Quality Assurance
Checklists and processes for ensuring your work is accurate, consistent and error-free.
Key points
- QA is a process, not a quick check at the end
- Checklists catch errors that memory misses
- Different types of errors need different checking methods
- Build QA time into every project schedule
What the Code says
The Code of Practice states that professionals should “deliver work that is accurate, well-crafted, and fit for purpose” and “take responsibility for the quality of our output.”
Quality assurance is how you ensure your work meets professional standards before it reaches the client.
Why QA matters
Quality issues damage more than just individual projects:
Professional reputation
Errors in delivered work undermine trust. Clients remember mistakes long after they forget good work.
Client relationships
Quality problems create extra work for clients and erode confidence in your abilities.
Commercial impact
Rework costs time and money. Errors that reach publication can have legal or regulatory consequences.
Personal satisfaction
It’s demoralising to discover errors after delivery. Good QA lets you send work with confidence.
Building a QA process
Effective QA is systematic, not random:
Schedule QA time
Build checking time into project schedules. Rushing QA defeats its purpose. Allow at least 15-20% of total project time for review and refinement.
Use checklists
Memory is unreliable. A written checklist ensures you check the same things every time, even when tired or rushed.
Change your context
Review work in a different environment than you wrote it — different device, different location, printed out. Fresh context helps spot issues.
Take breaks
Distance improves objectivity. Review work after a break, not immediately after writing.
Whenever possible, let work sit overnight before final review. Problems that were invisible at 6pm become obvious at 9am.
QA checklist structure
A comprehensive QA checklist covers multiple categories:
Brief compliance
- Does the copy address all requirements in the brief?
- Is the word count within specified limits?
- Are all mandatory elements included?
- Have any exclusions been respected?
Accuracy
- Are all facts, figures, and statistics correct?
- Are names and titles spelled correctly?
- Are dates, prices, and technical details accurate?
- Do all links and references work?
Consistency
- Is terminology used consistently throughout?
- Are capitalisation and hyphenation consistent?
- Does the tone remain consistent?
- Do numbers follow a consistent format?
Language and grammar
- Are there any spelling errors?
- Is grammar correct throughout?
- Is punctuation used correctly?
- Are sentences clear and well-constructed?
Formatting
- Are headings structured correctly?
- Are lists and bullet points consistent?
- Is spacing and alignment correct?
- Does the format match client requirements?
Checking techniques
Different errors need different approaches:
For factual accuracy
- Cross-reference against source documents
- Verify numbers and statistics independently
- Check that names match official sources
- Test any links or references
For spelling and typos
- Run spell check (but don’t rely on it alone)
- Read the text backwards (catches errors spell check misses)
- Print and review on paper
- Use text-to-speech to hear errors
For clarity and flow
- Read aloud
- Imagine you’re the target reader
- Check that each paragraph has a clear purpose
- Verify logical transitions between sections
For consistency
- Search for key terms and check usage
- Create a style sheet for the project
- Check first and last use of recurring elements
At minimum, do two separate review passes — one for content and meaning, one for technical accuracy. Trying to check everything at once means checking nothing properly.
Common errors to watch for
These errors appear frequently in copy:
Spelling and grammar
- Homophones (there/their/they’re, your/you’re)
- Double words (the the)
- Missing words (especially short ones like “to” and “a”)
- Inconsistent capitalisation
Factual errors
- Outdated information
- Transposed numbers
- Wrong names or titles
- Broken or outdated links
Structural issues
- Missing sections promised in the intro
- Headings that don’t match content
- Repetition of points
- Logical gaps in the argument
When to get another pair of eyes
Sometimes self-review isn’t enough:
High-stakes content
For important or sensitive content, having someone else review reduces risk.
Technical content
If you’re not expert in the subject, have someone knowledgeable verify accuracy.
Long projects
On longer documents, fatigue affects quality. A fresh reviewer catches what you’ve become blind to.
When you’re too close
After many revisions, you can’t see the copy objectively. Someone new brings perspective.
Summary
Quality assurance is what separates professional work from amateur work. It’s not glamorous, but it’s essential. A systematic QA process — with checklists, scheduled time, and appropriate techniques — ensures your work is accurate, consistent, and error-free.
Build QA into your workflow, not as an afterthought but as an integral part of every project. Your reputation depends on it.