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Hints for Proofreading
 | Words to avoid: |
Very, so (so many, so much),
quite, up (after verbs… open up = open)
Always, Never (generalizations)
Obviously, Clearly, As you know, Needless to say
Hopefully
A lot, A lot of (check spelling—not “allot”)|
Aspect, Thing, Do, Get, Etc. (avoid general words)
| Avoid legal terms: |
Aforesaid, aforementioned,
notwithstanding,….
| Use short words rather than long words when possible: |
Utilize (=use), Methodology (=
method), Perspicuous (=clear), Thusly (= thus)
| Be concise and avoid phrases like these: |
It is interesting to note, … It
may be said….
Due to the fact that,…. In view
of the fact that…., For the reason that…, owing to
the fact
that…. == BECAUSE
In view of the foregoing = Therefore
By means of…., By utilizing…, Through the use
of….= BY
At this point in time,…. At this time,…. At
present ==Now
| Avoid there + Be …. That
There are three factors that affect this = Three factors affect this. |
| Avoid “It is….” |
It is here the IDL becomes
oxidized = The IDL oxidizes here.
| Avoid Noun Strings: |
The laser printer paper tray
retainer spring clip =
The clip for the
retainer spring on the printer’s paper tray
| Avoid negative sentences: (Say what it is rather
that what it is not.) |
It was not found the that
situation is inappropriate =
The situation was not
inappropriate. / The situation was appropriate.
| Avoid passive sentences. |
| Avoid repeating first words in sentences, in
paragraphs. |
| Check subject-verb agreement and pronoun agreement
 | The user = he or she, + The users = they |
| Everyone = he or she, + The students = they |
| Use either “you,” “we” or “I” consistently. |
| Avoid “one.” |
| Avoid “I” in formal reports. |
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| Check basic word choices:
when = time, where=place, who/whom =people
the amount money (singular) / the number of bills (plural) |
| Check spelling:
from/form weather/whether to/too/two
affect(verb)/effect (noun) advise/advice
there/their/they’re its (possession)/ it’s = it is whose/who’s
compliment/complement assess/asses
principal/principle |
| Avoid contractions in formal writing. |
| Check capital letters. |
| Check word endings for s or ed . |
| Check punctuation: , ; : . “________,” and
“_____.” |
| Show possession: the cat’s tail, the cats’ tails
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