Why Do I Need to Proofread When I Can Run Spell Check?

As we all know, word processing programs have wonderful spell check features that can save us time and moments of embarrassment from unnecessary errors in our documents; however, if you have taken a class from me, you know that I am always preaching that even though running a spell check in your document, before you submit or print, you also need to proofread.

The reason we need to proofread, and in my opinion, always will be needed is because there are many items that a spell check feature just won't be able to pick up.  Here are a few examples:

• Numbers - unfortunately, a spell check feature will not know if a part, invoice, phone, or social security number, currency amount, etc. is accurate.  The only way to be sure is to proofread the number.  Can you imagine if you meant to pay someone $100 but you typed $1,000 instead?  I'm sure the recipient would be happy, but you and/or your employer may not.
• Names - my last name is a prime example of how names should also be proofread for accuracy.  Many times a spell check feature will highlight a proper name it does not recognize; however, these should also be proofread for accuracy.  We have many beautiful names that are not spelled in a traditional way, and no one wants to receive a document with their name misspelled.
• Addresses - just as with names, addresses need to be proofread for accuracy.  Is the address correct?  Are the street numbers and spellings correct?  Is the city accurate and spelled correctly?  Did you use the correct two-letter state abbreviation?  Is the six-digit zip code (plus four-digit extension) correct and included?
• Omissions - proofreading is essential to be sure all document details are included.  Often times, when we read our finished documents, we realize that something additional should be included.  Also, on the flip side, is there repetition within our document?  If something is included more than once, that isn't necessary, it should be deleted.
• Formatting - is the correct document formatting being used?  Is the formatting consistent throughout the entire document?

So as you can see, there are still many reasons why we need to run a spell check in our documents AND proofread.  I'm sure you can come up with more examples, than I have included.  Remember, our documents are a reflection of us, our professionalism, and something we should be proud to submit to a client or employer.