ultimate-proof

Does your charity have a style guide? (And a free template to help if not)

Mon, 27 Apr 2026 14:01:54 GMT

If your team has ever argued about whether to capitalise 'Trustee', debated the Oxford comma, or sent out a report calling your beneficiaries three different things – this one's for you.

One of the first things I notice when I start working with a new charity client is whether they have a style guide. Not because I'm judging – I'm really not – but because it tells me a lot about how their communications have been managed up to that point.

A lot of small and medium-sized charities don't have one. It's completely understandable: style guides feel like something bigger organisations do, something that requires a branding agency and a hefty budget. In reality, a useful style guide can be a single Word document that takes an afternoon to put together. And the benefit – in time saved, consistency improved and onboarding made easier – is significant.

What a style guide actually does

At its simplest, a style guide records the decisions your organisation has already made (or should make) about how you write and communicate. Things like:

Do you write numbers as words or numerals?
Do you use an Oxford comma?
How do you refer to the people you support – service users, beneficiaries, people we work with?
Is it 'Trustee' or 'trustee' in running text?
Do you write in the first person ('we believe') or the third ('the organisation believes')?

None of these questions has a universally right answer. What matters is that your organisation picks one – and sticks to it across every report, every social post, every funding application.

Without that, you get inconsistency. And inconsistency, however minor it seems, chips away at the professional impression you're working hard to create.

Who needs it most

In my experience, the charities that benefit most from having a style guide are:

Small teams where everyone writes. When there's no dedicated comms person and the trustee report is being drafted by three different people on the leadership team, inconsistency creeps in fast.
Organisations that are growing. Bringing on new staff or volunteers? A style guide means they can hit the ground running without having to guess at house style or interrupt a colleague to ask.
Charities that use external suppliers. If you work with a freelance copywriter, proofreader, or designer (hello), giving them a style guide at the start of a project saves time and amends – and therefore money.

The free template

I've put together a Charity Style Guide Template that you can download and make your own. It covers all the key areas:

Organisation name and how to refer to yourselves
Tone of voice
Writing about the people you support
Capitalisation, punctuation, numbers and dates
Preferred spellings
Digital and social media conventions
Images and design
A quick-reference summary card to pin up or share

It's an editable Word document – no design software needed, no jargon, just clear prompts that guide you through the decisions. Work through it with your team, fill in your answers, delete what doesn't apply, and you'll have a working style guide by the end of the session.

A note on using it

The template is designed to be a starting point, not a rulebook. You don't need to fill in every section on day one – even getting the core decisions recorded (name, tone, capitalisation, how you refer to beneficiaries) is a solid foundation to build on.

And if you're working through it and realise your communications need more than a template can fix – inconsistent copy across your website, a rebrand that never quite made it into your documents, a trustee report that needs a complete overhaul – that's exactly what I'm here for.

I'm Kelly, a freelance communications consultant and proofreader specialising in the charity and voluntary sector. I help organisations communicate clearly, consistently, and with confidence – from annual reports to social media. Get in touch or browse my services to find out more.

I'm more than a proofreader. Here's what I actually do.

Fri, 24 Apr 2026 12:45:14 GMT

Expert proofreading and publications support for purpose-driven organisations – helping small communications teams deliver accurate, consistent, high-quality content without the cost of a full-time hire.

For years I described myself as a proofreader. It's accurate – I am one, trained to professional level, with 25 years of experience and clients who've trusted me with their most important publications for over a decade. Proofreading is still at the heart of what I do and I'm proud of that.

But it's not the whole picture. And I've recently realised that by leading with proofreader', I've been underselling what I actually bring to the organisations I work with.

So this feels like a good moment to be clearer.

What I actually do

I spent nine years managing publications for Natural England – a national government body responsible for protecting England's countryside. I coordinated complex reports to parliament, managed design and print contractors, worked with stakeholders from Defra to St James's Palace, and helped shape the organisation's brand identity and writing guidelines.

Before that I was a project coordinator and then account manager at a Cheltenham design agency, managing publications for clients including CNN International and Disneyland Paris .

In 2022, I worked as Communications Officer for the Diocese of Gloucester , producing newsletters and bulletins, writing news stories, supporting campaigns and helping the diocese communicate clearly with congregations and clergy across the county.

And throughout the 20 years I've run Ultimate Proof , I've done far more than proofread. I've coordinated editorial projects from brief to final proof. I've built and managed small teams of editors. I've helped organisations develop their tone of voice, manage their content workflows and deliver publications they're genuinely proud of.

So yes, I proofread. But I also make things happen.

The difference between my two services

I'm asked fairly regularly what the difference is between proofreading and communications support, so it's worth being clear.

Proofreading and editing is what you need when your content is largely written and you want an experienced, detail-focused editor to make sure it's accurate, consistent and ready to publish. I check spelling, grammar, punctuation, formatting and flow – and I'll flag anything that doesn't feel right, not just what's technically wrong. I work on annual reports, prospectuses, newsletters, policy documents, charity and campaign materials, website copy and much more.

Publications and communications support is something broader. It's for organisations that need help managing the process of producing content – not just checking it at the end. That might mean coordinating contributors, keeping a publication on schedule, providing editorial oversight across a project, or stepping in as an experienced extra pair of hands when your team is stretched. If you need someone to take ownership and get a publication over the line, that's something I can help with.

Both services are available flexibly – no retainer required, no minimum commitment. And if you're not sure which you need, I'm always happy to have a conversation first.

Who I most want to work with

I want to be honest about this, because I think it matters.

I've worked across a wide range of sectors over the years – insurance, financial publishing, consumer brands, creative agencies. I'm good at all of it. But the work that genuinely lights me up is the work that feels like it matters.

I'm a practising Christian, and faith is at the heart of why I do what I do. When I'm proofreading Tearfund's annual report, or helping a Christian charity get their campaign materials right, or supporting a school prospectus that will help a family make one of the most important decisions of their lives – that's when I feel most at home.

So if you work in a charity, faith organisation, conservation body, heritage organisation or school – and you need calm, reliable, experienced communications and editorial support – I'd really love to hear from you.

And if you don't fit neatly into those categories but your work genuinely serves a purpose and you think we'd be a good fit – get in touch anyway. I'm always open to a conversation.

What this means practically

I've recently updated my website to reflect all of this more clearly. You'll now find two distinct services – Editing & Proofreading and Publications & Communications Support – along with a much clearer picture of who I am, what I've done and the kinds of organisations I most want to work with.

I'm also open to part-time or contract employed roles within purpose-driven organisations – particularly in communications, publications or editorial coordination. If that's something your organisation might need, my CV is available on request.

Whatever you're looking for – have a look around, and don't hesitate to get in touch.

�� kelly@ultimateproof.co.uk

�� ultimateproof.co.uk

Why professional proofreading is more than an error check

Tue, 31 Mar 2026 10:46:52 GMT

I don’t just look at words on a page; I look at how those words function within a publication, how they support your message and how they will be received by your audience.

When people think of proofreading, they often picture a final tidy‑up – a quick scan for typos before a document goes out into the world. And while that’s certainly part of the job, professional proofreading is far more than a surface‑level polish. When it’s done well, it strengthens clarity, supports your message and protects your organisation’s credibility. It’s also a skill that takes years to develop. In my case, more than 25.

Why my approach to proofreading is different

Before becoming a freelance proofreader, I spent many years working in publishing and communications roles where accuracy, clarity and consistency weren’t optional – they were essential. I managed editorial workflows, coordinated contributors, prepared documents for publication and oversaw quality control across complex, multi‑stage projects.

That background shapes the way I proofread today. I don’t just look at words on a page; I look at how those words function within a publication, how they support your message and how they will be received by your audience. It’s a deeper, more considered approach than a standard error‑check.

Proofreading is a core part of my service – not an afterthought

Helping organisations communicate clearly is at the heart of everything I do. Proofreading isn’t something I offer on the side; it’s a core professional service that underpins all my project support and editorial coordination work.

I’m also a CIEP‑trained proofreader and editor at Professional Member level – a recognised standard that reflects rigorous training, ongoing development and a commitment to best practice. It means you can trust that your content is being handled with care, accuracy and industry‑level expertise.

The added value of a publishing‑trained proofreader

When you work with someone who has a publishing background, you get more than corrected spelling and tidy punctuation.

