Mastering Proofreading: Elevating Business Blog Posts to Perfection

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The world of business blogging is competitive. You know it, and I know it. That means you need to deliver flawless and polished content to establish your credibility and professionalism, and to engage with your audience effectively. Tall order, that.

One critical step in achieving this level of quality is mastering the art of proofreading. By carefully reviewing and fine-tuning your business blog posts, you can ensure that you have error-free and compelling content that leaves a lasting impression on your readers.

In this post, we’re going to explore the art of proofreading together. I will show you how crucial it is, and I will provide you with valuable tips and techniques to elevate your business blog posts to perfection.

Blog posts serve as a reflection of your brand and expertise, which means it is essential to present flawless and compelling content. But how can you ensure perfection in your business writing?

By proofreading.

By mastering proofreading techniques, you can eliminate errors and enhance clarity in your content. This will make you a more memorable writer who readers know they can trust. Read on to discover the power of proofreading and unlock the secrets of impeccable business writing.

Understanding the Proofreading Process

First things first: when it comes to refining your business blog posts, it is essential to understand the difference between proofreading and editing. While editing involves a comprehensive review of the content, structure, and flow of your writing, proofreading zooms in on the finer details. It focuses on grammar, spelling, punctuation, and formatting, so you can be sure that your content is error-free and polished.

During the proofreading process, your primary goal is to meticulously examine your writing for any grammatical mistakes, typos, spelling errors, inconsistencies, or formatting issues. Proofreading is the final step before publishing your blog post, after all, and it is essential if you want to give your posts that extra shine and a professional presentation. By dedicating time to proofreading, you demonstrate a commitment to delivering high-quality content that reflects your attention to detail.

Proofreading business blog posts requires more than just a quick scan for obvious errors. Taking a systematic approach is paramount. A methodical proofreading process will help you catch even the most subtle mistakes and inconsistencies in your writing.

By adopting a systematic approach, you create a structured framework that helps you stay organized and focused during the proofreading process. Here are a few reasons why a systematic approach is so important:

  1. To Ensure Thoroughness: Proofreading can be daunting, and exhausting, especially when dealing with lengthy blog posts. A systematic approach ensures that you cover all aspects of your writing, from grammar and spelling to punctuation and formatting. It helps you review every sentence, paragraph, and section of your content, leaving no room for oversight.
  2. To Maintain Consistency: Consistency is key in business writing. A systematic approach allows you to maintain consistency in grammar, tone, style, and formatting throughout your blog post. By applying consistent rules and guidelines, you present a professional and polished image to your readers.
  3. To Enhance Accuracy: A systematic approach pushes you to make sure you aren’t sharing inaccurate information. You can take a moment to recheck your notes or double-check your research, then correct any factual errors in your blog post. This reduces the likelihood of embarrassing—and potentially expensive—issues popping up in your posts.
  4. To Find and Fix Common Problems: A systematic approach lets you focus on specific elements that require attention during proofreading. You can target common errors, such as subject-verb agreement, punctuation misuse, or spelling inconsistencies with surgical precision. This attention to detail enhances the accuracy of your content and minimizes the risk of embarrassing mistakes.
  5. To Save Time and Effort: While proofreading may seem time-consuming, a systematic approach actually saves time in the long run. It allows you to catch errors quickly and make necessary corrections, streamlining the overall editing and revising process. By following a clear path, you avoid getting lost or sidetracked, making the proofreading task more efficient and effective.

Essential Tips for Proofreading Business Blog Posts

Give It Time

One important step for effective proofreading of business blog posts is giving yourself some distance from the content before diving into the proofreading process. Stepping away from the post and allowing some time to pass before proofreading is a strategy that can greatly enhance your ability to spot errors and gain a fresh perspective.

When we are deeply immersed in writing and editing, it’s easy to become blind to our own mistakes. Brains are tricksters. They tend to fill in gaps or overlook errors because we are too familiar with the content. By taking a break and coming back to the blog post with a fresh set of eyes, you can overcome this bias and approach the proofreading process with renewed focus.

