Frequently Asked Questions

Proofreading is the process of reading a piece of written work, checking for and marking on the text any errors relating to spelling, grammar, punctuation and consistency. It is usually the final stage of error elimination prior to publication of the text.

A proofreader will meticulously read through the text looking for errors and will make changes where things are wrong. They will know there is an error as it can be substantiated via the details (or rules) in the brief that they were given, from a particular style guide, the dictionary, grammar book or a reliable online source.

Many people confuse proofreading with copyediting. They are two very separate roles, but the lines can be blurred. In traditional publishing, the proofreading stage comes after copyediting and is considered to be the last step before publication when the text is in layout. A proofreader helps to ensure the text is ready for publication, checking for any remaining errors and giving it that “final polish”. A proofreader will not rewrite sentences, make large structural or developmental interventions with the text or fact check (but will fact check where the factual error seems to be the result of a typographical error). This is the copyeditor’s job, although a proofreader will raise queries about anything they do find. Their primary job is highlighting potential mistakes and letting the writer or editor make the final decision.

Here at Eye For Detail Proofreading, the proofreading and editing services that I offer involve proofreading as described above, with light editing (also known as proof-editing). Light editing will not involve making significant amendments to the content and structure of your text, for that you need the input of a copyeditor, but I am more than happy to point out anything that I do see.

Anyone can benefit from using a proofreader, for example, businesses of any size and kind, publishers, content writers, students, academics, authors, job hunters. Basically, anyone who has text that is accessible to others.

If your text is accessible to other people, then the chances are you may do! It is very difficult to proofread your own work as your eyes will be so used to the familiar words in front of you that it’s difficult to pick up on any unintentional slip-ups. A spell check will only go so far, missing omitted words, real words used in the wrong context (for example, residents/residence) or misspelt acronyms and names. So, to avoid the risk of being seen as unreliable or unprofessional, it can be a good idea to hire a fresh trained pair of eyes to eliminate those errors or inconsistencies. Proofreading is more than a quick spell check; it is to ensure the quality and accuracy of your text.

As a professional proofreader, it is my job to help you get your writing to the best possible standard. You want your readers to understand the information you are trying to get across and not be distracted by any errors.

I will meticulously check your text, word by word, line by line, amending any errors I find and, depending on the document format, mark up your text with notes for suggested changes.

As part of my proofreading and editing services, I can help you with the following:

• spelling, punctuation and grammar
• consistency (names, dates, capitalisation)
• wrong word use (such as there, their, they're or your, you’re)
• typographical or word processing errors
• cross references
• duplicated or missing words
• wrongly placed or incorrect captions or annotations
• formatting and layout (font, font size and colour, line spacing, headings, pagination, chapter and clause numbering, headers/footers)
• humanising AI-created content.

I can work on any type of document that is accessible to others. This could include anything from articles to handbooks, leaflets and brochures to newsletters, press releases to short stories, terms and conditions to web copy. Any form of written communication that you would put in front of an audience can be proofread.

Most proofreaders and editors work onscreen. The most common and easiest format to work with is a Word document. I can mark up my changes easily using the track changes function, showing amendments to the text and also giving comments. You will be able to choose to accept or reject the amendments. I can also provide you with a clean copy of your amended document with all amendments accepted.

I also work with PDF files, which is another format commonly used by proofreaders. I will mark up any changes using the comments tool or replace text.

If you would like me to proofread your website, I can import the relevant pages into Word and then use the track changes function mentioned above. If you prefer, you can give me permission to access to your Content Management System (CMS) and I can make the amendments directly to your content.

It is also possible for me to work with hard copy documents and I will mark up any changes with industry standard BSI marks. However, from an environmental aspect, I would prefer to deal with soft copy or online documents.

If your document is in any other format, please get in touch to see if I can assist.

It is important to note that proofreading is very different from reading for pleasure and involves so much more than just quickly scanning the text. Getting the job done properly can take longer than you would expect.

The length of time taken will depend on a number of factors, such as:

• How complex, badly written or difficult the text is – it may require a number of read throughs (every proofreader will have their own process to check for specific things separately such as layout, headings and content).
• Efficiency – proofreading is a job that can’t be rushed. Due to the concentration level required, I cannot work for hours at a time and remain efficient. Frequent breaks are necessary, so I can return to the document with a fresh pair of eyes. Time is also required to get up to speed with the brief and style guide.
• Estimated speeds – each job will be different and should be assessed on its own factors, considering the experience of the proofreader.

 

As well as the factors above, depending on the job, it will also be necessary to spend time checking spellings or whether the grammar used accords with the relevant style guide. Time will also be needed to re-read and consider any complicated sentences, and what amendment is necessary.

This question is difficult for me to answer, as every project is individual and will vary in size and scope. Pricing will depend on the format of your document, the complexity and length of the text (overall word count), what intervention is required, whether any previous checks have been undertaken and also the turnaround time you require (note that an unusually quick turnaround time will generally make the overall price more expensive).

It would be best for me to see a sample of your document so I can give you a free no-obligation quote. Please email me a sample of around 500 to 1,000 words (preferably from the middle) of your document and also provide me with as many details as possible (such as whether there are any images, the target audience, the purpose of the writing and whether the text will be read by anyone not fluent in English). Once received, I will then consider the details and send you an estimate for the job.

You should remember that a proofreader is still human, no matter how experienced or diligent they are, or how well trained. No proofreader should promise to make your text perfect. They should be able to catch most errors as that is the main purpose of their job. You should consider whether the text is publication ready and at a standard that is high enough for its purpose and the required audience. It should be consistent and have clarity, and reader should also be able to understand the message of the text.