how to proofread your own essay

Editing and Proofreading

What this handout is about.

This handout provides some tips and strategies for revising your writing. To give you a chance to practice proofreading, we have left seven errors (three spelling errors, two punctuation errors, and two grammatical errors) in the text of this handout. See if you can spot them!

Is editing the same thing as proofreading?

Not exactly. Although many people use the terms interchangeably, 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 and employ different techniques.

Some tips that apply to both editing and proofreading

• Get some distance from the text! It’s hard to edit or proofread a paper that you’ve just finished writing—it’s still to familiar, and you tend to skip over a lot of errors. Put the paper aside for a few hours, days, or weeks. Go for a run. Take a trip to the beach. Clear your head of what you’ve written so you can take a fresh look at the paper and see what is really on the page. Better yet, give the paper to a friend—you can’t get much more distance than that. Someone who is reading the paper for the first time, comes to it with completely fresh eyes.
• Decide which medium lets you proofread most carefully. Some people like to work right at the computer, while others like to sit back with a printed copy that they can mark up as they read.
• Try changing the look of your document. Altering the size, spacing, color, or style of the text may trick your brain into thinking it’s seeing an unfamiliar document, and that can help you get a different perspective on what you’ve written.
• Find a quiet place to work. Don’t try to do your proofreading in front of the TV or while you’re chugging away on the treadmill. Find a place where you can concentrate and avoid distractions.
• If possible, do your editing and proofreading in several short blocks of time. Your concentration may start to wane if you try to proofread the entire text at one time.
• If you’re short on time, you may wish to prioritize. Make sure that you complete the most important editing and proofreading tasks.

Editing is what you begin doing as soon as you finish your first draft. You reread your draft to see, for example, whether the paper is well-organized, the transitions between paragraphs are smooth, and your evidence really backs up your argument. You can edit on several levels:

Have you done everything the assignment requires? Are the claims you make accurate? If it is required to do so, does your paper make an argument? Is the argument complete? Are all of your claims consistent? Have you supported each point with adequate evidence? Is all of the information in your paper relevant to the assignment and/or your overall writing goal? (For additional tips, see our handouts on understanding assignments and developing an argument .)

Overall structure

Does your paper have an appropriate introduction and conclusion? Is your thesis clearly stated in your introduction? Is it clear how each paragraph in the body of your paper is related to your thesis? Are the paragraphs arranged in a logical sequence? Have you made clear transitions between paragraphs? One way to check the structure of your paper is to make a reverse outline of the paper after you have written the first draft. (See our handouts on introductions , conclusions , thesis statements , and transitions .)

Structure within paragraphs

Does each paragraph have a clear topic sentence? Does each paragraph stick to one main idea? Are there any extraneous or missing sentences in any of your paragraphs? (See our handout on paragraph development .)

Have you defined any important terms that might be unclear to your reader? Is the meaning of each sentence clear? (One way to answer this question is to read your paper one sentence at a time, starting at the end and working backwards so that you will not unconsciously fill in content from previous sentences.) Is it clear what each pronoun (he, she, it, they, which, who, this, etc.) refers to? Have you chosen the proper words to express your ideas? Avoid using words you find in the thesaurus that aren’t part of your normal vocabulary; you may misuse them.

Have you used an appropriate tone (formal, informal, persuasive, etc.)? Is your use of gendered language (masculine and feminine pronouns like “he” or “she,” words like “fireman” that contain “man,” and words that some people incorrectly assume apply to only one gender—for example, some people assume “nurse” must refer to a woman) appropriate? Have you varied the length and structure of your sentences? Do you tends to use the passive voice too often? Does your writing contain a lot of unnecessary phrases like “there is,” “there are,” “due to the fact that,” etc.? Do you repeat a strong word (for example, a vivid main verb) unnecessarily? (For tips, see our handouts on style and gender-inclusive language .)

Have you appropriately cited quotes, paraphrases, and ideas you got from sources? Are your citations in the correct format? (See the UNC Libraries citation tutorial for more information.)

As you edit at all of these levels, you will usually make significant revisions to the content and wording of your paper. Keep an eye out for patterns of error; knowing what kinds of problems you tend to have will be helpful, especially if you are editing a large document like a thesis or dissertation. Once you have identified a pattern, you can develop techniques for spotting and correcting future instances of that pattern. For example, if you notice that you often discuss several distinct topics in each paragraph, you can go through your paper and underline the key words in each paragraph, then break the paragraphs up so that each one focuses on just one main idea.

Proofreading

Proofreading is the final stage of the editing process, focusing on surface errors such as misspellings and mistakes in grammar and punctuation. You should proofread only after you have finished all of your other editing revisions.

Why proofread? It’s the content that really matters, right?

Content is important. But like it or not, the way a paper looks affects the way others judge it. When you’ve worked hard to develop and present your ideas, you don’t want careless errors distracting your reader from what you have to say. It’s worth paying attention to the details that help you to make a good impression.

Most people devote only a few minutes to proofreading, hoping to catch any glaring errors that jump out from the page. But a quick and cursory reading, especially after you’ve been working long and hard on a paper, usually misses a lot. It’s better to work with a definite plan that helps you to search systematically for specific kinds of errors.

Sure, this takes a little extra time, but it pays off in the end. If you know that you have an effective way to catch errors when the paper is almost finished, you can worry less about editing while you are writing your first drafts. This makes the entire writing proccess more efficient.

Try to keep the editing and proofreading processes separate. When you are editing an early draft, you don’t want to be bothered with thinking about punctuation, grammar, and spelling. If your worrying about the spelling of a word or the placement of a comma, you’re not focusing on the more important task of developing and connecting ideas.

The proofreading process

You probably already use some of the strategies discussed below. Experiment with different tactics until you find a system that works well for you. The important thing is to make the process systematic and focused so that you catch as many errors as possible in the least amount of time.

• Don’t rely entirely on spelling checkers. These can be useful tools but they are far from foolproof. Spell checkers have a limited dictionary, so some words that show up as misspelled may really just not be in their memory. In addition, spell checkers will not catch misspellings that form another valid word. For example, if you type “your” instead of “you’re,” “to” instead of “too,” or “there” instead of “their,” the spell checker won’t catch the error.
• Grammar checkers can be even more problematic. These programs work with a limited number of rules, so they can’t identify every error and often make mistakes. They also fail to give thorough explanations to help you understand why a sentence should be revised. You may want to use a grammar checker to help you identify potential run-on sentences or too-frequent use of the passive voice, but you need to be able to evaluate the feedback it provides.
• Proofread for only one kind of error at a time. If you try to identify and revise too many things at once, you risk losing focus, and your proofreading will be less effective. It’s easier to catch grammar errors if you aren’t checking punctuation and spelling at the same time. In addition, some of the techniques that work well for spotting one kind of mistake won’t catch others.
• Read slow, and read every word. Try reading out loud , which forces you to say each word and also lets you hear how the words sound together. When you read silently or too quickly, you may skip over errors or make unconscious corrections.
• Separate the text into individual sentences. This is another technique to help you to read every sentence carefully. Simply press the return key after every period so that every line begins a new sentence. Then read each sentence separately, looking for grammar, punctuation, or spelling errors. If you’re working with a printed copy, try using an opaque object like a ruler or a piece of paper to isolate the line you’re working on.
• Circle every punctuation mark. This forces you to look at each one. As you circle, ask yourself if the punctuation is correct.
• Read the paper backwards. This technique is helpful for checking spelling. Start with the last word on the last page and work your way back to the beginning, reading each word separately. Because content, punctuation, and grammar won’t make any sense, your focus will be entirely on the spelling of each word. You can also read backwards sentence by sentence to check grammar; this will help you avoid becoming distracted by content issues.
• Proofreading is a learning process. You’re not just looking for errors that you recognize; you’re also learning to recognize and correct new errors. This is where handbooks and dictionaries come in. Keep the ones you find helpful close at hand as you proofread.
• Ignorance may be bliss, but it won’t make you a better proofreader. You’ll often find things that don’t seem quite right to you, but you may not be quite sure what’s wrong either. A word looks like it might be misspelled, but the spell checker didn’t catch it. You think you need a comma between two words, but you’re not sure why. Should you use “that” instead of “which”? If you’re not sure about something, look it up.
• The proofreading process becomes more efficient as you develop and practice a systematic strategy. You’ll learn to identify the specific areas of your own writing that need careful attention, and knowing that you have a sound method for finding errors will help you to focus more on developing your ideas while you are drafting the paper.

Think you’ve got it?

Then give it a try, if you haven’t already! This handout contains seven errors our proofreader should have caught: three spelling errors, two punctuation errors, and two grammatical errors. Try to find them, and then check a version of this page with the errors marked in red to see if you’re a proofreading star.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Especially for non-native speakers of English:

Ascher, Allen. 2006. Think About Editing: An ESL Guide for the Harbrace Handbooks . Boston: Wadsworth Cengage Learning.

Lane, Janet, and Ellen Lange. 2012. Writing Clearly: Grammar for Editing , 3rd ed. Boston: Heinle.

For everyone:

Einsohn, Amy. 2011. The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications , 3rd ed. Berkeley: University of California Press.

Lanham, Richard A. 2006. Revising Prose , 5th ed. New York: Pearson Longman.

Tarshis, Barry. 1998. How to Be Your Own Best Editor: The Toolkit for Everyone Who Writes . New York: Three Rivers Press.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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Tips For Effective Proofreading

Proofread backwards. Begin at the end and work back through the paper paragraph by paragraph or even line by line. This will force you to look at the surface elements rather than the meaning of the paper.

Place a ruler under each line as you read it. This will give your eyes a manageable amount of text to read.

Know your own typical mistakes. Before you proofread, look over papers you have written in the past. Make a list of the errors you make repeatedly.

Proofread for one type of error at a time. If commas are your most frequent problem, go through the paper checking just that one problem. Then proofread again for the next most frequent problem.

Try to make a break between writing and proofreading. Set the paper aside for the night — or even for twenty minutes.

Proofread at the time of day when you are most alert to spotting errors.

Proofread once aloud. This will slow you down and you will hear the difference between what you meant to write and what you actually wrote.

Try to give yourself a break between the time you complete your final version of the paper and the time you sit down to edit. Approaching your writing with a clear head and having at least an hour to work on editing will ensure that you can do a thorough, thoughtful job. The results will definitely be worthwhile.

Ask someone else to read over your paper and help you find sentences that aren’t clear, places where you’re being wordy, and any errors.

Try reading backwards, a sentence at a time. This will help you focus on the sentences, rather than getting caught up in the content of your paper.

Know your own patterns. Your instructor can probably help you identify the errors you’ve made most often in your previous papers, and then you can focus your attention on finding and fixing them.

Read through your paper several times , once looking just at spelling, another time looking just at punctuation, and so on. Again, this can help you focus so you’ll do a better job.

Use the spell-checker on your computer, but use it carefully, and also do your own spell-checking. Computer spell-checkers often make errors – they might suggest a word that isn’t what you want at all, and they don’t know the difference between there, their, and they’re, for example.

Get help. If you’re not sure if you need that comma or whether to use “affect” or “effect,” look it up in a writing handbook, or ask your instructor for help.

Remember that editing isn’t just about errors. You want to polish your sentences at this point, making them smooth, interesting, and clear. Watch for very long sentences, since they may be less clear than shorter, more direct sentences. Pay attention to the rhythm of your writing; try to use sentences of varying lengths and patterns. Look for unnecessary phrases, repetition, and awkward spots.

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How to Proofread

Proofreading is an important skill for any writer. Whether you are a researcher or an academic, writing and publishing are important parts of your career. Before you submit any article for publication, you must proofread it thoroughly. How is proofreading done? In this article, we will review the key parts of proofreading, discuss how it differs from other types of editing, and give you some tips on ways to effectively proofread your own papers. We will focus on English proofreading , but you can apply these tips to proofreading in another language as well.

What is Proofreading? Proofreading is when you carefully check a document for errors such as basic grammar, style and consistency before it is published or submitted for publication. Proofreading focuses specifically on “minor” errors and consistency rather than major errors or content suggestions. Items that a proofreader should review include proper spelling, capitalization, spacing between words, punctuation, and formatting. For writers who are submitting an article to a publisher that requires a specific citation format (APA, Chicago, etc.), the step of proofreading is when you check whether the formatting in your document adheres to the demands of the citation style. While most of us think of “citation style” as only applying to references, in fact, citation style guides also specify how section headings and table or figure headings should look.

