Free Proofreading Checklist for Businesses

Use this before you hit send, publish, or print important communication.

This checklist is designed for emails, web pages, proposals, and internal documents. You can print this page, download the PDF, or share it with your team as part of your communication SOPs.

1. Big-picture clarity

✅ The main point is clear in the first few lines.
✅ The reader knows exactly what you’re asking them to do.
✅ The tone matches the audience (customer, vendor, internal team, leadership).
✅ There’s no missing context that would confuse a new reader.

2. Structure and flow

✅ Headings and subheadings are clear and informative.
✅ Long paragraphs are broken up so they’re easy to scan.
✅ Lists are formatted as bullets or numbered steps where helpful.
✅ Related ideas are grouped together logically.

3. Names, numbers, and details

✅ Names of people, companies, and locations are spelled correctly.
✅ Dates, times, and time zones are correct and consistent.
✅ Prices, quantities, and SKUs are correct.
✅ Job titles, department names, and locations use your standard terms.

4. Spelling, grammar, and punctuation

✅ Common words are spelled correctly (no “manger” instead of “manager”).
✅ Verb tenses are consistent and correct.
✅ Sentences aren’t missing words.
✅ Commas, periods, and quotation marks are in the right places.

5. Consistency and style

✅ You use the same terms the same way throughout (no “client” in one spot and “customer” in another unless intentional).
✅ Numbers, dates, and times follow the same style.
✅ Capitalization is consistent for headings, job titles, and departments.
✅ Your brand voice feels professional, clear, and confident.

6. Links and attachments

✅ All links work and go to the correct destination.
✅ Attachments are actually attached and named clearly.
✅ If you reference a link or document in the text, it’s easy to find.

7. Call to action

✅ It’s clear what the reader should do next (reply, schedule, approve, click, etc.).
✅ Any deadlines or dates are clearly stated.
✅ Contact information is correct and easy to find.

How to use this checklist

✅ Print this page and keep it next to your desk.
✅ Download and share the PDF with your team.
✅ Include it in your internal communication SOPs or onboarding documents.

Want help applying this checklist to your real documents?

If you’d like a second set of eyes on your emails, web pages, or SOPs, I offer business proofreading and copyediting focused on clear, confident communication.

Or, if you’re ready to talk about a real project: get in touch here and share your next document.