In the fast-paced world of law, precision is essential. Legal Secretaries play a vital role in maintaining the accuracy and professionalism of legal documents. However, even the most diligent professionals can fall prey to common proofreading mistakes. Understanding these pitfalls is the first step in preventing them.
Here are some of the most frequent proofreading errors and how to avoid them:
1. Overlooking Homophones
Example: “Their” vs. “There” vs. “They’re” or “Principal” vs. “Principle”
Legal writing demands absolute clarity. Confusing homophones can change the meaning of a sentence and potentially affect the interpretation of legal content.
Tip: Read the document aloud to help catch incorrect word usage. Also, maintain a personal list of frequently confused words.
2. Failing to Catch Typos in Legal Citations
Example: Mistyped case numbers, incorrect legal abbreviations, or misplaced punctuation in citations.
Accurate citations are critical for legal credibility. A minor typo in a case reference can render a document unreliable or difficult to verify.
Tip: Double-check all citations against source documents or a reliable legal database (e.g. Westlaw or LexisNexis).
3. Inconsistent Formatting
Example: Inconsistent use of fonts, spacing, headers or numbering in pleadings and contracts.
Inconsistency can give the impression of carelessness and reduce readability—both of which are unacceptable in legal documents.
Tip: Use firm-approved templates and styles. ILSPA Graduates continue to have access to our course material to use as a reference after they complete your course. Using this as a reference is a great way to double check formatting requirements.
4. Neglecting to Verify Names and Dates
Example: Misspelling a client’s name or entering the wrong date for a hearing.
This mistake can have serious consequences, from clerical confusion to legal disputes.
Tip: Cross-reference names and dates with official records or prior correspondence. Always verify nouns, even if you think you know them.
5. Ignoring Track Changes or Comments
Legal documents often go through multiple revisions. Overlooking track changes or embedded comments can lead to the inclusion of confidential notes or unapproved edits.
Tip: Before finalising any document, accept all tracked changes, delete comments and review the final version carefully.
6. Skipping the Final Proofread
Example: Relying solely on spellcheck or proofreading only once before sending a document out.
Even if the content looks perfect on the first read, a fresh read can catch overlooked errors.
Tip: Print the document and review it physically, if possible. If time allows, return to it after a short break to spot issues with fresh eyes.
Proofreading is a critical safeguard in the legal profession. Errors can damage a firm’s credibility, compromise client trust or even result in adverse legal consequences. Legal Secretaries who cultivate strong proofreading habits not only protect their firm's reputation but also enhance their own professional value.