How do you Proofread Documents? Professional proofreaders develop their own style and process for effectively proofreading documents over time. This process can vary depending on the type of document. Technical documents that have formulas or complex figures may require a proofreader to pay special attention to punctuation or capitalization. For example, while in English, there is generally a space between a word and a parenthesis, in chemical formulas, there is no space. Many proofreaders who offer professional proofreading services find it most effective to begin their work by reviewing different sections at a time. For example, a proofreader may begin by reviewing all of the headings and chapter titles to ensure they are consistent and correct. Next, the proofreader may then go back through the document focusing on any tables or figures. It is only at the end that a proofreader will read through the entire document to see if there are any problems or errors that they missed the first few times.

Tips for Proofreading Effectively While each proofreader has their own methodology, all proofreaders should keep several things in mind. The following are some tips from experienced proofreaders that can help make the job easier. The first five tips are general recommendations for anyone who is faced with the task of proofreading, particularly proofreading their own work. The second five tips presume that you are using a word processing program such as Microsoft Word to perform the task of English proofreading .

• Take a break from the text. You should never finish writing a text and then directly begin proofreading. You need a break of at least several hours and preferably several days so that you can approach the text with a fresh set of eyes.
• Approach the text in sections. Don’t read it straight through. Begin by focusing on headings, then address tables and figures. Read different paper sections out of order. Reading the entire paper through should be your final step.
• Stay consistent. If you make a change to a word, phrase, punctuation mark, etc., make sure that the change you made is reflected throughout the entire text.
• Print out the text and review the hard copy version when you do your final proofreading round. This isn’t always feasible for every document. However, it is well-documented that reading on paper allows people to catch errors they might miss when reading on a computer screen.
• Read aloud. Sometimes it is easier to catch errors when you hear what you read. Reading aloud can also help you stay focused.
• Review your spellchecking settings before you begin. You can select which errors you would like the program to focus on and which ones you don’t care about. Do you love the Oxford comma? You can make spellcheck mark an error where it hasn’t been used.
• Never, ever rely fully on spellchecking programs. While spellcheckers can be a lifesaver, you cannot depend on them to do the entire job for you. Spellcheckers will not pick up on words that are used incorrectly (to vs. too vs. two). In addition, if you are editing a paper or article that incorporates foreign language terms, spellcheckers will have difficulty properly distinguishing errors.
• Know your language and citation style. Should the paper be in American English? British English? Are all of the citations correctly formatted? If you have the time, it doesn’t hurt to check citation formatting against an online citation generator.
• Use the “find and replace all” function. In many documents, if an error has been made once, it has been made throughout the text. Learning how to use “find and replace all” when you come across an error can save you lots of time and effort.
• Get familiar with the Corpus of Contemporary American English and the British National Corpus. English is a complex and inconsistent language with numerous variations. Sometimes there can be more than one right answer. If you aren’t sure whether to use “on” or “in,” or whether Americans use “analyse” or “analyze,” the corpus can tell you which words and phrases are most common and in what context. Both are available online for free.

Proofreading your own work can be difficult and tedious. Fortunately, there are numerous professional proofreading services available. Hiring proofreading services can be particularly useful for anyone who needs to strictly adhere to a particular citation style. Professional proofreading services have the expertise and resources to ensure that your document meets all of the requirements. Whether you hire someone or you do it yourself, proofreading is an essential step for any writer before publication.

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Strategies to Proofread Effectively

• An Introduction to Punctuation
• Ph.D., Rhetoric and English, University of Georgia
• M.A., Modern English and American Literature, University of Leicester
• B.A., English, State University of New York

Acclaimed author Mark Twain had much to say on the topics of writing and language during his life, and his words are still quoted regularly today. The quote, "The difference between the almost right word and the right word is the difference between lightning and a lightning bug," for example, is one of Twain's most well-known observations. Ironically, however, it is often misquoted and lightning is misspelled twice as lightening .

Twain himself had little patience for such errors and vehemently advocated for proofreading . As once an old newspaper reporter himself, Twain knew full well how hard it is to proofread your own work, but he also knew that proofreaders can't always catch all of your mistakes. As he said in a letter to Sir Walter Bessant in February 1898:

"[W]hen you think you are reading proof, ... you are merely reading your own mind; your statement of the thing is full of holes and vacancies but you don't know it, because you are filling them from your mind as you go along. Sometimes—but not often enough—the printer's proof-reader saves you—and offends you ... and [you] find that the insulter is right."

So how does one proofread one's own work effectively, catching all of the mistakes without having to rely on someone else to do so? Here are ten strategies for doing just that.

Tips for Proofreading Effectively

There's no foolproof formula for perfect proofreading every time—as Twain realized, it's just too tempting to see what we meant to write rather than the words that actually appear on the page or screen. But these 10 tips should help you see (or hear) your errors before anybody else does.

• Give it a rest. If time allows, set your text aside for a few hours (or days) after you've finished composing it, then proofread it with fresh eyes. Rather than remembering the perfect paper you meant to write and projecting this onto your work, you're more likely to see what you've actually written and be able to improve it.
• Look for one type of problem at a time. Read through your text several times, concentrating first on sentence structures , then word choice , then spelling , and finally punctuation . As the saying goes, if you look for trouble, you're bound to find it.
• Double-check facts, figures, and proper names. In addition to reviewing for correct spelling and usage , make sure that all the information in your text is accurate and up to date.
• Review a hard copy. Print out your text and review it line by line. Rereading your work in a different format may help you catch errors that you previously missed.
• Read your text aloud. Or better yet, ask a friend or colleague to read it aloud. You may hear a problem (a faulty verb ending or missing word, for example) that you haven't been able to see.
• Use a spellchecker. A reliable spellchecker can help you catch repeated words, reversed letters, and many other common slip-ups—these tools are certainly not goof-proof, but they can weed out simple mistakes.
• Trust your dictionary. Your spellchecker or autocorrect can help you make sure that the words you've written are written correctly, but they can't help you choose the right word. Use a dictionary when you're not sure what word to use. If you're not sure whether sand is in a desert or a dessert , for example, crack open a dictionary.
• Read your text backward. Another way to catch spelling errors is to read backward, from right to left, starting with the last word in your text. Doing this will help you focus on individual words rather than on sentences so that you can't use context as a crutch.
• Create your own proofreading checklist. Keep a list of the types of mistakes you commonly make and refer to this the next time you proofread. Hopefully, this will help you stop making the same mistakes.
• Ask for help. Invite someone else to proofread your text after you have reviewed it. A new set of eyes may immediately spot errors that you've overlooked, but if you've followed the rest of these steps closely, your proofreader shouldn't find much at all.
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• Transcripts
• Cost & Tuition

Seven Effective Ways to Proofread Writing

Proofreading what you have written can be very dull. There are many different ways to proofread writing. What works for one person may constitute a painful process for another. Regardless of the method you choose, proofreading is a critical part of the writing process and should never be overlooked. Here are some effective methods for proofreading your documents.

Do not rely on spelling and grammar checkers

Spell checkers are great as a first step and will be useful in assisting you to identify high-level errors. However, automated spelling and grammar checkers are severely limited. They cannot identify many common grammatical errors. Furthermore, they often make serious mistakes that can mislead even the most diligent writer. It is important to remember that spell checkers identify misspelled words only. They do not alert you to correctly spelled words that are grammatically incorrect.

Example: There are at least too reasons why students should not rely on spell check. [Note that the word “too” is incorrect. “Too” means, also. The correct word is “two” for the number 2.]

Proofread for one error at a time

Proofreading really is a meticulous and time-consuming process, but the more you put into it, the more you get out. If you attempt to identify and correct all errors within one sitting, you risk losing focus and you many find that you miss major mistakes. Sometimes it is useful to check for spelling mistakes and punctuation errors separately. This will make it easier to spot issues. You can then use a variety of proofreading techniques for the different types of mistakes you find.

Read each word slowly

One technique that the majority of professional proofreaders use is to read the writing they are proofreading out loud. This forces you to voice every single word and involves your auditory senses in the process, meaning that you can hear how the text actually sounds when it is read. Trying to read something quickly forces your brain to skip some words and to make unconscious corrections.

Divide the text into manageable chunks

Dividing the text into separate sections provides you with more manageable tasks. Read each section carefully. Then, take a break before you progress to the next. This will prevent you from feeling overwhelmed by the task ahead and will allow you to concentrate more effectively on the section of writing that you are proofreading. This technique is especially useful if you are proofreading a very large document such as a thesis, research paper or practicum project.

Circle punctuation marks

This method may seem somewhat excessive, but it is one of the most effective methods used for identifying punctuation mistakes. By circling every single punctuation mark, you force yourself to look at each one in turn and to question if it has been used correctly.

Read the writing backwards

This proofreading method is useful for identifying spelling mistakes because it forces you to concentrate on each word in isolation. Start with the last word in your text and follow each one separately until you reach the beginning of the document. While you are doing this, you are not really interested in punctuation and grammar; you are focusing entirely on how the words have been spelled. Many proofreaders also recommend reading papers backwards, sentence by sentence. This encourages you to consider each sentence in isolation out of the context of the rest of the writing and is great for helping you to identify grammatical errors.

Note the errors you make on a frequent basis

Proofreading your writing on a regular basis can help you identify your own strengths and weaknesses and understand where you make mistakes. If you are aware of the common errors you make, you can learn to look for them during the writing process itself. Over a period of time, will learn to avoid them altogether. Keep style guides and grammar rules at hand as you proofread. Look up any areas of which you are uncertain. Over time, you will develop your knowledge and your writing skills will improve.

*Adapted from https://www.vappingo.com/word-blog/proofread-writing/

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• Faculty Portal

Writing a Paper: Proofreading

Introduction.

Proofreading involves reading your document to correct the smaller typographical, grammatical, and spelling errors. Proofreading is usually the very last step you take before sending off the final draft of your work for evaluation or publication. It comes after you have addressed larger matters such as style, content, citations, and organization during revising. Like revising, proofreading demands a close and careful reading of the text. Although quite tedious, it is a necessary and worthwhile exercise that ensures that your reader is not distracted by careless mistakes.

Tips for Proofreading

• Set aside the document for a few hours or even a few days before proofreading. Taking a bit of time off enables you to see the document anew. A document that might have seemed well written one day may not look the same when you review it a few days later. Taking a step back provides you with a fresh (and possibly more constructive) perspective.
• Make a conscious effort to proofread at a specific time of day (or night!) when you are most alert to spotting errors. If you are a morning person, try proofreading then. If you are a night owl, try proofreading at this time.
• Reviewing the document in a different format and having the ability to manually circle and underline errors can help you take the perspective of the reader, identifying issues that you might ordinarily miss. Additionally, a hard copy gives you a different visual format (away from your computer screen) to see the words anew.
• Although useful, programs like Word's spell-checker and Grammarly can misidentify or not catch errors. Although grammar checkers give relevant tips and recommendations, they are only helpful if you know how to apply the feedback they provide. Similarly, MS Word's spell checker may not catch words that are spelled correctly but used in the wrong context (e.g., differentiating between their, they're , and there ). Beyond that, sometimes a spell checker may mark a correct word as wrong simply because the word is not found in the spell checker's dictionary. To supplement tools such as these, be sure to use dictionaries and other grammar resources to check your work. You can also make appointments with our writing instructors for feedback concerning grammar and word choice, as well as other areas of your writing!
• Reading a text aloud allows you to identify errors that you might gloss over when reading silently. This technique is particularly useful for identifying run-on and other types of awkward sentences. If you can, read for an audience. Ask a friend or family member to listen to your work and provide feedback, checking for comprehension, organization, and flow.
• Hearing someone else read your work allows you to simply listen without having to focus on the written words yourself. You can be a more critical listener when you are engaged in only the audible words.
• By reading the document backwards, sentence by sentence, you are able to focus only on the words and sentences without paying attention to the context or content.
• Placing a ruler or a blank sheet of paper under each line as you read it will give your eyes a manageable amount of text to read.
• If you can identify one type of error that you struggle with (perhaps something that a faculty member has commented on in your previous work), go through the document and look specifically for these types of errors. Learn from your mistakes, too, by mastering the problem concept so that it does not appear in subsequent drafts.
• Related to the previous strategy of checking for familiar errors, you can proofread by focusing on one error at a time. For instance, if commas are your most frequent problem, go through the paper checking just that one problem. Then proofread again for the next most frequent problem.
• After you have finished making corrections, have someone else scan the document for errors. A different set of eyes and a mind that is detached from the writing can identify errors that you may have overlooked.
• Remember that proofreading is not just about errors. You want to polish your sentences, making them smooth, interesting, and clear. Watch for very long sentences, since they may be less clear than shorter, more direct sentences. Pay attention to the rhythm of your writing; try to use sentences of varying lengths and patterns. Look for unnecessary phrases, repetition, and awkward spots.

