Here are our top tips for getting started when proofreading.

Take one step at a time

When faced with a complex text full of technical, structural and linguistic errors, a proofreader is often tempted just to dive in and work his way slowly through, correcting all the problems of each individual sentence one by one. This might feel quicker than going through the text many times but in fact it is much quicker and more efficient to take one problem at a time and deal with that single issue throughout the text.

So for example it is much better to scan the entire text for punctuation errors and correct those first, then to go through it again to correct spelling, then again for grammar and so on than to take it sentence by sentence. This provides a much more thorough check as you are focussing specifically on each type of mistake at a time, and also actually greatly speeds up the process as you will resolve many very similar errors more quickly if you do them all in one go.

Don’t start with structure

It is very tempting when faced with a proofreading job that needs a total edit, including restructuring, to sort out the structure of the text first. However, such jobs often require a great deal of alteration to the sense and ideas of the text and it is actually much better to do all the simpler corrections, of language, grammar and so on first. You will find that this provides a much clearer picture of the text when it comes to restructuring and saves the common mistake of having to rearrange the structure for a second time after proofreading has been completed.

Pinpoint problem areas

If you really feel that you can’t see the wood for the trees, a good way to get started on a proofreading job is to pick out the most problematic areas of the text and work on those first. This should make the overall picture more manageable.

Author queries

If the text is simply so riddled with errors that you feel unable to begin, then start by picking out all the most obscure sections where the sense is simply unclear and query these with the author first. This should make the task of the proofreader much simpler. For further advice in this instance, see our earlier blog on author queries.

Proofreading

Proofreading is the process of carefully combing through a text and correcting any errors of spelling, grammar and punctuation. Along with these superficial mistakes, and picking up on any typos, a proofreader will also check such details as the formatting and layout of a text, the referencing, and the layout and labelling of any tables and diagrams.

A proofreading job involves thoroughly and meticulously correcting any mistakes at all in the text, but does not go further than that. A proofreader will not drastically alter the text itself, removing or restructuring to any great degree, nor will they make any stylistic alterations to improve the flow of the document or how well it reads. A professional proofreader’s job is simply to correct mistakes, not to alter the text.

Copy editing

A copy editor may often carry out some of the responsibilities of a proofreader by correcting minor errors such as typos and spelling mistakes, indeed these aspects are often included in a professional copy editing service. However the job of the copy editor goes deeper than that of a proofreader, as a copy editor also analyses the quality and flow of the text itself and seeks to improve it.

A copy editor may achieve this by dramatically restructuring the text, altering format or suggesting entire sections they feel should be removed or completely rewritten. They may also make stylistic alterations and suggest changes to the text where they feel they are necessary to improve its tone and fully achieve its intended impact.

A copy editor is therefore more stylistically involved with the development of the text itself, whilst a proofreader’s job is confined to a technical edit to remove mistakes. For this reason many copy editors start out as proofreaders, and copy editing is generally considered a more prestigious job in professional publishing than proofreading.

The job of a proofreader is carefully and meticulously to check through every word of a text, editing out any tiny mistakes in spelling, grammar and punctuation. Many people think that essay editing ends there, but in fact proofreaders are also responsible for countless other tiny adjustments of structure, style and syntax, leading to a dramatic overall improvement in quality.

Why proofread?

proofreading can seem time-consuming and frustrating but it is essential to producing a polished and perfected final document. Whether you use a professional proofreading service or decide to tackle your own copyediting, it is extremely important to make sure you catch those little errors and slips that creep into all first drafts in order for the finished product to reflect the level of professionalism and high-standards you deserve.

Academic proofreading

From weekly essays to dissertations and thesis proofreading, editing your academic work is extremely important. Often in academic essays, a percentage of the marks available are set aside for accurate spelling and grammar. Proofreading ensures that your essay or dissertation scores the high marks it deserves and prevents the frustration of those all-important marks being lost over silly errors that you simply hadn’t noticed. We are all prone to miss mistakes in our own work, even when checking it carefully through, so the fresh pair of eyes a proofreader provides can be invaluable.

Business proofreading

For business writing, from website text to advertising, copyediting is absolutely imperative to present a professional, competent image to customers and prospective clients. No matter what the sphere of the business, clients will always be unimpressed by grammar or spelling mistakes, and are likely to be put off by obvious slips that haven’t been picked up by proofreaders.

Why not use the spell check?

The spelling and grammar checks available on most modern computers are extremely useful, but ironically have actually led to a rise in small errors going unnoticed. As people become more reliant on technology they have tended to be less vigilant about proofreading, leading to a failure to notice the many mistakes the spell check fails to pick up on.

Common examples include the misuse of homonyms (such as there, their and they’re), which don’t register as ‘mistakes’ with the spell check, American spellings going unnoticed by software and missing punctuation marks, which are sometimes not indicated by the grammar check.

In addition, professional proofreading and editing services often include a much more subtle overhaul of the ordering of points or the format, a polishing touch simply not provided by the simple spell check.

So for flawless, professional text that guarantees an impressive impact, proofreading should always be a key stage in preparing any document.