What You Need to Know About Proofreading
Of all types of editing, I find proofreading is the most often misunderstood. I’ve been asked if I can do it at the same time as a copyedit, and have been assured that a proofread is “all that’s needed” for the manuscript despite it not having been previously edited at all.
A proofread is not the final pass of a copyedit as it does not deal with correcting grammar or mechanics, and so in no way should it stand in place of one. Rather, I like to think of this stage as sweeping away the pencil shavings left by other rounds.
YES, THE BOOK SHOULD BE FORMATTED!*
Formatting should occur after a line/copyedit but before a proofread. As formatting inevitably changes the way the text looks on the page, new errors like bad breaks, dropped lines, or even missing headers can be introduced. This is where proofreaders come in. They review publication-ready (formatted) files because they are as concerned with how the text will appear to readers as they are about finding simple typos.
Even though most self-publishing platforms offer design services after a manuscript is uploaded, all of them first require the manuscript to have some basic formatting to ensure a smooth and proper upload. You can complete this formatting yourself using Word Styles (which I offer as part of my Ready to Publish package), or hire a professional book designer.
*Since writing this post, I’ve talked to more independent book designers, and there is a caveat: although proofreading is the last step in the publishing process, when you’re self-publishing many book designers ask you to get the proofread before formatting. This is because they are there to ensure the text looks beautiful and fits well on the page, but they are not reading it. If you get final files from a designer and then have an editor proofread them, you will have to go back to the designer to get them to input the changes and make sure the corrections have not interrupted the design in any way. This could end up costing you more money and time, so it’s a good idea to contact/hire all your vendors in advance.
WAIT. WHAT ABOUT GRAMMAR?
As mentioned in the intro, proofreading is not about correcting grammar and mechanics. As Editors Canada defines it, proofreading is “examining material after layout or in its final format to correct errors in textual and visual elements.” So while “textual elements” means proofreaders do flag grammatical concerns like illogical sentences, misplaced modifiers, or incorrect tense, it’s not their main concern and a proofreader will expect these issues to have already been resolved. Depending on the project, a proofreader
identifies typos and spellings different than that on the style sheet. (Created by a copy editor, this document lists character names, spelling and design preferences, and so on.)
ensures design specifications are met (including font choice and the location of page numbers and headings).
identifies formatting errors, like paragraphs with too much spacing (“loose lines”), stacked words, and bad breaks.
checks permissions on any copyrighted material and flag photos of poor print quality.
confirms that any changes made in earlier stages have been incorporated and that no mistakes have been introduced.
NO, SPELL-CHECK CAN’T SAVE YOU.
Why? Aside from not being able to catch errors like those mentioned above, spell-check (and other grammar/writing aids) can’t distinguish between usage errors like “role” versus “roll” or when “trial” is used in place of “trail.” It can’t tell you Mrs. Andrews is Mrs. Andrew on page 73. It can’t tell you that an image doesn’t match its caption, or that headings have disappeared from a single chapter. It can’t tell you that you’ll need permission to print lyrics or that the ISBN on the cover doesn’t match the one on the copyright page.
If proofreading doesn’t sound like “editing” as you’ve come to know it, that’s because it’s not. Remember … This is not the time to be addressing larger editorial concerns like structure, character or plot development, and proper grammar. It’s time to ensure your audience is going to have the smoothest possible reading experience, and that you are proud of the product you’ve put out!
I hope this clears up common misconceptions about proofreading and helps to set you up for publishing success! Questions? I’m happy to answer them below.
As always, keep creating.
