How can you proofread technical text?

The process of checking text of a technical nature involves the same elements one would use to check a narrative. First is context, i.e., form and message. To admit inconsistency is to allow confusion, which amounts to deceit. Second is logic, which should be embodied in sentence structure and vocabulary or usage. Third is terminology, an understanding of which one can begin to accrue from the start of a given text as well as from the thousands of similar pieces examined over the course of years. In this editor's case, even a missing letter in a lengthy chemical name or formula will be evident with the initial skim of the page. Such an omission will then be checked online and/or in Webster's dictionary. A well-proofed text is beautiful.

It also helps to know the target audience's purpose. Will each reader be in a hurry when reviewing this information? Then recommend the author tighten up longer paragraphs, use bullets, or incorporate graphs and charts. Read as an editor but also as a user.

I find it useful to maintain a glossary list for repetitive terms and phrases. It doesn't have to be anything fancy; for small projects and short tasks I tend to start with a little handwritten list on a post-it sticker. For larger projects with multiple tasks that spread over time, I might use the CAT tool's "term base" feature, or just a simple spreadsheet. It helps me ensure consistency throughout the text and across texts. In some cases I add to my glossary a list of style guidance rules; whether these were given by the client or devised by me, keeping these accessible when working also helps ensure style, tone and voice are maintained throughout the text.

Any table, graph, or image should be introduced in the document either before it shows up or very soon thereafter to be sure the reader knows what is being portrayed and in what context.

When checking language, read the text out loud. Speaking and hearing each sentence will highlight opportunities where the text diverges from typical speech. Even with a technical subject, the writing should flow in a natural, smooth and conversational manner so the audience can follow along and not get distracted by awkward sentences, phrases or words. Next, read bottom to top, last sentence to first, out loud. This practice disrupts brain patterns formed after editing a piece top to bottom multiple times, allowing an editor to isolate each sentence and consider its language and cohesion with the rest of the text.

It helps to always use the same terminology or even spelling and hyphenation throughout. In literature, you want to be creative. In technical documentation, you want to remove any ambiguity. Presenting a term or phrase the same way every time shows you mean one item or process.

Font size, color, and orientation should also be considered. Do all level-one headings look the same? Are they different from level-two headings? What about the margins? Consistency at this level helps the reader keep the order and relationship between sections.

Definitely get feedback. For instance, this whole article is about proofreading and yet in one of the first paragraphs there is an extra space between two words. The whole document is single spaced apart from the one double space. It’s almost like a “spot the difference” quiz.

You should get feedback from both experts and people completely outside the field if possible when reviewing a technical document. The experts can make sure it's technically accurate. The outsider can make sure it makes sense to someone without the background knowledge to fill in any blanks or to make assumptions.