Do I Need a Proofreader?

This is a question many writers, students and academics have to ask themselves. You want your work to be the best it can be. If it isn’t your progress may be hindered. Publishers or markers are stopped short by grammar, formatting or language mistakes. You are unable to convey your point clearly and they are unable to give you the level of credit you deserve. But proofreading isn’t cheap. Of course it isn’t — you’re hiring someone to slowly go through your writing looking for errors.

So, do you need a proofreader? And if you do, how do you go about finding one?

What does a proofreader do?

A proofreader should really be able to improve anybody’s work as most people cannot spot every single error in their own writing. However, I think there is also a generally accepted line between a piece of work with the usual few errors and one that really should have been proofread. Of course, sometimes this is also to do with function — a piece going for publication almost always needs a proofreader if one is not already supplied.

In order to help you decide whether you actually need a proofreader, here is what a proofreader actually does:

• Checks for typos, including checking grammar, punctuation and spelling
• Checks the formatting — for example, are you consistently formatting quotes, using ‘ise’ or ‘ize’, referencing properly, etc.
• Checks the overall meaning — if writing is unclear a proofreader will either rephrase, make a suggestion for a rephrase, or mark that this is unclear and needs to be addressed
• Picks up on obvious errors such as ‘The First World War, which began in 1939…’ or ‘In the nineteenth century, the internet first began to come into public use…’

So, in essence, if your work consistently makes errors in any of these categories, you probably do need a proofreader.

If your work only has very slight errors, and by this I do mean very slight — as in minimal instances of only one of the categories above — but nonetheless, you feel you need a proofreader, you could send an example piece, or the full work, and ask if the proofreader will do you a better deal in recognition of this. Whether you are successful in bargaining will probably depend on how much work they have on. Sometimes even very good quality work requires an equally thorough check and so it actually ends up being the same amount of work.

For more information on how the proofreading process works, check out my piece on how to work with a proofreader.

What does a proofreader not do?

Whilst a proofreader provides suggestions for rephrasing and rephrases parts of sentences that are unclear, this is not a writing or rewriting service. Some proofreaders also provide a rewriting service, but do not expect a proofreader to rewrite large chunks of text.

A proofreader will also not check your quotes against the original sources; this would be nigh on impossible and require a vast amount of work. Whilst they will check the formatting of references and in-text citations and can point out if the grammar of a quote looks wrong, they cannot go back to a source and compare the reference. Similarly, they will assume that the referencing information you have put in the text is correct — they can point out if it is obviously inconsistent, suggesting an error, but they cannot know if the reference information is wrong.

What is the difference between proofreading and editing?

The line between proofreading and editing is unclear and often a matter of personal taste. In the publishing industry, the two are quite distinct due to the fact that a proofreader will generally be working with a typeset copy and providing a final check.

In the world of freelance editors and proofreaders for academics and writers working on unchecked drafts, proofreading and editing will very often be one and the same. As an editor, I should be checking content, but as a proofreader, since content that is obviously wrong impacts on the overall sense, I am also obliged to check content.

If what you mean by ‘editor’ is in fact someone who is providing a more extensive and thorough proof, a level of tutoring and feedback, what you probably want is an intensive edit and proof. This service is called various names, but most proofreaders will offer an intensive service of some kind, charging more to reflect the higher level of work. Some may even recommend this service if they think your work is in need of it.

If your work requires this extra attention, I would often suggest a double proof. Ask the proofreader to go over it twice, possibly allowing you to take a look at the work before they do the second proof — this will allow you to clarify any points that need resolving and provide the opportunity for you to really polish your work to the best level it can be.

Whether you call it proofreading or editing, the point really is that both should involve making your work the very best it can be. The dual title in essence reflects the flexibility of the role and the fact that the person is there to help you with your work in whatever way you need.

Go independent or go with a company?

There are hundreds, thousands of proofreaders out there, companies and individuals. Practically speaking, the established companies will be the most reliable, or at least the easiest to get money back from if something goes wrong. (Although make sure you don’t confuse ‘established’ with ‘fancy looking website’.) In many cases, however, the quality of the edit at the company will be identical and you may end up paying a lot more.

The way most ‘established’ proofreading companies work is that they have a few administrators in-house and they outsource to freelancers. This means they are literally outsourcing your work to independent proofreaders you could go to directly, or even to less well qualified students making an extra buck.

Of course, individuals can be a bit more of a gamble — there is less access to reviews and to reassurance. But there are also some extremely conscientious individuals offering a service that can be more personal, helpful and very often better than the work you’d get from companies. Avoid people who seem a bit too good to be true (as they probably are) and, if you have time, form a working relationship, make sure you’re getting what you want, perhaps send short pieces first.

Whilst you will probably get a quality check at a company, if you can find a reliable individual, I’d always go to them. Because the individual cuts out the middle-man, the cost will generally be lower and the quality identical. If the company is very cheap — be suspicious. Keep in mind that most of these companies are taking a 50% cut minimum, often leaving the proofreader with very little choice but to work fast. Do you really want your work read at the end of the day by a tired proofreader desperately trying to get their word count up?

Decision?

So, do you need a proofreader? — Well that’s really down to how polished you want your work to be.

What kind of service do you want? — Again, how polished do you want your work to be? Ask the proofreader what they offer, chat to them about what service they think you need.

And where do you go? — Independent may be better, a company may be more of a sure bet. If possible, take your time and develop a working relationship with someone you can trust.

Looking for proofreading and editing for your work? Check out my proofreading services for academic writing or fiction and non fiction writing.

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Screengrab Proofreading and Editing offers affordable proofreading and editing for students, academics and writers. Whilst the company is based in Edinburgh proofreading services are generally offered remotely and Laura works with clients living all over the world. Taking clients straight to the proofreader makes the proofreading service affordable as it cuts out the middle man and extra costs all round. If you’re based in Edinburgh proofreading meetings can be provided in person. Laura also offers academic tutoring and writing coaching in Edinburgh centre, or remotely via Google Hangouts or by phone and email.