Proofreading: your frequently asked questions
Here are some of the most common questions authors have about proofreading. If you’re thinking about hiring a proofreader, this page might be helpful for you.
1. What is proofreading?
Proofreading is a thorough, detail-by-detail check of written (and sometimes illustrated) content to ensure that it’s error-free and ready for presentation or publication. A proofreader looks for mistakes, correcting them to ensure the text in question is correctly presented.
There are slightly different layers to proofreading when it comes to academic journals, articles, or papers, company reports, and non-fiction content that might include footnotes and an index. In summary, proofreading is the final stop before publication, where any errors in a publishing manuscript that have been missed by authors, editors, and/or typesetters are caught and corrected.
There are slightly different layers to proofreading when it comes to academic journals, articles, or papers, company reports, and non-fiction content that might include footnotes and an index. In summary, proofreading is the final stop before publication, where any errors in a publishing manuscript that have been missed by authors, editors, and/or typesetters are caught and corrected.
2. What sort of manuscript errors will a proofreader look for?
Well, we’re all guilty of typos. If we type on a keyboard, we’re human – and we all make mistakes! The big three that we look for in proofreading are spelling, punctuation, and grammar.
A proofreader may sometimes spot something that has been missed by others (easily done when you have read your manuscript hundreds of times during the writing process). Perhaps a character’s eye colour changes from brown to blue, or a home address from Sycamore Street to Sycamore Lane. These are things that should be picked up by a copy-editor, but some occasionally pass by.
A proofreader may sometimes spot something that has been missed by others (easily done when you have read your manuscript hundreds of times during the writing process). Perhaps a character’s eye colour changes from brown to blue, or a home address from Sycamore Street to Sycamore Lane. These are things that should be picked up by a copy-editor, but some occasionally pass by.
3. Can’t I just use spellcheck or AI to proofread for me?
By all means, use spellcheck as a first line of defence – most software these days will look at your spelling and grammar as you type anyway. Spellcheck software is not a gold-standard failsafe, however. It may pick up some grammatical errors in addition to your typos, but it won’t spot a typo that MIGHT be a correct word choice in other situations. Most importantly, it isn’t able to detect your writing style, where you may choose to misuse “the rules” intentionally at times.
Here’s an example using a scene from one of my favourite films, The Mummy (1999)...
Here’s an example using a scene from one of my favourite films, The Mummy (1999)...
In this part of the story, librarian Evie surreptitiously takes The Book of the Dead from Dr Chamberlain, leader of the opposition team. After unlocking the book, Evie begins to recite some of the words out loud, to which Dr Chamberlain responds with horror: “No! You must not read from the book!”
Now, let’s say you’ve typed out this line of dialogue, and you’ve accidentally mistyped it as: “You must NOW read from the book!”
This is a perfectly correct thing to say, and something that’s probably said in classrooms across the world every day – but we know that in the context of the movie, it isn’t right. A proofreader working through your story will stop at that line, already aware that reading out the incantation is a very dangerous thing for Evie to do, and something that Dr Chamberlain is very unlikely to support!
Spellcheck, however, won’t spot this as a mistake because it can’t “read” the story. AI programs won’t either – because they don’t have a human brain.
In fact, AI is likely to suggest that the correct version (you must NOT read from the book) is actually a mistake. It won’t understand the tension and drama of your writing in a human way, and it will assume that if Evie opens the book, then the “normal” thing for her to do would be to read it.
In this part of the story, librarian Evie surreptitiously takes The Book of the Dead from Dr Chamberlain, leader of the opposition team. After unlocking the book, Evie begins to recite some of the words out loud, to which Dr Chamberlain responds with horror: “No! You must not read from the book!”
Now, let’s say you’ve typed out this line of dialogue, and you’ve accidentally mistyped it as: “You must NOW read from the book!”
This is a perfectly correct thing to say, and something that’s probably said in classrooms across the world every day – but we know that in the context of the movie, it isn’t right. A proofreader working through your story will stop at that line, already aware that reading out the incantation is a very dangerous thing for Evie to do, and something that Dr Chamberlain is very unlikely to support!
Spellcheck, however, won’t spot this as a mistake because it can’t “read” the story. AI programs won’t either – because they don’t have a human brain.
In fact, AI is likely to suggest that the correct version (you must NOT read from the book) is actually a mistake. It won’t understand the tension and drama of your writing in a human way, and it will assume that if Evie opens the book, then the “normal” thing for her to do would be to read it.
4. When should I hire a proofreader?
Editing and proofreading should always happen before publication, but there’s a structure to the editorial process that should come before a proofread.
If you plan to self-publish as an indie author without the backing of a traditional publishing house, you are responsible for your entire publishing process. It’s recommended that you have at least one or two rounds of editing – a developmental editor first, followed by a copy-editor – before the final version of your manuscript goes to a proofreader for the last lap.
If you’re aiming for traditional publication via a literary agent, then you will work through a few editing drafts by yourself before submitting your work. (It’s impossible to say how many, but it goes without saying that you should never be sending out a first draft!)