Here’s why giving it time is so beneficial:

  1. Fresh Perspective: Stepping away from the content, even for a short while, helps you detach emotionally and mentally from your writing. When you return to proofread, you are more likely to approach the text objectively, making it easier to identify grammar, spelling, or punctuation errors that you may have overlooked.
  2. Improved Attention to Detail: By taking a break, you give your mind a chance to reset. This can enhance your concentration and attention to detail when you begin proofreading. You’ll be more likely to notice inconsistencies, awkward phrasing, or unclear sentences that require revision. It allows you to approach the content with a critical eye, ensuring that every aspect is polished and error-free.
  3. Increased Efficiency: Believe it or not, taking a break before proofreading can make the process more efficient. Stepping away instead of rushing through the content immediately after writing or editing allows you to return with a fresh perspective and a clearer mind. This can help you work more efficiently and effectively, ultimately saving time and effort in the long run.

So, before you embark on the proofreading journey for your business blog post, remember the importance of giving it time. Go grab yourself a cup of coffee or some water, take a breather, maybe even sleep on it if you can, and come back to your post-to-be with a little less clutter in your head. Returning with a fresh perspective will enhance your proofreading accuracy, resulting in a refined and polished piece of content that showcases your professionalism and attention to detail.

Schedule Dedicated Time

It’s so easy to neglect a task like proofreading blog posts. You say to yourself, “Oh, I’m sure it’s okay. I know how to string a sentence together. I know what I’m doing. I don’t have time for this.” That’s a quick way to get yourself into trouble.

Make the time.

When it comes to proofreading, setting aside dedicated time for this task is important. By scheduling specific blocks of time solely for proofreading, you create an environment that promotes focus and attentiveness, resulting in a more thorough and effective review.

Here’s why scheduling dedicated time for proofreading is essential:

  1. Avoid Rushing: Proofreading requires concentration and careful attention to detail. By allocating dedicated time for this task, you can avoid rushing through the process. Rushing leads to mistakes, diminishing the overall quality of your content. By setting aside uninterrupted time, you can approach the proofreading process with patience and precision.
  2. Maintain Focus: Multitasking or trying to squeeze in proofreading between other tasks can be counterproductive. It’s essential to give proofreading your undivided attention in order to catch even the smallest errors or inconsistencies. By scheduling dedicated time, you create an environment that minimizes distractions, allowing you to fully immerse yourself in the proofreading process and maintain focus throughout.
  3. Improve Efficiency: By dedicating specific time slots to proofreading, you can work more efficiently. When you have a set timeframe for this task, you are more likely to prioritize it and avoid procrastination. Additionally, working with a focused mindset can help you complete the proofreading process more swiftly and effectively, ensuring that your business blog post is error-free and polished in a timely manner.
  4. Consistency and Accountability: Scheduling dedicated time for proofreading establishes a routine and ensures that this step is not overlooked or rushed. It helps you stay consistent in your approach to proofreading and reinforces the importance of this final check before publishing. By holding yourself accountable to a specific schedule, you can maintain a high standard of quality in your business blog posts.

So, make it a habit to schedule dedicated time for proofreading your business blog posts. Set aside blocks of uninterrupted time where you’re free from distractions. Consider playing music or using earplugs—I quite like these. And approach the task with focus and attentiveness. By doing so, you can ensure a thorough and effective review, resulting in error-free and polished content.

Read Aloud

One technique to enhance the effectiveness of your proofreading process for business blog posts is to read the content aloud. While reading silently can be helpful, reading aloud offers distinct advantages in catching awkward phrasing, grammar errors, or inconsistencies that may have gone unnoticed otherwise.

Here’s why incorporating the practice of reading aloud is beneficial:

  1. Identify Awkward Phrasing: When you read your content aloud, you engage your auditory senses, allowing you to detect any awkward or clumsy phrasing that might not be apparent when reading silently. By hearing the words, you can identify sentences or phrases that do not flow smoothly or sound natural. This enables you to make necessary revisions to improve the overall readability and coherence of your business blog posts.
  2. Spot Grammatical Errors and Inconsistencies: Reading aloud helps uncover grammar errors, punctuation mistakes, and inconsistencies that may have slipped through during the writing and editing stages. As you vocalize each word and sentence, you are more likely to notice grammatical hiccups, such as incorrect verb tenses, subject-verb agreement issues, or punctuation misuse. Additionally, reading aloud allows you to identify inconsistencies in style, tone, or language usage, ensuring a more polished and cohesive final piece.
  3. Enhance Clarity and Flow: By vocalizing your content, you gain a better understanding of how the words and sentences interact and flow together. This can help you identify areas where clarity may be lacking or where the sequencing of ideas could be improved. Reading aloud provides a fresh perspective on the rhythm and structure of your writing, allowing you to make adjustments that enhance the overall readability and comprehension of your business blog posts.
  4. Improve Language and Tone: Reading aloud enables you to assess the language and tone of your writing more effectively. You can gauge whether the tone aligns with your intended message and audience, and whether the language used is appropriate and engaging. If certain sentences or phrases sound dull or lack impact when spoken aloud, you can make revisions to inject more vibrancy and resonance into your content.