Download and print a copy of our proofreading bookmark to use as a reference as you write!

• Proofreading Bookmark Printable bookmark with tips on proofreading a document.

Proofreading for Grammar Video

Note that this video was created while APA 6 was the style guide edition in use. There may be some examples of writing that have not been updated to APA 7 guidelines.

• Mastering the Mechanics: Proofreading for Grammar (video transcript)

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• Writing Tips

How to Proofread With Microsoft Word

• 5-minute read
• 16th January 2023

Proofreading your own writing can be challenging. Thankfully, Microsoft Word has a plethora of tools to help you better proofread your writing. This article will go over eight proofreading tips you can use to ensure error-free writing besides turning on your spell checker.

Also, be sure to check out Proofed’s collection of posts and YouTube channel dedicated to helping you master Microsoft Word.

1.   Useful Shortcuts for Proofreading

To cut down on time spent while proofreading, use these common shortcuts. Here’s a complete list of shortcuts [TM1]  in Microsoft Word to see all your options.

2.  Add Comments

Use comments on another person’s writing or your own for helpful suggestions or reminders to add citations or more information.

To add a comment, highlight the text you want to leave a comment on, then click Insert and Comment .

Type your comment, then press Ctrl + Enter to add the comment to the text.

3.   Use the Thesaurus…With Caution

Using the thesaurus function in Word can be great if you need to add more variety to your vocabulary or if you have a word used in a sentence more than once. However, be sure to check that the synonyms are appropriate for your context.

To see synonyms for a word, highlight the word, right-click, and select Synonyms . You should see a list of synonyms for the word you highlighted.

In the above example, I used “sentence” in my sentence two times and wanted to add a different word. However, you can see from my synonyms that the thesaurus did not give me appropriate suggestions. In this case, it is important to make sure that the suggestions are appropriate for your context.

4. Use the Read Aloud Function

One of the best ways to proofread your own work is to read it aloud because sometimes we miss mistakes when we read our own work. For example, it is easy to skim over an instance of “the the” in a sentence. Instead, use the Read Aloud function in Word to have your computer read it to you.

To do this, make sure your cursor is where you want the computer to start reading. Go to the Review tab and select Read Aloud . You can find a pause/play, playback, and fast-forward function on the right-hand side of the document.

5. Use Ignore All When Microsoft Word Makes a Mistake

This might seem counterintuitive, but when Word highlights an unfamiliar word as misspelled, be sure to right-click the word and select Ignore All in the bottom left corner of the spelling menu. By doing this, you keep your page tidy, which helps you identify real errors.

6. Use Microsoft Word’s Editor Function

Did you know that you already have an editor hiding in your computer at home to make writing and proofreading easier?

To use the editor function and get all its benefits, make sure you are on the Home tab and look at the very last option on the right that says Editor . Click it and a whole menu will come up on the right-hand side of your document.

From here, you get an overview of all the errors Microsoft Word has detected in your document in addition to customizations, such as the tone of voice (formal, professional, or casual), corrections for spelling and grammar, and refinements, including clarity, conciseness, and punctuation conventions.

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7. Customize Your Proofreading Suggestions

To customize your proofreading suggestions from Microsoft Word, click on File , and go to More at the bottom of the menu.

From there, select Options . 

Next, you will see the Word Options page pop up. Select Proofing to see all the default settings Microsoft Word uses for your proofreading suggestions. 

On this page, you can browse all the different options Word has and customize them however you like.

Let’s look at an example of how you could change Word’s suggestions to be more gender inclusive (not currently a default setting).

To do this, you are going to select Settings beside the Writing Style and Grammar & Refinements options.

Next, you’ll see a Grammar Settings box open, and you are going to scroll down to Inclusiveness and select Gender-Neutral Pronouns . You can go ahead and select or remove any other proofing suggestions you want at this time.

After you make this change, Microsoft Word will suggest that you use more gender-inclusive pronouns.

8.  Use Track Changes

Track Changes is a Word function that will show you all the proofreading marks you make in a document. This is very helpful if you are proofreading someone else’s work, need to compare drafts, or want to show your academic supervisor or professor that you made corrections.

Go to the Review tab, select Tracking , then Simple Markup . In Simple Markup, all your changes will stay in the red bar on the right side of the page to keep your document tidy. This makes it easier to read during the editing/proofreading process.

To see all of your changes, you can either click the red bar on the left-hand side of the page or select All Markup under the Tracking function.

Proofreading is challenging, but Word has lots of built-in tools to help. The best advice is to get familiar with Word’s functions and pages and always check out their Support Page if you have any trouble.

If you find that proofreading your own writing is too big a task even with Word’s many tools, no worries! Proofed will proofread your first 500 words for free .

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How To Proofread: 19 Foolproof Strategies To Power Up Your Writing

by William Wadsworth | Feb 3, 2023

by William Wadsworth

The Cambridge-educated memory psychologist & study coach on a mission to help YOU ace your exams . Helping half a million students in 175+ countries every year to study smarter, not harder. Supercharge your studies today with our time-saving, grade-boosting “genius” study tips sheet .

Proofreading: it’s the final hurdle on your race to the submission deadline, and a crucial step in creating a polished document. But how exactly do you proofread effectively and efficiently?

Whether you’re working on an essay, thesis, dissertation, research paper or article, take a deep breath. This is your one-stop “how to proofread” guide:

We’ve got 19 clever proofreading steps and strategies to take your skills to the next level and fine-tune your document for maximum marks. Because after all that hard work, don’t let careless mistakes drag your essay (and your grade!) down!

Proofreading and editing: what’s it all about?

Before we get down to those 19 strategies, what do we mean by “proofreading”?

The difference between editing and proofreading is actually pretty simple:

• Editing is a process that you begin after your first draft – it’s all about refining the quality, tone, word count, clarity and readability of your writing
• Proofreading is done to your final draft (once your content is ready, structured, signposted and feeling awesome!)

It’s all about checking that the elements of your essay or paper are consistent, presented correctly and free from errors . Think: spelling and grammar, punctuation, formatting, references and citations, figures and tables .

Essentially, you don’t want your examiner to be distracted from your winning argument by a sloppily presented document – and proofreading is the answer.

Here’s an example of the difference careful proofreading can make to your essay:

That all might sound daunting, but I promise it’s not! Especially if you work strategically and follow these 19 steps:

How to proofread: 19 killer strategies

Proofreading is a process, sure. But I don’t want you to get overwhelmed!

 So I’ve grouped these top 19 proofreading strategies into 3 sets: preparation and mindset , checking every element , and making the most of your proofreading tools .

Part 1: Get into the groove with the right preparation and mindset

1. Leave yourself plenty of time

Hopefully you’re not reading this article the night before your deadline ( and if you are – good luck !).

Because our first proofreading strategy is all about time.

Proofreading can be a tedious process of spotting and correcting small errors – definitely time-consuming ! And the longer your essay, thesis or dissertation, the more time this process will need .

Plus, if you’re hoping for external help (whether friend or professional), you’ll need to leave them time to work too.

In my opinion, it’s best to give yourself a solid week for proofreading and corrections – if you can! That way, you’ll have time to …

2. Take a break before you start

Your brain and eyes need to be fresh if you’re going to proofread accurately.

You don’t want to be anticipating what you’ve written, rather than actually concentrating on the words on the page!

So, don’t jump straight from writing to proofreading – take a break !

If you can, take a few days away from your essay or thesis. If not, have a coffee and stroll around the block first. Get your mind clear and ready to focus.

Psst: Don’t forget to take plenty of short breaks whilst proofreading longer assignments too!

Ready? Perfect: you’ll be primed to dive into …

3. The proofreading mindset

It’s time to put your proofreading hat on!

Try and separate yourself from the “you” that wrote the essay . Try to pretend you’re marking an essay written by a friend you want to help get top marks!

Going to a different location can really help create this kind of psychological distance between “you” the author and “you” the proofreader.

If you can, move to a desk or armchair in another room, or take your essay to a library or quiet corner in your favourite coffee shop . Just make sure your environment is distraction-free – you’re going to need to concentrate!

If you really want to go to town on this, you could literally wear a different hat! It sounds silly, but when we look or behave differently, it can send powerful signals to our mind that it should be thinking differently too.

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4. Print it out

This is a proofreading strategy I always do:

Many people (me included!) find it much easier to read closely when text is on a printed page rather than when it’s on a screen. So grab that stack of paper, a nice bright pen and settle into your chosen spot …

Psst : I know we all need to do our bit to keep printing to a minimum to help the planet, but when your grade is on the line, I think you can cut yourself some slack. Just make sure you recycle your printing when you’re done…

If that’s not your style, why not try reading your essay aloud to help you spot mistakes?

5. Slow down and tame your eyes

When we read, our eyes move in jumps called “ saccades ”.

Essentially, our eyes don’t focus on every single word in turn. Instead, they focus on a point only every few words, which means some words only ever appear in peripheral vision. If you read quickly, the majority of the words in your essay are only appearing in your peripheral vision.

And that means it’s easy to miss things ! Your peripheral vision fills in details and assumes correctness (especially when you’re familiar with the argument).

So, to proofread effectively, you need to force your eyes to slow down and focus on each word in turn .

Try these methods for reading slowly and systematically:

• Use your finger or a pen to trace under each word as you read it
• Or have a ruler or piece of paper to hand to move down the page, revealing only one new row at a time

You might be surprised how many more errors you pick up!

6. Read backwards

Still struggling with slowing down? Here’s one more strategy for making sure you proofread carefully:

Read your essay backwards!

That might sound tricky, but it’s actually pretty clever and simple.

Often, our brains will trick us into reading a correct spelling based on the context of the rest of the sentence, and whatever word we’re “expecting” should appear next.

Solve the issue by reading each paragraph backwards, sentence by sentence. Start from the final word of the paragraph and move in order to the first. Those misspelt words will have nowhere to hide!

Psst : This is a great proofreading tip for hand-written essays where no spell-check is available (such as in an exam), particularly if you know you’re weak on spelling!

7. Know yourself

Our final proofreading strategy to get you prepared and in the groove is this:

Make sure you’re aware of the most common errors you make all the time when writing. Why not make a list to check off!

Maybe you always misspell “theorem”, get in a muddle about when to add commas or know you aren’t consistent about using en-dashes between dates (1914 – 1919).

If you’re not sure about the correct way to do something, check the guidelines set out by your institution, ask your teacher or lecturer, or look at the style guide for your discipline (such as the Chicago Manual of Style).

Part 2: How to proofread every element in your essay, dissertation or thesis

Feeling daunted by how many things you need to check for accuracy? Don’t be. You can do this!

Think of it a little like breaking down a big study goal into milestones : all you need is this checklist, a plan of action and a little time .

Top tip: It’s often a good idea to take several passes through your document – especially if it’s a longer essay or you know you struggle with accuracy. That way you can deal with each element individually! Pass one: headings, pass two: references and citations … and so on!

8. The big stuff: overall structure

You’ve probably done lots of editing as you’ve improved your essay or thesis, so make sure to take the time and check everything is still in the right order and place! Introduction, Part 1, Analysis … etc!

It’s so easy for cut-and-pasted paragraphs or sentences to have actually just been copied – and now exist twice! Or for edited paragraphs to end abruptly mid-sentence …

Trust me, we’ve all done it!

Adding signposting to your essay is another crucial editing step that can easily get things out of order. Plus signposting often produces in-text references that are vital and need to be correct for things to make sense to your editor! (That’s when you say “ see Section Two ” or “ as mentioned in the preceding three sections ”).

