How to Proofread Like a Pro

Updated on May 30, 2020
melbel profile image

Melanie loves social media, is a viral writer, and is an expert on internet culture.

Why Proofreading is Crucial to Your Success

Nothing takes away from your credibility like a blog post full of grammatical errors or spelling mistakes. Even if you've spelled one word incorrectly, you can quickly lose a reader or even a sale. Not cool!

In addition to this, Google's Matt Cutts has even said that grammar and spelling are taken into consideration when ranking websites in Google search. So if you want a high ranking, it's time to clean up some blog posts.

Tools to Get The Job Done

Everyone makes mistakes, but not everyone can afford professional proofreading. Luckily, there are awesome tools available to fix mistakes. Check out these tools and tips to keep your readers coming back for more. And, best of all, they're free.


1. PaperRater

I love PaperRater because they really pack a punch and their online proofreading service is free (who doesn't love 'free'?) With a quick copy and paste job, you can find:

  • Spelling mistakes
  • Grammatical errors
  • Poor word choices
  • Your usage of transitional phrases
  • Your usage of sophisticated vocabulary
  • Whether or not your work has been plagiarized

The plagiarism checker alone makes it worthwhile to use this tool on your older blog posts! In addition to the above services, PaperRater also gives your text an overall grade.

Shhhh! Be very, very quiet.
Shhhh! Be very, very quiet.

2. Get a Proofreading Buddy

Have another blogger proofread your work. In lieu of payment, proofread her blog! That way you have another set of eyes on your work! You won't only get a list of spelling mistakes, but you'll have someone who can tell you, "Hey, it would be better if you restructure this sentence because it's a little awkward."

3. Define Your Jargon

This isn't really a tool, it's a tip, but please follow it. The other day I was reading a blog post and the writer kept saying stuff like, "I'm so excited for BLYP!" (That's not actually the acronym she used, I can't remember what she said.) I had no idea what she was talking about. Since I felt alienated by her blog post, I clicked off without commenting or checking out her other stuff. If you're excited about BLYP, tell your readers more about it.

You don't have to go too terribly deep into clarifying jargon, but at least breakdown acronyms for your readers. And by the way, for the morbidly curious, BLYP stands for Becke, Lee, Yang, and Parr (it's something that I used in chemistry research.)

Do you have a proofing buddy?

See results

4. Use a Text-to-Speech Service to Hear Your Writing

When it comes to proofreading, you're your own worst enemy. This is because you'll read what you expect to read, not what's actually there. Even the best authors are crummy at proofreading their own work!

Instead of reading to yourself, paste your manuscript into a text-to-speech program like NaturalReader, and have the robot read it to you. If there's a mistake, you'll catch it immediately!

If you don't have access to a text-to-speech program, have a friend read it to you!

5. Review Commonly Confused Words

There are lots of words that people get confused all the time! For example, folks like to combine wary and leery into weary. Weary does NOT mean cautious it means tired. I've seen lots of writers make this mistake and I get it, the words do sound alike!

Below is a list of commonly confused words. Which words do you get confused? Use an online dictionary to look up words that you mix up. It's better to be safe than sorry... you don't want it to negatively affect your blog. Or is it 'effect?'

Learn these commonly confused words. Hint: a lot isn't a word.
Learn these commonly confused words. Hint: a lot isn't a word. | Source

6. Forget Your Work

Have you ever found an old paper you’ve written and then upon reading it, found a ton of mistakes and obnoxious sentences? I’ve definitely read some of my older stuff and thought, “What was I thinking?!?”

In cases where you’re proofreading your own work, don’t edit it right after it was written. Instead, wait hours, days, months (the longer the better) before you proofread it. With a fresh pair of eyes, you’ll catch mistakes or awkward wording right away. You can really shape up your portfolio by proofreading your oldest blog posts!


7. Edit With Ginger

I love PaperRater, but sometimes it’s annoying or too time-consuming to copy and paste my work into that box. Ginger is a free plug-in you can use to proofread your stuff as you write. Ginger is very similar to PaperRater, but it doesn’t go quite as in-depth.

There is a pro version of Ginger that has a “sentence rephraser”, a tool to help you practice with mistakes you commonly make, and an analysis of your errors at $9.40 a month. That said, I feel that the free versions of Ginger and PaperRater contain everything you need to catch everything.

8. Get Your Readability Score

Google's own Matt Cutts did mention that it would be interesting to see how the readability of a website correlates to quality. There is currently a lot of speculation out there as to whether or not this is currently important to SEO (and a part of Google’s search algorithm.) Nevertheless, Google has implemented a reading level filter in its search results.

The readability of one of my blogs
The readability of one of my blogs | Source

Whether or not having a highly readable site helps you with your Google search results placement, it’s still a good idea to target your writing to the reading level of your audience. Try to write in a clear and concise manner and, of course, check your readability score (particularly using the Flesch–Kincaid readability algorithm.)

With these tools, you’ll have your blog post, articles, and your what-have-yous sparkly clean. What-have-yous? Yeah, editing is important, but make sure you’re not getting rid of the quirky styling that makes your blog so very you. Plus, didn’t Shakespeare make up new words all the time?


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    • Sneha Bhat profile image

      Sneha Bhat 

      6 weeks ago from India

      Wow... Thank you so much for this article by enlightening me to know few proofreading tools...

    • georgescifo profile image


      5 years ago from India

      Good list and hope that it comes handy to me at my office, where there are a lot of content creation and proof reading activities going on daily.

    • Aussieteacher profile image


      5 years ago from Brisbane, Queensland, Australia.

      I love your work!!!! So many wonderful ideas here. I shall follow you!!! It is sad too that younger folk are not learning spelling and grammar the way we older folk did. I hate poor spelling (though admit I sometimes make mistakes).

    • vocalcoach profile image

      Audrey Hunt 

      5 years ago from Idyllwild Ca.

      This hub is a treasure-trove of helpful information and links. Every writer would benefit from reading your marvelous hub. So I'll share, pin and more. A well-deserved Up, Useful, Awesome, and Interesting rating.

      Thanks Melanie.

    • B. Leekley profile image

      Brian Leekley 

      5 years ago from Bainbridge Island, Washington, USA

      i waz hopping to find some typose and gramaticle errs in this hub but couldn't find nun.

      I bookmarked all of the websites your recommended and expect to be using them often.

      I use a free version of Grammarly that is a Chrome add-on. It is right often enough to be helpful.

      Your advice in this hub is excellent. I, too, am peeved when a writer does not, upon first use, say what an acronym stands for.

      I will gladly be your hub proofing buddy.


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