You get:

Editorial judgement – knowing when something is technically correct but still unclear
Consistency awareness – ensuring tone, terminology and formatting align across a whole document
Audience focus – understanding how your message lands and how to strengthen it
Publication‑ready accuracy – the level of detail needed for reports, prospectuses and public‑facing documents
Calm, reliable support – especially when deadlines are tight or multiple contributors are involved

This is the kind of value that low‑cost, quick‑turnaround proofreading simply can’t offer.

Why this matters for your organisation

Clear, accurate content builds trust. Whether you’re producing a report, a prospectus, a newsletter or a policy document, the quality of your writing reflects the quality of your organisation. A professional proofreader with publishing experience helps you protect that reputation.

It’s not just about catching mistakes – it’s about ensuring your message is delivered with clarity, confidence and consistency.

If you’d like support with your next publication

Whether you need careful proofreading, editorial coordination or full project support, I’d be very happy to help. You can get in touch to talk through your project or request a tailored quote based on the complexity of your document.

How a flexible Project Manager can help your charity deliver clear, consistent publications

Sun, 29 Mar 2026 10:33:19 GMT

Charities do incredible work – but producing newsletters, monthly updates and Impact Reports can stretch even the busiest teams. That’s where flexible project support helps.

Producing clear, engaging communications is essential for any charity – whether you’re updating supporters, reporting on impact or sharing stories from the people you serve. But when your team is already stretched, even a simple publication can become a challenge.

That’s where flexible project support can make all the difference.

With more than 25 years’ experience in communications and publishing – and a strong background working with charities in the faith, health and education sectors – I help organisations deliver high‑quality publications without the stress, pressure or last‑minute scramble.

Why flexible project support works so well for charities

Charities often have brilliant stories to tell, but limited time and capacity to manage the process of turning those stories into a polished publication. A flexible project manager can step in exactly when needed, providing structure, clarity and momentum.

Here’s how I help.

1. Creating and establishing supporter newsletters

Launching a new newsletter is exciting – but it’s also a lot of work. You need to plan content, gather contributions, set a tone, create a structure and keep everything moving.

I can support you by:

developing a clear content plan
coordinating contributions from staff, volunteers or partners
shaping the structure and flow
preparing content for design
proofreading and quality‑checking the final version.

Once the first edition is established, I can help you create a smooth, repeatable process so future issues are easier to manage.

2. Managing monthly updates and regular communications

Regular updates are vital for supporter engagement, but they can be difficult to maintain when your team is busy. I can step in to:

gather and organise content each month
liaise with contributors
keep deadlines on track
prepare the update for publication
ensure consistency in tone, style and messaging.

You get a reliable, steady rhythm – without the internal pressure.

3. Coordinating contributions for annual Impact Reports

Impact Reports are often the biggest publication of the year. They involve multiple contributors, data, stories, case studies, design stages and sign‑off rounds. Without clear coordination, they can quickly become overwhelming.

I help by:

creating a realistic schedule
managing contributions and keeping everyone on track
ensuring consistency across sections
preparing content for design
reviewing layouts and final proofs
supporting your team right through to publication.

The result is a polished, professional report that reflects your organisation’s work with clarity and confidence.

4. Support that fits around your team

One of the biggest advantages of bringing in a freelance project manager is flexibility. You don’t need to commit to long contracts or ongoing costs – you simply bring me in when you need support.

Because I’m experienced, I pick things up quickly. From the outset, you’ll feel confident that your publication is in hand and moving forward. I work calmly, communicate clearly and keep everything organised, so your team can focus on what they do best.

5. A calm, experienced partner for your communications

Charities often tell me they value having someone who:

understands their sector
works sensitively and professionally
keeps projects moving without adding pressure
brings clarity and structure to busy periods
delivers high‑quality content with care.

Whether you’re launching a new newsletter, managing regular updates or preparing your next Impact Report, I can provide the steady, flexible support you need.

If your charity has a publication coming up…

I’d love to help you plan, organise and deliver it with confidence. You can bring me in for a single project, a busy period or ongoing support – whatever works best for your team.

Introducing editorial coordination at Ultimate Proof: Extra support for your publications

Sat, 28 Mar 2026 14:59:02 GMT

I spent many years in publishing and comms roles where I managed editorial schedules, coordinated contributors, prepared documents for publication and kept multi‑stage content projects moving.

If you’ve worked with me before, you’ll know that proofreading has been at the heart of Ultimate Proof for many years. It’s work I love – helping organisations produce clear, accurate and consistent content, whether that’s a report, a prospectus, a newsletter or a piece of digital communication. Proofreading will always be a core part of what I do, and I’m incredibly grateful to the clients who trust me with their words.

But what many people don’t know is that before running Ultimate Proof, I spent a large part of my career in publishing and communications roles where proofreading was only one part of the picture. I also managed editorial schedules, coordinated contributors, prepared documents for publication and supported teams through the many moving parts that sit behind a finished piece of content.

Over the past year, I’ve realised how much I’ve missed that side of the work – the planning, the organising, the keeping‑everything‑moving. And as more organisations look for support not just with the final polish, but with the process that gets them there, it feels like the right time to bring more of that experience back into my business.

So alongside proofreading, I’m now offering editorial coordination and project support for communications and publishing teams.

This isn’t a big rebrand or a dramatic change of direction. It’s simply a way of making more use of the skills I’ve built over the past 25 years – and offering clients a broader kind of support when they need it.

Editorial coordination can take many forms, depending on the project. It might mean keeping track of who’s writing what, managing timelines, preparing content so it’s consistent and ready for design, or checking layouts before publication. It’s the kind of behind‑the‑scenes work that helps busy teams breathe a little easier, especially when deadlines are tight or capacity is stretched.

For some clients, proofreading will continue to be all they need – and that’s absolutely fine. Nothing is changing there. But for organisations who want help managing the flow of content as well as the final checks, I’m now able to offer that support too.

I’ve always believed that good communication is a team effort. It relies on clear processes, steady coordination and a calm pair of hands guiding things along. Bringing more of my project‑focused experience back into Ultimate Proof feels like a natural extension of that belief.

If you’re working on a publication or communications project and think you might benefit from some extra support – whether that’s proofreading, editorial coordination or a blend of both – I’d be very happy to chat.

Here’s to the next chapter of Ultimate Proof: still rooted in clarity and accuracy, but with a little more structure and support woven in.

What mistakes do professional proofreaders commonly fix?

Wed, 04 Mar 2026 12:10:54 GMT

Professional proofreaders typically fix errors in spelling consistency, grammar, clarity, formatting and factual accuracy.

How is it that no matter how many times you've read something, when you pick it up a week later you notice a glaring error? After 30 years working in business publishing – as a project manager and a professional proofreader – I’ve seen exactly how these mistakes slip through.

I've had clients come to me and say: "We think we need a proofreader as we keep missing things ... it's been read by the project manager, designer, in-house reviewing teams, grammar checkers and the printer – yet no one noticed that the running header was from a previous version / the photo was upside down / the data was referenced to the wrong place / the link was broken..." .

In most cases the issue isn’t poor writing. It’s that complex documents pass through many hands – writers, managers, designers and automated grammar tools – and each stage assumes someone else has checked the details. That’s when small mistakes slip through.

What errors do professional proofreaders often find and correct?

Professional proofreaders typically correct errors in spelling, grammar, punctuation, formatting, consistency and factual references. They also check headings, cross-references, links and layout details to ensure a document is accurate and professionally presented.

When businesses and charities bring in a proofreader, the issues are rarely just about basic typos. Here’s the kind of areas I would work on for, say, an annual report:

UK spelling and language consistency – for public-facing documents, these details matter.

US spellings in UK documents (e.g., tire > tyre) (or vice versa)
Inconsistent use of -ise/-ize endings
Incorrect UK punctuation conventions
Date format inconsistencies (e.g., 3 March 2026 vs 03/03/26)

Grammar and sentence-level issues – these are often missed because the sentence 'sounds right' to the writer.

Comma splices and run-on sentences
Subject–verb agreement errors
Inconsistent tense usage
Misplaced modifiers that subtly change meaning

Clarity and flow problems – proofreaders aren't just checking mechanics, they're protecting readability.