Once you’ve made sure that everything still makes sense and flows in a logical progression it’s time to move onto the little details:

9. Spelling, grammar and punctuation

The most obvious check you need to make when proofreading your essay is for mistakes in your spelling, grammar and punctuation.

Don’t forget to check that you:

• Are using the correct capitalisation of words
• For example, the British Broadcasting Corporation (BBC) can later be referred to as the BBC

I’m not going to list every possible type of mistake you should be checking for. But here a handful of common examples to get you started with your proofreading:

• Misspellings that are real (but very different) words, e.g. field and filed . Your spellchecker won’t spot these!
• It’s and its
• You’re and your
• There , they’re and their
• Affect and effect
• Principle and principal
• Tense consistency within sentences (not switching between present and future)
• Verbs agreeing with their subjects
• Using commas and semicolons accurately
• Missing punctuation: does every sentence end with a full stop?

10. Formatting: from headers to italics

This next proofreading strategy is all about appearances.

A big part of how to proofread your essay, thesis or dissertation is getting the formatting right and consistent .

Psst: Chances are, if you’re writing a bigger assignment such as a thesis or dissertation, your institution will have provided you with a style guide that includes acceptable formatting for submission. Make it your ally!

The formatting includes lots of elements that contribute to the layout of your document:

• Are you capitalising them?
• What font and style should they have?
• Are they numbered (consistently)?
• Are you giving them indentation and/or justification?
• Are your paragraph breaks the same?
• Create your own style guide page with body, figure, heading and subheading fonts laid out!
• Are they consistent and suitable for printing and binding your thesis?
• Do your page numbers continue correctly after any blank pages?
• Are there any pages with only 1-2 lines of text? Avoid these!
• Are there rules in your discipline for how you use italics?
• Has it spread beyond the phra se you meant to italicise?
• Double  spaces
• Spaces before punctuation .
• Mixing up m-dashes, en-dashes and hyphens

Make a list of the things you need to check for – especially if you spot a frequently recurring mistake!

11. References and citations

In my experience, referencing is one of those things that just makes people groan. It’s nit-picky, careful work. But worth doing right – you don’t want to plagiarism police at your door!

Proper referencing is a big part of academic writing, so make sure you’re following the correct method for your discipline. ( Ask your teacher or supervisor for advice if you’re unsure !)

When checking your references, ensure that your citations match the references in your bibliography! Any quotations should also conform to formatting and referencing rules for your field .

And don’t forget to check the little details when proofreading, for example:

• Are your author initials spaced or unspaced? (e.g. C.S. Lewis vs C. S. Lewis )
• Which date format are you using? (e.g. 27th August 1854 vs August 27th 1854 vs 27/08/1854 )
• If you have footnotes or endnotes, are your numbers all in order?
• Do you have any outdated in-text references to footnotes or endnotes?

Depending on your referencing format, it might be easier to do a separate proofreading pass through your essay to check for citation errors!

12. Figures and tables

Whether you’ve got charts, tables, figures, illustrations or graphs: don’t forget to check your captions and placement.

This is another key place where outdated in-text references might be hiding , particularly if you’ve been editing your document structure. Find where you say things like “ see Figure 6 ”: are these numbers still correct?

Don’t let errors slip through and cost you marks!

13. Check for consistency

Our next proofreading strategy is an important one!

Sometimes, you need to make stylistic decisions in your writing, and which option you choose matters less than staying consistent throughout your essay.

Remember: if in doubt, refer to any guidelines your teacher or institution have given you, or the official style guide for your discipline (e.g. Chicago Manual of Style).

Check you’re not chopping and changing between different options on issues. Here are some examples you might catch when proofreading:

• When to use ‘single’ or “double” quotation marks
• Full stops after bullets. Or not
• Are you using the US English or British English spellings of words?
• Whether you prefer – ise or – ize endings
• Is there any Technical Vocabulary that might be capitalised inconsistently?
• e.g. you might spell out “one” to “nine”, and use numerals for 10 and above
• Or your figures might use roman numbers e.g. Figure IV
• If your headings and subheadings are numbered (e.g. 1.1, 1.2), check they’re consistent, and that order is correct against the table of contents!

14. Check twice after every tweak

And finally, our last tip in this section on how to proofread absolutely everything in your essay is …

I think the single biggest thing I’ve learned about how to proofread an essay is to be super, ultra, incredibly careful about errors creeping in after editing .

You know how it goes: you’re on your final proofread before submission, and you spot a clunky sentence that could be tidied up with a little rewrite. You make the change, but don’t check it properly, and leave a fresh mistake in your work.

By all means, make a small tweak here and there in the proofreading phase, but make sure you check the amended paragraph at least twice afterwards!

If you find you’re making a lot of major edits, pause the proofread phase entirely to give your essay a round of editing. Only return to proofreading for accuracy once you’ve done all your edits .

Part 3: Make use of available tools

The third and final set of “how to proofread” strategies is all about making use of the tools available to you. And trust me, when it comes to proofreading, there are plenty of services, websites and plugins and even Word functions you can use to make your life easier!

15.  Get the most out of Word’s editing functions

If you’ve typed your essay or thesis in Word then you’ve got plenty of proofreading firepower at your fingertips!

And it’s not all about those handy grammar and spellcheckers either – although they are a great place to start:

• Remember: they’ll catch some (though not all) mistakes. Homophones and misspelt words that are still real words – definitely weak spots and up to you to catch!
• Not every detected “error” actually is a mistake: you’ll sometimes need to use your judgement

So how else can Word help you to proofread thoroughly?

• Setting your language correctly can be a big help to the spellchecker’s effectiveness – US and UK English have plenty of subtle differences!
• The Navigation bar is also a handy place to count through numbered headings and make sure you don’t have Section 1.1 twice!
• Making your own style guide page can be a big help in seeing how it all looks and works together
• If you have a friend helping you to proofread – or if you’ve just got your proofreader hat on – the “Track Changes” and “Comments” features can be a great assistance when it comes to actually making all the tiny corrections!

16. Get proofreading with Grammarly

Another great online tool to assist you with proofreading your essays and dissertations – in fact, any piece of writing! – is Grammarly .

I’ve recently added Grammarly * to my writer’s arsenal and wish I’d done it years ago. It’s a proofreading strategy I definitely recommend.

It acts like a turbo-charged version of the standard Word grammar and spellchecker, helping me catch a much broader range of mistakes.

The ability to set your audience, level or formality and language ( academic, email, casual etc ) is a great feature that helps with any awkwardness of writing in a more formal academic style.

Honestly, it’s not perfect and will often flag perfectly correct words and phrases as errors. But I’d much rather that way round than it missed out on flagging potential errors to me.

Plus – it’s free to create an account! I’m using the pro version now as writing is such an important part of my life, but even Grammarly’s free version * is a big improvement when it comes to proofreading your essays and theses.

17. Avoid plagiarism like the plague

You don’t want to be caught copying others’ work.

Universities and Colleges often run essay submissions through tools like Turnitin which will put a big red flag against essays with too high a percentage of text which matches source material online.

Even if you didn’t intend to “cheat”, sometimes a careless late-night library moment can allow a passage you copied into your research notes to somehow end up in your finished essay.

Avoid this problem by having a rule that you’ll never copy text directly from articles or books , unless it’s a clearly marked direct quote.

For extra peace of mind, consider running important submissions through a plagiarism checker .

18. Find a proofreading buddy

Of course, your friends and family aren’t exactly proofreading “tools” – but this is an important strategy for when you’re stuck!

But when you’re stuck in writing and editing mode and can’t get enough space between you and your essay to put your neutral proofreading hat on …

Then finding a proofreading buddy can be a great help – especially if you can swap assignments and offer them a little assistance too!

Having an external eye brings some much-needed objectivity to the proofreading table – your buddy is far more likely to spot mistakes you miss because your brain is seeing what it expects to in your familiar argument (see #5!).

19. Seeking professional help

Of course, there’s also the option of finding a professional proofreader. Whether you’re aiming for top marks or getting accepted for publication, there’s often lots on the line when it comes to polished submissions!

First up, it’s important to check what your institution allows , and whether you need permission. Don’t forget – you don’t want to be accused to collusion or cheating!

Sometimes hiring a professional isn’t permitted – or perhaps it’s simply not in your budget. If it is however – that can be great news. Remember: you’ll need to budget in plenty of time for them to work – its slow work!

Getting professional help can also be a smart move if you struggle with reading or writing in English.  

Learning differences such as dyslexia or dysgraphia can make life difficult when it comes to proofreading your essays and assignments. If English is not your first language , or you struggle with writing in academic English, you might be facing similar challenges.

Thankfully, there are plenty of options:

• Your university or college language centre can be a great help – offering courses, advice and even lists of peers to approach as proofreaders.
• There are also many professional proofreading services that cater to academic writing – from local services in your university town, to internationally renowned companies.

Good luck with your submission!

That’s it – 19 comprehensive and foolproof proofreading strategies for flawless writing!

You’ve worked hard, and now you know how to proofread your essay, thesis, dissertation or research paper like a pro! So once it’s ready, don’t put it off, get it handed in, get it off your mind, and relax.

Now your work is ready for the next step, be sure to check out my guide to printing and binding your thesis for submission!

And if you’re not sure if your essay is ready for proofreading quite yet, why not polish your content and grab some extra marks with more of our helpful writing skills guides :

• how to create effective paragraphs
• about the ideal length(s) for your paragraphs
• how to transition between the stages of your argument
• the 70+ top connective words and phrases to improve your writing
• how to signpost your essay for top marks

Until the next one… 😉

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Finding Common Errors

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Here are some common proofreading issues that come up for many writers. For grammatical or spelling errors, try underlining or highlighting words that often trip you up. On a sentence level, take note of which errors you make frequently. Also make note of common sentence errors you have such as run-on sentences, comma splices, or sentence fragments—this will help you proofread more efficiently in the future.

• Do not solely rely on your computer's spell-check—it will not get everything!
• Trace a pencil carefully under each line of text to see words individually.
• Be especially careful of words that have tricky letter combinations, like "ei/ie.”
• Take special care of homonyms like your/you're, to/too/two, and there/their/they're, as spell check will not recognize these as errors.

Left-out and doubled words

Read the paper slowly aloud to make sure you haven't missed or repeated any words. Also, try reading your paper one sentence at a time in reverse—this will enable you to focus on the individual sentences.

Sentence Fragments

Sentence fragments are sections of a sentence that are not grammatically whole sentences. For example, “Ate a sandwich” is a sentence fragment because it lacks a subject.

Make sure each sentence has a subject:

• “Looked at the OWL website.” is a sentence fragment without a subject.
• “The students looked at the OWL website.” Adding the subject “students” makes it a complete sentence.

Make sure each sentence has a complete verb.

• “They trying to improve their writing skills.” is an incomplete sentence because “trying” is an incomplete verb.
• “They were trying to improve their writing skills.” In this sentence, “were” is necessary to make “trying” a complete verb.

See that each sentence has an independent clause. Remember that a dependent clause cannot stand on its own. In the following examples, green highlighting indicates dependent clauses while yellow indicates independent clauses.

• “ Which is why the students read all of the handouts carefully .” This is a dependent clause that needs an independent clause. As of right now, it is a sentence fragment.
• “ Students knew they were going to be tested on the handouts, which is why they read all of the handouts carefully .” The first part of the sentence, “Students knew they were going to be tested,” is an independent clause. Pairing it with a dependent clause makes this example a complete sentence.

Run-on Sentences

• Review each sentence to see whether it contains more than one independent clause.
• If there is more than one independent clause, check to make sure the clauses are separated by the appropriate punctuation.
• Sometimes, it is just as effective (or even more so) to simply break the sentence into two separate sentences instead of including punctuation to separate the clauses.
• Run on: “ I have to write a research paper for my class about extreme sports all I know about the subject is that I'm interested in it. ” These are two independent clauses without any punctuation or conjunctions separating the two.
• Edited version: " I have to write a research paper for my class about extreme sports, and all I know about the subject is that I'm interested in it ." The two highlighted portions are independent clauses. They are connected by the appropriate conjunction “and,” and a comma.
• Another edited version: “ I have to write a research paper for my class about extreme sports. All I know about the subject is that I'm interested in it .” In this case, these two independent clauses are separated into individual sentences separated by a period and capitalization.

