Proofreading Checklist

What is a proofreading checklist?

A proofreading checklist is a handy guide to follow when you're proofreading. Think of it like the checklist a pilot follows before taking off. Instead of trying to remember everything to check for yourself, you can go step by step and cover it all. Once you've gone down the full list, you can feel confident that your writing is the best it can be.

To make the process even easier, try using Hemingway's free online proofreader. Paste in your text and Hemingway will highlight the writing errors for you. It's a great way to polish your text and save time when editing.

Our Complete Proofreading Checklist

Grammar and syntax

• Sentence structure: Are you using any fragments or run-on sentences? If so, rewrite them to be complete sentences.
• Verb Tenses: Are your verb tenses consistent throughout the entire text?
• Subject-Verb Agreement: Check your writing to make sure that all singular nouns are paired with a singular verb (i.e. he/has.) Ditto for plural nouns and verbs (i.e. they/have.)
• Pronouns: Do all pronouns agree with their antecedents in both number and gender?
• Modifiers: Are all modifiers placed correctly and clearly? For example, instead of a construction like "On the way to the store, a bike almost hit me," you should say "As I was heading to the store, a bike almost hit me."
• Parallelism: Have you used parallel structure consistently across lists and comparisons?
• Passive Voice: Have you used active voice as much as possible in your text? When you have used passive voice, is it the best choice for conveying that information?

Punctuation

• Commas: Have you used commas correctly in lists, introductory phrases, before conjunctions, and in compound sentences? Are there any missing commas that you should add?
• Apostrophes: Are you using apostrophes when needed for possessives or in contractions?
• Quotation Marks: Have you used quotation marks around all quotes? What about direct speech and the titles of shorter works? Are all quotes cited appropriately?
• Colons: Are you using colons to introduce lists and explanations?
• Semicolons: Have you made sure you're using semicolons to separate closely related clauses?
• Hyphens and dashes: Have you used hyphens for compound adjectives and dashes for breaks in thought?

Spelling and word choice

• Spelling: Are all words spelled correctly? Hemingway's free AI proofreader is a great way to double-check.
• Homophones: There are many words that sound the same but have different spellings (i.e. they're, there, and their.) Double check you've used the right word where appropriate.
• Consistent Terminology: It's easy to mix up names, jargon, and specific terms as you write. Double-check that you've been consistent throughout.
• Word Repetition: Have you repeated the same words in successive sentences or paragraphs when you could replace one with a synonym instead?
• Word Choice and Tone: Does the overall tone of your document match your target audience?

Clarity and readability

• Sentence Complexity: Are any of your sentences too complex for your target audience? Hemingway's free online proofreading tool is a great way to check.
• Ambiguity: Check to see if any sentences are unclear or ambiguous. Rewrite them for clarity if needed.
• Redundancy: Make sure you're not repeating the same turns of phrase or the same information more than once.
• Transitions: Do all sentences and paragraphs flow together naturally? Would an extra transition sentence or words improve them?
• Consistent Style: Have you used the same tone throughout the entire document, or are there sections where it shifts?

Formatting and structure

• Headings and Subheadings: Have you formatted all headings and subheadings in the same way? Double-check the fonts, sizes, and capitalization of each one.
• Paragraph Structure: Do paragraphs flow in a natural way? Are you beginning with topic sentences, followed by supporting details?
• Lists and Bullet Points: Are you using lists and bullets appropriately? Do you have any long lists of information that would work better as bullet points or a list?
• Line Spacing and Alignment: Is your text alignment consistent throughout?
• Page numbers, headers, and footers: If needed, are these elements included and well-formatted?

Consistency with Style Guides

• Style Guide Adherence: Is the document following any required style guides, such as AP, Chicago, MLA, etc.?
• Capitalization: Have you capitalized all headings, titles, proper names, etc.?
• Numbers and Dates: Are numbers, dates, and measurements formatted the correct way for your style guide?
• Abbreviations and Acronyms: Did you explain the meaning of each acronym at its first use? Have you used acronyms consistently and correctly?

Accuracy and Fact-Checking

• Names and Titles: Are all names, proper nouns, and titles spelled correctly?
• Facts and Figures: Double-check that any listed facts, figures, etc. are spelled correctly.
• Attributions and Citations: If needed, have you cited all quotes and references?
• Hyperlinks: Have you used hyperlinks where needed? Are they linked to the correct destination?

Final Read-Through

• Read Out Loud: Have you read your text out loud to ensure it flows well?
• Engagement: Is the text consistently engaging and interesting?
• Coherence: Does the text make sense as a whole? Does it have a clear logical flow, supported by evidence?

FAQ

What is a proofreading checklist?

A proofreading checklist is a list of all the spelling, grammar, and content questions that a writer should ask themselves when proofreading a given text.

During the editing phase of writing, a personal editing/proofreading checklist should contain:

A proofreading checklist should contain all categories that a writer should cover while proofreading, including spelling/grammar, accuracy, tone, flow, and consistency.