Once you have written a letter, you are responsible for editing and proofreading the document.  The grammar and spelling software on your computer can help you do the job.  However, the software will not catch all the errors and certain errors noted by the software may not necessarily be errors!  You must have a good command of grammar and proofread carefully.  You might even ask someone else to proofread the document.

Some proofreading tips:

• Proofread your document on the screen before you print it. Scroll to the beginning of the document and use the top of the screen as a guide for your eyes in reading each line
• Proofread a document in three steps
  • General appearance and format
  • Spelling and keyboard errors
  • Punctuation, word usage and content
• Read from right to left for spelling and keyboard errors
• Use a spell checker
• If possible, do not proofread a document right after keying it. Let the document sit while you perform another task
• Pay attention to dates. Do not assume they are correct.  For example, check to determine that Thursday, 15 November is a Thursday.  Check the spelling of the months and the correctness of the year
• Use the thesaurus if you are not certain a word is appropriate
• Watch closely for omissions of –ed, -ing or –s at the end of words
• If punctuation causes you problems, check a grammatical source after you have completed all other proofreading
• Be consistent in the use of commas
• Be consistent in the use of capital letters
• Check numerals

Be consistent in format