Comma Splices

• Look closely at sentences that have commas.
• See if the sentence contains two independent clauses. Independent clauses are complete sentences.
• If there are two independent clauses, they should be connected with a comma and a conjunction (and, but, for, or, so, yet, nor). Commas are not needed for some subordinating conjunctions (because, for, since, while, etc.) because these conjunctions are used to combine dependent and independent clauses.
• Another option is to take out the comma and insert a semicolon instead.
• Comma Splice: “ I would like to write my paper about basketball , it's a topic I can talk about at length .” The highlighted portions are independent clauses. A comma alone is not enough to connect them.
• Edited version: “ I would like to write my paper about basketball because it's a topic I can talk about at length .” Here, the yellow highlighted portion is an independent clause while the green highlighted portion is a dependent clause. The subordinating conjunction “because” connects these two clauses.
• Edited version, using a semicolon: “ I would like to write my paper about basketball ; it’s a topic I can talk about at length .” Here, a semicolon connects two similar independent clauses.

Subject/Verb Agreement

• Find the subject of each sentence.
• Find the verb that goes with the subject.
• The subject and verb should match in number, meaning that if the subject is plural, the verb should be as well.
• An easy way to do this is to underline all subjects. Then, circle or highlight the verbs one at a time and see if they match.
• Incorrect subject verb agreement: “ Students at the university level usually is very busy.” Here, the subject “students” is plural, and the verb “is” is singular, so they don’t match.
• Edited version: “ Students at the university level usually are very busy.” “Are” is a plural verb that matches the plural noun, “students.”

Mixed Construction

Read through your sentences carefully to make sure that they do not start with one sentence structure and shift to another. A sentence that does this is called a mixed construction.

• “ Since I have a lot of work to do is why I can't go out tonight .” Both green highlighted sections of the sentence are dependent clauses. Two dependent clauses do not make a complete sentence.
• Edited version: “ Since I have a lot of work to do , I can't go out tonight .” The green highlighted portion is a dependent clause while the yellow is an independent clause. Thus, this example is a complete sentence.

Parallelism

Look through your paper for series of items, usually separated by commas. Also, make sure these items are in parallel form, meaning they all use a similar form.

• Example: “Being a good friend involves listening , to be considerate, and that you know how to have fun.” In this example, “listening” is in present tense, “to be” is in the infinitive form, and “that you know how to have fun” is a sentence fragment. These items in the series do not match up.
• Edited version: “Being a good friend involves listening , being considerate, and having fun.” In this example, “listening,” “being,” and “having” are all in the present continuous (-ing endings) tense. They are in parallel form.

Pronoun Reference/Agreement

• Skim your paper, searching for pronouns.
• Search for the noun that the pronoun replaces.
• If you can't find any nouns, insert one beforehand or change the pronoun to a noun.
• If you can find a noun, be sure it agrees in number and person with your pronoun.
• “ Sam had three waffles for breakfast. He wasn’t hungry again until lunch.” Here, it is clear that Sam is the “he” referred to in the second sentence. Thus, the singular third person pronoun, “he,” matches with Sam.
• “ Teresa and Ariel walked the dog. The dog bit her .” In this case, it is unclear who the dog bit because the pronoun, “her,” could refer to either Teresa or Ariel.
• “ Teresa and Ariel walked the dog. Later, it bit them .” Here, the third person plural pronoun, “them,” matches the nouns that precede it. It’s clear that the dog bit both people.
• “Teresa and Ariel walked the dog. Teresa unhooked the leash, and the dog bit her .” In these sentences, it is assumed that Teresa is the “her” in the second sentence because her name directly precedes the singular pronoun, “her.”

Apostrophes

• Skim your paper, stopping only at those words which end in "s." If the "s" is used to indicate possession, there should be an apostrophe, as in “Mary's book.”
• Look over the contractions, like “you're” for “you are,” “it's” for “it is,” etc. Each of these should include an apostrophe.
• Remember that apostrophes are not used to make words plural. When making a word plural, only an "s" is added, not an apostrophe and an "s."
• “ It’s a good day for a walk.” This sentence is correct because “it’s” can be replaced with “it is.”
• “A bird nests on that tree. See its eggs?” In this case, “its” is a pronoun describing the noun, “bird.” Because it is a pronoun, no apostrophe is needed.
• “Classes are cancelled today” is a correct sentence whereas “Class’s are cancelled today” is incorrect because the plural form of class simply adds an “-es” to the end of the word.
• “ Sandra’s markers don’t work.” Here, Sandra needs an apostrophe because the noun is a possessive one. The apostrophe tells the reader that Sandra owns the markers.

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15 Tips for Writing, Proofreading, and Editing Your College Essay

What’s covered:, our checklist for writing, proofreading, and editing your essay, where to get your college essays edited.

Your college essay is more than just a writing assignment—it’s your biggest opportunity to showcase the person behind your GPA, test scores, and extracurricular activities. In many ways, it’s the best chance you have to present yourself as a living, breathing, and thoughtful individual to the admissions committee.

Unlike test scores, which can feel impersonal, a well-crafted essay brings color to your application, offering a glimpse into your passions, personality, and potential. Whether you’re an aspiring engineer or an artist, your college essay can set you apart, making it essential that you give it your best.

1. Does the essay address the selected topic or prompt?

Focus on responding directly and thoughtfully to the prompt. If the question asks about your reasons for choosing a specific program or your future aspirations, ensure that your essay revolves around these themes. Tailor your narrative to the prompt, using personal experiences and reflections that reinforce your points.

• Respond directly to the prompt: It’s imperative that you thoughtfully craft your responses so that the exact themes in the prompt are directly addressed. Each essay has a specific prompt that serves a specific purpose, and your response should be tailored in a way that meets that objective.
• Focus: Regardless of what the prompt is about—be it personal experiences, academic achievements, or an opinion on an issue—you must keep the focus of the response on the topic of the prompt .

2. Is the college essay well organized?

An essay with a clear structure is easier to follow and is more impactful. Consider organizing your story chronologically, or use a thematic approach to convey your message. Each paragraph should transition smoothly to the next, maintaining a natural flow of ideas. A well-organized essay is not only easier for the reader to follow, but it can also aid your narrative flow. Logically structured essays can guide the reader through complex and hectic sequences of events in your essay. There are some key factors involved in good structuring:

• A strong hook: Start with a sentence or a paragraph that can grab the attention of the reader. For example, consider using a vivid description of an event to do this.
• Maintain a thematic structure: Maintaining a thematic structure involves organizing your response around a central theme, allowing you to connect diverse points of your essay into a cohesive centralized response.
• Transitioning: Each paragraph should clearly flow into the next, maintaining continuity and coherence in narrative.

3. Include supporting details, examples, and anecdotes.

Enhance your narrative with specific details, vivid examples, and engaging anecdotes. This approach brings your story to life, making it more compelling and relatable. It helps the reader visualize your experiences and understand your perspectives.

4. Show your voice and personality.

Does your personality come through? Does your essay sound like you? Since this is a reflection of you, your essay needs to show who you are.

For example, avoid using vocabulary you wouldn’t normally use—such as “utilize” in place of “use”—because you may come off as phony or disingenuous, and that won’t impress colleges.

5. Does your essay show that you’re a good candidate for admission?

Your essay should demonstrate not only your academic strengths. but also the ways in which your personal qualities align with the specific character and values of the school you’re applying to . While attributes like intelligence and collaboration are universally valued, tailor your essay to reflect aspects that are uniquely esteemed at each particular institution.

For instance, if you’re applying to Dartmouth, you might emphasize your appreciation for, and alignment with, the school’s strong sense of tradition and community. This approach shows a deeper understanding of and a genuine connection to the school, beyond its surface-level attributes.

6. Do you stick to the topic?

Your essay should focus on the topic at hand, weaving your insights, experiences, and perspectives into a cohesive narrative, rather than a disjointed list of thoughts or accomplishments. It’s important to avoid straying into irrelevant details that don’t support your main theme. Instead of simply listing achievements or experiences, integrate them into a narrative that highlights your development, insights, or learning journey.

Example with tangent:

“My interest in performing arts began when I was five. That was also the year I lost my first tooth, which set off a whole year of ‘firsts.’ My first play was The Sound of Music.”

Revised example:

“My interest in performing arts began when I was five, marked by my debut performance in ‘The Sound of Music.’ This experience was the first step in my journey of exploring and loving the stage.”

7. Align your response with the prompt.

Before finalizing your essay, revisit the prompt. Have you addressed all aspects of the question? Make sure your essay aligns with the prompt’s requirements, both in content and spirit. Familiarize yourself with common college essay archetypes, such as the Extracurricular Essay, Diversity Essay, Community Essay, “Why This Major” Essay (and a variant for those who are undecided), and “Why This College” Essay. We have specific guides for each, offering tailored advice and examples:

• Extracurricular Essay Guide
• Diversity Essay Guide
• Community Essay Guide
• “Why This Major” Essay Guide
• “Why This College” Essay Guide
• Overcoming Challenges Essay Guide
• Political/Global Issues Essay Guide

While these guides provide a framework for each archetype, respectively, remember to infuse your voice and unique experiences into your essay to stand out!

8. Do you vary your sentence structure?

Varying sentence structure, including the length of sentences, is crucial to keep your writing dynamic and engaging. A mix of short, punchy sentences and longer, more descriptive ones can create a rhythm that makes your essay more enjoyable to read. This variation helps maintain the reader’s interest and allows for more nuanced expression.

Original example with monotonous structure:

“I had been waiting for the right time to broach the topic of her health problem, which had been weighing on my mind heavily ever since I first heard about it. I had gone through something similar, and I thought sharing my experience might help.”

Revised example illustrating varied structure:

“I waited for the right moment to discuss her health. The issue had occupied my thoughts for weeks. Having faced similar challenges, I felt that sharing my experience might offer her some comfort.”

In this revised example, the sentences vary in length and structure, moving from shorter, more impactful statements to longer, more descriptive ones. This variation helps to keep the reader’s attention and allows for a more engaging narrative flow.

9. Revisit your essay after a break.

• Give yourself time: After completing a draft of your essay, step away from it for a day or two. This break can clear your mind and reduce your attachment to specific phrases or ideas.
• Fresh perspective: When you come back to your essay, you’ll likely find that you can view your work with fresh eyes. This distance can help you spot inconsistencies, unclear passages, or stylistic issues that you might have missed earlier.
• Enhanced objectivity: Distance not only aids in identifying grammatical errors or typos, but it also allows you to assess the effectiveness of your argument or narrative more objectively. Does the essay really convey what you intended? Are there better examples or stronger pieces of evidence you could use?
• Refine and polish: Use this opportunity to fine-tune your language, adjust the flow, and ensure that your essay truly reflects your voice and message.

Incorporating this tip into your writing process can significantly improve the quality and effectiveness of your college essay.

10. Choose an ideal writing environment.

By identifying and consistently utilizing an ideal writing environment, you can enhance both the enjoyment and effectiveness of your essay-writing process.

• Discover your productive spaces: Different environments can dramatically affect your ability to think and write effectively. Some people find inspiration in the quiet of a library or their room, while others thrive in the lively atmosphere of a coffee shop or park.
• Experiment with settings: If you’re unsure what works best for you, try writing in various places. Notice how each setting affects your concentration, creativity, and mood.
• Consider comfort and distractions: Make sure your chosen spot is comfortable enough for long writing sessions, but also free from distracting elements that could hinder your focus.
• Time of day matters: Pay attention to the time of day when you’re most productive. Some write best in the early morning’s tranquility, while others find their creative peak during nighttime hours.

11. Are all words spelled correctly?

While spell checkers are a helpful tool, they aren’t infallible. It’s crucial to read over your essay meticulously, possibly even aloud, to catch any spelling errors. Reading aloud can help you notice mistakes that your eyes might skip over when reading silently. Be particularly attentive to words that spellcheck might not catch, such as proper nouns, technical jargon, or homophones (e.g., “there” vs. “their”). Attention to detail in spelling reflects your care and precision, both of which are qualities that admissions committees value.

