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The Best Way to Proofread Websites: 10 Tips from a Professional Proofreader.

Writer: Deborah TaylorDeborah Taylor

Sometimes you can’t afford to outsource tasks. Sound familiar? Well welcome to my do-it-yourself comprehensive guide on proofreading websites. As a professional proofreader, I understand the importance of meticulous attention to detail when it comes to ensuring a website's quality and functionality. In this blog post, I will explore both traditional proofreading elements, such as grammar, punctuation, and formatting, as well as non-traditional elements like SEO optimisation and checking for missing internal links. By implementing these 10 tips to proofread a website, you'll be able to polish your website to perfection. Let's start!

Text reading; the best way to proofread websites - tips from a professional proofreader with an image of hands on a laptop typing

Tip 1. Grammar, Punctuation, and Formatting:

Effective communication begins with proper grammar, punctuation, and formatting. Here are some key tips to think about:

  • Double-check for grammatical errors, spelling mistakes, and typos.

  • Pay attention to punctuation, including correct usage of commas, periods, and quotation marks.

  • Ensure consistent formatting throughout the website, including headings, font styles, and line spacing.

  • Use concise and clear sentences to convey your message effectively.



Tip 2. Readability and Clarity:

A well-structured and easily readable website enhances user experience. Consider the following:

  • Break up long paragraphs into shorter, digestible chunks.

  • Use subheadings and bullet points to organise content and improve readability.

  • Ensure a good balance between text and white space for a visually appealing layout.

  • Use a font size and style that is easy to read across different devices. DP Sans Mono is often used by proofreaders to more easily see typos.


Page of a yoga website with proofreading corrections marked on it in red.
Example of a website I proofread for Christel Wellness Yoga.

Tip 3. Search Engine Optimisation (SEO):

Boosting your website's visibility on search engines is crucial. Incorporate these SEO tips into your proofreading process:

  • Optimise page titles and meta descriptions with relevant keywords.

  • Include descriptive alt tags for images to improve accessibility and search engine indexing, remember to use Google Search Console.

  • Ensure the proper use of heading tags (H1, H2, etc.) to structure content and highlight key points.

  • Incorporate keywords naturally throughout the content, including in headings, subheadings, and body text.



Tip 4. Consistency in Style and Tone:

Maintaining a consistent style and tone throughout your website adds professionalism. Here are some tips to bear in mind:

  • Establish a style guide for your website, including guidelines for capitalisation, abbreviations, and writing tone.

  • Ensure consistency in language, whether it's American English or British English and use a reputable dictionary such as Merriam Webster for US English and New Oxford for UK English.

  • Proofread for consistent use of formatting elements, such as quotation marks, italics, and bold text.


A woman reviewing paperwork with a laptop
Take your time and use my downloadable guide.

Tip 5. Checking for Missing Internal and External Links:

Internal and external links help with website navigation and SEO. Ensure they are correctly implemented:

  • Review all external and internal links to ensure they are working correctly and directing users to the intended pages.

  • Check for broken links and update or remove them to avoid user frustration.

  • Verify that anchor texts are descriptive and relevant to the linked content.


Tip 6. Website Load Time and Responsiveness:

A fast-loading and mobile-friendly website improves user experience and SEO ranking:

  • Optimise images and other media files to reduce their file size without compromising quality.

  • Ensure your website is mobile responsive, adjusting seamlessly to different screen sizes.

  • Regularly test your website's load time using tools like Google PageSpeed Insights and optimise accordingly.


Mans hands with a mobile phone
Check your website on all available platforms; desktop, laptop, tablet and phone.

Tip 7. Consistent Branding and Visual Identity:

Your website should reflect your brand's identity and create a cohesive user experience:

  • Check that your logo and branding elements are consistent across all pages.

  • Ensure the colour scheme and typography align with your brand guidelines.

  • Proofread for consistency in terminology and messaging to maintain a unified brand voice, especially if more than one member of your team has written content for your website.

Tip 8. Navigation and User-Friendly Design:

Efficient navigation and intuitive design contribute to a positive user experience:

  • Test your website's navigation menu and ensure it's easy to find and use.

  • Check for logical and well-organised page hierarchy, making it simple for users to find the desired information.

  • Optimise the placement and visibility of important calls-to-action (CTAs) to drive user engagement.


hands typing on a laptop keyboard
Proofreading can make your work look more professional.

Tip 9. Content Accuracy and Fact-Checking:

Delivering accurate and reliable information is crucial for building trust with your audience:

  • Fact-check all content, ensuring statistics, dates, and references are accurate and up-to-date.

  • Verify external links to ensure they are still valid and lead to relevant sources.

  • Cross-reference information on your website to maintain consistency and avoid contradictory statements.

Tip 10. Utilise my Downloadable Excel Sheet:

To streamline your proofreading process, make use of my downloadable Excel sheet available on my website www.the-blue-pencil.com:

  • This downloadable tool can help you keep track of your proofreading tasks, including website sections, pages, and specific elements to review.

  • Use it to note down any errors, improvements, or changes needed, ensuring you don't miss anything during the proofreading process.


Proofreading a website is a meticulous task that involves both traditional elements like grammar and punctuation, as well as non-traditional aspects like SEO optimisation and internal link checks. By implementing these 10 tips, you'll be well-equipped to enhance the quality, functionality, and user experience of your website. Remember, proofreading is a continuous process, so regular checks and updates are essential to maintain a polished and professional online presence. Happy proofreading!


If that all sounds like too much work, please get in touch by email: the_blue_pencil@yahoo.com

and see how I can help lighten your load. See this post about why hiring a professional proofreader, like me, is a great idea and more affordable than you think.

Note: To get my free Excel sheet for website proofreading, please visit www.the-blue-pencil.com


Connect with The Blue Pencil proofreading on social media: Instagram, LinkedIn or Facebook

Deborah is a professional proofreader and member of CIEP with a passion for helping small businesses and authors produce their best work.

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