Proofreading: Spelling and Grammar Check is the First Line of Defense

As an undergraduate English major, I took proper spelling, grammar and punctuation for granted. It wasn't until I became a technical writer- or more specifically when I began proofreading and editing other people's writing in a professional setting- that I came to fully appreciate the importance of using correct spelling, grammar and punctuation. One of my greatest pet peeves is when someone sends me a document to edit or proofread without even bothering to run the word processing program's basic spelling and grammar check first. No document should ever be sent to anyone without first running a basic spelling and grammar check and resolving all of the errors.

That being said, it is a big mistake to rely solely on spelling and grammar check to serve as your proofreader.

Spelling and grammar check is the first line of defense.

The English language is a complicated thing. There are tons of subtle nuances and exceptions to the rules that limit the capability of even the most powerful word processing software. In short, no artificial intelligence exists that is more powerful than the human brain. While software tools are handy, they are not a substitute for rereading what you've written to ensure that your text is readable. Readability is the sum of your content, style and design.

If you have someone who is willing to proofread for you, you are very fortunate. To ensure that you retain this invaluable resource, show them the courtesy of at least running spelling and grammar check and giving your writing a quick read through before you send it to them.