{"id":79521,"date":"2019-06-21T13:19:50","date_gmt":"2019-06-21T11:19:50","guid":{"rendered":"https:\/\/www.scribbr.nl\/?p=79521"},"modified":"2023-05-15T10:20:58","modified_gmt":"2023-05-15T08:20:58","slug":"what-is-proofreading","status":"publish","type":"post","link":"https:\/\/www.scribbr.com\/language-rules\/what-is-proofreading\/","title":{"rendered":"Quick Guide to Proofreading | What, Why and How to Proofread"},"content":{"rendered":"

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<\/a>, when you fix minor spelling and punctuation mistakes, typos, formatting issues and inconsistencies.<\/p>\n

Proofreading is essential for any text that will be shared with an audience, whether it\u2019s an academic paper, a job application, an online article, or a print flyer. Depending on your skills and budget, you can choose to proofread the text yourself or to hire a professional.<\/p>\n

<\/p>\n

Proofreading example<\/h2>\n

In the publishing industry, proofreaders usually check a printed \u201cproof copy\u201d of the text and mark corrections using specialized proofreading marks. In other fields, though, professional proofreaders often work with digital texts and make corrections directly using the track changes feature in Microsoft Word or Google Docs.<\/p>\n

\"proofreading<\/p>\n

Proofreading vs editing<\/h2>\n

Editing and proofreading are different steps in the process of revising a text. Editing can involve major changes to content, structure and language, but proofreading focuses only on minor errors and inconsistencies.<\/p>\n

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.<\/p>\n

The four stages of editing and proofreading<\/h3>\n\n\n\n\n\n\n\n\n
Type of editing<\/th>\nWhat it involves<\/th>\n<\/tr>\n<\/thead>\n
Step 1: Content editing<\/th>\nRevising an early draft of a text, often making significant changes to the content and moving, adding or deleting entire sections (also known as developmental or substantive editing).<\/td>\n<\/tr>\n
Step 2: Line editing<\/th>\nRevising the use of language to communicate your story, ideas, or arguments as effectively<\/a> as possible.<\/p>\n

This might involve changing words, phrases and sentences and restructuring paragraphs<\/a> to improve the flow of the text.<\/td>\n<\/tr>\n

Step 3: Copy editing<\/th>\nPolishing individual sentences to ensure correct grammar, a clear sentence structure<\/a>, and stylistic consistency, often following the rules of a specific style guide (such as APA<\/a> or MLA<\/a>).<\/p>\n

Copy editors don\u2019t change the content of a text, but if a sentence or paragraph<\/a> is ambiguous or awkward, they can work with the author to improve it.<\/td>\n<\/tr>\n

Step 4: Proofreading<\/th>\nCarefully checking for any remaining errors, such as misspelled words, misplaced punctuation<\/a>, and stylistic inconsistencies.<\/p>\n

In print publishing, proofreaders are also responsible for checking the formatting (e.g., page numbers and line spacing).<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Do I need to go through every stage?<\/h3>\n

It depends on the type and length of text. You don\u2019t need to strictly follow the division of tasks shown above, but a good piece of writing will nearly always go through a similar process of revising, editing and proofreading.<\/p>\n

In the traditional publishing process, the stages are clearly divided, with different professionals responsible for each revision. A separate proofread of the final print version is necessary, especially because new typographical errors can be introduced during production.<\/p>\n

However, in texts that don\u2019t need to be formatted for mass printing, there is often more overlap between the steps.\u00a0Some 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<\/a> (e.g., commas<\/a>, quotation marks<\/a> and parentheses<\/a>).<\/p>\n

Proofreading tips and tricks<\/h2>\n

Basic proofreading skills are important for anyone who writes. For everyday texts, such as business reports, blogs, or college papers, there are some techniques you can use to proofread efficiently and effectively before sharing your work.<\/p>\n

<\/i>Edit your writing first<\/h3>\n

Before you get to the final stage of proofreading, make sure you\u2019ve thoroughly revised and edited your work. There\u2019s no point spending time fixing minor errors if you might later remove whole sections or rewrite paragraphs. Only proofread once you\u2019ve got a completed final draft that you\u2019re happy with.<\/p>\n

<\/i>Take a break from the text<\/h3>\n

When you\u2019ve been reading and rereading the same words for hours or days, it becomes much harder to notice common mistakes<\/a>. Before proofreading, set your work aside for a while so that you can look at it with fresh eyes.<\/p>\n

Ideally you should wait at least a day or two before final proofreading, but if you\u2019re on a tight deadline, even a half hour break can help.<\/p>\n

<\/i>Proofread a printout<\/h3>\n

Seeing your words on a printed page is another useful strategy for noticing things that might have escaped your attention on the screen. If the final version will be printed, this is also a good chance to check your formatting is correct and consistent on the page.<\/p>\n

<\/i>Use digital shortcuts<\/h3>\n

While reading from print can help you spot errors, an online proofreader<\/a> can help you fix them efficiently. Most obviously, run a spell check\u2014but don\u2019t rely on the computer to catch every mistake.<\/p>\n

If you notice that you\u2019ve repeatedly misspelled a particular word, inconsistently capitalized<\/a> a term, or switched between UK and US English<\/a>, you can use the Find and Replace function to fix the same mistake throughout the document.<\/p>\n

Be careful, though, and don\u2019t use \u201creplace all\u201d. Click through and check every replacement to avoid accidentally adding more errors!<\/p>\n

<\/i>Learn from your mistakes<\/h3>\n

Pay attention to the errors that keep recurring in the text. This can help you avoid them in future.<\/p>\n

Knowing what to look out for is the most challenging part of proofreading. You\u2019ll probably notice obvious typos, but subtle mistakes in grammar and punctuation can be harder to recognize. The table below shows some of the most common errors to look out for.<\/p>\n

What to watch out for when proofreading<\/h3>\n\n\n\n\n\n\n
Spelling and word choice confusions<\/th>\n\n
Misplaced punctuation<\/th>\n\n
Stylistic inconsistency<\/th>\n\n
Formatting issues<\/th>\n\n