How to proofread professionally

Mastering how to proofread professionally means your messages will be clear, consistent and error-free, building trust and enhancing credibility. Why is that essential? Because every word your organisation publishes influences the way audiences perceive your brand.

This step-by-step guide for marketing and communication teams will help you understand how proofreading works and what a proofreader does. You’ll learn the benefits to your organisation (and you) of knowing how to proofread professionally.

Proofreading on paper

What is proofreading?

Proofreading is the final check after editing. A proofreader sharpens a finished piece of writing by correcting spelling and grammar errors, making it clear and professional before it’s published.

Knowing how to proofread is not about improving content or altering its language and style – in publishing, that’s the sub-editor’s or copy editor’s responsibility. In organisations, editing may be a role for you, the subject matter expert or an outside editor. Confusing the two may lead to higher costs.

Learn the difference between editing and proofreading.

How proofreading works in organisations

Marketing and communication teams typically send proofreaders PDF files to review on their screens. Your proofreader will usually use correction tools in Adobe Reader to highlight the changes they made. Some clients ask me to edit a document by tracking changes in Word, in addition to proofreading the document.

Proofreaders can still mark up printed proofs with BSI symbols (especially in publishing). However, this is less common since the introduction of digital proofing. And I can’t recall a corporation ever asking me to use them.

Proofreading using BSI symbols

In case you’re interested, you write notes in the text and margins of paper proofs using symbols that everyone involved in editing, publishing, designing and printing understands. Listen to the Editing Podcast to find out why we still need them.

Professional proofreading is the last step to ensure quality that will elevate your brand.

Learn to proofread: proofreading courses

The best way to learn proofreading is by taking a course from a recognised training provider that will help you develop the skills you need.

Many online training courses are available for quick proofreading training. An example is Proofreading for journalists, PRs and communications professionals. However, if you want to learn more about the craft, pick a course recognised by the publishing or media industries.

Well-regarded professional organisations

• Chartered Institute of Editors and Proofreaders (CIEP) – a membership organisation respected in publishing circles.
• College of Media and Publishing (CMP) – an excellent CPD|EADL accredited training organisation.
• The Publishing Training Centre (PTC) – this registered charity is an acknowledged organisation in the industry.

I took refresher courses from the CIEP and the CMP, and I found both to be valuable.

You can also learn proofreading by taking a degree course. I learnt how to proofread for the first time while studying Media in the mid-1980s. BAs in Media Studies and Journalism still include modules on proofreading and editing. But ensure that the National Council for the Training of Journalists (NCTJ) has approved the course.

Find an NCTJ-approved proofreading course.

Proofreading step by step

This simple guide will help you proofread your content to make it as error-free and consistent as you can.

Preparation

1. Choose a quiet place to proofread, where you won’t be easily distracted, and turn off your mobile phone.
2. Read the brief, because people often mix up proofreading and editing, so it’s essential to understand what your co-workers or a client expects from you.
3. Check the style guide to refresh your memory about the organisation’s rules for capitalisation, bold and italic text, date formats, and other similar guidelines. That said, ask the client if there are any exceptions to the rules.
4. Memorise relevant abbreviations or check them regularly.
5. Version control is vital. When working on a PDF or Word document, ensure you save it with a new filename and a version number, such as Proofreading v1, to help you keep track of different versions.
6. Print out digital documents; otherwise, you can overlook errors when viewing them on a screen. It’s easier to spot mistakes on paper. If the text is short, print it out before reviewing, and then add your marks to the digital version.

Tip 1: If you have a long document to proofread, such as a 200-page annual report, simply print the table of contents. Have the printout next to you as you check the page numbers in the document on your screen.

Start proofreading

1. PDFs: Zoom in to 200% so the larger text reveals errors more clearly. I have two screens, one large enough for the proof and the other for the style guide.
2. Compare edited and designed versions to ensure the designer followed the instructions.
3. Find errors word by word: To proofread professionally, take your time to carefully check every word, number, and punctuation mark on each page.

• • Mark up specific errors in people’s names, locations, statistics, dates, links, etc
  • Check that the page numbers and references are correct
  • Verify facts using three different, authoritative sources
  • Seek ambiguity – is the meaning unclear? If so, query it.
  • Ensure the formatting is uniform – for example, does the author use ‘i.e.’ often, but ‘ie’ only sometimes?
  • Make corrections after identifying the errors on each page in one round
  • List queries about anything confusing
  • Read it one last time and look for any mistakes that you may have missed

Tip 2: Some proofreaders suggest reading the text aloud. You could use the ‘read aloud’ feature in Word or Adobe Acrobat Reader and save your breath! Others read the text backwards, but this is tiresome on long documents.

The benefits of proofreading for communicators and marketers

Professional proofreading makes your organisation stand out by creating clear communications that inspire loyalty with your audience.

Safeguards the brand:

• Provides the excellent first impression required of communications and marketing campaigns
• Signals professionalism and credibility to all audiences
• Ensures messages are concise and clear, reducing the risk of confusion
• Preserves your organisation’s style and tone of voice across channels
• Reduces risk by catching errors that could impact the brand’s reputation

Saves you time, effort and cost:

• Saves money by preventing embarrassing typos and any reprints
• Reduces fees paid to outside suppliers if a team member can do it
• Reduces the hassle and time spent on to-and-fro revisions
• Frees your team’s time if you can afford a professional proofreader

Learning to proofread properly will help your organisation save time and money, but it requires dedication, and many employers still value on-the-job experience. If you’d like to hire a freelance proofreader, let me know.

Discover how long it takes to proofread a document.