to read your work will assure it is seen with a clear perspective.

–        As an editor you might find easier to work at the computer, but others may like to work with a printed copy that can be mark up as they read. Decide what medium works best for you.

–        Edit and proofread in the morning if you can, in short blocks of time. Your concentration may start to decline and fatigue makes you more likely to miss things. Read backwards for typos so you are not distracted by the meaning of the words. These small exercises can help you get a different perspective of what is written.

–        Find a place where you can concentrate and avoid distractions.

–        From time to time review the grammar rules of the language you are working with.

–        Make a to do list of words, mistakes, punctuation, etc. to watch for.

–        Spelling checkers can be useful tools but it is a mistake to rely solely on them. They have a limited dictionary and don’t catch misspellings that form another valid word. For example, if you type “its” instead of “it’s”.

Here at Wagner we count with the best team of editors and proofreaders ready to find and correct errors in your text and enhance the quality of the documents that they review. Whether you are writing a magazine article, a blog or an email to a client don’t hesitate to contact us, we can help you edit and proofread before it reaches the stands.