Overlong sentences (especially in reports)
Repetition (particularly in AI-generated content)
Overuse of jargon
Paragraphs trying to cover multiple ideas

Formatting and consistency – in annual reports, formatting errors reduce perceived professionalism.

Inconsistent heading levels
Misaligned bullet formatting
Uneven spacing
Inconsistent capitalisation of job titles and departments

Accuracy and detail checks – these kinds of errors carry reputational risk.

Misspelled names of trustees or directors
Incorrect financial figures carried forward
Broken links
Incorrect cross-references ('see page 14' when it’s page 16)

If you’d like a professional set of eyes on your report, proposal or website copy, I offer fast business proofreading with clear turnaround times.

So why do mistakes slip through internal reviews?

When I was a Publications Officer , I had a team of professionals to support me in bringing a publication to print: specialist, qualified authors, graphic designers, printers and experienced colleagues. When mistakes happened, it wasn't because any of us were being careless. They slipped through because of psychology and process .

Familiarity blindness
When you’ve read a document multiple times, your brain stops seeing errors. You read what you meant to write – not what’s actually there. This is especially common with strategy documents, Board reports and long annual reports.
Time pressure
Internal teams are often balancing multiple deadlines, reviewing content late in the process and proofreading immediately after writing. Effective proofreading requires distance and focused attention – two things busy teams rarely have.
Group assumption
In internal reviews, responsibility has a tendency to become diffused. Each person might assume that someone else has 'probably' checked the document for grammatical accuracy. So then minor inconsistencies are passed over, formatting errors go unnoticed and small inaccuracies get missed.
Emotional attachment
Writers are often attached to their phrasing. An external proofreader won't be influenced by internal politics or attachment, and they won't hesitate to suggest improvements in the way an internal colleague might. That neutrality can be invaluable when you have a lot of stakeholders involved.

The clients that employ my proofreading services are most often those that recognise that they cannot effectively proofread their own work.

Is professional proofreading worth it for small businesses?

Of course, my aim is to help all clients – whether they're a global corporation or a small business – but sometimes it might not be necessary to use a proofreader. It really depends on the document.

If your document aligns with any of these communications, then the errors will cost a lot more than the cost of proofreading:

The content is public-facing (website, brochure, proposal)
You’re pitching for funding or contracts
You’re presenting to investors or stakeholders
The document represents your brand long-term
You’ve used AI to draft it

However, if your document is more like this, then it may not be necessary to use a proofreader:

The document is informal internal communication
It’s low-risk and short-lived
It has minimal external visibility

Professional proofreading isn’t necessarily about perfectionism – it’s about proportion.

How do I choose the right proofreading service?

Wed, 18 Feb 2026 13:54:25 GMT

A good business proofreading service offers three things: sector experience, reliable turnaround and confidentiality.

Not all proofreaders specialise in business writing. Many proofreaders focus on novels, academic research or creative writing. Those are valuable skills, but business content is a different type of work altogether. Reports, websites, marketing materials and policy documents all need to be clear, professional and consistent – often under tight deadlines.

If you work for a charity, education provider or business producing regular content, choosing a proofreader who understands how organisations communicate can make a real difference.

Here are three things worth checking before you choose a proofreading service.

Look for sector experience
Proofreading isn’t just about spotting typos. It’s also about understanding the context behind the writing .

Different sectors communicate in different ways.

Charities often need clear messaging for donors, stakeholders and the public. Education providers such as schools, colleges and universities need information that is accurate and accessible for students, parents and staff. Businesses may need polished reports, marketing copy or website content that reflects their brand voice.

A proofreader who regularly works with these sectors will already be familiar with the tone, terminology and expectations involved. That means they can quickly identify inconsistencies, awkward phrasing or areas that might confuse the reader.

As a business proofreader working with UK organisations , I regularly proofread:

reports and publications
marketing materials
websites and blog content
internal communications,

Because I work with this type of writing regularly, I know where errors tend to creep in and how to correct them without changing your intended message.

Check turnaround reliability
In most organisations, proofreading happens right at the end of the process, just before something is published or sent out.

That means deadlines are often tight.

A professional proofreading service should be clear about turnaround times and deliver work when promised. Reliable communication is just as important as accuracy. If you know when your document will be returned, you can plan your workflow and avoid last-minute stress.

Many of my clients are busy marketing teams and communications managers who need a dependable extra pair of eyes.

My aim is to provide fast, accurate proofreading with a clear turnaround , so you can move forward with confidence.

Ask about confidentiality and data protection
Many documents contain sensitive information. Reports may include financial figures, internal planning documents or unpublished research. For this reason, it’s important to work with a proofreader who treats confidentiality seriously.

Professional proofreaders should be able to explain how they handle client files and protect your information. Secure file handling and awareness of UK data protection requirements are essential.

When clients send me their documents, they know their information will be handled carefully and professionally . Confidentiality is a standard part of the service, not an afterthought.

Need a reliable second pair of eyes on your business content? That’s exactly what I provide.

How do I find a reliable proofreader in the UK?
A good place to start is by looking at a proofreader’s website or LinkedIn profile. Check what sectors they work with, what services they offer and whether they have client feedback or professional memberships. On this website, I share clear information about who I am, what qualifications I have and what clients have said about me .
What qualifications should a UK proofreader have?
Many professional proofreaders complete recognised proofreading or editing training and belong to professional organisations. I'm a Professional member of the Chartered Institute of Editors and Proofreaders. However, qualifications alone aren’t everything. I also have extensive experience proofreading real business content, which is just as important, along with a strong eye for detail and clear communication with clients.
Should I use a freelance proofreader?
Freelance proofreaders often provide a personal service and direct communication with the person editing your work. As a Limited company, I can offer business clients a high level of professional reassurance and standard, which many sole traders aren't able to provide. Working with a trusted freelance proofreader offers you a flexible and cost-effective way to ensure your documents are accurate and professional.

If your organisation regularly produces reports, website content or marketing materials, professional proofreading can help ensure everything you publish reflects the quality of your work. And sometimes, having a reliable extra pair of eyes makes all the difference.

How to proofread your website: 4 crucial checks for a professional online presence

Tue, 27 Jan 2026 21:08:07 GMT

Make your website user-friendly with these simple proofreading checks

Proofreading website content is an essential step before launching or updating your site. A single spelling mistake, broken link or inconsistent tone can damage credibility and reduce trust. By following a simple website proofreading checklist (see below), you can ensure your pages look professional and communicate clearly with your audience.

As the virtual shopfront of your business, your website needs to fulfil two key priorities: to read correctly and be easy to navigate – but if you add the pressure to get your site up and live, it can be easy to push proofreading to the bottom of the endless to-do list. Relying on a busy colleague or the website designer to give it a 'once over' might help to a point, but still leaves a lot to chance.

Proofreading websites is a specific type of service which covers not only typos but also things like broken links, SEO keywords, your tone of voice and overall user experience.

So, if you're thinking of proofreading your website yourself but aren't sure where to start, here are four key areas to focus on:

Spelling and grammar
All written content on your website should be reviewed, from product descriptions to blog posts, ensuring it is clear, concise and error-free.
Branding and tone
Consistency is key. Ensure your messaging aligns with your brand identity across all pages, paying attention to the consistency of tone as well – whether it's formal, casual or informative.
User experience
Check for broken links, slow-loading or missing images, alt text, or any other technical issues that might hinder the user experience (some web designers have software that does this, but it's still worth checking).
SEO optimisation
Check your meta titles, meta descriptions and keyword usage, to ensure your content includes relevant keywords to enhance its visibility in search engine results.

All these checks take time and care. AI can help to a point, but human oversight is essential. A professional proofreader can check these elements for you to ensure your website reflects the level of professionalism and attention to detail that your audience expects – giving you back precious time to focus on all the other tasks before you launch. A proofreader can also work directly from your CMS – saving your web designer amending time.

Quick website proofreading checklist

Check spelling and grammar across every page
Ensure brand tone is consistent
Test all links and buttons
Review SEO titles and meta descriptions
Check headings and formatting

Yearbook and prospectus proofreading for schools, colleges and universities

Fri, 09 Jan 2026 15:30:07 GMT

For marketing and admissions teams in schools and colleges, January often marks the start of yearbook and prospectus proofreading season.

Happy New Year! Far from feeling blue, being a proofreader is perfect for those wintery days when hot drinks and heated blankets are needed. Although, it's felt a bit like 'back to school' for me this week!