Reading aloud while proofreading can significantly elevate the quality of your business blog posts. By engaging your auditory senses, you can catch awkward phrasing, grammar errors, and inconsistencies that might have otherwise gone unnoticed. So, take the time to read your content aloud, listening for any areas that require improvement. By doing so, you ensure that your business blog posts are clear, and polished, and effectively communicate your message to your readers.

When incorporating the practice of reading aloud into your proofreading process for business blog posts, it’s important to approach it in a focused and intentional manner.

Here are some tips for reading out loud:

  1. Maintain a Steady Pace: While reading aloud, aim to maintain a steady and consistent pace. Avoid rushing through the text or reading too slowly, as both can disrupt the natural flow of the content. Find a comfortable rhythm that allows you to clearly articulate each word and sentence while maintaining a sense of momentum.
  2. Pay Attention to Sentence Flow: As you read, pay close attention to the flow of sentences. Note whether the sentences connect smoothly and logically. Listen for any instances where the sentence structure feels clunky or convoluted. If you stumble or find yourself needing to pause frequently, it may indicate areas where sentence structure or wording can be improved for better readability.
  3. Emphasize Key Points: Use vocal inflection to emphasize important points or key ideas in your business blog posts. By varying your tone and volume, you can draw attention to significant information, enhance the impact of your message, and ensure that the intended meaning is conveyed effectively. This can also help you identify areas where emphasis might be lacking and make necessary adjustments.
  4. Listen for Clarity and Coherence: Focus on listening to the clarity and coherence of your writing as you read aloud. Notice if certain phrases or sentences sound unclear or confusing. If you find yourself stumbling over words or struggling to comprehend a particular sentence, it may indicate the need for revision. Take note of any areas that require clarification or rephrasing to ensure that your business blog posts are easily understood by your readers.
  5. Use Pauses and Breath Control: Incorporate natural pauses and breath control while reading aloud. This allows you to break down the text into meaningful segments and ensure that you’re not rushing through the content. Take deliberate breaths at appropriate points, such as at the end of sentences or paragraphs, to maintain a smooth and controlled delivery. Pausing also allows you to reflect on the overall effectiveness of your writing and identify areas that may require further attention.
  6. Engage Your Ears and Eyes: While reading aloud, use both your ears and eyes to catch any errors or inconsistencies. Listen attentively to the words as they are spoken and observe the text on the page simultaneously. This dual engagement helps you detect errors in grammar, punctuation, and spelling that you may have missed during silent reading. It also allows you to spot visual elements like formatting issues or excessive repetition that can impact the overall quality of your business blog posts.

Reading aloud provides a valuable opportunity to fine-tune the flow, clarity, and overall impact of your writing. By following these tips, you can effectively read aloud during the proofreading process, ensuring that your business blog posts are polished, coherent, and engaging.

If reading aloud is not an option for you, an alternative that I’ve found quite useful is having a text-to-speech program that highlights each word as it goes read the content instead. This too can help you spot issues with awkwardness, inconsistencies, clarity, and flow. Microsoft Word is my tool of choice, but there are other options. Look around to find the one that best meets your needs.

Break it Down

Like most in-depth tasks, proofreading is best done in smaller doses. To conduct a meticulous review during the proofreading process for your business blog posts, it can be helpful to break your post down into smaller sections or paragraphs.