12. Do you use proper punctuation and capitalization?

Correct punctuation and capitalization are key to conveying your message clearly and professionally . A common mistake in writing is the misuse of commas, particularly in complex sentences.

Example of a misused comma:

Incorrect: “I had an epiphany, I was using commas incorrectly.”

In this example, the comma is used incorrectly to join two independent clauses. This is known as a comma splice. It creates a run-on sentence, which can confuse the reader and disrupt the flow of your writing.

Corrected versions:

Correct: “I had an epiphany: I was using commas incorrectly.”

Correct: “I had an epiphany; I was using commas incorrectly.”

Correct: “I had an epiphany—I was using commas incorrectly.”

Correct: “I had an epiphany. I was using commas incorrectly.”

The corrections separate the two clauses with more appropriate punctuation. Colons, semicolons, em dashes, and periods can all be used in this context, though periods may create awkwardly short sentences.

These punctuation choices are appropriate because the second clause explains or provides an example of the first, creating a clear and effective sentence structure. The correct use of punctuation helps maintain the clarity and coherence of your writing, ensuring that your ideas are communicated effectively.

13. Do you abide by the word count?

Staying within the word count is crucial in demonstrating your ability to communicate ideas concisely and effectively. Here are some strategies to help reduce your word count if you find yourself going over the prescribed limits:

• Eliminate repetitive statements: Avoid saying the same thing in different ways. Focus on presenting each idea clearly and concisely.
• Use adjectives judiciously: While descriptive words can add detail, using too many can make your writing feel cluttered and overwrought. Choose adjectives that add real value.
• Remove unnecessary details: If a detail doesn’t support or enhance your main point, consider cutting it. Focus on what’s essential to your narrative or argument.
• Shorten long sentences: Long, run-on sentences can be hard to follow and often contain unnecessary words. Reading your essay aloud can help you identify sentences that are too lengthy or cumbersome. If you’re out of breath before finishing a sentence, it’s likely too long.
• Ensure each sentence adds something new: Every sentence should provide new information or insight. Avoid filler or redundant sentences that don’t contribute to your overall message.

14. Proofread meticulously.

Implementing a thorough and methodical proofreading process can significantly elevate the quality of your essay, ensuring that it’s free of errors and flows smoothly.

• Detailed review: After addressing bigger structural and content issues, focus on proofreading for grammar, spelling, and punctuation errors. This step is crucial for polishing your essay and making sure it’s presented professionally.
• Different techniques: Employ various techniques to catch mistakes. For example, read your essay backward, starting from the last sentence and working your way to the beginning. This method can help you focus on individual sentences and words, rather than getting caught up in the content.
• Read aloud: As mentioned before, reading your essay aloud is another effective technique. Hearing the words can help identify awkward phrasing, run-on sentences, and other issues that might not be as obvious when reading silently.

15. Utilize external feedback.

While self-editing is crucial, external feedback can provide new perspectives and ideas that enhance your writing in unexpected ways. This collaborative process can help you keep your essay error-free and can also help make it resonate with a broader audience.

• Fresh perspectives: Have a trusted teacher, mentor, peer, or family member review your drafts. Each person can offer unique insights and perspectives on your essay’s content, structure, and style.
• Identify blind spots: We often become too close to our writing to see its flaws or areas that might be unclear to others. External reviewers can help identify these blind spots.
• Constructive criticism: Encourage your reviewers to provide honest, constructive feedback. While it’s important to stay true to your voice and story, be open to suggestions that could strengthen your essay.
• Diverse viewpoints: Different people will focus on different aspects of your writing. For example, a teacher might concentrate on your essay’s structure and academic tone, while a peer might provide insights into how engaging and relatable your narrative is.
• Incorporate feedback judiciously: Use the feedback to refine your essay, but remember that the final decision on any changes rests with you. It’s your story and your voice that ultimately need to come through clearly.

When it comes to refining your college essays, getting external feedback is crucial. Our free Peer Essay Review tool allows you to receive constructive criticism from other students, providing fresh perspectives that can help you see your work in a new light. This peer review process is invaluable and can help you both identify areas for improvement and gain different viewpoints on your writing.

For more tailored expert advice, consider the guidance of a CollegeVine advisor . Our advisors, experienced in the college admissions process, offer specialized reviews to enhance your essays. Their insights into what top schools are looking for can elevate your narrative, ensuring that your application stands out. Whether it’s through fine-tuning your grammar or enriching your story’s appeal, our experts’ experience and expertise can significantly increase your likelihood of admission to your dream school!

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How to Edit Your Own Writing

Writing is hard, but don’t overlook the difficulty — and the importance — of editing your own work before letting others see it. Here’s how.

By Harry Guinness

The secret to good writing is good editing. It’s what separates hastily written, randomly punctuated, incoherent rants from learned polemics and op-eds, and cringe-worthy fan fiction from a critically acclaimed novel. By the time this article is done, I’ll have edited and rewritten each line at least a few times. Here’s how to start editing your own work.

Understand that what you write first is a draft

It doesn’t matter how good you think you are as a writer — the first words you put on the page are a first draft. Writing is thinking: It’s rare that you’ll know exactly what you’re going to say before you say it. At the end, you need, at the very least, to go back through the draft, tidy everything up and make sure the introduction you wrote at the start matches what you eventually said.

My former writing teacher, the essayist and cartoonist Timothy Kreider, explained revision to me: “One of my favorite phrases is l’esprit d’escalier, ‘the spirit of the staircase’ — meaning that experience of realizing, too late, what the perfect thing to have said at the party, in a conversation or argument or flirtation would have been. Writing offers us one of the rare chances in life at a do-over: to get it right and say what we meant this time. To the extent writers are able to appear any smarter or wittier than readers, it’s only because they’ve cheated by taking so much time to think up what they meant to say and refining it over days or weeks or, yes, even years, until they’ve said it as clearly and elegantly as they can.”

The time you put into editing, reworking and refining turns your first draft into a second — and then into a third and, if you keep at it, eventually something great. The biggest mistake you can make as a writer is to assume that what you wrote the first time through was good enough.

Now, let’s look at how to do the actual editing.

Watch for common errors

Most writing mistakes are depressingly common; good writers just get better at catching them before they hit the page. If you’re serious about improving your writing, I recommend you read “The Elements of Style” by William Strunk Jr. and E.B. White, a how-to guide on writing good, clear English and avoiding the most common mistakes. “ Politics and the English Language ” by George Orwell is also worth studying if you want to avoid “ugly and inaccurate” writing.

Some of the things you’ll learn to watch for (and that I have to fix all the time in my own writing) are:

Overuse of jargon and business speak . Horrible jargon like “utilize,” “endeavor” or “communicate” — instead of “use,” “try” or “chat” — creep in when people (myself included) are trying to sound smart. It’s the kind of writing that Orwell railed against in his essay. All this sort of writing does is obscure the point you want to make behind false intellectualism. As Orwell said, “Never use a long word when a short one will do.”

Clichés. Clichés are as common as mud but at least getting rid of them is low-hanging fruit. If you’re not sure whether something is a cliché, it’s better to just avoid it. Awful, right? Clichés are stale phrases that have lost their impact and novelty through overuse. At some point, “The grass is always greener on the other side” was a witty observation, but it’s a cliché now. Again, Orwell said it well: “Never use a metaphor, simile, or other figure of speech which you are used to seeing in print.” Oh, and memes very quickly become clichés — be warned.

The passive voice. In most cases, the subject of the sentence should be the person or thing taking action, not the thing being acted on. For example, “This article was written by Harry” is written in the passive voice because the subject (“this article”) is the thing being acted on. The equivalent active construction would be: “Harry wrote this article.” Prose written in the passive voice tends to have an aloofness and passivity to it, which is why it’s generally better to write an active sentence.

Rambling . When you’re not quite sure what you want to say, it’s easy to ramble around a point, phrasing it in three or four different ways and then, instead of cutting them down to a single concise sentence, slapping all four together into a clunky, unclear paragraph. A single direct sentence is almost always better than four that tease around a point.

Give your work some space

When you write something, you get very close to it. It’s almost impossible to have the distance to edit properly straight away. Instead, you need to step away and come back later with fresh eyes. The longer you can leave a draft before editing it, the better. I have some essays I go back to every few months for another pass — they’re still not done yet. For most things, though, somewhere from half an hour to two days is enough of a break that you can then edit well. Even 10 minutes will do in a pinch for things like emails.

And when you sit down to edit, read your work out loud.

By forcing yourself to speak the words, rather than just scanning them on a computer screen, you’ll catch more problems and get a better feel for how everything flows. If you stumble over something, your reader will probably stumble over it, too. Some writers even print out their drafts and make edits with a red pen while they read them aloud.

Cut, cut, cut

Overwriting is a bigger problem than underwriting. It’s much more likely you’ve written too much than too little. It’s a lot easier to throw words at a problem than to take the time to find the right ones. As Blaise Pascal, a 17th-century writer and scientist (no, not Mark Twain) wrote in a letter, “I have made this longer than usual because I have not had time to make it shorter.”

The rule for most writers is, “If in doubt, cut it.” The Pulitzer Prize-winning writer John McPhee has called the process “writing by omission.” Novelist Sir Arthur Quiller-Couch (and not William Faulkner, although he may have popularized this version of it) exhorted a version of the oft-repeated phrase, “In writing you must kill all your darlings.” This is true at every level: If a word isn’t necessary in a sentence, cut it; if a sentence isn’t necessary in a paragraph, cut it; and if a paragraph isn’t necessary, cut it, too.

Go through what you’ve written and look for the bits you can cut without affecting the whole — and cut them. It will tighten the work and make everything you’re trying to say clearer.

Spend the most time on the beginning

The beginning of anything you write is the most important part. If you can’t catch someone’s attention at the start, you won’t have a chance to hold it later. Whether you’re writing a novel or an email, you should spend a disproportionate amount of time working on the first few sentences, paragraphs or pages. A lot of problems that can be glossed over in the middle are your undoing at the start.

Pay attention to structure

The structure is what your writing hangs on. It doesn’t matter how perfectly the individual sentences are phrased if the whole thing is a nonsensical mess. For emails and other short things, the old college favorite of a topic sentence followed by supporting paragraphs and a conclusion is hard to get wrong. Just make sure you consider your intended audience. A series of long, unrelenting paragraphs will discourage people from reading. Break things up into concise points and, where necessary, insert subheads — as there are in this article. If I’d written this without them, you would just be looking at a stark wall of text.

For longer pieces, structure is something you’ll need to put a lot of work into. Stream of consciousness writing rarely reads well and you generally don’t have the option to break up everything into short segments with subheads. Narratives need to flow and arguments need to build. You have to think about what you’re trying to say in each chapter, section or paragraph, and consider whether it’s working — or if that part would be better placed elsewhere. It’s normal (and even desirable) that the structure of your work will change drastically between drafts; it’s a sign that you’re developing the piece as a whole, rather than just fixing the small problems.

A lot of the time when something you’ve written “just doesn’t work” for people, the structure is to blame. They might not be able to put the problems into words, but they can feel something’s off.

Use all the resources you can

While you might not be lucky enough to have access to an editor (Hey, Alan!), there are services that can help.

Grammarly is a writing assistant that flags common writing, spelling and grammatical errors; it’s great for catching simple mistakes and cleaning up drafts of your work. A good thesaurus (or even Thesaurus.com ) is also essential for finding just the right word. And don’t neglect a second pair of eyes: Ask relatives and friends to read over your work. They might catch some things you missed and can tell you when something is amiss.

Editing your work is at least as important as writing it in the first place. The tweaking, revisiting and revising is what takes something that could be good — and makes it good. Don’t neglect it.

Correction: This article has been updated to reflect that the phrase “kill your darlings,” originated with novelist Sir Arthur Quiller-Couch , who actually said “murder your darlings,” and not William Faulkner, to whom the phrase is often attributed.

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Articles & Advice > Majors and Academics > Blog

5 Tips to Help You Proofread Your Own Essays Like a Pro

Proofreading may not be your forte, but it's a skill you can develop! Here are five tips to become a better proofreader with your own essays and work.

by Marquis M. Blogger

Last Updated: Apr 3, 2023

Originally Posted: Apr 3, 2023

Proofreading is a vital part of the essay writing process. It ensures your written work is error-free and accurately conveys your intended message. While many students may skip or be intimidated by this step, it’s not as tricky as it seems. With these five tips, you can learn how to proofread like a pro and ensure your essays are practically flawless.

