We all need other people to proofread our work. Even a proofreader needs another proofreader to check their writing. No one can sport all their mistakes when they write — that’s just how it is. I read a self-published book by a good editor, and I was surprised to see that it contained so many small issues. I come across this problem with websites and self-published books often. And I’m sure this blog won’t be error-free because I haven’t asked someone to proofread this blog!
There’s no need to feel inadequate or embarrassed about your writing skills, as making mistakes is not about being good or bad at writing. We’re all human and prone to error, and we can’t write perfectly for many reasons. We’re often distracted. If you write as you think without redrafting several times, the writing might seem to change directions grammatically. If you don’t often write formally, you might find yourself writing how you speak, and the way many of us speak does not lend itself to easy reading or ‘correct English’ on paper or screen. Sometimes, we think faster than we write and miss connecting sentences. Sometimes we can write well for one type of audience but not another. This is all very normal.
Those who appear to produce flawless work usually have a team of people whose job is to make them look flawless: top entrepreneurs, celebrity cooks, best-selling writers, YouTube stars, etc. There is likely to be a team behind each talented and successful person you look up to. It doesn’t make them inauthentic, as there is nothing wrong with hiring support.
Writing apps vs a human proofreader
Grammarly, Hemingway Editor and other apps are all useful writing aids, but they still can’t catch everything. They can’t understand context, and they can’t see images. For example, if I place on a document an image of a flag on a dome, a writing app won’t see the image and it won’t notice the error with this sentence ‘The flag was on the mode‘, which instead should be ‘The flag was on the dome.’
The tech will improve — but for now, a human proofreader is still needed for understanding context and making sure your writing makes sense.
What else does a human proofreader offer?
- A proofreader can suggest ways to rephrase your sentences. Unclear writing is off-putting and time-wasting to audiences. However, we tend to trust the information more readily when something is easy to read. Clear writing increases the likelihood of buy-in from the reader.
- A proofreader can support your credibility. Your writing will matter if you are trying to cultivate an image as an expert. We build relationships through language. When we communicate through writing, we tend not to buy from or trust people who don’t write or present their writing well. Perhaps you’re a coach, thought leader or nutritionist: your messaging can be let down by too many commas, jargon, convoluted sentences and repetition.
- A proofreader will advise you on formatting problems. A misplaced decimal point or a misaligned image can easily go unnoticed when the writer is focused on getting a piece finished; it takes a fresh pair of eyes to catch these mistakes. A proofreader can also make sure the margins and layout look good.
What can you expect from a proofreader?
The proofreader’s objective is to help the client achieve clarity in their writing. A trained proofreader will suggest simple changes where it is needed and will keep your voice intact. They will:
- Correct spelling, grammar, punctuation, syntax, use of hyphens and dashes, and use of words while ensuring the meaning remains the same.
- Ensure a consistent style and format. (A proofreader may also offer to build you a style guide or house style. This is very useful if you run a business, work with others, or publish content or books often.)
- Check that your writing is logical, clear, and will make sense to your readers.
- Raise issues (we call them ‘queries’) that need the author’s attention.
- Cross-check references within the text to ensure they are correctly matched.
- Check that numbers, photos, figures, tables, graphs, equations, and quantities match up with captions and context. For example, they may flag an error if a graph of your sales is where a graph of your expenditure should be.
- They should mention glaring problems and inconsistencies. However, they are not fact-checkers, and they cannot ensure the accuracy of the facts you mention.
Anything beyond this list is usually the work of editors (proof-editors, copy editors, line editors, development editors, etc). The definitions can overlap and roles are fluid (I have a blog about the differences here). If you need someone to write for you, look for a ghostwriter (books), content writer (digital and newsletters), or copywriter (sales).
Do be aware that proofreaders can miss things too, and no one can promise 100 per cent error-free text. However, a professional proofreader will have training, experience and resources to help prevent things from slipping through the cracks.
How to find a good proofreader
- Ask your network. A personal recommendation is always a good place to start. If a particular proofreader is not quite a good fit, you can ask them for the names of colleagues who might be a better fit. We’re a nice bunch, and we’re happy to support people in the writing community and our peers!
- Online. Many proofreaders have websites, use social platforms like Facebook and LinkedIn, or appear on freelance platforms like Upwork. There are also specific directories of proofreaders and editors, such as the CIEP’s directory for editorial services and Reedsy.com.
- You can search for proofreaders with specialisms and interests. For example, I specialise in non-fiction business-related documents, digital content and self-help books. You can find proofreaders who specialise in poetry, money and investments, computer science, and women’s history. Proofreaders also use their interests to garner work. For example, I have an interest in parenting, and I read and follow information on parenting; a couple of clients have valued this and have asked me to work with them on text related to parenting and children’s health.
- Check a freelancer’s testimonials and their terms and conditions before hiring them.
- Look out for mentions of training, as that’s a good sign. And if they mention that they belong to an editing body, that’s even better as it means they have signed up to a professional code. (You may be able to contact that body to seek redress if there are any major problems). People affiliated with a body are also likely to be engaged in formal and informal continuous development and learning. For example, as a member of the CIEP, I have access to a lot of information and learning materials, such as advice on tackling gendered language and guidance about Plain English.
- After you identify a proofreader, you can request a free proofread of a sample of your work (about 500 words is reasonable). This will help you determine if the proofreader is the right fit for you and reduce any fears you may have about using one. Look at their suggested changes and comments and consider whether their input lifts your text. Also, consider how well the proofreader understood your instructions and communicated with you.
Summary
- Writing apps don’t catch all types of errors.
- Errors and inconsistencies in your writing (digital and on paper) can harm your image and credibility.
- Proofreaders can understand the context and see problems.
- A proofreader’s job is to make your writing clear and reduce errors.
- You can find a proofreader by asking your network, doing an online search or searching social media channels, freelancer platforms and directories.
- Look for people who have testimonials and read their terms and conditions.
- Request a free proofread of a 500-word sample to ensure they are a good fit. Consider how they reviewed your sample and how they communicated with you.
Get in touch if you have any questions! I’m always happy to help and advise. And while you’re here, why not sign up to receive more helpful tips? I send regular emails that are short and super-useful for the busy entrepreneur and author!