How to proofread your CV

Small spelling mistakes can make a big difference to your CV.

There is absolutely no point in submitting a first-class CV if it’s going to let you down because of typos and bad grammar. In the overall hiring process these might look trivial, but in the real world they do count. It doesn’t matter if it’s your first CV or if you’re updating an existing one, proofreading your CV should be an essential part of job application process.

Most jobseekers usually make mistakes in the first draft of their CV. In the rush to apply for a job opening, candidates try to quickly condense a lifetime of experience and skills into a two-page document. This is not an easy task by any means. Even the most qualified, skilled, and experienced candidates can get overlooked if their CV is littered with schoolboy errors. Remember that even great writers don’t always get things perfect on the first try.

Many forget that once you’ve written your CV, it’s vital that you proofread it to make sure it contains no errors. Polishing your CV to perfection through proofreading cannot be rushed. It’s not just about spotting spelling mistakes, it’s also about checking your document for readability and addressing issues of clarity and consistency. You’ve got to ensure that your language is not only formal and professional but also personal. Reviewing your CV with a fine-tooth comb can show prospective employers that you’re detail-oriented and thorough, both positive traits that can be indicative of your future job performance.

This page can help you become a master wordsmith by showing you how to write an error-free CV that will impress recruiters. Learn how to proofread your CV like a pro by following our step-by-step guide on how to have perfect grammar and impeccable spelling in your CV.

Remember, getting it right can be the difference between an interview and a rejection.

By: Iejaz Uddin – 12 September 2024

Page overview

• The importance of proofreading your CV
• What types of mistakes to look out for
• Grammar in a CV
• How to proofread your CV
• Spell checkers
• Read it slowly
• Read it out aloud
• Read your CV backwards
• Read, leave and review again
• Get someone else to read it

The importance of proofreading your CV

Proofreading your CV is an important but underrated step in the job hunting. That’s because from a recruiter’s point of view, there’s really no excuse for simple misspellings. The truth is that spelling and grammar mistakes are totally avoidable. Hiring managers therefore see them as a lack of attention to detail and the result of lack of effort and laziness.

They can quickly put off potential employers, who are likely to pass on your CV in favour of candidates who’s taken the time to carefully review theirs before hitting the send button.

Your CV should be consistent in its spelling, grammar, formatting, and tone. The best way to do this is by making it a habit to regularly proofread it. Consider this as the final stage of the CV writing process, and your last chance to catch any mistakes before a hiring manager finds them.

Poorly written CVs can sink your job prospects

The hiring manager may be a stickler for correct grammar. As could be the multiple other people who may end up reading your CV. This is the nightmare scenario, because whilst some recruiters may forgive the occasional discrepancy, these guys won’t. They’ll reject your job applications as soon as they spot a CV mistake.

A poorly crafted CV with multiple spelling, grammar, and pronunciation errors can tell employers a lot about you and your work ethic. It can for instance give the impression that you are careless, have poor communication skills, lacks competence and do not have a serious desire to land the job.

What types of mistakes to look out for

Below is a list of common culprits to look out for:

Apostrophes

Capitalising

Commas

Format

Grammar

Homophones

Inconsistencies

Misspellings

Punctuation

Repeated words

Spacing

Sentence fragment

Spelling mistakes

Syntax errors

Typos

Typographical errors

Wrong words

Fact checking

You should also carefully review your CV to ensure all information is factually accurate, such as dates, employers’ names, educational institutions, and qualification titles.

Habitual writing styles

Many writers have weak areas in their specific writing styles, therefore double check for any habitual errors you tend to make.

Grammar in a CV

How you arrange words in a sentence, is just as important as how you spell them. Grammar can be described as the rules that dictate how words should be used when being written. It provides a structure and framework for what you write and enables you to turn a collection of words into a coherent message. Grammar includes Syntax, Morphology, Phonology, Semantics and Pragmatics.

With CV’s, grammar can come into play when you are describing your past or current jobs. For instance, old jobs can be talked about in the past tense, whilst a current role can be described in the present tense.

How to proofread your CV

Proofreading might seem tedious, but it is vital for success as it could be indicative of your future job performance. You must be meticulous, patient and not in a rush to send it off. Do not be tempted to give your CV a quick once over and leave it at that. Instead take your time, and follow the below best practices and essential tips when reviewing your CV.

Select a quiet place and time

For effective proofreading you need to be able to concentrate. This means having a quiet place where you can focus and not be disturbed. Find a quiet place free from distractions, where you can be more vigilant in spotting mistakes.

