Proofing for Printing | Texas Tech University Health Sciences Center
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Proofing Checklist

Before you sign-off on your proof, make sure that you have checked all the relevant boxes below.

___ Printed copy of the proof* – We know from experience that the best way to proof something is when it is printed!
___ Spelling and grammar – Are all names spelled correctly? Watch out for words spell check won’t catch, such as it’s/its, their/there, your/you’re, were/where, then/than, and to/too.
___ Images – Are all images in the correct place and in the correct size? Do images appear fuzzy? Do all images have the correct captions?
___ Fonts - Are all fonts correct and appropriate in size? Is all text aligned properly?
___ Duplication – Check for two identical words or numbers that are next to each other.
___ Punctuation – Is it correct and consistent throughout? Are there any missing characters or broken type?
___ Contact details – Make sure contact names, telephone, fax numbers, email and web addresses are correct and formatted properly.
___ Logo – Is it the correct version, as well as consistency of size and positioning?
___ General layout and color/imagery* – Do you approve any final retouching?
___ Pagination – Is the document’s size, page numbering and order correct?
___ Have one or more people read the proof and completed the checklist?


Proofing Tips

  • Read it out loud and also silently.
  • Read it backwards to focus on the spelling of words.
  • Use a blank sheet of paper to cover the material not yet proofed.
  • Do not proof for every type of mistake at once—do one proof for spelling, another for missing/additional spaces, consistency of word usage, font sizes, etc.
  • Keep a list of your most common errors (or of the writers you are proofing) and proof for those on separate "trips."
  • Give a copy of the document to another person and keep a copy for yourself. Take turns reading it out loud to each other. While one of you reads, the other one follows along to catch any errors and awkward- sounding phrases. This method also works well when proofing numbers and codes.
  • First, proof the body of the text. Then go back and proof the headings. Headings are prone to error because copy editors often don't focus on them.
  • Double check fonts that are unusual (italic, bold, or otherwise different).


Got Questions?

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