Each January I start receiving enquiries from schools, colleges and universities looking for a professional proofreader for yearbooks, prospectuses and admissions publications.

This week I’ve been reviewing pages from two different school yearbooks. Both publications include a mix of student messages, staff reflections and highlights from the academic year. Yearbooks are particularly interesting to proofread because they combine formal school information with more personal content such as student quotes and memories.

At the end of my first full week back to the Edit Desk, I've proofread:

yearbooks and a brochure for two different independent schools
page proofs for a national schools magazine
event invitations for another independent school
an online training module in financial crime prevention
a bilingual children's colouring and activity book... as well as all the other bits and pieces that came up along the way.

The welcome break over Christmas has given me fresh energy for 2026 – and it looks like it'll be needed!

One thing I was reassured about is that expert human oversight of publications – whether printed or online – is still an absolute essential to ensure a truly professional finish . For clients I work with in the education sector, proper proofreading is more important than ever, to stand apart as a trusted provider.

What makes yearbook proofreading different?

Proofreading a yearbook is slightly different from proofreading other publications. As well as checking spelling and grammar, I review:

student names and captions
quotes and personal messages
event titles and dates
consistency across pages
layout elements such as headings and captions.

Because yearbooks are often printed as keepsakes, accuracy matters. Even small errors can be disappointing once the book is printed.

I know I care way too much about typos and grammar, but someone has to, right? If you need help in that area, let's have a chat.

What to do when you suspect authors are using AI in editorial submissions

Mon, 01 Dec 2025 08:00:15 GMT

3 ways to integrate AI with your editorial standards

If you produce any kind of magazine, newsletter or journal for your organisation, you'll be familiar with seeking contributions from authors specialising in various topics. The usual process is to edit the publication so that it hangs together consistently while retaining each author's distinct style and message. However, some in-house Commissioning Editors I've spoken to have noticed that submissions are increasingly reading 'like AI'.

How to deal with this?

In November, I attended a course called Applying AI: Tools, Ethics and First Practical Steps , run by the Publishing Training Centre, which gave me key insights into how clients can manage author submissions and protect the editorial quality of their publications.

Firstly, is to get your own AI writing policies in place. Be as clear as you can about exactly what use of AI is acceptable in submissions. For example, you may permit the use of Grammarly to tidy up the grammar, but not allow deeper AI writing such as from ChatGPT or Claude. You may also want to state that authors provide a declaration with their submission, to confirm which digital tools have been used to create the article and to what extent.

Secondly, don't be afraid to ask your authors if they've used AI . Ultimately, the publication's reputation is at stake, so if you suspect AI was used to write the article, it's likely your readers will too. Some people take offense that you're questioning their writing (and integrity), and AI checker tools often get it wrong, but having a consistent process in place to ensure transparency is essential.

Finally, ensure human oversight on everything. It's unlikely you'll be able to escape the use of AI in submitted articles, if anything, it will gradually become 'the norm' and can be a benefit in terms of turnaround times, but ensuring the content is given independent review is vital. This will make sure your publication is in your style, your tone and speaks to your readers in an authentic and engaging way.

Want to chat about how I can help bring the life back into your articles?

Book a call in with me at a time to suit you.

Kelly

3 ways AI and human editors can work together for sharper copy

Mon, 24 Nov 2025 12:37:56 GMT

Top tips from a human editor on how AI can help you achieve engaging and accurate written communications

So, you're testing AI to do your editing for you, great. But how does this look in reality? While it does save time, with lightning-fast rewrites, you might be finding that you still have to make lots of decisions about what to change and getting bogged down by all the endlessly 'helpful' suggestions.

With many of us integrating AI into our workflows, there's no denying the time it can save on drafting and editing copy. However, AI does not replace the need for human oversight – whether that's by an in-house or an outsourced editor.

Here are three ways AI can help a human proofreader work better for you.

Start with AI, end with humans

Human oversight is essential to ensuring your copy is authentic, so knowing when to use AI can be confusing. Do you AI editing at the start before it reaches the editor, or once it's been reviewed? I always recommend using AI as the first stage of your proofreading process, not the last.

Pass 1: Use AI to sweep for mechanical grammar errors
Run the entire document through your chosen AI tool (e.g., Grammarly). This will quickly eliminate 90% of basic typos, spelling errors, common punctuation issues (like missing commas) and grammar errors. This saves me, your human proofreader, hours of tedious, mechanical work, freeing up my time to work in greater depth.

Pass 2: A human review of context and style
Now it's my turn. I will manually review the document, focusing only on the higher-level issues that AI missed or couldn't address. I'll verify factual accuracy, check consistency of tone and voice, enforce a specific style guide, correct contextual errors (e.g., using 'their' instead of 'there' when the grammar is technically correct but the meaning is wrong), and ensure the logical flow and clarity of ideas. This is where you get your money's worth from using a human proofreader's expertise.

Master the settings and style guides

Don't treat the AI tool as a generic spellchecker. If you're using AI in-house, you can tailor the tool to your corporate style and project. If you use a specific house style (e.g., capitalising certain terms, using serial commas), you can upload or input a Custom Style Guide. This forces the AI to follow your rules, not its own default settings. Always check and set the English dialect (e.g., UK or US).

Treat AI suggestions as recommendations, not commands

While it's all too easy to trust the authority in how quickly it responds, AI suggestions are based on probability and patterns, not genuine understanding of your context . Never blindly click 'Accept All'. Review every suggestion, especially those dealing with sentence structure or word choice.

Particularly watch for over-correction. AI often flags a passive voice construction as an error, even when it is strategically correct (e.g., 'The decision was made by the board' is better than 'The board made the decision' if you want to emphasise the decision).

Also, if your writer has a unique, intentional style (e.g., short, punchy sentences), the AI might try to 'normalise' it. My job as your editor is to defend your style and reject the AI’s attempt to make the text sound generic and mechanical.

Rather than replacing the need for proofreaders, AI enables editors like me to do our best work!

My clients save valuable budget and precious time.

I get to focus on bringing my editorial skills to enhance your communications. It's a win-win.

Find out more by visiting my Editing Services page or why not Book a Call with me to discuss how AI proofreading can support your business communications?

Why does AI copy turn your readers off?

Wed, 12 Nov 2025 12:23:39 GMT

How do you feel when you read something that's been written by AI? Here's how it affected me.

Last week, a friend sent me a short article she'd written for her company's newsletter. She said she'd had just 20 minutes to put it together, so knew it wasn't her best.

When I read it, I thought it was amazing. It was so polished and perfected however that I found it hard to believe she'd written it. (I have huge respect for this friend; she's an excellent writer and knows her grammar, but I also know how she writes.)

I didn't want to ask if she'd use AI (�� ?) but when I sent her my positive feedback, she admitted she had some help from Copilot. (�� ?)

Now it made sense. The sentences were tight and punchy – classic AI. Each paragraph had structure and the message was clear. It was grammatically flawless.

It was her original idea, but it didn't sound quite like her. (I know that given some time she could hone the copy with AI to make it sound more like her – this isn't about that – it's about how it makes me, the reader, ��.)

I realised that, almost instantly, the piece lost its impact on me. Regardless of whether she had the original thought or how moving it was, I felt that because AI was involved in doing the talking to me, I mentally checked out. My brain has not retained one word of it.

It lost its authenticity. I was no longer engaged in her emotive words. I felt a little duped and, frankly, her cat could have written it.

I find this in my own posts. When I let AI 'improve' them, I'm immediately impressed. It sounds so good, so clear and on the button. But when I sit on it a day or two and go back, I feel so detached from it that I wonder if I even wrote it in the first place – was it in fact my idea or did AI take over? Will anyone believe this was me?

So, I've decided to write human. I will waffle. I will go off on tangents. My writing will use more words than necessary and be a bit repetitive. I want to write as I think. I want you to feel like you know me, not my computer.

The more I worry about the impact of AI, the more it seems to prove to me that it's no threat to creativity.

AI should be helping with the things we don't want to do (�� ) – not the things we do want to do. I like writing and editing. I enjoy formatting. I get huge satisfaction from proofreading and getting into someone's words to enhance the meaning. I love my job.

I don't know what the answer is – AI isn't going anywhere. I wonder – if you're using AI to do your writing – if you maybe consider that it really doesn't care about you, not as much as your readers will. It's really okay if your next email isn't perfect.

