Top 5 Tips for Becoming a Successful Proofreader: A Survival Guide for Novice Proofreaders

February 21, 2019 | Blog, Learning Center

So you want to be a proofreader. But what’s involved? What exactly do proofreaders do? And where do you begin? This article outlines the top 5 tips for novice proofreaders to help you understand the role, build essential skills, and start your journey with confidence.

First, it helps to understand a proofreader’s role in the publication process. Proofreaders are the final guardians of written content. They ensure accuracy, consistency, and clarity in every piece that passes through their hands. They don’t just “spot typos”; they fine-tune punctuation, standardize formatting, and enhance readability, all while preserving the author’s voice and intent. In online publications, they also play a crucial role in SEO, optimizing content with strategic keyword placement to boost online visibility.

To learn how our team supports authors, check out our academic proofreading services.

If that sounds like the kind of work that might interest you, these top 5 tips for novice proofreaders will help you build foundational skills and avoid common beginner mistakes:

1. Understand the publishing process.

The requirements of a proofreading job will depend on the final destination of the manuscript. Will it be published as a print book? If so, proofreading might involve marking up a “print galley” in PDF or by hand with proofreading marks. Will it be published in a scholarly journal? You’ll very likely find yourself tracking changes in Microsoft Word. These resources can help you navigate various publishing processes:

• A Freelance Editor’s Guide to Book Production, by Rachel Hockett (print publishing)
• Publish Not Perish: The Art and Craft of Publishing in Scholarly Journals

2. Take a course or a workshop, or work through a proofreading book.

Do you know what to look for when proofreading a manuscript? It takes time to hone your proofreading skills, especially if you’re proofreading in a variety of contexts. These resources will get you started:

• McGraw-Hill’s Proofreading Handbook, by Laura Anderson
• Butcher’s Copy-Editing, by Judith Butcher, Caroline Drake and Maureen Leach
• Proofreading courses, from the Chartered Institute of Editing and Proofreading

3. Get the right technology for the job.

Choosing the right technology for the job will give you access to the computing power you need and a range of tools that can improve your proofreading accuracy and efficiency. Most major tools support both Windows and macOS platforms.

4. Use digital tools to improve proofreading accuracy and efficiency.

Proofreading tools can do an excellent job of checking the internal consistency of a document (try this free online consistency checker on your next project).

While digital tools can’t replace a human proofreader, they can reduce manual effort and improve accuracy. Here are some helpful resources:

Making the most of Microsoft Word

• Making Word 2010 Work for You, by Hilary Powers
• Effective Onscreen Editing, by Geoff Hart
• Advanced Find and Replace for Word, by Jack Lyon

Word add-ins

• PerfectIt, by Intelligent Editing
• File Cleaner for Word, by The Editorium

Build your own proofreading tools

• Macro Cookbook, by Jack Lyon
• Macros for Writers and Editors, by Paul Beverley

For PDF markups

• PDF-XChange Viewer
• Adobe Reader

5. Develop your business acumen

Becoming a successful proofreader involves more than technical skill. You’ll also need to understand business basics. These resources can help:

• Freelancing 101, by Ruth Thaler-Carter
• Business Planning for Editorial Freelancers, by Louise Harnby
• Editorium Update Newsletter

Each of these top 5 tips for novice proofreaders reflects the real-world practices used by professionals in the field. If you’re committed to improving your skills and developing your career, these strategies are an excellent place to start.

Ready to take the next step? Explore our blog for tips, tools, and guidance, or visit our careers page to learn more about working with us.