To proofread a candidate CV before sending, run a spellcheck first, then read the whole document slowly against a fixed checklist. Check spelling and grammar, dates and the timeline, names and job titles, the contact details (your agency, not the candidate), formatting consistency, and any numbers or claims. Do not rely on spellcheck alone. It misses real words used in the wrong place.
The method is straightforward. Spellcheck catches the obvious typos. Then a slow human read catches everything else. Use the same checklist every time so you never skip a step under pressure. Read slowly, and read aloud or backwards if you can, so your brain stops filling in gaps and you see what is actually on the page.
This matters because a single typo can sink a strong candidate. Recruiters and employers skim fast, and errors near the top of the page get seen first. A clean CV protects the candidate, protects your fee, and protects your agency's name with the client.
Key takeaways
- Run spellcheck first, then proofread by hand with a fixed checklist. Spellcheck misses real words used wrongly, like 'manger' for 'manager'.
- Read slowly. Read aloud or read backwards to catch errors your brain would skip over.
- Check the contact details show your agency, not the candidate. A leftover phone number can cost you the fee.
- Verify dates, the timeline, names, and job titles. Inconsistent dates are easy to miss and look careless.
- Never skip the proofread under deadline. Typos are the top reason employers reject a CV on sight.
Why it matters
Typos are the fastest way to lose a placement. In a 2013 CareerBuilder study, 58% of employers said typos were the most common resume mistake that would make them automatically dismiss a candidate. That was the single biggest automatic disqualifier, ahead of generic resumes that lacked personalization at 36% and a missing skills section at 35%. One careless error can end a candidate's chance before the client reads a word of the experience.
Clients also decide fast. Ladders' eye-tracking study found recruiters spend an average of just 7.4 seconds on the initial screen of a resume, a one-second improvement over the six-second average in its original 2012 study. That means errors in headers, job titles, and the top of the page get seen first and weigh the most. When you send a CV with your agency brand on it, every mistake reflects on you, not just the candidate. A clean proofread is part of the service the client is paying for.
What to check before you send
Spelling and grammar
Read every line for spelling, grammar, and punctuation. Watch for real words used wrongly, like 'manger' for 'manager' or 'form' for 'from', which spellcheck will not flag.
Dates and timeline
Check every start and end date. Make sure the timeline runs in order, the formats match, and there are no overlaps or gaps you cannot explain to the client.
Names and job titles
Confirm the candidate's name, employer names, and job titles are spelled correctly and consistent throughout. A wrong company name or title looks careless and undermines trust.
Contact details (agency, not candidate)
Make sure the contact block shows your agency details. Remove any leftover candidate phone number, email, or address. A stray contact detail lets the client bypass you and skip the fee.
Formatting consistency
Check fonts, sizes, bullet styles, spacing, and heading styles are the same on every page. Inconsistent formatting reads as rushed and lowers the perceived quality of the candidate.
Numbers and claims
Verify figures, percentages, dates of qualifications, and any results the candidate claims. A number that does not add up invites awkward questions at interview.
Leftover details
Scan for anything that should not be there: tracked changes, comments, the candidate's old branding, placeholder text, or notes you made while editing.
A proofreading workflow, step by step
Step 1: Run a spellcheck first
Start with the built-in spellcheck to clear the obvious typos. This is a first pass, not the whole job. It will not catch a correctly spelled word used in the wrong place, so do not stop here.
Step 2: Read slowly, aloud or backwards
Read the full CV at a slow pace. Reading aloud forces you to say each word and hear how it sounds. Reading backwards, from the last word to the first, stops your brain filling in gaps from context so you focus on each word on its own.
Step 3: Work through your fixed checklist
Go through the same checklist every time: spelling and grammar, dates and timeline, names and job titles, contact details, formatting, numbers, and leftover details. A fixed list means you never skip a step when you are busy.
Step 4: Get a second pair of eyes
If a colleague is free, ask them to skim the CV. Fresh eyes catch errors you have read past five times. Even a two-minute glance helps on an important submission.
Step 5: Do a final read before you send
Read the CV once more in the format you will actually send, such as the exported PDF. What looks right in the editor can shift once exported. Check the top of the page last, since that is what the client sees first.
Do this every time
- Use the same fixed checklist for every CV so nothing gets skipped.
- Read the document slowly and in full, not just the first half.
- Read aloud or backwards to catch errors your eye would skim over.
- Confirm the contact details point to your agency, not the candidate.