Let's strive for Authentic Intelligence.

What digital tools do I use to check your files?

Tue, 04 Nov 2025 20:45:00 GMT

To help us work together better, I will tell you exactly what tools I use to help me proofread your copy

Do I use digital tools to help with my proofreading and editing work? Yes. Absolutely.

Do I use Generative AI to check your files? No. Never. *

With the now-common use of Generative AI in our lives (ChatGPT, Gemini, Copilot and the like) to do the bulk of our writing, it goes without saying that this will impact how I offer my proofreading and editing services.

Does the likes of ChatGPT or Grammarly replace the need for a proofreader?
Are your files and your copy safe with me?
Won't I simply 'cheat' by using AI software to check your copy?

I want you to feel completely confident in the service I provide. Knowing exactly what was checked – and how.

That's why I have a full disclosure section on my website detailing how I use digital tools – such as Microsoft Editor and PerfectIT – and listing all the digital and AI tools I use in my business.

I also make it clear that your text will not be uploaded to any GenAI software, even popular ones like Grammarly (which act like a local copy on your desktop but in fact track every keystroke). It's simply not as secure as you need, so I won't risk it to catch the odd error that I may have missed in my own, human checks.

So, before you start working with me, you will know how I will work on your file. Then, when you receive the work back from me, you will also get:

an editorial style guide relating to the project
a summary of queries (if relevant)
a simple proofreading checklist, plus
details of which digital tools were used on your file (this includes confirming that GenAI was not used).

That way, you'll know exactly what was done to your file. You can always have a chat with me about this too.

Digital tools enhance the accuracy, consistency, quality and overall efficiency of my human, skilled proofreading and editing services – together, we're an absolute powerhouse when it comes to producing the perfect proof!

Read about how I use digital tools here: Questions about my proofreading services

* While I say 'never', I don't believe in never-ever. There may well come a time in the next few years when GenAI is completely safe, has learned everything there is to know, doesn't use vast amounts of energy, gets everything right first time, genuinely cares about your customers – and on that day I will review how I use it – but, to be honest, if it's ever 'that' good it will mean most of us will be out of a job anyway.

What working on Reception taught me about running a proofreading business

Sat, 01 Nov 2025 12:42:21 GMT

How junior-level roles are the key to developing lifelong business skills

"You're actually quite clever, aren't you."

This throwaway, supposed-to-be-a-compliment remark was said to me when I was 21, working as a Receptionist in a busy graphic design agency.

At the time, I was a bit surprised, mildly offended, but I brushed it off. Today, I laugh about it – workplaces are very different now.

But back then? I was young, tall, blonde… used to being seen as a bit of an object rather than someone with brains. After all, I'm fairly certain that was why I got the job in the first place!

I’m not easily offended. I genuinely enjoyed the banter of a mainly male environment and believe it helped shape me professionally and personally. I loved my time in that company. But that line stuck with me.

The comment came right after I’d been promoted – from a humble (hardworking, face-saving, client-flattering, relationship-building) Receptionist to Project Coordinator.

Suddenly, the team realised I had been noticed for more than my skirts. Bridget Jones, anyone?

I didn’t just prove myself in that role. I kept getting promoted – eventually becoming an Account and Publishing Manager.

And the skills I learned as a Receptionist? They’re the ones I credit with helping me run my own business today.

What being a Receptionist taught me about business

Receptionists are central to a company’s reputation, among other things:

they're the face and introductory voice of the business
they touch every part of operations
they help clients, colleagues and suppliers feel valued.

I also had some PA duties, which taught me timely responses, proper record-keeping, professionalism and how to be welcoming and hospitable.

Even though much of my work today is hidden behind a screen, I still run my business with that same professionalism I learned back then.

After 20+ years in business, I like to think I did alright.

How about you? Has something someone has said to you in your past spurred you on or helped shape how you do business? It's often these small, human interactions (positive or negative) that inspire us most.

Do proofreaders read novels all day? What makes business proofreading so different?

Sat, 20 Sep 2025 15:46:17 GMT

Taking you though an example proofread.

It’s a common misconception that proofreaders have an easy job, sitting in the garden with a pencil in one hand and a book in the other. You may have seen adverts for training courses that read:

'Get paid to read books at home! Earn £50 an hour.’

I must admit, way back when I first considered a career as a proofreader, these ads were what inspired me.

I worked in a busy publishing team, and editing and proofreading were part of my everyday life. But I knew all too well that it wasn't 'just reading' – like reading for pleasure. Proofreading involves so many processes, skills and decisions.

Reflecting on my 20-plus years' experience, you might find the below scenario helpful in understanding more about what's involved when you employ a proofreader and why it sometimes takes longer than you think.

Identifying the need for an editor

Say you have a report that needs proofreading. It’s been written in-house in a Word document. It's around 6,000 words long. You’ve run spellchecker over it, but have spotted some inaccuracies and inconsistencies. The formatting is also inconsistent in places. You don't want to run it through ChatGPT as it's sensitive material and you aren't confident it will do everything you need. It took you around an hour to scan through it, so you estimate two hours for a proofreader to weed out the typos and tidy it up.

These are perfectly reasonable assumptions.

Can you take a look at this document?

You email the file to me and ask for a quote and idea of turnaround.

My first queries to you might be:

Is there a house style you need me to apply? Many companies have their own preferences on use of capitals for example.
Do you need this amending in UK or US English? There are some subtle differences in style.
Is there anything specific you need me to consider or look at? Such as flagging up terms you don’t want used.
How would you like it returned – as a clean proof and a markup, or just the tracked version?
Looking at the file, I notice there are sections that need copy-editing. So, I decide to offer you a quote for a copy-edit/proofread and for a straight proofread. To support my suggestion, I complete a page sample to demonstrate the kind of work that is needed and send it to you with my initial queries.

Having seen the sample, and how much the document could be improved even further, you decide to book the copy-edit/proofread.

Let's get to work

My first task is it read your house style and familiarise myself with the preferences in punctuation and any specific terminology.
I run basic layout and formatting checks over the file.
I address any minor issues (double spaces, missing indents).
I run spellcheck and PerfectIT – using these tools to identify any obvious issues.
I scan over the copy to get an understanding of the content.
I then begin editing the file. As I read, I get a deeper understanding of the language, tone and information that is being presented. This informs my edit and I focus on clarity, consistency and conciseness.
I start a basic proofreading log, noting any new style rules and issues.
I correct any major formatting issues.

This takes four hours to complete.

I then take a break before working on the next stage.

I save a copy of the file as a clean version and print it out.
With your house style handy, I read through the printed version, marking up errors and style changes in red pen.
I add to the proofreading log, noting any additional style rules applied and the reasons for that, along with my queries. I’m looking for typos, punctuation, cross-referencing, headers and captions…
I then open the electronic version of my edited file and apply the changes – so that edits and proofreading amends show clearly in Track Changes.
I save the file as a clean copy again and reprint it.

This takes three hours to complete.

I then take a break before working on the final stage.

I read the file again with fresh eyes, identifying any final amends that need to be made.
I recheck the house style and your brief to make sure I’ve not missed anything.
I scan through my mark-ups and comments to make sure everything is clear and easily understood.
I run spellcheck and PerfectIT once more to pick up anything I might have missed or that has crept in during the edit.
I return the file to you with the proofreading log, summarising the main style issues, any queries and particular edits I’ve made.

This takes two hours to complete.

I stop the clock.

I’ve spent eight hours in total editing and proofreading your report.

You can see that, even if the report only needed proofreading, it could still take as long as five hours to proofread it thoroughly.

No two jobs are equal.

Sometimes, I’ve spent eight hours on a 6,000-word document, other times it’s all done in two or three. This is why it's not helpful to publish my hourly rates. I assess the work, advise you on what I think is best and we work together to get the result that suits you.

When I started out all those years ago, thinking I’d get paid for doing what I love most, I certainly got that – but if I were to advertise a proofreading course today, I would say something more like:

' Get paid for making other people’s writing better. Learn what it takes to become a skilled proofreader.'

A much more realistic message, don't you agree?

I'm signing off now, to read a book just for the fun of it!

Freelance editor or colleague - who should you use?

