The Proofreading Tip That Actually Works — and I Actually Use!

The One Proofreading Tip That Makes the Biggest Difference

Hi Everyone, it’s Kristy from Clearly Legal.

I wanted to talk with you today to share one of the most effective proofreading techniques I have learned over my 20+ years in legal support and document drafting — a simple habit that can improve clarity, tone, and flow in any document.

Read your document out loud.

Yes, it is that straightforward. Yes, it works (for me, every time).

Why Reading Out Loud Works

When you read your work silently, your brain often fills in the blanks or skips past errors, especially when you know the content well (or drafted it yourself). When you read it out loud, your natural rhythm and speech patterns take over. That is where the proofing magic happens.

Reading aloud helps you:

• Hear where the punctuation should go — Commas, periods, semicolons, dashes, and brackets all have a rhythm when spoken. If you are pausing or gasping for air, that is a clue: the sentence structure may need adjusting.

• Recognize run-on sentences — If you run out of breath before finishing a thought, it is time to re-work or break it up.

• Sense emphasis and tone — Speaking your words reveals where a list, side comment, or new paragraph might serve your reader better.

• Spot awkward phrasing — Sometimes a sentence looks fine on paper but sounds clunky out loud. That is your signal to re-word.

Punctuation Through the Lens of Speech

Your voice can tell you what kind of punctuation a sentence really needs. Here is a quick guide I use:

• Comma (,) – A small pause to separate related words or ideas

• Semicolon (;) – Two (or more) parts of one sentence or idea, where the two (or more) parts can be one complete sentence or thought

  Period (.) – When your sentence is complete

• Dash (—) or Brackets ( ) – For side thoughts or afterthoughts (you have seen examples in this blog, this sentence in fact!)

• Bullet Points or Lists – When you are building emphasis or explaining multiple items clearly

• Paragraph Breaks – When a new idea deserves its own space

Proofreading as a Professional Skill

Over the years, I have often been praised for my proofreading — not just for catching typos, but for improving readability and flow in high-pressure legal documents. This matters. In litigation, contract drafting, and correspondence, how you say something can be just as important as what words you say.

Let Me Help You Polish It

If you are overwhelmed with formatting or document editing, or just need a second set of eyes on a draft, I am here to help. Clean, well-organized, and well-punctuated documents are not only more professional — they are less likely to be misunderstood or misfiled.

Why Work With Me? With over 20 years of experience, I know how to navigate motions and applications efficiently and effectively. My expertise ensures that filings are accurate, deadlines are met, and nothing gets overlooked — saving you both time and money.

📩 Let’s Connect. You’re a lawyer, paralegal, or firm looking for support with motions or applications, let’s talk. I’d love to share how my skills and background can streamline your practice.

👉 Email me directly at kristy@clearlylegal.ca to get started.