Double check names, dates and contact information

Proofreading your CV isn’t just about catching out the odd spelling mistake, it’s also about making sure all the factual details in it are spot-on. As you go through each section, take a moment to double-check that the names and dates for your workplaces and schools are accurate.

Additionally, don’t overlook your contact information. It’s surprisingly easy to mistype email address or phone number, resulting in a recruiter being unable to contact you and you missing out on an interview invite.

Cut out unnecessary information

Reduce the chances of making a mistake by only including text that is relevant to the job you are applying for. By targeting you CV at one position you can also ensure that it stays within the two-page limit. Another way to keep it short is by not repeating the same words and avoiding tired clichés like “results-oriented”, “self-starter,” “team player,” and “thinking outside the box”.

Spell checkers

There are plenty of easy-to-use proofreading tools out there that can help you spot errors, improve your writing and raise the standards of your CV. These resources have been around for a while and are increasing with every year. They can be useful in catching typos, fixing grammar mistakes, making spelling suggestions and improving your sentence structure.

A good place to start using them is with your word processor like Microsoft Word, which have built-in spelling and grammar checkers. These will catch basic errors, offer helpful tips, and flag potential grammatical mistakes.

The problem with them is that not fool proof or no perfect. They often miss subtle grammar issues or fail to catch out wrong words. So, while these tools are super helpful, don’t rely on them completely, always review each suggestion the spell checker throws up to ensure they align with the intended meaning of your text. Also remember to take a moment to review each suggestion, as it might not always fit the context of what you’re trying to say.

Read it slowly

Avoid a CV riddled with errors and inconsistencies by rereading it very slowly, word for word and line by line. Using your finger as a pointer, read one word at a time without skimming and absorbing large chunks of text at once.

This is an excellent way to not only catch out missing words but also double words like “the the”.

An additional advantage of this is that it can help you to ensure your CV is targeted at a job, and include a plethora of relevant tasks, duties, and responsibilities. All of which can help get past any candidate screening Applicant Tracking System.

Read on a different device

Also consider reading it on a different device from you usual one. For instance, on a iPad instead of a PC, or vice versa. Simple changes in text appearance can sometimes trigger your brain to look at words differently.

Increase the text size

If you are going to do this, then a good tip is to increase the computer screen or printed paper text size. This can help you to literally see words more clearly and easily.

Read it out aloud

Nothing beats human scrutiny when it comes to detecting subtle errors and inconsistencies. Manually reading out aloud can help you hear the errors that your eyes may have overlooked. By involving your sense of hearing you can catch repeated words and identify if there’s a problem with your grammar or syntax.

You’ll not only uncover small spelling mistakes but also discover if your CV is awkwardly worded and sounds right. If you struggle to read it aloud, this is a sign it needs rewording.

Print out your CV

Rather than read your CV from a computer, smartphones or other screens, print out a physical copy of your CV and read it out from paper. People can read things differently in print than on-screen.

Also, consider changing the font face, size, or colour of the text away from your usual writing format. These are tactics which can help you to break out of your familiarity zone and make errors easier to see. When you see words on paper in black and white, you may spot something you didn’t notice before.

Read your CV backwards

This may sound unusual, but reading your CV in reverse order, not necessarily word for word is a method used by some writers to identify previously unnoticed problems. By simply forcing your mind to look at your CV from a different perspective, you can get your brain to search for errors.

It’s another way of reading the whole document instead of skipping over words.

Read, leave and review again

Finally, when you’ve done all the other proofreading techniques, you should put your CV aside for a few hours, day or overnight and then read it again with fresh eyes. This is because you’ve almost certainly missed one or two lingering mistakes. Also, remember that if you’ve been staring at your CV for a lengthy period of time, it can lead to you overlooking errors. These points can best be identified by taking a mental break that will allow you to approach the document with renewed clarity and objectivity.

For example, if you’ve written the first draft in the daytime then put it away and take a walk, enjoy a coffee break or even sleep on it. If you’re on a strict deadline, then take a short 20-minute screen break. The aim is to switch off and give your brain time to reset.

Many job seekers are surprised at how many errors they find when they next review their CV.

Get someone else to read it

Having a second human proof reader to give your CV another once-over is an excellent way to further fine tune your CV. However, you need to get a competent individual who is truthful and not worried about hurting your feelings. A second set of human eyes can be a friend, work colleague or family member who will not only identify mistakes but also offer an unbiased point of view on how your CV is written.