Wed, 13 Aug 2025 17:35:31 GMT

How to make sure your project gets the attention it deserves

If you're juggling publishing deadlines and worried about quality, you might be wondering whether you should run your file past someone in your team or send it to a professional proofreader.

Yes, I run a proofreading business, but I don't accept or recommend every job is contracted to a freelancer – why, because ultimately, I want you to know that you are working with professionals who care about your work as much as you do. Of course there are benefits to either option, but choosing the right approach will depend on your project, budget and long-term goals.

Reasons to choose a freelance editor

Flexibility: Freelancers work on demand. Need a quick proofread of an article or your content? A detailed edit of a report? A freelance editor can jump in whenever you need them.
Cost-effective: Freelancers are paid per project or hourly, which can save you money if your editing needs are irregular or seasonal.
Specialist expertise: Freelancers often specialise in particular niches, whether that’s marketing, technical writing, or creative content. You can find someone with the exact skill set you need.
Fresh perspective: Freelancers bring an outside viewpoint, which can help catch errors and inconsistencies an in-house team might miss. For me, this is a particular pitch point – I've lost count of the times clients have thanked me for picking up what they couldn't see.

Reasons to keep the work in-house

Consistency: Running the file past someone in your team means they’re deeply familiar with your brand voice, style and processes. Although, if you have a regular proofreader on speed dial, they will likely be just as familiar with how you do things.
Collaboration: Working on the project with other team members often speeds up turnaround times – assuming your colleague can fit it in comfortably around their own schedule.
Availability: T hey’re just down the corridor (or a message away), ready to handle urgent changes or last-minute fixes – unless they are too busy, then back to Plan A!

Which option is best?

If your content needs fluctuate or you’re a small to medium-sized business, using a reliable freelance editor often makes the most sense. You get professional help without the overheads of employing someone full-time.

If your organisation produces a high volume of short-form content daily and needs fast, ongoing support, then it would be easier to keep it in-house and utilise AI.

A hybrid approach to proofreading

Some of my clients use a mix of both options – in-house marketing staff for day-to-day content and using my expertise for specialist projects or overflow work. This combination offers flexibility without sacrificing consistency.

Not sure what suits your needs?

I’m happy to chat through your project and help you find the best editing support – so drop me a line or book a call and let's see how I can help.

Kelly

Can I trust a spellchecker to do my proofreading?

Tue, 13 Aug 2024 13:17:59 GMT

We love an editing tool, but how reliable are they?

In the Bond film, Spectre , there is a scene where M (Ralph Fiennes) is arguing with C (Andrew Scott) about why technology does not replace the human side of espionage, defending his reasons for sending James Bond on a secret mission. He says, "A licence to kill is also a licence not to kill." He's highlighting, of course, the fact that sometimes, in the field, a spy needs to make judgements – judgements about human interaction and meaning that a piece of software cannot possibly make.

It might seem a random link to the world of proofreading, but bear with me ...

Words have power and, okay, we aren't talking about deep undercover work here, but the typical copy coming from a business looking to connect with its customers or stakeholders ... promotions, reports, brochures, websites and the like.

Yes, proofreaders will use 'tech' such as spell checkers and shortcuts as part of the review process, but they certainly won't rely on them. They understand that these are nice-to-have options alongside a wealth of human knowledge and experience. Spell checkers miss a lot!

Here are some examples from one brochure we proofread for a high-end travel agency ... offering the kind of holiday experiences that many people can only dream of.

Two popular spelling and grammar checkers missed the following typos:

incorrect spelling of St Moritz (was spelt St Mortiz i n one of the four places it was mentioned)
'Nothing beats gliding down pristine ski slopes in a winter wonderland – the crisp air energising you as whizz past snow-covered pine trees.'
'The tours in our portfolio are design to help you get to the heart of your destination.'
'...let little one’s go wild in the Kids Club.'

The spell checkers did pick up some errors, but don't be fooled into thinking they are 100% accurate. As well as the above, the software missed a quote repetition across two pages, lower case on proper nouns, improper use of hyphens, and errors in cross-referencing page numbers... not all errors a spell checker would be expected to find, but certainly things a client would want to be flagged before their brochure goes out the door. They also suggested numerous changes that were unnecessary or grammatically incorrect in the context.

A licence to correct is also a licence not to correct.

A proofreader isn't just someone who enjoys reading and is 'quite good with words', relying on spell checkers to do the hard work. A proofreader will scrutinise a document – through the eyes of their client and their client's target audience. They are trained in reviewing copy so that typos are picked up, grammar is clear and the entire document is user-friendly, with cross-references and content linking to the right places.

But we will also use our judgement to know when an amend is required, and when it is not. Clients often don't appreciate wading through numerous minor amends when they are up against a deadline – while some clients just need those 'howlers' catching. Yes, we'll often run spelling and consistency checkers, but we never rely on them. We judge every amend according to the copy in front of us, not what a bot wants us to change.

The proofreaders and editors at Ultimate Proof Ltd have the breadth of skill and knowledge needed to provide a thorough and efficient proofreading service. If you have a proofreading project in mind and would like to speak to a proofreading 'double o', get in touch with Kelly who will be happy to advise you on the best approach to take.

Email kelly@ultimateproof.co.uk

4 ways to make the most of your proofreader

ultimateproof@blueyonder.co.uk (Kelly Owen) — Tue, 12 Dec 2017 14:03:34 GMT

When you’re working on print publications on an occasional basis, or returning to print after a lengthy hiatus, it can be all too easy to make costly or embarrassing errors. Typos and other such errors can have a big impact on your reputation and can cost you the confidence of your audience.

While online audiences tend to be somewhat forgiving, proofing is of vital importance when it comes to printed material. Printed copy also tends to be lengthier than online content, with internet readers spending more time scanning over pages than focusing on all the words and sentences.

Let’s take a look at some of the main tips you need to follow to publish error-free printed material.

Work with a copy editor

After conducting a substantive edit, you need to do a copy-edit to ensure the material is completely free of errors, including factual mistakes. The initial editing process can leave numerous typos, badly structured content and incorrect information intact, and many of us fail to spot our own mistakes. To diminish the chances of typos and factually inaccurate content being published, enlist a freelance copy editor to go through the text for you.

Copy-edit in Word

Don’t send your copy to the design team before it has been copy-edited in Word. Although this step may seem obvious, many erratic publications have been made public after this stage has been skipped. By taking this step, you can also avoid the costs and delays that come with scrapping pages and resetting them.

Opt for double-proofing

No matter how experienced you are as an editor, there’s still a big chance errors will be missed when you proof your content. This means it’s wise to send your document for double-proofing so it is assessed by two proofreaders . While some errors will be spotted by both people, one may spot errors missed by the other. This is a vital step for those working on high-profile, high-cost printed publications.

Comparison proof changes

If you have asked your designer to change something, remember to proof what they have done, to ensure changes you have instructed them to make have been implemented correctly. Even the best designers may accidentally add new mistakes to your text or overlook some of the required changes. Although checking the content yet again may seem like a drag, you’ll be happy that you invested the extra time in the long run.

Ultimate Proof provides a complete copy-editing and proofreading service. As well as editing, we are able to double-proof your copy and reproof the final PDF before it goes off to the printer. Speak to us when you book in your next proofreading or editing project to find out which option would be best for you.

5 steps to writing emails well

ultimateproof@blueyonder.co.uk (Kelly Owen) — Tue, 21 Nov 2017 23:29:10 GMT

In this fast-paced world, mistakes are understandable, but failure to edit and proofread your business e-mails can lead to catastrophic results . Typos and other errors in e-mails can make you seem unprofessional and careless. However, there are steps that you can take to proofread your e-mails more effectively. Let’s take a look at some of the best ways to keep errors out of your online communications right now.

1. Type the recipient’s name correctly

One of the reasons people are so irritated when they see their names misspelt in e-mails is because it gives the impression that the sender does not care about them. You may wish to conduct a Google search, check your business records or look on a business network such as LinkedIn to ensure you have typed their name correctly. If you’re still unsure about how to spell their name after that, don’t include it in your message.

2. Use the right tone

If your e-mail doesn’t sound sufficiently warm or friendly, you may alienate the recipient. It’s a wise move to read the message that you are sending back to yourself two or three times, to check you are happy with the tone. Imagine you are the recipient of the e-mail while reading it back, especially if you’re talking to clients, customers or employees. Think of ways you can make your request sound friendlier.

