Document proofreading with ChatGPT

📝 Educational summary

An internal document with errors, unclear areas or a confusing structure can damage credibility.
With just one pro proofreading promptyou can make any extract (note, e-mail, slide, PDF) reliable.
Simply paste the text, choose the tone (professional, neutral or clear) and the AI corrects, rephrases and suggests concrete improvements.
Then you can fine-tune it using targeted micro-prompts (list of inconsistencies, 3-part plan, short version, before/after table).
⚠️ Always check that the AI has not changed any facts (dates, figures, commitments).

💡 To remember

Use the pro proofreading prompt.
Choose your tone (professional, neutral, clear).
Paste an extract (5-15 lines max, anonymized).
Checks corrections, clarity and structure.
Refined with targeted micro-prompts.

⌨️ Ready to copy and paste

Prompt principal - Proofreading

You're an expert in professional proofreading and improving internal documents.

I'll provide you with an extract or summary of a document (presentation, note, PDF...).

Your role is to read it carefully to :

🔍 detect spelling, grammar and syntax errors

🧠 identify inconsistencies or unclear wording

📈 suggest improvements in clarity, structure or style

Adopt a [professional / neutral / clear] tone in your suggestions.

Here is the content to analyze:

"[Paste the text or excerpt from the document here]"

Useful micro-prompts

"Lists detected inconsistencies in bullet points, then suggests correction."
"Highlight vague phrases and suggest a precise rephrasing."
"Suggests a 3-part plan with clear headings and action verbs."
"Shortened to 150 words, no jargon."
"Keep these elements strictly unchanged: [dates / figures / commitments]."
"Give a Before / After / Reason for correction chart."

⚠️ Common mistakes to avoid

❌ Paste personal or sensitive data (names, e-mails, numbers, IBAN).
✅ Always anonymize: [Name], [Department], [Project], [No.].

❌ Let AI modify facts (dates, amounts, decisions).
✅ Lock with: "Strictly keeps these items: [list]".

❌ Accept feedback that is too vague.
✅ Require a clear format: Before/After table or 5 actionable bubbles.

❌ Copy and paste raw into final document.
✅ Reread one last time and adapt to the internal context.

✅ Practical tips

✨ Always choose your tone from the start → gain consistency.
✨ Glue one short extract (5-15 lines) to avoid overly general answers.
✨ Request a short version (≤150 words) for rapid synthesis.
✨ Use the Before/After/Raison table for pedagogical review (useful for teams).
✨ Think about privacy : systematically anonymize your extracts.
✨ Use this prompt for mails, notes, slides or PDF → adaptable to all internal formats.