Use this free proofreading checklist to catch mistakes in your resume or cover letter before you apply. Choose your document, tick each check as you finish, and watch the counter reach 10.
A single typo can cost an interview, and the mistakes people miss are usually small: a wrong date, a misspelled company name or a word that spell check accepts. This page walks you through a five-pass method that finds them.
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Quick jump: Proofreading methodCommon mistakesBefore and afterWords spell check missesFree proofreading checklist
Free Resume and Cover Letter Proofreading Checklist
Step 1. Which document are you checking?
Step 2. Tap each check when you finish it.
The counter shows your progress. Switch documents any time and your ticks stay. Run through the list after you finish writing, and again just before you send.
Proofreading Checklist
Resume. Tick each item as you finish.
Cover letter. Tick each item as you finish.
To save your checklist: press Ctrl+P (Windows) or Cmd+P (Mac) and choose Save as PDF. Only the checklist prints.
Which Document Are You Checking?
| Your situation | Pick | What it checks |
|---|---|---|
| Applying with a resume | Resume | Contact details, dates, verb tense, numbers, formatting and file name |
| Applying with a cover letter | Cover letter | Names, job title, opening, tone, closing and file name |
| Sending both | Both, one after the other | Facts that must match, such as your name, dates and numbers |
The 5-Pass Proofreading Method
| Pass | What to check | How long |
|---|---|---|
| 1. Facts | Name, phone, email, employer names, job titles and dates | 3 minutes |
| 2. Words | Spelling, grammar and punctuation, including words spell check misses | 5 minutes |
| 3. Numbers and format | Percentages, dollar amounts, date style, fonts, spacing and bullets | 4 minutes |
| 4. Tone and clarity | Short sentences, strong verbs and no repeated openings | 4 minutes |
| 5. Fresh eyes | Read out loud, read backwards and ask someone else to read it | 5 minutes |
Do one pass at a time. Looking for everything at once is how mistakes slip through.
Common Resume and Cover Letter Mistakes
| Mistake type | Before | After |
|---|---|---|
| Wrong word | Manged a team of 8 | Managed a team of 8 |
| Verb tense | Lead a team of 8 at my last job | Led a team of 8 at my last job |
| Mixed tense in one job | Train 5 new hires and managed the schedule | Trained 5 new hires and managed the schedule |
| Its and it’s | The company met it’s goals | The company met its goals |
| Their, there, they’re | Their are 3 steps | There are 3 steps |
| Inconsistent dates | Jan 2022 to 03/2024 | January 2022 to March 2024 |
| Vague greeting | Dear Sir or Madam | Dear Ms. Carter |
| Wrong company name | I would love to join Northbridge | I would love to join Eastgate |
Before and After Examples
Responsible for manage the schedule and their was 12 staff on my team. I done training for new hires.
After
Managed the schedule for a team of 12 and trained 6 new hires.
Dear Sir or Madam, I am writing to apply for position at your company because I think its a great opportunity.
After
Dear Ms. Carter, I am writing to apply for the Customer Service Representative position at Eastgate Insurance. With 5 years of experience resolving 40 calls a day, I would bring steady, friendly service to your team.
All names and companies in the examples are fictional.
Words Spell Check Misses
| Word pair | Right use |
|---|---|
| form / from | Fill out a form. A letter from the manager. |
| lead / led | Lead a team now. Led a team last year. |
| affect / effect | Training can affect results. The effect was a 20% gain. |
| role / roll | My role as a supervisor. Roll out a new process. |
| principal / principle | The school principal. A basic principle. |
| complement / compliment | Skills that complement a team. A compliment from a client. |
Spell check only sees whether a word exists. It cannot tell whether it is the right word.
Tips to Catch Errors You Miss
- Take a break. Wait an hour, or better, a night, before the final read.
- Read it out loud. Your ear catches clumsy phrases your eyes skip.
- Read it backwards. Start with the last line and go up, so you see each word on its own.
- Change the look. Switch the font, enlarge the text or print the page.
- Check names twice. Verify the company name, hiring manager’s name and job title against the posting.
- Ask a second reader. A friend, mentor or career counselor sees what you have stopped noticing.
File and Format Checks Before You Send
| Check | Why it matters |
|---|---|
| File name such as Firstname-Lastname-Resume.pdf | Recruiters save many files, and a clear name is easy to find |
| Saved as a PDF unless the posting says otherwise | The layout stays the same on any device |
| One page for most resumes and cover letters | Short documents get read |
| Email address looks professional | It is the first thing a hiring manager sees |
| Links work and are short | A broken link looks careless |
Keep Your Private Details Private
- Share only what a reader needs. Your resume needs your name, phone, email and city, and no more.
- Never share passwords. No reader needs them.
- Never share bank or card details. Keep them out of every application.
- Never share ID numbers. Leave out Social Security and other government ID numbers.
Frequently Asked Questions
What should I check first when proofreading a resume?
Start with the facts: your name, phone number, email, job titles, employer names and dates. A wrong digit in a phone number or a misspelled company name costs more than a missing comma.
Is spell check enough?
No. Spell check misses real words used in the wrong place, such as form for from, their for there, lead for led and role for roll. Read every line yourself after running it.
How do I proofread my own writing?
Take a break first, then read slowly, out loud and backwards line by line. Change the font or print the page, because a new look helps you notice mistakes.
How long should proofreading take?
About 15 to 20 minutes for a one-page resume or cover letter. Plan a second pass after a night’s rest if you have time.
Should someone else read my resume?
Yes, if you can. A friend, family member, mentor or career counselor sees mistakes you have stopped noticing. Ask them to check facts, tone and typos.
Which verb tense should I use on a resume?
Use present tense for your current job and past tense for earlier jobs. Keep each job consistent from bullet to bullet.
Should I proofread numbers and dates?
Yes, every time. Check that percentages, dollar amounts and date formats match across the page, and that dates agree with your cover letter and online profiles.
What file name and format should I send?
Use a PDF with a clear name such as Firstname-Lastname-Resume.pdf, unless the posting asks for another format. Open the file once more before sending.
Should I remove private details before sharing my document with a reader?
Yes. Never share passwords, bank details or government ID numbers with anyone. Share only what a reader needs to check your writing.
How often should I run the checklist?
Run it once after you finish writing and once more just before you send each application. Adjust the company name and job title every time.
Conclusion
Careful proofreading shows an employer that you care about the details. Run the checklist once after you finish writing and once before you send, and your resume and cover letter will be ready.
Related Reading
- How to write a resume
- How to write a cover letter
- Resume format examples
- Cover letter format examples
The examples on this page are fictional, and proofreading cannot promise an interview or a job offer.