3. Are you conveying your message correctly?

Does your e-mail include valuable information about a news story, promotion or event? Make sure you haven’t assumed too much knowledge on the part of the reader. Have you left out anything they can’t be expected to know, such as who you are and what services you provide? Similarly, make sure you are not providing irrelevant information. You may risk losing the interest of your recipient if your message isn’t clear or concise. Write short sentences and use small words, unless you are using terminology the reader is likely to be familiar with – they may only have a few moments to read and digest your e-mail.

4. Choose your verbs carefully

To avoid using the same words too often in your message, swap words you have typed multiple times for more interesting or even more powerful alternatives. If you can cut words out from sentences without compromising the meaning, consider doing so.

5. Proofread repeatedly – can the message wait?

Sometimes it’s not enough to simply scan your text once before sending it. Go through your message slowly three or four times, focussing on each sentence, to ensure your grammar and spelling are correct. Spell-checkers can help you, but they can overlook errors from time-to-time. You may even wish to wait a while before sending your e-mail, especially if it contains sensitive information which could generate an angry or otherwise emotional response. If necessary, leave your message in your drafts folder and wait a day or two before checking it again and releasing it. Also, drafting an email on your smartphone is fine, but make sure you finish and send it on your computer to avoid embarrassing predictive text errors creeping in.

If you'd like to know more about improving your writing, our FREE 10 Top Tips for Writing Well provides useful advice to help you improve your general business writing skills.

Why you shouldn't use predictive text your professional writing

ultimateproof@blueyonder.co.uk (Kelly Owen) — Wed, 23 Aug 2017 14:38:02 GMT

We live in technical times. One would think, with increasingly smart language technology, such as predictive text and advanced grammar checkers, there would be less need for proofreading. That the work is done for us. However, as professional proofreaders, we're seeing more documents coming through that appear to have been written on a tablet or smartphone and this creates a new problem...

Say the writer finishes a report on the train home, on their phone or iPad. There's no time (and limited functionality) to edit, so it then gets sent straight to the designer. Job done.

The reason we can tell this is happening is because we're seeing some unusual spelling substitutions in the documents we proofread.

Where you can often check a mis-keying by looking at the keyboard and seeing that an adjoining key was pressed by mistake, with predictive text whole words are replaced with what an unrefined algorithm thinks you wanted to say (based on words you may have typed before in a text message or similar words it recognises using the letters or numbers you've pressed). It can have some interesting outcomes!

We know that predictive text has created some amusing and embarrassing mistakes in texting and messaging. There are numerous websites that record funny examples, such as www.damnyouautocorrect.com and even a board game where players have to guess the intended word! However, with the rise in 'working on the go', this trend of bizarre errors is creeping into documents of a more-important nature.

The problem with predictive text errors is that the word replacement often doesn't reflect the intended word at all, so the reader is left confused about what is meant.

An example in a brochure we saw recently was:

In a bid to raise mine for charity...

When typing this sentence on a standard keyboard, you wouldn't type 'mine' instead of 'money'; however, using predictive text, the word 'mine' can appear as a substitute, especially if you are typing quickly. A spell checker would not have picked this up as there is no spelling error, and a sophisticated grammar checker may have picked it up (the standard grammar checker in Word 2010 missed this!).

Autocorrect errors are usually funny and harmless in a personal situation; however, no business professional wants to be laughed at for making silly mistakes. More worrying is a 2009 study which found predictive text messaging changes the way children's brains work and makes them more likely to make mistakes generally.

Scientists said the system trains young people to be fast but inaccurate. This 'need for speed' is at risk of spilling over into the professional world where accuracy in communications is key.

It goes to show that proofreading, in spite of, and especially with, automated spelling technology, is still as important as ever.

Proofreading and marking-up a PDF

ultimateproof@blueyonder.co.uk (Kelly Owen) — Wed, 09 Aug 2017 22:39:28 GMT

In this short video, Kelly Owen, Director of Ultimate Proof Ltd, explains a few essential aspects of proofreading PDFs, and why it's not always as straightforward as it seems!

An experienced PDF proofreader will ensure that any amends they mark on the file are clearly identifiable, so that the person reading the file can easily see what needs to be changed and make the amends to the source file.

We most often use the Callout Tool and Highlighter to mark-up PDFs, although there are numerous options available.

As the use of these tools adds more time to the job, we cost PDF proofreading slightly differently to other work. It is useful to see a sample of the PDF to be proofread in order for us to accurately quote you. A 20-page PDF may contain 500 words or 5,000. The 500-word PDF may require numerous edits and amends, the 5,000-word PDF may be fairly clean. There is so much to consider, so every job is costed accordingly.

It is better to supply PDF files to your proofreader as single pages, as we will need to print it out to proofread before we mark-up the amends on-screen, so having a single-page layout aids visibility.

Some clients different ways of marking up PDFs, which we are happy to work with; equally, we can advise you on the best mark-up method for your type of document.

Tip: For copy-heavy documents, it's usually more efficient to proofread in Word using Track Changes, or to have a copy of the original Word text file to refer to.

If you have any queries about using PDF proofreading tools, or would like some one-to-one training in applying PDF mark-ups, please leave a comment or email kelly@ultimateproof.co.uk

‘Typo’ is a four-letter word

ultimateproof@blueyonder.co.uk (Kelly Owen) — Sun, 09 Jul 2017 00:00:00 GMT

What it really means to be a 'professional' proofreader

‘What if you miss something?’ I was asked recently by a potential new client enquiring about Ultimate Proof’s proofreading service.

It’s not an unusual question for a client to ask of the person they are paying to check their text for accuracy; however, as a freelance proofreader, it is an important point to cover from the outset.

In an ideal world, a qualified and experienced proofreader would pick up every minute error – polishing the text to such a degree that it is perfect. Certainly, that is the standard we aim for with each job we do. However, there are times when this might not happen, such as when the deadline is very tight (too much to check, too little time), or the text needs to be edited rather than proofread, and a proofreading error is missed as the paid time has been spent sorting out the content.

I’m a perfectionist (a handy thing to be in this game!), so to even whisper ‘missed a typo’ makes me shudder. I run a managed team of exceptionally sharp proofreaders and have used the services of a number of experienced freelancers over the years – all of whom have missed the odd thing, or more , in some cases. I quickly realised that proofreaders weren't perfect, and needed to somehow get that across to my clients without putting them off!

Some years ago, I pointed out to one of my now-regular proofreaders that I’d noticed a few errors she’d missed (I check every job before it goes back to the client). The line didn’t go dead nor was I faced with a rant about how much time she’d spent on it. Instead, I received a succinct and professionally apologetic response offering to revisit the text immediately or give a discount on the fee. I noted the gesture and felt like a valued client to my freelancer, who clearly wanted to keep working with me and had learnt from the oversight.

Yet, on another occasion, I was dissatisfied with a new proofreader’s work on a small job, so I sent an email explaining that it wasn’t up to our standard and that I couldn’t see me offering them more work. I didn’t get a response to ask why, or to see how it could have been done differently, I was simply asked to pay the invoice. I paid, despite having to re-proof the job myself, but I know that many of my clients wouldn’t have paid me if I’d done the same. If it's not good enough for me, it's not good enough for them.

Some clients are cautious about entrusting their text to an external supplier. Even though I'm an experienced proofreader, they may still have a nagging doubt in their mind that I might mess up on the deadline, write something that I shouldn’t, or miss a fundamental error. I do my best to reassure them. Using Track Changes in Word for example, so that the client can check what we’ve amended. Delivering ahead of deadline with a clear log of errors and queries.

Yet, pedantic (and 'perfect') as we are, proofreaders are still open to a degree of ‘human error’. Over 12 years in business, I have developed a number of additional ‘safeguards’ to minimise the margin:

Clear quotations: with every enquiry, I email a quotation that outlines exactly what has been asked, what we will do, when we will do it by and what the price will be. This way, the client can ask if they need us to do more, or if they have any specific requests.

Terms of business: every company has them, no one reads them (except us!), but we ensure all clients are aware of our terms before we start work. Our terms confirm the contractual obligations on both sides of the order.

Service standards: this is an expansion of the quality assurance aspect in our terms. We like to start every relationship being open about what clients can expect from our service.