1. Read it backward

The most common proofreading method is to read your essay out loud. However, this can be tedious and time-consuming. An alternative approach that can be highly effective is to read your essay backward. This technique requires you to start at the last sentence of your essay and work your way back through each line. Reading it this way helps you focus on the words rather than getting caught up in the flow of the content or structure of arguments. You’re more likely to spot grammatical errors this way as your eyes aren’t following a natural pattern. 

Related: Writing Habits to Kick Before Going to College

2. Make a list of your mistakes

Making a list of any errors you uncover is crucial while editing your work. By doing this, you'll find it simpler to monitor the areas of writing you need to work on and ensure you're correcting any potential errors. This is also an excellent rewriting tool because it gives you a quick visual signal to refer to while working on a piece of writing. The first step in making a list of mistakes is identifying common errors, including:

• Improper grammar
• Punctuation
• Syntax (sentence structure) and diction (word choice) 

It’s helpful to organize by mistake types so it’s easier to find them when revisiting your essay. For example, have one section for typos you often make and another for grammatical errors.

After identifying the types of mistakes to look out for, it’s time to make your list! Start by thoroughly reading your essay and noting any areas that require improvement . If a section needs more than one edit, jot down specific notes so you can refer back to them later. For example, if there are multiple typos in one paragraph, write down "typo" on your list and the page number and line numbers where they appear. Once you’ve made your list of mistakes, it’ll be much easier to focus on improving these areas individually.

3. Use a digital automated proofreading tool

A great way to proofread your paper is with a paper checker —an automated program that scans your article and identifies any errors, typos, or inconsistencies in your writing. It’ll provide helpful feedback on grammar, spelling, structure, and formatting to ensure your paper is of the highest quality. Tools like these will perform a complete scan of your paper—looking for any potential spelling, grammar, and formatting irregularities—and offer tips on how to make your writing easier to read overall. In addition, using plagiarism detection tools can help you feel confident that your paper is completely original and hasn’t been plagiarized unintentionally. Always read over the input you receive with a paper checker and keep the advice provided in mind to enhance your work, but realize technology isn’t perfect and shouldn’t be relied on totally.

Related: 5 Helpful Ways to Improve Your Writing in College

4. Avoid negatives and passive voice

A good rule of thumb for a great essay is to stay away from negative and passive language and voice. Negative words such as “no,” “not,” and “never” could weaken the impact of your essay and make it difficult for readers to understand your meaning. Similarly, using passive language—such as “The war was won” instead of “They won the war”—could potentially confuse your readers. Spend some time changing any negative words or passive voice to more positive and active ones. This will help make your arguments more concise and clear.

5. Check your word usage

It’s essential to evaluate word choice as you proofread your essay. You must ensure you utilize words and expressions appropriately in the context of your topic or argument. Using the wrong term or phrase in a place where it doesn’t make sense is a common error many writers commit—for example, mixing up “they’re,” “there,” and “their.” These errors can reduce the impact of your essay and cause misunderstanding. That’s why it’s essential to take the time to consider how you use words carefully for the utmost clarity.

Related: 7 Tips to Boost Your Writing for Homework and Essays

Proofreading your essays may seem daunting, but it doesn’t have to be. With these tips, you can quickly become a pro at proofreading. Start by reading the article out loud, looking for structure and organizational mistakes. Then use a spellchecker to catch spelling errors. After that, look for grammar and punctuation mistakes. Finally, make sure your ideas are clear and concise by removing any unnecessary words or phrases. With practice, you can become an expert proofreader in no time!

Looking for academic advice beyond writing tips? Check out all Our Best Advice for Homework, Studying, and Tests .

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Marquis is as free as the Statue of Liberty. She is now a part-time writer who loves to write articles based on  surviving college  and a professional blogger whose work revolves around blogging, managing websites, web content, and social media.

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How Proofreading Can Drastically Improve Your Writing

#scribendiinc

Written by Chandra Clarke

Proofreading a paper before you turn it in can mean the difference between an unacceptable essay and one that will be praised and rewarded with an excellent grade. Too often, however, students skip this crucial step when writing.

Proofreading a paper is just as important as any other aspect of writing; in fact, the process is instrumental in getting your ideas across in an accessible and logical manner.

Before You Proofread

Before performing a final proofread, it's important to do an in-depth edit. Editing your paper allows you to examine how your ideas connect with each other in terms of organization, development, and focus.

If a particular argument or fact would be better suited for another section of your paper, you can rearrange the content so that similar ideas are presented in the same paragraph or in proximity to each other. This extra considersation can give your paper more order.

Also, take the time to rewrite or revise any part of your paper that you're unsatisfied with or that you think could be written more convincingly. Editing allows you to identify areas that could be supported by more facts or better arguments. Add more content as you see fit, as long as it's relevant and within word limit restrictions.

Save newer versions of your work as separate files so that you'll have a record of your drafts and a point of reference if you decide to revisit certain ideas. Once your paper's content and flow are the best they can be, you can dive into proofreading, which includes looking for errors in punctuation, spelling, grammar, and word choice.

The Benefits of Proofreading

Performing a thorough proofread of your work will give you the chance to fix any errors that remain and that may cloud your intended meaning. Though many computers and word processors offer spell-checkers, they cannot catch tricky and commonly misused words, such as homophones, the way that you can if you proofread and give your paper a word-by-word review.

Grammar mistakes can also be caught and fixed, especially when reading your work aloud. Since misplaced punctuation can change the entire meaning of a sentence, it's also important to ensure that these little marks have been expertly employed.

Good spelling, grammar, and punctuation are extremely important; it's not uncommon for some teachers to mark down a paper an entire letter grade if it's obvious that it hasn't been properly proofread .

Address every error, no matter how big or small. You should minimize the potential for misunderstanding by choosing the right words to communicate your ideas. Never underestimate the importance of clarity; when faced with the choice to use a big, vague word or a short, clear one, always choose the latter.

During the editing process, academic papers or theses that are highly dependent on research need to have their sources vetted for accuracy and legitimacy. Verify that your paper is based on credible information. Then, in the proofreading stage, check your citations and footnotes to ensure their proper placement and formatting.

Proofreading Tips

Certain strategies can serve you well when it comes to proofreading. Putting your paper aside for a bit can help you look at your work with fresh eyes when you decide to review it. You can also read your paper from the conclusion to the introduction to give yourself a new perspective.

If you're writing a paper that has to be presented in a certain style, such as Modern Language Association (MLA) style, it's a good idea to have others who are familiar with that style review your paper to see if it meets the prescribed standards. They may be able to identify mistakes that you missed, especially if your familiarity with MLA style is limited.

Get crafty with your proofreading techniques to ensure that you're handing in an impressive paper. Here are three practical proofreading tactics:

• Consider printing out your work or altering the document formatting; this can help you view your work as if it were written by a classmate.
• Place a separate piece of paper over your work to block out unread pieces of text while you proofread each line to help you concentrate on each word of your paper individually.
• If you or your teachers have identified certain weaknesses in your writing, review your work with the goal of addressing those areas. For example, writers who find punctuation problematic can print out their papers and highlight or circle punctuation marks to determine if they're both necessary and appropriate.

Additional Resources

To learn even more about proofreading, visit the following links:

• Where to Begin When Proofreading
• Editing and Proofreading
• How to Proofread
• General Strategies for Editing and Proofreading
• Revising vs. Proofreading: What's the Difference?
• College Writing Center Proofreading Tips (PDF)
• Editing and Proofreading Strategies
• Revision and Proofreading: How to Revise Your Own Writing (PDF)
• Revision Strategies

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Published December 11, 2022

6 Proofreading Habits for Your College Essay and Beyond

David Querusio

Assistant Director, NYU Admissions

**This article was first published in December 2019 and has been updated and republished.

You know when you rewatch yourself back in a video or hear an audio recording of your voice and can’t help but cringe? Well, rereading your writing often has the same effect—that uncomfortable feeling of “do I really sound like that?” This pang of embarrassment has always been the hardest part of proofreading my writing, especially for more personal essays. You can imagine, then, how much trouble I had with writing and rewriting my Common Application essay back when I was applying to schools. Each time I dove back into edit, I became overwhelmed and instead ended up in a procrastination rabbit hole.

In the admissions process, proofreading your college essays is essential. Even the smallest grammatical error or incorrect word choice affects how the committee views your writing. That’s why developing strong proofreading habits is necessary. Below, here are some tips and tricks for making proofreading part of your writing routine.

1) Find a quiet place to read your essay aloud to yourself.

Find a place with zero distractions and read your words aloud, as if practicing a speech. This calls attention to simple errors that otherwise go unnoticed. It also helps you figure out a pacing for your essay. After you read aloud and pinpoint what you need to fix, block out distractions. My strategy? Put my phone on airplane mode and fire up some “ lofi beats to relax/study to .”

2) Have everyone and anyone look over the essay.

English teachers are an especially great resource for you as you complete your essays. Guidance counselors are also experts at knowing what colleges are looking for, so ask for their help! Of course, your friends can also give feedback about voice (see our next point) to make sure the essay sounds like you.

3) Keep your voice consistent.

This next tip is an important follow-up to the previous one; having people look over your essay is important, but be sure their feedback doesn’t overshadow your own voice. It jars the admissions committee when an essay starts with one writing style and ends in an entirely different tone. Make sure you can be heard throughout the whole essay!

4) Say as much in as few words as possible.

Challenge yourself to capture big ideas in concise statements. The word count is there for a reason. Effective writers can say a lot with a little. Don’t be afraid to cut down on unnecessary extra sentences or adjectives that don’t contribute to the overarching goal of your essay.

There are even a number of apps ( some for purchase , some free ) that can help guide you through this process—see what other resources you can find!

5) Use active voice.

Keep your writing as active as possible. The admissions committee reviews many, many essays—you want your writing to keep readers invested in what you have to say! Simple shifts from passive to active voice instantly make your writing more sophisticated and engaging.

6) Trust your instincts.

At the end of the day, the college essay is supposed to be about you. Ask yourself what you want to convey to the committee and make sure that feeling is captured by your writing. What do you want us to take away from you after we finish reading? What excites you? Proofreading with these questions in mind will make your writing much more successful and relatable.

Of course, these tips are just the beginning. The only way to know what proofreading methods work best for you is trial and error—so get writing!

David Querusio is an Assistant Director with the Office of Undergraduate Admissions at NYU. He especially loves sharing stories of how NYU students think outside of the box to define their own academic paths. When he’s not on the road meeting with students or in grad class at NYU Steinhardt, he can be found searching the city for the best cup of coffee.

More from David:

Questions About College to Ask an Admissions Rep

When you meet with an admissions rep, what kind of questions should you ask? David has some advice on how to ask questions to get the information you need.

College Fair 101: Tips for a Great Conversation with Your Admissions Rep

How to make the most of your conversation with an institutional rep at a college fair.

Top Five College Room Must Haves

Related Posts Questions About College to Ask an Admissions RepWhen you meet with an admissions rep, what kind of questions should you ask? David… College Fair 101: Tips for a Great Conversation with Your Admissions RepHow to make the most of your conversation with an institutional…

How to start a book club people will actually want to join

So you want to start a book club … 

Congratulations! Books are a great way to create community and build relationships. Talking about stories prompts people to share their own experiences and reflections. 

But how do you keep your book club a book club, and not a wine club or a gossip club or a venting club? Here are a few suggestions: 

Invite readers

Find the people in your life who read and gather them. Maybe that means it’s just two of you discussing a book over coffee. Maybe it’s a dozen of you meeting every month. Either is fine, and one might transform into the other over time. The point is connecting over a shared interest. 

Check out: USA TODAY's weekly Best-selling Booklist

Set ground rules

How often will you meet? What kind of books do you want to read? Best-sellers or classics? Fiction or nonfiction? Let your shared interests guide you. The only thing we suggest setting in stone is this: We will talk about the book.   

Choose multiple books in advance

People can plan and actually read the book, not to mention getting the date on their calendar. 

Check your library for book club collections

You might be able to get extra copies, making it easy for everyone to read the book. 

