Mid-Missouri Paralegals: Tip: Proofreading

Tip: Proofreading

Accuracy is important in any job, but it takes on immeasurable importance in a paralegal's day-to-day activities. I'm sure the folks at Lockheed Martin wish they had taken a bit more time in proofreading - a simple error with a comma cost them $70 million. Though you may not think you deal with things on that level, the results of a proofreading error can be disastrous in an estate plan, operating agreement or any other sort of document prepared by an attorney.

Personally, proofreading has always been a matter of pride. It doesn't matter to me whether my name is on the letterhead or the door, my reputation is on the line with every document that crosses my desk. It is important that we take pride in our work (have you ever read a mistake-riddled letter or email from another attorney and thought, wow, his assistant sucks! Well, OK, I haven't . . . my first thought is, wow, he really needs an assistant!).

Now that we understand the importance of proofreading, here are some easy to remember tips to help you proofread more effectively:

* Appearance. Don't read on the first go-through, just look. Glance at the margins to make sure they look okay. Check the spacing between paragraphs. Look for font to make sure the font is the same type, size throughout, and make sure you are consistent with bolding, underlining and italicizing (for instance, your headings should be the same). A common error is accidently underlining a space. If you have any paragraphs numbered or lettered, check them to make sure they are accurate and don't skip a number. Do not depend on the program to do this for you.

* Backwards. Go through the document from the end to the beginning, line by line. Going backwards prevents your mind from reading what it thinks should be there logically. Use a blank piece of colored paper to hide everything below the line you are proofing. This prevents your eye from wandering.

* Consistency. Depending on what you are reading, the rules may be hard and fast, or a bit looser. Regardless, consistency is key. For instance, if you write a case number as "08BA-09754", you should write every case number in that same format. In other words, "08ba-09754" should be changed so that all letters are capitalized. If you make reference to locations as Firm ABC, Anytown, New York, you should not refer to the next location as Firm DEF, 1432 Main St., Anytown, NY.

* Doodles. At least, that's what they looked like to me when I started. Learn correct proofreading marks and use them. They will be recognized by others, and will make your own changes easier to read. A good chart for reference from the folks at Merriam-Webster can be found here.

Feel free to share your own proofreading tips below!