- Check dates and the timeline run in order with matching formats.
- Do a final read of the exported file before you hit send.
- Get a colleague to glance at important submissions when you can.
- Treat spellcheck as a first pass, never the final check.
Common mistakes to avoid
Relying on spellcheck only
Spellcheck catches misspelled words. It does not catch a correctly spelled word used wrongly, like 'manger' for 'manager' or 'form' for 'from'. These slip through and look worse than a normal typo. Always follow spellcheck with a human read.
Skipping the proofread under deadline
When a client wants the CV in ten minutes, the proofread is the first thing to go. That is the most expensive corner to cut. Typos are the top automatic disqualifier, so a rushed send can waste the whole submission.
Missing leftover candidate contact details
You reformat the CV but leave the candidate's old phone number or email in a footer. The client contacts them directly and you lose the fee. Always scan the whole document for stray contact details.
Inconsistent dates
One role reads 'Jan 2020', the next reads '03/2021', and a third has an end date before its start date. Mixed formats and out-of-order dates look careless and make the client question the rest of the CV.
Not reading the whole document
Attention drops after the first page, so errors hide at the bottom and on later pages. Read every page to the end. The client may read further than you expect.
Trusting the editor view only
A CV can look clean in the editor and then break once exported. Spacing shifts, a heading wraps, a bullet drops. Always do a final check in the actual file you are sending.
Frequently asked questions
How do you proofread a CV?
Run a spellcheck first to clear obvious typos. Then read the whole CV slowly against a fixed checklist: spelling and grammar, dates and timeline, names and job titles, contact details, formatting, and numbers. Read aloud or backwards so your brain stops filling in gaps. Finish with a final read of the exported file before you send it.
What should you check on a CV before sending it?
Check spelling and grammar, every date and the overall timeline, the candidate's name and all job titles, and the contact details. Make sure the contact block shows your agency, not the candidate. Then check formatting is consistent across all pages, verify any numbers or claims, and remove leftover items like comments, tracked changes, or old branding.
Does spellcheck catch all CV errors?
No. Spellcheck catches misspelled words, but it misses correctly spelled words used in the wrong place, like 'manger' for 'manager' or 'form' for 'from'. It also misses wrong dates, wrong job titles, and leftover candidate contact details. Treat spellcheck as a first pass, then always do a slow human read.
How do recruiters avoid sending CVs with mistakes?
They use the same checklist on every CV so nothing gets skipped under deadline. They read slowly, often aloud or backwards, and check the exported file before sending. Many ask a colleague for a quick second look on important submissions. A standard branded format also helps, because consistent layout and dates make errors easier to spot.
What is the most common CV mistake?
Typos. In a 2013 CareerBuilder study, 58% of employers said typos were the most common resume mistake that would make them automatically dismiss a candidate. That was the leading automatic disqualifier, ahead of generic resumes at 36% and a missing skills section at 35%. A single typo can end a strong candidate's chance.
The bottom line
Proofreading a candidate CV is not about being clever with words. It is about being careful and consistent. Run a spellcheck, then read the whole document slowly with the same checklist every time. Check spelling and grammar, dates and timeline, names and job titles, your agency contact details, formatting, and any numbers. Do not trust spellcheck alone, and never skip the read because you are in a hurry.
The payoff is real. Typos are the top reason a CV gets rejected on sight, and clients judge fast. A clean, consistent CV protects the candidate, protects your fee, and keeps your agency's name strong with the client. A standard branded layout makes the proofread faster, because consistent fonts and dates make errors easier to see. The final read is always yours to do.
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Related reading: the client-ready CV checklist, 9 CV formatting mistakes recruiters make, and what to remove from a CV before sending to a client.
Sources
- CareerBuilder (via PR Newswire) (2013): In a 2013 CareerBuilder study (2,076 hiring managers and HR professionals), 58% of employers identified typos as the most common resume mistake that would cause them to automatically dismiss a candidate, ahead of generic resumes lacking personalization at 36% and a missing skills section at 35%.
- Ladders, Inc. (via PR Newswire) (2018): Recruiters spend an average of just 7.4 seconds on the initial screening of a resume, a one-second improvement over the six-second average in Ladders' original 2012 study.
- The Writing Center, University of North Carolina at Chapel Hill (2026): The UNC Chapel Hill Writing Center recommends reading aloud and reading backwards to catch surface errors, because reversing the word order stops the brain filling in gaps from context.