Tips and Tricks for Proposal Proofreading
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Proof for Compliance First
Begin with the RFP, not grammar. Verify page limits, fonts, margins, forms, file names, and submission steps. Build a one-page checklist and map responses to exact requirements with matching headings. Confirm every “shall” is answered and easy to find. Grammar and polish come second—non-compliance costs points fast.
Standardize Names, Numbers, and Acronyms
Create a mini style sheet (capitalization, hyphenation, acronyms, units, dates). Run targeted searches for double spaces, inconsistent dashes, stray smart quotes, and % spacing. Confirm client/project names, licenses, and dollar figures against source records. Spell out acronyms on first use and keep them consistent throughout.
Two-Pass Method: Story, Then Surface
Pass 1: read for logic and flow—do headings promise what paragraphs deliver; do win themes recur; are transitions clear? Pass 2: line-edit in PDF at ~125% zoom to catch wraps, spacing, widows/orphans, and figure/table references. Test links, check callout styles, and export a clean final with controlled file naming.