Here’s why:

  1. To Enhance Focus: By dividing your content into manageable chunks, you can maintain focus on each section individually. This prevents your attention from becoming overwhelmed by the entire document, allowing you to concentrate on the details and nuances of smaller portions at a time.
  2. To Reduce Fatigue: Proofreading can be mentally demanding, and long stretches of continuous reviewing can lead to fatigue and decreased effectiveness. Breaking the process into smaller chunks helps combat this by providing regular breaks and preventing mental exhaustion. This way, you can approach each section with renewed energy and a fresh perspective.
  3. To Increase Attention to Detail: When proofreading smaller sections, you are more likely to catch subtle errors and inconsistencies that might have been overlooked during a broader review. By focusing on a limited amount of content, you can give it the attention it deserves and thoroughly analyze grammar, spelling, punctuation, and formatting within that specific context.
  4. To Maintain Accuracy: By breaking the proofreading process into smaller sections, you can maintain a higher level of accuracy. Your brain can better process and retain information when it is presented in smaller, manageable portions. This reduces the likelihood of missing errors or making oversight due to information overload.
  5. To Organize the Process: Breaking down the proofreading process down helps you organize and track your progress. It allows you to systematically work through each section, ticking them off as you complete the review. This sense of organization helps ensure that every part of your business blog posts receives the attention it requires and avoids any unintentional omissions.

Remember, breaking the proofreading process into smaller sections doesn’t mean sacrificing the overall cohesiveness and flow of your content. Once you have thoroughly reviewed each section, it’s essential to step back and examine the document as a whole to ensure consistency and coherence across the entire piece.

By adopting a systematic approach and breaking down your proofreading process into smaller sections or paragraphs, you can ensure a meticulous review of your business blog posts, leading to polished and error-free content that leaves a positive impression on your readers.

Organization

Staying organized during the proofreading process is essential for maintaining efficiency and thoroughness.

Here are some techniques to help you stay organized while proofreading your business blog posts:

  1. Create a Proofreading Checklist: Develop a checklist of common errors, grammar rules, and specific elements you need to review. This checklist will serve as a handy reference guide, ensuring you don’t overlook any important aspects of proofreading. As you work through each section, mark off items on the checklist to track your progress and ensure you cover everything.
  2. Use Highlighting or Marking Tools: When you come across areas that require further attention or editing, use highlighting or marking tools to flag them. This could include underlining, circling, or using color-coded annotations to indicate specific issues. By visually marking these areas, you can easily locate and revisit them later during the revision process.
  3. Take Notes and Summaries: Jot down notes or summaries of key points or areas that need improvement as you proofread. This helps you capture your observations and serves as a reminder for revisions you need to make later. By documenting your thoughts and ideas, you can refer back to them and make targeted edits during the revision stage.
  4. Use Digital Tools and Software: Utilize digital tools and software designed for proofreading, such as grammar and spelling checkers. These tools can help automate the process and catch common errors or inconsistencies. However, keep in mind that they are not foolproof, and that manual proofreading is still necessary for a comprehensive review.
  5. Take Breaks and Refresh Your Perspective: Allow yourself breaks between proofreading sessions to maintain focus and prevent fatigue. Stepping away from the content for a while gives your mind a chance to rest, allowing you to return with a fresh perspective. This renewed outlook can help you spot errors or areas for improvement that you may have missed before.
  6. Have Other Resources on Standby: If your company uses a particular style guide, either an in-house guide or one of the major ones like the Chicago Manual of Style or the AP Stylebook, have that within easy reach. Bookmarking favorite websites for grammar, spelling, and other language tips is a good idea as well. Having a good set of references that you can lean on when in doubt will let you be even more certain that your writing is error-free and professional.

Remember, staying organized is about finding a system that works best for you. Experiment with different techniques and tools to determine what helps you stay focused, maintain thoroughness, and ensure an organized proofreading process for your business blog posts. By implementing these strategies, you can enhance your efficiency and effectiveness in catching errors and delivering polished content to your readers.

Tools and Resources for Efficient Proofreading

In today’s digital age, there are several tools and resources available online that can assist you in the proofreading process for your business blog posts. These tools are designed to complement your efforts and help you achieve more accurate and polished content.

