What techniques do you use to proofread content for grammatical, spelling, and punctuation errors without relying too heavily on automated tools?

My left hand, my right hand, and that weird ball of neurons wrapped in my skull. 

Automated tools are great but they abolish and destroy and form of humanity and warmth in writing. I never use ChatGPT, Claude, or other AI softwares to proofread content. Instead, I really on the skills that we all have been taught since we started kindergarten.  

I carefully read through every manuscript slowly and thoroughly, line by line, ensuring nothing is overlooked. I avoid reading too quickly or skimming and take regular breaks, especially with longer manuscripts, to keep my focus sharp and prevent eye strain. After completing the initial proofreading, I go through the work one final time to ensure everything is polished to the highest standard.

I don’t rely heavily on automated tools because there’s no substitute for the personal touch of reading and editing manually. I treat my authors' manuscripts with the same care and dedication as I would my own, striving to deliver 5-star service. The success of my authors/clients is my success! The process is truly a team effort, and I wouldn’t have it any other way.

As a Spanish proofreader, I do it manually by reading the content multiple times, each time focusing on a different aspect—grammar, spelling, and punctuation. I also read it aloud to catch awkward phrasing or missing punctuation. Additionally, I check for consistency in verb tenses and agreement, ensuring the text flows naturally. I never use tools for proofreading, as I rely on my own attention to detail to spot errors that may be overlooked.

I do everything manually to ensure that the result will be completely flawless.

Apart from that, the kind of errors are different between original texts and translations. Translation software tends to inappropriate wording because it doesn't comprehend the context, which is essential for the choice of a particular word. Proofreading and editing such results can be a time-consuming adventure.

I edit/proof mostly novels. I do almost all my editing on my own, only maybe using "Find and Replace" when I see multiple errors in spelling, for example. I find that "grammar fixers" cause more problems than they solve. In addition, many authors I work with use some regional dialects at times in their dialogue and the use of AI would be useless in determining whether to correct/change it. When authors/editors rely extensively on AI, they lose their own voice/tone; keeping the author's' tone is a major consideration of mine as I work to improve their writing. I rely on my own educational and practical experience to not only write my own stories but also to edit other authors' works where I read and correct each project line by line and word by word. When I run across confusing/complex segments, I may use Text to Speech to listen to them. I only edit in Word, as I like its "Track Changes" ability better than other software.

I rely on 19 years of proofreading experience and my lifelong love of grammar! If you are not as much of a grammar nerd as I am, then you should read your essay slowly while saying it out loud. It is often easier to hear errors than to see them! The most common and glaring errors in application essays are spelling errors, which spellcheck can catch, as well as unnecessary capitalizations (ask yourself, "Do I really need to capitalize this?"). For more esoteric questions, I use Google. If I'm double checking that a professor's name was spelled correctly, I'll search for "Professor Minerva McGonagall Hogwarts," for example. 

I always run pieces through 3 stages. 

The first stage is addressing the layout. I can't proofread anything if the font size is wrong in relation to the project. What I mean by that is that I'll be perfectly fine reading something in 12 point if it's brief (like a puff piece on knitting), but if I'm going to be reading a full-length book, it has to be 11 point. Not 10. Not 12. 11. 

As such, I'll often format my clients' writing (whether they'll use it or not is entirely up to them), but it helps me "see" the writing for what it is. I'd much rather take the few hours that it costs me to clean up the formatting mess. After that, I can tuck straight into whether or not the structure makes sense. 

From there, I head into a manual proofreading, which involves reading each chapter and editing it line-by-line as well as adding commentary. 

After this is complete, the file is copied and all tracked changes are accepted. After that, tracking is turned back on for a Grammarly (formal writing) or Pro Writing Aid (creative writing) proofreading. Those are just my preferences. However, I don't upload a file and allow the tools to do as they please. I have dual screens that allow me to track what the tool is suggesting and I decide whether or not to add its suggestion to my writing or scroll on by. 

I tend to avoid using generative AI as a way to complete grammar, punctuation, and spelling corrections. The programs to which I have access are the same programs available to my clients. If my clients wished to use generative AI to correct their text, they would have skipped seeking my expertise, and would have headed down that path in the first place. 

The vast majority of spelling errors are identified by the word processing software you'll choose to use. Those are the simplest corrections to complete. From there, it's reading the text--over and over-- to identify words that are spelled correctly but misused. (Think: Their, there, they're). There are certain spellings I will not correct, as they are often regional. A very popular example is color versus colour. 

I rely heavily on my own, deep understanding of punctuation; I spent many years studying the proper way to punctuate a sentence. The mistakes you'll find are not always as simple as adding or removing a comma. Many writers seek to use unnecessary punctuation to bolster their writing in an effort to sound more professional. If you're unsure of a correction, there are countless ways to re-familiarize yourself with a particular punctuation mark, from grammar books to internet searches. Pick one way and stick to it. Preferably, the method you choose will be quick. Memorize the proper usage of punctuation marks. Read often and digest texts that vary in complexity. Practice!