Proofreading means carefully checking for errors in a text before it is published or shared. It is the very last stage of the writing process, when you fix minor spelling and punctuation mistakes, typos, formatting issues and inconsistencies.
Proofreading is the final stage of checking a text before it is published or shared. It focuses on correcting minor errors and inconsistencies (for example, in punctuation and capitalization). Proofreaders often also check for formatting issues, especially in print publishing.
However, in texts that don’t need to be formatted for mass printing, there is often more overlap between the steps. Some editorial services combine copy editing and proofreading into a single stage (sometimes called proof-editing), where grammar, syntax and style are addressed at the same time as minor spelling and punctuation errors.
There are many different routes to becoming a professional proofreader or editor. The necessary qualifications depend on the field – to be an academic or scientific proofreader, for example, you will need at least a university degree in a relevant subject.
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For proofreading alone, which involves only basic corrections of typos and formatting mistakes, you might pay as little as
- Take a break: Set your work aside for at least a few hours so that you can look at it with fresh eyes.
- Proofread a printout: Staring at a screen for too long can cause fatigue – sit down with a pen and paper to check the final version.
- Use digital shortcuts: Take note of any recurring mistakes (for example, misspelling a particular word, switching between US and UK English, or inconsistently capitalizing a term), and use Find and Replace to fix it throughout the document.
Proofreading and editing companies tend to have a set per-word rate with different prices based on the turnaround time. On average, you can expect to pay If you lack confidence in your written English, or if you just want to ensure you haven’t missed anything in an important document, you might want to consider using a professional proofreading service..01–Often a text will go through several stages of editing before it is proofread. The table below shows some common steps in the editing process..05 per word (or around $2–4 per page), but services that include editing as well as proofreading will cost more. You can usually check in advance exactly how much it will cost you.
The cost of proofreading depends on the type and length of text, the turnaround time, and the level of services required. Most proofreading companies charge per word or page, while freelancers sometimes charge an hourly rate.
Your boss or professor may have told you in the past that you need to proofread your work before submitting it. Although you didn't admit it at the time, it's possible that you asked yourself the following questions: What is proofreading anyway? What is involved in the proofreading process? Why should I even bother?
By the time a document is ready to be proofread, it should have been edited already. This means its content should already be well organized, well written, and easy to understand. Editing also involves removing errors, but it focuses more on making sure the document makes sense as a whole.
While that information is helpful, it still doesn't answer your original question: what is proofreading?
Unlike traditional proofreaders in the publishing industry, document proofreaders are not limited in the number of revisions they can make to a document, as there is generally no elevated proofreading cost associated with making more changes. However, if proofreaders find that most of the document still requires extensive changes, they may recommend that it undergo another round of editing.
What is traditional proofreading?
Proofreading, on the other hand, is about finding errors both small and large that were either missed or introduced during editing. Proofreaders ensure that the document's final draft is completely free of grammatical errors (e.g., subject–verb agreement problems, incorrect word choices, improper punctuation usage, and incorrect spelling) as well as formatting and typographical errors. They also make sure the document adheres to the chosen style guide.
What most people are referring to when they use the word proofreading is the process of checking a document for any kind of grammatical, typographical, or formatting errors. Proofreading should always be the last step taken before a document is published online, handed in to a professor, submitted for a job application, or otherwise shared with its intended audience.
One of the things clouding people's understanding of what proofreading entails is the fact that the word is used differently in different fields. Asking "What is proofreading?" to someone in the publishing profession, for example, will likely garner a very different reply than asking someone at a university.
There’s still a lot to learn when it comes to working as a professional proofreader, but luckily it can be learned for much, much less than the cost of a degree.
- Typos
- Double words (“the the,” “and and,” etc.)
- Grammar
- Punctuation
- Spelling
- Formatting issues
- Ensure document adheres to chosen style guide
The more you practice proofreading, the more the errors will start to jump out at you. Many proofreaders comment on the fact that they now struggle to read for pleasure because they’re always subconsciously looking for errors.
You also need to have an eagle eye for detail. A person who skims while they read or who doesn’t care about the nitty-gritty will probably not be a good fit for proofreading.
How to become a proofreader
If you want to become a successful proofreader, you must hone your editorial skills.
