Proofreading Is Fast When Split into 4 Stages
Ask "fix this text" in one line and AI returns a bland edit. When polishing your writing with AI, the trick is to specify the angle stage by stage in the order mechanical fixes → revision → tone → SEO. Here's concretely what to look at in each stage.
Stage 1: Mechanical Fixes
First, crush surface mistakes. Targets are typos, grammar errors, punctuation, notation inconsistency (mixing "お問合せ" and "お問い合わせ"), and mixed half/full-width characters.
Proofread the following text.
- Typos, grammar, punctuation
- Unify notation inconsistency (katakana, okurigana)
- List the fixes with a one-line reason each
[body]Using a resident tool alongside (Grammarly auto-checks English as you type; for Japanese, tools like Bunken or Microsoft Editor's Japanese version) lets you notice while writing. ChatGPT / Claude are strong at structural Japanese revision.
Stage 2: Revision (Make It Communicate)
Mechanically correct sentences can still be "unclear when read." Have it evaluate logic, flow, and persuasiveness.
Read the following and review from these angles.
1. Any logical jumps?
2. Do claims and evidence correspond?
3. Spots unclear from the reader's view
4. Unnecessary modifiers
5. 5 improvement proposals (with priority)
[body]"Write it, criticize it, fix it" in one go is also effective.
1. Write a draft on this theme
2. Point out 3 flaws as an editor
3. Output a revised version reflecting themStage 3: Tone Adjustment
Change tone by reader even for the same content. A guide to formality is these 5 levels.
- Casual: chat with friends, social posts
- Semi-casual: blog, internal email
- Standard: news articles, external email
- Formal: press releases, proposals
- Technical/academic: papers, specialist books
Write the following in 3 tones.
1. Casual for people in their 20s
2. Formal for executives
3. Technical for engineers
[original]Stage 4: SEO Optimization (for Web Articles)
For articles you publish on the web, make the structure search-conscious. The key point is "unnatural keyword stuffing backfires." Search engines don't reward over-optimization. Prioritize readability and place keywords naturally.
Improve the following article from an SEO angle.
- Main keyword: [...], related keywords: [...]
- Title ideas (clickable, concise)
- Description idea (key point + next action)
- Proposed H2/H3 heading structure
- Avoid unnatural stuffing; prioritize readability
[body]Points by Industry
| Type | What to emphasize |
|---|---|
| Marketing copy | Benefit first, concrete numbers, clear call to action |
| Technical docs | Verify samples run, state environment premises, term consistency |
| Legal docs | Defined-term consistency, clear subject/predicate, avoid overusing "etc." |
Common Misunderstandings / Failure Patterns
- Throwing only "fix it well": without specified angles, the edit is mediocre
- Satisfied with mechanical fixes only: misses logical breakdown; always do Stage 2
- Over-stuffing SEO: unreadable and counterproductive; reader first
- Tone wobbles within the document: read the whole at the end and unify
- Finalizing AI's proofread as is: a human finally checks proper nouns, numbers, nuance
Operational Tips
- Attach your glossary and NG-expression list to the prompt (same judgment every time)
- Ask per stage (all at once dilutes the instruction)
- Assume a human always does the final check
Proofreading is standardly done in 4 stages—mechanical → revision → tone → SEO—handing concrete angles to each. Use AI as a partner for drafts and multi-angle review; the human finalizes. The next article covers automating meeting minutes from recording.
