Proofreading Training

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This seminar is designed to improve any writer's proofreading skills.

Instruction will cover the following topics:

  • Developing and using a style sheet
  • Editing for punctuation, grammar, spelling, word division, capitalization, numbers, and abbreviations
  • Eliminating wordiness and excessive use of the passive voice
  • Using standardized proofreader's marks
  • Identifying error "hot spots"
  • Beating those proofreading blues
  • Recognizing words that are easily confused and misused

Seminar tips:

  • The most common error that a proofreader finds is a typographical error that includes extra letters, spaces, figures, or copy inadvertently deleted.
  • Reading material from right to left or bottom to top forces you to look at individual words and makes it easier to find typos.  This doesn't work for checking content accuracy.
  • Capitalize trade names but not the common noun that follows: Levi jeans, Kleenex tissues, Xerox copier, Golden Grahams cereal.

Additional Version of Proofreading Training Available

Proofreading and Editing Training

This seminar is designed to improve writers’ proofreading and editing skills.

Instruction will cover the following topics:

  1. Understanding the difference between proofreading and editing
  2. Recognizing the need for proofreading a document more than once
  3. Incorporating proofreading techniques to strengthen your proofreading skills
  4. Catching common errors that are easily overlooked
  5. Using the pre-writing stage to effectively shape a response
  6. Focusing on your readers and your readers’ needs
  7. Choosing the correct punctuation marks
  8. Finding errors in grammar such as subject/verb and pronoun/antecedent agreement
  9. Determining if the correct word is used in context
  10. Analyzing the written response to a document for clarity, conciseness, and completeness
  11. Discussing suggested changes in others’ written responses confidently and professionally

Seminar tips:

  1. As you edit a document, look for gaps in necessary information. When you are extremely familiar with your topic, it is important to make sure no information is missing such as pertinent background information.
  2. Use basic techniques to reach your readers such as examples and analogies. By using familiar examples to explain an unfamiliar concept, you create an important comfort zone.
  3. Provide connections for your readers with transitions. Make it easy for your readers to see the connections between your main sections or even between paragraphs by using strong transitional words, phrases, and sentences.

Frequently Asked Questions about our Proofreading Training

Answers provided by our proofreading trainer, Catherine S. Hibbard

Q: What is the difference between proofreading and editing?

A: When you proofread, you look for errors and inconsistencies. When you edit, you make changes in content and organization.

Q: Why is it so hard to find your own mistakes?

A: That’s an easy one to answer. You tend to read what you expect to see, not what is really on the paper or screen. For example, if you type, Thanks for you care and concern, chances are you'll read it as Thanks for your care and concern because that is what you meant to type. These kinds of errors are hard to catch.

Q: What is the advantage to multiple people proofreading the same document? Is there a “downside?”

A: What one person misses, another person will catch. However, when a group proofreads the same document, no one is responsible for the finished product. When mistakes go unnoticed—there is no sense of "The buck stops here."

Q: Can you really improve your proofreading skills, even if you only do it occasionally?

A: Yes. Anytime you become more aware of potential problems, you become more adept at finding them.

Q: Is it okay for e-mails to contain errors? After all, everyone knows that people are busy. E-mail doesn’t have to be perfect, does it?

A: Unfortunately, e-mail needs to be error-free like any other business document. The good thing about e-mail is it is quick and easy—the bad thing about e-mail is it is quick and easy. Take the time to proofread your e-mails, just like you proofread everything else.

Q: Can I really improve my proofreading skills in a one-day proofreading course?

A: Participants in past proofreading seminars are amazed at what they learn in a one-day workshop. Not only does the seminar reinforce what you already know, but the materials also highlight some of the recent changes in grammar rules.

Q: Isn’t a whole day of proofreading training boring?

A: Not at all! I vary the pace, use hands-on documents to proofread, and provide numerous opportunities to work in small groups, with partners, and individually.

Q: What makes your proofreading seminars worth my company's money and my time?

A: I can also customize the training materials to include your specific company documents or create similar documents to ensure the exercises are relevant and include working with the kinds of documents you typically write.

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  • Free Dictionary-Thesaurus
  • Free Writer's Outliner
  • Free Typing Tutor
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  • Six Free Writing Guides

Learn more about the StyleWriter Software.

Client Testimonials

"I wanted you to know that I thought the proofreading and editing workshop you conducted here was excellent. Aside from my own assessment that this was so, I have received nothing but positive feedback from my staff and it has changed the way this department operates"
"The day after your presentation, my staff voluntarily started putting together a style guide and asked that this subject be placed on the next staff meeting agenda! Of course, I was happy to comply because it was already there. I have overheard staff discussing certain style questions and asking each other if they are being consistent and "What does the AP Style Book say?" I couldn't be happier."
"Thank you again for an excellent program. It was tailored perfectly for my department and accomplished what I had hoped for."Manager - Conservation Resources A Florida Utility

Schedule This Training

For groups of 3 or more participants

Cypress Media Group presents this seminar as an on-site offering at your work location or at an off-site location of your choice. We can customize this training program to suit your precise training needs.

For economic reasons, this seminar is only offered to groups of roughly three or more people with the same training needs. If you have a group with similar training needs, please call us at 770-640-9918 or E-mail to discuss your interest.

For fewer than 3 participants

We do not offer this course as an open enrollment public offering for individuals. If you have fewer than three participants who are interested in this course, the cost will be the same as for a larger group.

Please call us at 770-640-9918 or E-mail to discuss your interest.

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About the Instructor

Catherine S. Hibbard is a nationally recognized expert in business and technical writing. Her company, Cypress Media Group, is an Atlanta-based advertising, public relations, and training firm that provides training and consulting primarily related to business and technical writing, presentation skills, and media relations.

Ms. Hibbard's client base, which is diverse and impressive, draws from both corporations and government agencies such as the Centers for Disease Control and Prevention (CDC), several NASA centers, and numerous military branches. Her corporate clients include Archer Daniels Midland, The Lewin Group, Verizon, and Northrop Grumman - to name just a few. She has been awarded contracts for large training initiatives with the Office of Professional Management (OPM), Health Resources and Services Administration (HRSA), and the Federal Aviation Administration (FAA).

She can be reached by e-mail at catherine@cypressmedia.net.

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