Here are some helpful proofreading tools and software programs that are worth considering:

  1. Grammar and Spell Checkers: Grammar and spell checkers, such as Grammarly, ProWritingAid, or Hemingway Editor, are popular tools that can quickly scan your writing for grammar mistakes, spelling errors, and punctuation inconsistencies. They provide real-time suggestions and corrections, helping you identify and rectify common errors with ease.
  2. Style Guides and Manuals: Style guides, like the Chicago Manual of Style or the AP Stylebook, offer comprehensive guidelines for grammar, punctuation, capitalization, and formatting specific to different industries or writing styles. These resources can serve as a valuable reference to ensure your business blog posts adhere to the appropriate style conventions.
  3. Online Proofreading Platforms: Various online platforms, such as Scribendi or ProofreadingServices.com, offer professional proofreading services. These platforms connect you with experienced proofreaders who can meticulously review your content and provide detailed feedback and edits to enhance clarity, coherence, and overall quality.
    • Professional freelance proofreaders are another option. Your ideal proofreader may be someone who works independently. If you go this route, seek out a proofreader who seems trustworthy and reliable. Check their reviews and testimonials, read their blog if they have one, or investigate their social media presence to ensure that they give you a good impression of their services.
  4. Word Processing Software Tools: Most word processing software comes with built-in proofreading tools that can highlight potential errors, suggest corrections, and even check for readability or clarity. Take advantage of these features to supplement your proofreading efforts.
  5. Readability and Consistency Checkers: Tools like Readable.io or ProWritingAid’s Readability Analyzer can evaluate the readability of your content by analyzing factors like sentence length, paragraph structure, and vocabulary usage. They provide insights into improving readability and maintaining consistency throughout your business blog posts.

Remember that these tools and resources are meant to support and enhance your proofreading process. They should not replace your own careful review and attention to detail. It’s important to use them only as aids to catch errors and make improvements, while also applying your own critical thinking and judgment.

By incorporating these helpful proofreading tools and resources into your workflow, you can streamline the proofreading process, improve the accuracy and quality of your business blog posts, and ensure a professional and polished final product.

Incorporating proofreading tools and resources into your proofreading process for business blog posts can offer several advantages.

Here are some benefits of these tools:

  1. Mistake Minimization: Proofreading tools, such as grammar and spell checkers, have advanced algorithms that can quickly identify common grammar, spelling, and punctuation errors. By using these tools, you can minimize the risk of overlooking simple mistakes, ensuring a higher level of accuracy in your content.
  2. Efficiency: Proofreading manually can be time-consuming, especially when dealing with lengthy business blog posts. The use of automated tools can significantly speed up the proofreading process by swiftly highlighting potential errors. This saves you valuable time and allows you to focus on other important aspects of your writing.
  3. Consistency: Consistency is vital in maintaining a professional image and conveying a cohesive message in your business blog posts. Tools and resources that offer style guidelines and consistency checks help ensure that your writing follows established conventions. They can catch inconsistencies in capitalization, punctuation, or formatting, contributing to a more polished and consistent end product.
  4. Readability Improvement: Readability is essential for engaging readers and effectively communicating your ideas. Some proofreading tools assess the readability of your content, providing insights into sentence length, paragraph structure, and vocabulary usage. By utilizing these tools, you can optimize the readability of your business blog posts and make them more accessible to your target audience.
  5. Professional Guidance: A professional proofreader’s valuable feedback and edits can help you refine your content, improve clarity, eliminate awkward phrasing, and enhance overall quality. Leveraging their experience and knowledge can take your business blog posts to the next level.
  6. Learning Opportunities: Proofreading tools often provide explanations and suggestions for corrections, allowing you to learn from your mistakes and improve your writing skills over time. By utilizing these tools, you can gain insights into grammar rules, punctuation usage, and writing style, empowering you to become a better writer in the long run.

By taking advantage of these tools and resources, you can catch common errors, improve the accuracy and readability of your business blog posts, and enhance the overall proofreading process. Remember, while these tools are invaluable assets, it is essential to combine them with your own careful review and critical thinking to produce error-free, polished, and professional content.

Seeking a Fresh Set of Eyes

While proofreading your own business blog posts is important, seeking a fresh set of eyes can provide invaluable insights and ensure a higher level of accuracy and polish.