Allow for community

If part of your goal is connection, make space and time for side conversations. Encourage people to come even if they haven’t finished the book — just be prepared for spoilers! 

Be consistent

A regular meeting helps. So do regular questions. Starting each conversation with a standard set of questions mean readers come prepared to the conversation. Some questions we find useful: What was your overall feeling about this? What surprised you? What did you learn? Who was your favorite character? Who did you not like? Would you recommend this?

Hillary Copsey is the book advisor at The Mercantile Library in Cincinnati, Ohio.

College of Business

How to nail your scholarship application essay.

When it comes to applying for scholarships, the task can be immediately overwhelming. Where do you find scholarships? How do you apply? What do they each require? This is going to take forever!

But at Colorado State, we do things a little differently. We’re so proud of our one-and-done scholarship application process. Almost all CSU scholarships live in the same place, and can be applied for with one application, one time, and that’s it. The Colorado State University Scholarship Application (CSUSA) takes a big hurdle out of your path right off the bat. Completing the CSUSA enters you for nearly every scholarship at CSU that you’re eligible for. Now all you have to do is nail that application essay … and we’re here to make that part easy, too. Here are some insider info, tips, and even a few essay excerpts to help you as you tackle your essay.

#1. It’s less formal than you think

Did you know that your scholarship application essay is meant to help us see the most-authentic version of you, your journey, and your goals? We’re not looking for a formal essay here. You won’t need to analyze anything, look for metaphors, or even write a structured outline when you start (but you can if it helps you).

The essay prompt might ask you to tell your story, highlight your ambitions, and explain how you see yourself succeeding in this big ol’ world. Essay prompts range from what kind of career you see yourself in, and how college might help you get there. They might ask you to describe a challenging event, explain how you navigated it, and how it inspires you to go forward in life. The essay is so much more your story than anything else. The more YOU you are, the better. Don’t worry too much about intros, transitions, structure, or formal conclusion paragraphs when you first sit down to write. Let it flow and be you.

• Tip : Write your first draft like you’re talking to your best friend, your favorite teacher, your mentor, your coach. Your voice/tone should be genuine, passionate, and infused with the vibe you’d give if you were telling your biggest dreams to your biggest cheerleaders. We’re rooting for you here.

#2. Vulnerability is your superpower here

Perhaps the biggest tool in your toolbox when it comes to writing a genuine, powerful essay is your willingness to be vulnerable. While vulnerability may seem like a weakness in some arenas, it’s your superpower in the scholarship application essay. So what exactly is it, and how can you use it to your advantage?

Vulnerability, by definition, is the willingness to show emotion or to allow one’s weaknesses to be seen or known. There can be some risk involved in being vulnerable, and that’s often why it has such a big impact. You’re essentially giving away your armor, and that allows you to create connection at a deep, emotional level. To put vulnerability to work in a story or experience, try to remember how you felt in that moment, and what was running through your head. Instead of just recounting events as they happened, retell them as YOU experienced them. Let emotion guide your story instead of rehashing a timeline of events. The story, told as it moved through you, is what makes the connection.

• Tip : As you recount an event or moment in your essay, try to incorporate the senses. What did you see, hear, smell, feel? Let emotion be your guide, but paint the picture fully.

#3. Word choice matters (and not in the way you might think)

One question you should ask yourself as you draft your essay is if the words you’re using actually suit you. Would you use these actual words if you were talking to someone? One thing that can derail your authenticity in writing is trying to use big or “impressive” words that wouldn’t naturally flow from you in your daily life. We’re not saying you shouldn’t use a thesaurus, but be choosy. If the word doesn’t “fit” you when you’re casually speaking, we’re going to feel that in your essay, too.

• Tip : Read your essay aloud while recording yourself. Does it flow? Are there words that you stumble over as you read them? If so, put those words into the thesaurus and see if anything comes up that doesn’t trip you up as you read. It should feel as natural to read it as it would if you were talking to a friend.

#4. Always, always, always get a proofreader (or two)

While it’s not the most-glamorous advice, we cannot stress enough the importance of having someone — and, preferably, multiple someones — review your essay. Even the most-seasoned professional writer will make errors, even after multiple drafts. Typos, missing words, tense errors, and even disorganized thoughts can distract readers from your beautiful, unique story. Our advice is to find a proofreader who can dial in your punctuation and grammar, and another who can help you with the more-subtle aspects of good writing, like flow, tone, and structure. You want to start and end strong, plus have a robust, visually and emotionally stimulating middle.

• Tip : Draft your first version raw without any expectations of yourself. Answer the essay prompt as if you’re writing in your journal. Then find a reliable proofreader (preferably outside the house, like a teacher) to help you level it up and polish it up. After you’ve done a little spiff, show it to a second proofreader. Fresh eyes mean everything.

Some essay excerpts to inspire you

Ready to learn more about the csu scholarship process.

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Prairie Smallwood

Prairie Smallwood is a writer and content creator for the Office of Admissions at Colorado State University. She is passionate about education and exploration, and knows that going to college can be both an adventure and an overwhelming experience. She aims to create content that helps students through that journey — the wonderful, the scary, and everything in between.

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After the initial response period, authors will be able to respond to any further reviewer/AC questions and comments by posting on the submission’s forum page. The program chairs reserve the right to solicit additional reviews after the initial author response period.  These reviews will become visible to the authors as they are added to OpenReview, and authors will have a chance to respond to them.

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Other Tracks: Similarly to earlier years, we will host multiple tracks, such as datasets, competitions, tutorials as well as workshops, in addition to the main track for which this call for papers is intended. See the conference homepage for updates and calls for participation in these tracks. 

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About eSIM on iPhone

Find out what an eSIM is, how to set up an eSIM on your iPhone and how to transfer a physical SIM to an eSIM.

What is eSIM on iPhone?

An eSIM is an industry-standard digital SIM that allows you to activate a mobile plan from your network provider without having to use a physical SIM. You can install eight or more eSIMs on an iPhone and use two phone numbers at the same time.

What you need

An iPhone XS, iPhone XS Max, iPhone XR or later

A network provider or worldwide service provider that supports eSIM

Your new iPhone needs to be connected to a Wi-Fi network.*

eSIM on iPhone is not offered in China mainland. In Hong Kong and Macao, some iPhone models feature eSIM. Find out more about using Dual SIM with two nano-SIM cards in China mainland, Hong Kong and Macao . For people visiting China mainland who want to use an eSIM for prepaid data plans, these are offered by many  worldwide network providers .

* iPhone 14 models and later that are eSIM only can be activated without a Wi-Fi network.

How to set up an eSIM on iPhone

Setting up your eSIM is usually just a matter of turning on your new iPhone and following the onscreen instructions.

You can activate your eSIM while you're setting up your iPhone if your network provider supports eSIM Carrier Activation or eSIM Quick Transfer. With eSIM Carrier Activation, your network provider assigns an eSIM to your iPhone when you purchase it. With eSIM Quick Transfer, you transfer the SIM from your previous iPhone to your new iPhone without contacting your network provider. With either method, to activate your eSIM during setup, turn on your iPhone and follow the instructions.

Some network providers support transferring a phone number from your previous iPhone to your new iPhone without needing to contact them. Make sure you’re signed in with your Apple ID on both devices, or make sure your previous iPhone is unlocked, is nearby with Bluetooth turned on and is running iOS 16 or later.

You can also use these options later to add or transfer an eSIM. If these options aren't available, contact your network provider to activate your eSIM using a QR code or your network provider's iPhone app.

If you purchased an iPhone 14 model or later in the United States, your iPhone will activate with an eSIM. To activate your eSIM using eSIM Carrier Activation, eSIM Quick Transfer or another activation method, turn on your iPhone and follow the instructions.

Use eSIM Carrier Activation on iPhone

Some network providers and worldwide service providers can assign a new eSIM to your iPhone, making the setup process easy. This usually happens when you purchase from a network provider and you provide your mobile-plan details. If an eSIM was assigned to your iPhone when you bought it, turn on your iPhone and follow the instructions to activate your eSIM.

If you're switching to iPhone (from an Android phone, for example), contact your network provider to transfer your phone number to your iPhone through eSIM Carrier Activation or by scanning a QR code from your network provider.

If you contacted your network provider for an eSIM after you'd set up your iPhone, and they'd set up eSIM Carrier Activation, follow these steps: 

When a notification appears that says Provider Mobile Data Plan Ready to Be Installed, tap it.

In the Settings app, tap Provider Mobile Data Plan Ready to Be Installed.

Tap Continue at the bottom of the screen.

Make a call on your iPhone to check its mobile data connectivity. If you can't make a call, contact your network provider.

If the plan you activated replaces the plan on your physical SIM, remove your physical SIM. Then, restart your iPhone.

Use eSIM Quick Transfer on iPhone

Some network providers support SIM transfers from your previous iPhone to your new iPhone without needing to contact them. You can also convert your current physical SIM card to an eSIM.

If you don't have access to your current iPhone, contact your network provider to transfer your eSIM.

While you're setting up your iPhone, if you're asked to transfer your SIM, follow the onscreen instructions to transfer your physical SIM or eSIM. If you need to transfer more than one SIM to your new iPhone, transfer your additional SIMs following the steps below.

Transfer a physical SIM or eSIM on your previous iPhone to an eSIM on your new iPhone after setup

On your new iPhone, go to Settings > Mobile > Add Mobile Plan.

Choose a mobile data plan to transfer from another iPhone. If you don't see a list of numbers, tap Transfer From Another iPhone. This requires both devices to have iOS 16 or later.

Check for instructions on your previous iPhone to confirm the transfer. To confirm, tap Transfer or, if asked for a verification code, enter the code that's displayed on your new iPhone.

Wait for the mobile plan to be activated on your new iPhone. Your previous SIM will be deactivated when the mobile plan on your new iPhone is activated.

If a banner appears on your new iPhone that says Finish Setting Up Your Network Provider's Data Plan, tap it. You will be redirected to your network provider's web page to transfer your eSIM. If you need help, contact your network provider.

Convert a physical SIM to an eSIM on the same iPhone

You can convert a physical SIM to an eSIM on the same iPhone, if your network provider supports it. Follow these steps:

On your iPhone, go to Settings > Mobile.

Tap Convert to eSIM. If you can't see Convert to eSIM, your network provider doesn't support this option. Contact your network provider to move your phone number from your physical SIM to an eSIM using eSIM Carrier Activation or by scanning a QR code.

Tap Convert Mobile Data Plan.

Tap Convert to eSIM.

Wait for your eSIM to activate. Your previous SIM card will be deactivated when the mobile plan on your iPhone is activated.

Remove the physical SIM from your iPhone. Then, restart your iPhone.

Use a QR code

You can use a QR code from your network provider to set up eSIM on your iPhone.

To activate your eSIM while setting up your iPhone:

When you get to the Set Up Mobile screen, tap Use QR code.

Follow the onscreen instructions.

To activate your eSIM after you've set up your iPhone, contact your network provider to get a QR code. Then follow these steps:

Open the Camera app and scan your QR code. When the Mobile Data Plan Detected notification appears, tap it.

If you're using an iPhone with iOS 17.4 or later and you receive a QR code from your network provider in an email, or from the network provider webpage, touch and hold the QR code, then tap Add eSIM.

Tap Add Mobile Data Plan.

If you're asked to enter a confirmation code to activate your eSIM, enter the number that your network provider supplied.

Other eSIM activation methods

Some network providers may send you a link instead of a QR code to download your eSIM.

On your iPhone with iOS 17.4 or later, tap the link to set up your eSIM.

When the Activate New eSIM notification appears, tap Allow.

If your network provider supports activating eSIM using an app, download your network provider's app from the App Store and follow the instructions.

Enter the eSIM information manually if necessary

Contact your network provider to get the eSIM details you need to enter.

Go to Settings.

Tap either Cellular or Mobile Data.

Tap Enter Details Manually at the bottom of your iPhone screen.

Find out more

If you can't set up an eSIM .

If necessary, erase your eSIM .

Find out how to use Dual SIM with eSIM .

Find wireless network providers and worldwide services providers that offer eSIM service .

Use eSIM while travelling abroad with your iPhone .

Contact Apple Support

Need more help? Save time by starting your support request online and we'll connect you to an expert.