More than one proofreader: some large or high-profile jobs need more than one freelancer, so we offer two or three proofreaders to look at the same file, or different proofreaders to check different stages of the proof, or the files split across the team to cover more in less time. Most jobs don’t require this level of cover, but it’s there if our clients want it.

Writing about missing errors may seem an odd approach from a company that specialises in proofreading; however, it's thanks to my attention to this area that we have such a good reputation. Having worked client side in the past, I have numerous experiences of suppliers missing things (a design layout error, or an unchecked printer's proof) and what always worked best was an honest and open dialogue, and a quick and satisfactory resolution to the problem.

Thankfully, most clients are reasonable about their expectations of a proofreader, and anyone who works for me knows how 'fussy' I am! So, as well as doing a brilliant job, I feel it is our customer service – demonstrating we deal with things professionally – that sets us apart from the competition and has seen our clients return time and again.

Has your copy got style?

ultimateproof@blueyonder.co.uk (Kelly Owen) — Fri, 09 Jun 2017 00:00:00 GMT

How your business is presented in writing can be likened to dressing for an important interview. Dress smartly and you portray an image of professionalism and trust; dress down, however, and confidence in your abilities won’t be as positive.

Most businesses have brand guidelines which help them to ensure their corporate identity is clear and recognisable to the outside world. However, not as many extend this principle to their written word. Developing house rules regarding text will help to ensure any copy produced by your company is consistent, correct and, therefore, professional. A freelance proofreader will absorb your style guide and apply its principles to everything they check for you.

A text style guide needn’t be complicated; the complexity largely depends on what type of copy you produce. A magazine publisher will need to establish some rules about how titles are written, and the use of headers, bold, italic and superscript, for example. If you publish reports or documents of a more technical nature, it’s likely your style guide will need to be more detailed. Then there are the ‘basics’, such as the use of capitals, hyphenation and punctuation of lists and bullets — surprisingly, even here, every company’s preferences are different!

No matter what size your business, if you produce text then it is likely that a style guide will be beneficial to you. If you don’t yet have a style guide then we can develop a personal guide that addresses the needs of your business. Ultimate Proof can build on the basics, in terms of punctuation and spelling, and create a clear and practical guide for your company that can be given to anyone who might produce copy for you. If everyone is ‘singing from the same style sheet’ to start with, you will not only reduce the overall risk of error, but will save time and money on proofreading and amends.

The importance of good grammar to your business

ultimateproof@blueyonder.co.uk (Kelly Owen) — Tue, 09 May 2017 00:00:00 GMT

Can you relate to this? In our age of wanting everything immediately, it can be easy to cut back on time and resource checking over the words you're communicating to your customers - you know, those people you want to trust you, respect you and buy from you. Then you press 'send', 'post' or 'print' and don't realise there are errors that will scream at you afterwards (or even worse will be highlighted by your customers).

I know we 'go on about it', but the proofreading process is so important, and just as important as writing the words themselves.

What impression do you get if you visit a company’s website and see spelling mistakes, or if there's a typo on a poster, or if a company has long or complicated sentences in their policy documents? It's very likely you'll think, ‘If they can’t even get their grammar right, what else are they going to get wrong?’

It doesn’t matter what business you’re in, or whether your company is a sole trader or a large corporation. If you want to portray a professional image and persuade customers that you’re the right company for the job, you need to get things right – starting with the basics. Good spelling and grammar are absolutely fundamental and there’s no excuse for getting them wrong.

But we’re not all geniuses at English, we’re not all grammar geeks and we can’t all get it right every time. You wouldn’t ask a builder to fix your computer any more than you’d ask an accountant to service your car. That’s why, when your goal is to appear professional to your readers, you need to use a professional wordsmith who knows how to save you from embarrassing typographical mistakes.

There’s a strange misconception with writing, that everyone can do it. We’ve all been writing since we were five, haven’t we? Of course we have, but some of us have honed those skills and can spot a spelling mistake or a comma in the wrong place at 100 paces. Importantly, a professional can spot it in your company brochure, your tender document or on your website.

If you don’t want customers to be put off before they’ve even started doing business with you, get your copy checked. Your colleagues may usually be fairly reliable when it comes to grammar, and might have ‘five minutes to spare to glance over it’, but can they use a possessive apostrophe correctly and do they know that it should be ‘the company is’ not ‘the company are’? Do they have the time to really study your words in detail and consider how it is perceived by your target audience? They may do, but why take the risk when your company’s reputation is at stake?

That’s why it’s so important to get your writing proofread by an expert outside the company. Every word, comma, semi-colon and speech mark should be checked by a professional from an outsider's perspective.

If you get your writing right first time, you'll soon see what a difference it can make to your business.

Social media + grammar error = damaged reputation

ultimateproof@blueyonder.co.uk (Kelly Owen) — Sun, 09 Apr 2017 00:00:00 GMT

Social media is a great place to find out about businesses and news, and to chat to friends and colleagues, but it’s also become a place to laugh at others’ expense or to expose mistakes. This isn’t very nice, especially when it’s you they’re laughing at or your company’s mistake that’s being shared around the web.

On social media, your mistakes can spread like wildfire.

The kind of people who will spot your mistakes are exactly the sort of people you wouldn’t want to spot them! Of the PR professionals on Twitter, 15% of them follow more than 2,000 people, compared to just 0.29% of all Twitter users who follow that number, according to social media monitoring organisation, Sysomos . So people who spend a lot of time dealing with words for a living are going to reach an awful lot of followers when they share your poor spelling or your hilariously misplaced apostrophe.

There are accounts on Twitter, enthusiastically followed by grammar geeks, who are dedicated to sharing your spelling slip-ups and apostrophe fails. US-based company Grammarly has over 61,000 followers alone. If a social media user uses the right hashtag (#grammarfail #apostrophefail and #proofreadfail are just some examples), these accounts will pick up your grammar errors and share them far and wide. Followers and like-minded people will retweet them and suddenly your spelling mistake is everywhere. The bigger the blunder, the better! Suddenly, you and possibly your company are left looking rather silly.

Daily Mail US ‏@ DailyMail

Girl shot dead stepfather and fatally stabbed mother before fleeing with boyfriend http://dailym.ai/18yzm9k pic.twitter.com/GjjrQGcnsl

(The accuracy of this tragic news story is diluted due to the journalist’s lack of care and leaves us wondering why a girl would shoot an already dead man…)

Don’t forget, it’s not just your tweets and Facebook posts they’re looking at – they’re looking at your reports and brochures, your websites, even your signs above the shop door. Grammar spies are everywhere and they’re just 140 characters away from making you look at best careless, at worst unreliable and unprofessional.

Taking time to check what you post on social media has become just as important as proofreading in print. So, before you publish it, check it! Should that apostrophe be there? Are there any typos? Is it possible to get a fresh pair of eyes to look over it, or even call in the help of a professional proofreader ? Once something is on the web, it’s there forever.

A few minutes of careful checking can save your money, time and, ultimately, your reputation!

Why it pays to proofread

ultimateproof@blueyonder.co.uk (Kelly Owen) — Thu, 09 Feb 2017 00:00:00 GMT

By nature, we read our own text too quickly, which means our eyes see what we think they should see. This is why it is so difficult to pick up the errors we’ve made.

There is a noticeable difference between a well copy‐edited and proofread article, and a hastily written one that’s only had a quick ‘skim’. You could spend hundreds or thousands on amazing design and print, only to find, when your beautiful new brochure is delivered, there’s an error on the cover! How did that get through the writer, the designer and the printer?!

The reason is that proofreading is an acquired skill and proofreaders are specifically trained and experienced at finding errors in text. The writer thought about word count and content, the designer used the words to create an attractive design, and the printer checked quality, layout and colours. They might have picked up a few things, but, ultimately, the poor quality of your copy will detract from the overall good quality of your brochure.

By not getting your copy independently and professionally proofread, you run a high risk of publishing something that at best is inconsistent and difficult to comprehend, and at worst damages your company’s reputation. When customers read errors in text, they become distracted by it and eventually switch off — for the sake of a few hours of expert checking, the outcome could be so much different.

The fact that proofreading is so affordable makes it even easier to include it in your budget. The service of a professional proofreader costs a fraction of the amount spent on all the other processes involved in publishing the copy, such as design, print or website creation.

So, perhaps the question is not should you get a proofreader to look at your text — it’s can you afford not to?