Press releases that are riddled with typos and grammatical errors can undermine business credibility. While proofreading may not be a favorite activity, here are a few tips and tricks that can simplify the process.
 
  1. Get away from it for a little while - If time allows, take up to a 24 hour break after writing the press release before editing. Of course, there may not always be that much time, but the point that taking a break freshens the eyes, which increases the probability of finding little mistakes.
  2. Print it out - The computer screen just isn't well suited for closely reading a document. It places undue stress on the eyes. Printing out a press release makes it easier to examine it closely for mistakes.
  3. Mark errors - Have a red pen handy to mark typos, grammar errors, and other mistakes.
  4. Read the press release aloud - Reading a press release out loud makes it easier to identify misplaced/misused words and poorly worded sentences. Mark awkward sentences with the red pen then go back and re-word. Just remember to proof your re-worded release to avoid mistakes.
  5. Eliminate distractions to allow full concentration - Turn off all distractions (phone, music, TV, whatever) and focus on the task at hand. Concentration is the key to successful proofreading.
  6. Read backwards - One of the oldest, most effective proofreading tips is to read the copy backwards. This snaps the brain out of the normal, passive way of doing things, and forces it to pay attention to every word. This is especially good for finding tricky spelling errors.
  7. Use spelling and grammar check but don't rely on it - Most word processing software comes with spelling and grammar check built in. Use it but don't rely on it.
  8. Know which errors to look for - Make a list of some of the most common errors in writing. For some, it's words like affect and effect. For others others it's your vs. you're, there, their, or they're. Know the common mistakes and look specifically for them.
  9. Get another set eyes - A fresh set of eyes will help in proof reading and perhaps even help to ensure that all of the ideas were conveyed effectively.