Following a style manual will ensure that the document is consistent throughout, which will make it easier to read.
Here are just some of the documents you could be hired to proofread:
Interested in the legal system? You could specialize in proofreading court transcripts. This is an even more specialized niche, and it’s one of my favorites because it has greater scope for you to get repeat clients.
The word proofreading has taken on a definition separate from the role it plays in the publication of manuscripts.
You might know that proofreading does not involve in-depth changes or fact checking and that proofreading is not the same as editing. It seems that, when we're talking about proofreading, the matter of what proofreading is not comes up a lot more than what proofreading is.
Unlike traditional proofreaders in the publishing industry, document proofreaders are not limited in the number of revisions they can make to a document, as there is generally no elevated proofreading cost associated with making more changes. However, if proofreaders find that most of the document still requires extensive changes, they may recommend that it undergo another round of editing.
One of the things clouding people's understanding of what proofreading entails is the fact that the word is used differently in different fields. Asking "What is proofreading?" to someone in the publishing profession, for example, will likely garner a very different reply than asking someone at a university.
But wait—I thought proofreading was about fixing spelling mistakes?
What most people are referring to when they use the word proofreading is the process of checking a document for any kind of grammatical, typographical, or formatting errors. Proofreading should always be the last step taken before a document is published online, handed in to a professor, submitted for a job application, or otherwise shared with its intended audience.
Proofreading, on the other hand, is about finding errors both small and large that were either missed or introduced during editing. Proofreaders ensure that the document's final draft is completely free of grammatical errors (e.g., subject–verb agreement problems, incorrect word choices, improper punctuation usage, and incorrect spelling) as well as formatting and typographical errors. They also make sure the document adheres to the chosen style guide.
Here's the simplest definition, which the rest of this article will explain in greater detail:
Proofreading is the process of reviewing the final draft of a piece of writing to ensure consistency and accuracy in grammar, spelling, punctuation, and formatting.
Professional proofreading is important for many types of documents, but you don’t need it for everything. You’re probably fine reviewing a casual homework assignment yourself. Similarly, a low-stakes class paper may not need polished proofreading. A high-stakes one might not either, depending on the grading rubric. However, if a fair chunk of the paper’s grade (5% or more) depends on a lack of typos, spelling errors and the like, you may want to get professional proofreading. Always get proofreading for these types of documents:
Human proofreading is almost always more thorough than grammar and spellcheck programs.
Online proofreading services offer convenience, speed and flexibility. You can enlist a proofreading company for research and conference papers, job search cover letters, admissions essays, abstracts, dissertations and almost any other kind of writing. Proofreading companies tend to offer both English editing and proofreading services to streamline these processes. Many proofreading services offer benefits such as these:
There are actually several types of editing. In content editing, editors examine documents for big-picture ideas and may move entire sections around. This type of editing is also called substantive or developmental editing. It occurs early in the creation process.
Human Proofreading Is More Reliable Than Online Spelling and Grammar Software
Consider proofreading for important group projects and papers that have gone through many levels of editing. You know the saying about too many cooks spoiling the broth. A project’s final editor should be able to smooth out any issues, making the project more cohesive. A proofreader should then serve as the final set of eyes for formatting, typos, parallelism, grammar and much more.
For example, spell and grammar programs tend to identify grammar errors that aren’t actually errors. Meanwhile, misused homonyms such as “there,” “their” and “they’re” can escape detection because they’re spelled correctly. You can’t count on MS Word to flag a sentence such as “They’re dog is here.” Grammarly does better, but it has its share of false positives. It also introduces erroneous suggestions to the review process. In short, computer software is no substitute for human eyes and human knowledge.
Some authors might say, “I don’t need proofreading. I just use MS Word’s spell and grammar check functions.” But this might not be the best way to think about it—you still need professional proofreading. That’s true even if you use grammar and spell check programs such as Grammarly.
As you can see, this is a lot of documents that require proofreading. Still, this list gives you an idea about the value of proofreading. Misspellings, typos and grammar errors can weaken your argument in, say, a research paper. If you’re looking for work, typos in your cover letter signal carelessness and a lack of self-awareness. You certainly don’t want to make a bad first impression on potential admissions committees at graduate schools or employers at a potential job position.