Proofreading is a crucial component of the book production process. It won’t matter if a book has a striking cover, a fantastic blurb, or is written by a stellar author—if the product is littered with typographical and layout errors, then readers instantly identify it as low quality.
Read on for 10 great tips to improve your proofreading.
What is Proofreading?
Firstly, what is proofreading? It is much more than finding spelling errors. A proofreader (or an editor fulfilling the role of proofreader, or an author self-proofreading their own work), closely examines a manuscript for:
- consistency with source files, including identifying accidental omissions, duplications, or transpositions
- consistency with house style (spelling and grammar conventions)
- spelling, grammar, and punctuation errors, including their consistent style
- errors in names and places
- errors in layout and type specifications.
When Should Proofreading Happen?
An author or editor should be proofreading automatically as they write or edit the manuscript. This ensures the cleanest copy goes to the typesetter/book designer. Proper proofreading according to the traditional publishing process happens after a manuscript has been typeset. Therefore, a dedicated proofreader looks for more than just spelling errors. At this stage in production, a proofreader must also examine the product for layout and other design errors.
Proofreading Tips
1. Set the Story Aside
Setting the story aside is especially helpful for authors who need to proofread their own work, not so much for hired proofreaders or editors. Authors have often immersed themselves in a story as they wrote it, so it is easy to become too familiar with the text and miss inconsistencies. By taking a break and coming back to it later, you approach the story with fresh eyes and a more objective mindset. This makes it easier to spot errors.
2. Proofread the Story Out Loud
Reading a story aloud while proofreading engages both visual and auditory senses, helping to catch errors that may be overlooked when reading silently. By hearing the words, you may notice inconsistencies, awkward phrasing, or grammatical mistakes that might have gone unnoticed had you read silently. Reading aloud also forces you to slow down and pay closer attention to each word, enhancing your overall comprehension and enabling you to detect errors more effectively.
Did you know? The average adult reader can read 238 words per minute while reading silently, but this speed drops to 183 words per minute when reading aloud.
3. Use a Style Sheet and Word List
A style sheet serves as a consistent reference guide that ensures uniformity and adherence to specific guidelines or requirements. It documents style preferences, such as preferred spellings, capitalisation rules, punctuation choices, and formatting conventions. Readers are quick to notice inconsistencies.
A word list provides a centralised reference for specific terms, jargon, or industry-specific terminology that may be used in the text. It helps the proofreader ensure that these terms are spelled correctly and used consistently throughout the document. This is particularly important in science fiction and fantasy, where there are often technical words or terms that are not part of any existing language.
4. Proofread on Paper
Reading on paper reduces eye strain and allows for a different reading experience compared to reading on a screen. It provides a tangible and tactile connection to the text, allowing you to interact with it physically. This change in medium often leads to improved focus and concentration, enabling you to spot errors more easily.
Paper proofreading allows you to make handwritten notes, corrections, and annotations directly on the page. This tactile engagement helps to solidify your understanding of the text and facilitates the organization of your thoughts and feedback. Writing notes by hand can also enhance memory retention, making it easier to recall and address issues during the revision process.
Proofreading on paper enables a more comprehensive view of the entire document. You can easily flip through pages, scan paragraphs, and compare sections side by side, which can be challenging to achieve on a screen. This broader visual context often reveals patterns, inconsistencies, or structural problems that may have been missed during digital proofreading.
When proofreading a book, it is critical to do so in a proof copy of the intended final product. This allows you to see the layout and design elements as if you were a reader.
5. No Distractions
Proofreading is a tedious task. Limiting distractions during proofreading is crucial because it allows you to maintain focus and concentration on the task at hand. Distractions can significantly hinder your ability to spot errors, inconsistencies, and improve the overall quality of the manuscript. Common distractions to address include:
- background noise (either natural, mechanical, or electronic)
- technology
- internet access (the risk of browsing for too long while researching)
- multitasking (such as answering emails or working on unrelated projects)
- the physical environment (such as poor seating, dim lighting, or uncomfortable temperatures).
To limit distractions, it’s beneficial to create a dedicated and quiet workspace. Turn off or silence electronic devices, close unnecessary tabs or applications on your computer, and consider using productivity tools that block access to distracting websites. Establish a routine that allows for uninterrupted time to focus solely on proofreading. By minimising distractions, you create an environment that promotes concentration and enables you to more effectively identify and correct errors in the manuscript.
6. Read Backwards
Reading paragraphs backwards when you are checking for spelling, grammar, and punctuation errors. It disrupts contextual reading, meaning you avoid the risk of reading the story for enjoyment because instead of focusing on thoughts, you are scrutinising individual words and phrases.
Reading backwards can be time-consuming, so it’s most effective for proofreading specific sections or when you have limited time for a final review. While it may feel unnatural at first, practicing this technique can significantly enhance your ability to identify errors and improve the overall quality of your writing.
7. Read Slower
This one is a no-brainer. Reading slower means you give more attention to details, better comprehension, and improves the rate of error detection. While it may seem counterintuitive to read slowly when proofreading, doing so helps ensure a meticulous review and enhances the quality of the final product.
8. Keep a Proofreading Checklist
A proofreading checklist provides a systematic approach to proofreading, promotes consistency and adherence to guidelines, improves error identification and correction, assists with time and resource management, and supports accountability and quality control. It helps you maintain a high level of accuracy and professionalism throughout the proofreading process.
9. Learn Industry Standards for Layout and Formatting
It is a mark of professionalism to know the standards of your industry. By learning industry standards for book layout and formatting, you demonstrate professionalism, ensure consistency and readability, improve compatibility, work efficiently, and meet publisher requirements. This knowledge positions you as a knowledgeable and reliable proofreader in the publishing industry.
Industry standards can vary across regions (such as different style manuals between the UK and the USA) and across publishing sectors (such as in fiction versus academia).
10. Get Comfortable With the English Language
Being comfortable with the English language is essential for a proofreader to ensure accuracy, adhere to language conventions, enhance clarity and comprehension, maintain consistency, navigate nuances and context, and adapt to evolving language usage. It forms the foundation for effective proofreading and ensures the quality of the final text.
Conclusion
Whether you’re thinking about becoming a proofreader, just starting out, or have been in the game for a while, make sure you use the tips outlined in this article. Believe in your abilities, persevere through challenges, and never stop learning. With dedication, practice, and a passion for precision, you can excel as a proofreader. Embrace the journey, embrace the power of words, and let your proofreading skills shine.