Here are some reasons why involving a colleague or professional proofreader is beneficial:

  1. Objectivity: When you’ve been immersed in writing and proofreading your own content, it’s easy to overlook errors or become blind to areas that may need improvement. By involving a colleague or professional proofreader, you introduce an objective perspective that can catch mistakes and offer constructive feedback. They can approach the content with a fresh and unbiased viewpoint, identifying errors or inconsistencies that you may have missed. They can offer suggestions for improving the structure, flow, and organization of your content. Their feedback can help you identify areas that may need further development or clarification, resulting in more effective communication with your audience.
  2. Different Skill Set: Colleagues or professional proofreaders often have specialized skills and expertise in proofreading and editing. They bring a trained eye and a keen attention to detail, allowing them to spot errors, improve sentence structure, suggest alternative phrasing, and ensure overall clarity. Their experience in proofreading can significantly enhance the quality and professionalism of your business blog posts.
  3. Thoroughness: A second set of eyes brings an added layer of thoroughness to the proofreading process. They can provide a comprehensive review, ensuring that all aspects of the content, including grammar, spelling, punctuation, formatting, and style, are meticulously examined. Their input can help you achieve a higher standard of accuracy and consistency in your writing.
  4. Professionalism: Engaging a professional proofreader demonstrates a commitment to delivering high-quality, error-free content. It enhances the overall professionalism and credibility of your business blog posts. Their expertise and guidance can help elevate your writing to meet industry standards and best practices.
  5. Error Detection: An external proofreader has a sharp eye for detail and can catch errors that may have been overlooked during your own proofreading process. They can identify grammar and spelling mistakes, punctuation errors, inconsistencies in style or tone, and formatting issues. By having these errors addressed, you can present error-free and polished content to your audience, which enhances your credibility and professionalism.

When seeking a fresh set of eyes, it is essential to choose individuals who are skilled in proofreading or have relevant expertise in your industry. Colleagues with strong writing and editing skills or professional proofreaders with experience in your specific field can provide valuable input and contribute to the overall refinement of your content.

By involving a colleague or professional proofreader in the proofreading process, you can benefit from their objectivity, expertise, thoroughness, fresh perspective, and professionalism. Their input will help ensure that your business blog posts are error-free, well-polished, and effectively convey your intended message to your target audience.

An external perspective, whether it’s from a colleague or a professional proofreader, offers you access to fresh insights and a critical assessment of your business blog posts. Their objectivity, different perspective, expertise, and ability to detect errors contribute to refining and improving the overall quality of your content. Collaborating with an external proofreader ensures that your business blog posts are polished, error-free, and ready to make a strong impression on your audience.

Polish Your Business Blog Posts to Perfection

Mastering the art of proofreading is crucial for elevating your business blog posts to perfection. By understanding the distinction between proofreading and editing, focusing on grammar, spelling, punctuation, and formatting, you can ensure error-free content that showcases professionalism and credibility.

Taking a systematic approach, giving yourself dedicated time, and reading the content aloud help to catch errors and improve the flow of your writing. Utilizing proofreading tools and seeking a fresh set of eyes through external perspectives enhance the overall quality of your work.

Remember, proofreading is an essential step in the writing process that should never be overlooked. Embrace these techniques, refine your business blog posts, and captivate your readers with polished and impeccable content.

Proofreading is of utmost significance when it comes to elevating your business blog posts. It is the key to delivering error-free and polished content that establishes your credibility and professionalism. Through effective proofreading techniques, such as giving your writing time to breathe, reading aloud, breaking down the process, and utilizing helpful tools, you ensure thoroughness and enhance the overall quality of your work.

Additionally, seeking a fresh perspective through external opinions adds valuable insights and helps identify any overlooked errors. By mastering proofreading, you have the power to take your business blog posts to new heights, captivating your audience and leaving a lasting impression.

Implementing these proven tips and techniques for proofreading will empower you to deliver impeccable and impactful content in your business blog posts. By taking the time to proofread and refine your writing, you demonstrate a commitment to excellence and attention to detail that will set you apart from the competition. 

Embrace the systematic approach, utilize helpful tools, seek external perspectives, and dedicate focused time to proofreading. By doing so, you ensure that your content is error-free, polished, and truly resonates with your audience. Start implementing these strategies today and witness the transformation in your business blog posts as they become a powerful tool for establishing your credibility and driving success.


Bloggers, what do you think? Do you put a ton of effort into proofreading? Has it had an impact? Tell me in the comments below.

While you’re here, need some tips on proofreading when you’re short on time? Or would you like an experienced professional proofreader to take a look at your stuff? I’ll proofread up to 400 words of your writing for FREE!

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Now, go do some proofreading!

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