by Silva Payne

Created on: January 10, 2010

The job of proofreader is one that is commonly misunderstood. Frequently confused with that of copy editing and typesetting, proofreading is also thought by many to be easy. None of these is the case. To be a proofreader requires a particular set of skills that need to be developed and maintained over time.

Proofreaders can work on any text, in any format: handwritten, printed, or on screen. However, most prefer to work on printed text, as it is much easier to make proof marks directly onto the text, or “copy” as it is known. It is possible to proofread copy that is not in your native language, even if you have little or no experience of the languages used. While it is not advisable to try to proof a whole document in a totally foreign language, proofing language dictionaries and documents with portions of a second or third language included should be possible for an experienced proofreader.

Some people do combine the work of a proofreader and copy editor into one service. This gives more flexibility to the proofreader as to how much they can suggest the original copy is amended. Traditionally, proofreaders only check for the visual presentation of the copy, not the context or subject matter. Proofreaders are not fact-checkers.

When a document is received, the proofreader will first read through any accompanying notes from the author or copy editor on style and content. Documents can be proofed before or after a document is typeset, and the proofreader will need to know at what stage the document is in its production process. There may be supporting evidence of the line spacing requirements, the typeface, the position of page numbers, footers, headers and the style of any references and appendices. The proofreader will read through this evidence to gain an understanding of the document as a whole.

The first stage to proofreading copy is to note the style points used. Headings, titles, and ancillary text need to be consistent, and the proofreader will mark up on the copy the hierarchy of the styles used. Any that appear to be out of sequence will be queried by the proofreader. The queries made by the proofreader should not be taken as a personal or deliberate slight on the copy editor or author: it is the proofreader's job to ask “are you sure this is what you mean?”. The proofreader is an impartial pair of eyes, and has no stake in manipulating a text to their own preferences; they are simply there to check the style and format are what the creator of the piece intended.

Proofreading the copy is not the same as reading the copy. Proofreaders will tell you that it is far easier to proof copy on a subject that they have no interest in, simply because they are less likely to slip into reading it for pleasure. Many proofreaders read the copy in reverse to check spelling. This allows each word to be seen in isolation, so that errors are clearer. This does not, however, allow for contextual spelling to be checked, so at certain points the copy must be read in the traditional way also.

While the proofreader is working, they will make specific marks on the copy to indicate spelling errors and style points. Usually a mark will be made directly in the text, with a corresponding mark in the margin. This margin is also used for queries and other comments. Experienced proofreaders can usually complete 6 to 8 pages of text in an hour, with each page holding around 1000 words.

At the end of the copy, the proofreader will make sure that all the pages are in order. They then return the copy to either the typesetter for print proofs, or to the copy editor for a second round of editing.

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