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

February 21, 2019 | Blog

So you want to be a proofreader. But what’s involved? What exactly do proofreaders do? And where do you begin?

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.

If that sounds like the kind of work that might interest you, take a look at our five tips for novice proofreaders:

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 (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: The Cambridge Handbook for Editors, Copy-Editors and Proofreaders, by Judith Butcher, Caroline Drake and Maureen Leach
• Proofreading courses, available through 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. Debates about the supremacy of PCs over Macs are a little outdated at this stage; most of the proofreading and editing tools on the market cater to both Mac and Windows users.

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 proofreading project to get a taste of what these kind of tools can do).

While digital tools can’t replace a human in the proofreading process, they can, in many instances, save proofreaders from having to complete a manual second pass. They can also assist with some of the more repetitive proofreading tasks—the ones that can cause humans to “zone out”. Below is a list of some of our favourite digital proofreading tools and resources:

Making the most of Microsoft Word

• Making Word 2010 Work for You, by Hilary Powers
• Effective Onscreen Editing: New Tools for an Old Profession (2nd Edition), by Geoff Hart
• Advanced Find and Replace for Microsoft Word, by Jack Lyon

Microsoft Word add-ins

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

Build your own proofreading tools

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

For PDF mark-ups

• PDF XChange Viewer, by Tracker Software
• Adobe Reader, by Adobe

5. Develop your business acumen

Becoming a successful proofreader involves developing some business acumen. These resources will help you to learn most of what you need to know about the business side of proofreading:

• Freelancing 101: Launching Your Editorial Freelance Business, by Ruth Thaler-Carter
• Business Planning for Editorial Freelancers: A Guide for New Starters, by Louise Harnby
• Editorium Update Newsletter

Investing your time in just some of these tools and resources will put you well on your way to learning the basics of what successful proofreaders know. But it will help you, too, to understand what they are: Successful proofreaders are curious—they read widely, always with an eye to what might be on the horizon. The publishing field is constantly changing. Stay nimble and keep yourself informed so you can quickly adapt to frequent and sometimes disruptive changes that lie ahead for publishing professionals.