While it’s important to submit a clean, well-edited manuscript to literary agents, it’s certainly not an industry expectation or requirement that you pay for professional editorial services before you do this – although some authors choose to. It’s really down to your personal choice and how much outside help you’d like with your work before you feel confident that it’s submission-ready.
If you plan to self-publish as an indie author without the backing of a traditional publishing house, you are responsible for your entire publishing process. It’s recommended that you have at least one or two rounds of editing – a developmental editor first, followed by a copy-editor – before the final version of your manuscript goes to a proofreader for the last lap.
If you’re aiming for traditional publication via a literary agent, then you will work through a few editing drafts by yourself before submitting your work. (It’s impossible to say how many, but it goes without saying that you should never be sending out a first draft!)
While it’s important to submit a clean, well-edited manuscript to literary agents, it’s certainly not an industry expectation or requirement that you pay for professional editorial services before you do this – although some authors choose to. It’s really down to your personal choice and how much outside help you’d like with your work before you feel confident that it’s submission-ready.
5. Can you give me editorial feedback on my story?
While I may occasionally drop in a comment or two to clarify some elements of your story that may be inconsistent, or to chime in on something that might not hang true for readers, I cannot give editorial feedback as part of a proofread – it is a completely different type of editorial assessment.
If you are looking for a more in-depth and constructive read of your story, including feedback on pacing, plotting, characters, structure, and prose, then I would personally recommend getting in touch with The Novelry, where you can get professional, expert, in-depth help to a high standard through their creative writing courses (The Big Edit would be a good fit for this) and their Ultimate Manuscript Assessment.
Alternatively, you can look at the Reedsy marketplace for developmental editors, copy-editors, and more.
If you are looking for a more in-depth and constructive read of your story, including feedback on pacing, plotting, characters, structure, and prose, then I would personally recommend getting in touch with The Novelry, where you can get professional, expert, in-depth help to a high standard through their creative writing courses (The Big Edit would be a good fit for this) and their Ultimate Manuscript Assessment.
Alternatively, you can look at the Reedsy marketplace for developmental editors, copy-editors, and more.
6. How much does proofreading cost?
The simple (and rather unhelpful) answer is that rates for professional proofreading services vary across the board. Every freelance proofreader chooses their own fees, sometimes charging by the hour and sometimes by word count. There is no industry standard, but there are recommended rates that are reviewed and updated every year. The rates recommended for UK-based proofreaders and editors are provided by the CIEP and those for US-based proofreaders and editors by the EFA.
To be completely transparent, there will always be writers who find these recommended rates to be outside their budget. Some freelancers choose to charge lower rates to be more equitable, but that introduces an issue where freelance professionals are not being paid fairly for their time and expertise.
You may find proofreaders and editors offering lower rates in order to build their portfolios, particularly across social media. This can sometimes be helpful for both the author (who may be on a budget) and the professional (who may be building a client list, perhaps as an academic proofreader) in a quid-pro-quo kind of way.
Depending on the route and budget that work best for you, the important thing is to do your research and weigh up experience, reputation, and expertise against the rate you’re prepared to pay when you decide to hire a proofreader.
To be completely transparent, there will always be writers who find these recommended rates to be outside their budget. Some freelancers choose to charge lower rates to be more equitable, but that introduces an issue where freelance professionals are not being paid fairly for their time and expertise.
You may find proofreaders and editors offering lower rates in order to build their portfolios, particularly across social media. This can sometimes be helpful for both the author (who may be on a budget) and the professional (who may be building a client list, perhaps as an academic proofreader) in a quid-pro-quo kind of way.
Depending on the route and budget that work best for you, the important thing is to do your research and weigh up experience, reputation, and expertise against the rate you’re prepared to pay when you decide to hire a proofreader.
7. Can I get a sample proofread first?
Yes, absolutely. It’s common to request a sample edit from an editorial professional you’re considering working with, and for good reason.
A sample piece gives the proofreader an insight into your manuscript, your style, and the level of correction that may be required. Equally, it allows you, the author, to assess the same things in return, ensuring that the quality of the editing service you’ve chosen aligns with your needs. Both parties can check they’re a good fit before committing to the project, and they’ll both know what to expect.
You can purchase a proofreading sample here, of up to 1,000 words. All sample purchases are eligible to have their cost redeemed against a future full proofread of the same manuscript. (There is zero requirement or expectation for you to commit to a full booking after a sample has been provided.)
A sample piece gives the proofreader an insight into your manuscript, your style, and the level of correction that may be required. Equally, it allows you, the author, to assess the same things in return, ensuring that the quality of the editing service you’ve chosen aligns with your needs. Both parties can check they’re a good fit before committing to the project, and they’ll both know what to expect.
You can purchase a proofreading sample here, of up to 1,000 words. All sample purchases are eligible to have their cost redeemed against a future full proofread of the same manuscript. (There is zero requirement or expectation for you to commit to a full booking after a sample has been provided.)
8. How can I book a proofread with you?
If you’d like me to proofread your work, you have three options:
I look forward to hearing from you and learning about your project!
- You can get in touch with me directly to discuss your project further.
- You can purchase a proofreading sample to get a preview of what your manuscript will look like when it’s fully proofed.
- Alternatively, if you feel more comfortable going through an intermediary platform with verified professionals, protected transactions, and collaboration guarantees (which is more than understandable, given some of the chaotic corners of the internet), you can find me on Reedsy.
I look forward to hearing from you and learning about your project!
9. How long does it take to proofread a manuscript?
My standard project window is two weeks, which is usually enough for a full proofread of a fiction manuscript up to 100,000 words or thereabouts.
There are times where this may need to be flexible, depending on the level of correction needed, the word count of the file, or the personal needs of myself or the author. This is something we can discuss by email according to your individual project.
There are times where this may need to be flexible, depending on the level of correction needed, the word count of the file, or the personal needs of myself or the author. This is something we can discuss by email according to your individual project.
10. I need some urgent proofreading done ASAP. Can you help?
It’s quite possible that I can. If you have an urgent proofreading project that needs a fast turnaround time, you can get in touch with me here to discuss your requirements.
11. What are your payment terms?
You will be invoiced for the work when I return your proofread manuscript (and style sheet) to you, on or before our agreed delivery date.
My payment terms are always within 7 days of the invoice date. I can receive payment by bank transfer or Paypal for UK clients, and by Paypal only for international clients (making currency conversion a lot easier for both parties).
My payment terms are always within 7 days of the invoice date. I can receive payment by bank transfer or Paypal for UK clients, and by Paypal only for international clients (making currency conversion a lot easier for both parties).
12. Hold on – what is a style sheet? Do I need one?
A style sheet or style guide is an editorial guidance document for a book, series, or author. It lists the preferred forms of the author (and/or publisher) where there are multiple variants available. For example, perhaps you prefer “alright” instead of “all right”, “leapt” and not “leaped”, or “street-light” rather than “streetlight”.
A style sheet may also list “global” preferences – this means something that goes across the board. For example:
A style sheet can also act as a bible of sorts for your story, recording character names, physical characteristics, home addresses, a restaurant your protagonist frequents, a company they own, etc. This is particularly crucial in fantasy and sci-fi, where author-created names, terms, creatures, kingdoms, and worlds cannot be double-checked online or in an encyclopaedia!
You may already have some style preferences but you may not have compiled them into a style sheet. Don’t worry if you haven’t. I put together a style sheet for every author manuscript I work on and return it with every completed proofread. This is particularly handy when there are subsequent books in an author’s series!
We can discuss any existing preferences or styles ahead of your project to ensure that we’re both on the same page (pun possibly intended).
A style sheet may also list “global” preferences – this means something that goes across the board. For example:
- Is your dialogue presented in single quotes or double quotes?
- Do you prefer to use an Oxford comma?
- Should the internal thoughts of characters appear in italics?
- Are you marking scene breaks with an asterisk, three asterisks, or a simple blank line?
A style sheet can also act as a bible of sorts for your story, recording character names, physical characteristics, home addresses, a restaurant your protagonist frequents, a company they own, etc. This is particularly crucial in fantasy and sci-fi, where author-created names, terms, creatures, kingdoms, and worlds cannot be double-checked online or in an encyclopaedia!
You may already have some style preferences but you may not have compiled them into a style sheet. Don’t worry if you haven’t. I put together a style sheet for every author manuscript I work on and return it with every completed proofread. This is particularly handy when there are subsequent books in an author’s series!
We can discuss any existing preferences or styles ahead of your project to ensure that we’re both on the same page (pun possibly intended).
13. And finally... How do I become a proofreader?
You first stop will be a recognised institution such as the Chartered Institute of Editing and Proofreading, the Publishing Training Centre, or the Editorial Freelancers Association. These organisations provide lots of helpful material that can help you decide whether proofreading or any other form of editing might be for you. (One thing I will say up front: it really helps if you are someone who has always had a knack for spotting mistakes.)
These institutions frequently run industry-recognised courses, webinars, and online training on and around the subject of proofreading, editing, and publishing. They also delve into the minutiae of being a freelancer, managing your own projects, utilising the latest software, and so on. You’ll also find proofreading tips and advice on their social media.
Hands-on experience can also be extremely helpful. Once you’ve learned the basics, you could start by offering to do some proofreading for friends, family, colleagues, or fellow writers in exchange for a review (or recommendations). Genuine word-of-mouth referrals that pass directly between authors, where someone has been very satisfied with a proofreading service, can be extremely valuable.
These institutions frequently run industry-recognised courses, webinars, and online training on and around the subject of proofreading, editing, and publishing. They also delve into the minutiae of being a freelancer, managing your own projects, utilising the latest software, and so on. You’ll also find proofreading tips and advice on their social media.
Hands-on experience can also be extremely helpful. Once you’ve learned the basics, you could start by offering to do some proofreading for friends, family, colleagues, or fellow writers in exchange for a review (or recommendations). Genuine word-of-mouth referrals that pass directly between authors, where someone has been very satisfied with a proofreading service, can be extremely valuable.