As a proofreader, I pride myself on catching what others may miss—those pesky typos, awkward phrasings, and inconsistencies that can undermine even the best writing. But no matter how skilled or experienced the proofreader, relying on instinct or a quick read-through is rarely enough. A structured proofreading process ensures nothing slips through the cracks and helps maintain the high standards clients expect.
Just as in any other job, proofreaders work differently, according to their own preferences. I need structure. For me, having a clear, step-by-step approach is especially important in work where accuracy and efficiency are paramount. A process provides consistency, saves time, and helps me stay focused.
In this blog, I’ll share the twelve-step process that works for me. It's inspired not only by my own trial and error, but by some of most respected proofreaders around, especially Louise Harnby - arguable the doyenne of proofreading and editing.
STEP 1: SAFEGUARDS
- I confirm the project details with the client.
- I ensure the client agrees to my Terms and Conditions (available on my website).
- I issue an invoice for the deposit.
FREE DOWNLOAD: AGREEMENT FORM
FREE DOWNLOAD: INVOICE TEMPLATE
STEP 2: GETTING ORGANISED
- I create a dedicated project folder tailored to the client.
- I save a copy of the project file with a unique name.
- Both the original file and the copy are securely stored in the project folder.
STEP 3: PREPARING FOR PROOFREADING
- I customise my style sheet template and save it with a unique name.
- I customise my editorial report template and save it with a unique name.
- Both documents are saved in the project folder.
STEP 4: SETTING UP
- I open the file for proofreading and ensure that Track Changes is activated.
- I set Word’s proofing language to the appropriate regional variant.
FREE DOWNLOAD: STYLE SHEET TEMPLATE
STEP 5: USING STYLES
- I access Word’s style palette.
- Based on the brief and client preferences, I may configure styles for specific elements such as:
- Title
- Author name
- Chapter/section headings
- Indented paragraphs
STEP 6: SEQUENCING CHECKS
- I verify that chapter/section headings are in the correct sequence.
- For any figures, diagrams, or tables, I ensure they are correctly numbered.
- I check for missing or repeated numbering.
- Headings, subheadings, and indents are reviewed for consistent styling.
STEP 7: PRELIMINARIES
- I confirm that the author’s name is accurate.
- I ensure the title is correct.
- If applicable, I check the ISBN and copyright details.
STEP 8: STYLE SHEET CREATION
- I make initial observations and use these to begin filling out the style sheet.
- Any red flags, such as inconsistent spellings of names, are noted for further attention.
STEP 9: PROOFREADING
- I proofread the document sentence by sentence.
- I use a checklist, which can vary according to the project (fiction, academic, business, etc.).
- Where necessary, I leave margin comments for the author’s attention.
- Comments may include links to relevant websites or online dictionaries.
- Spelling and punctuation corrections are made using Track Changes.
- The style sheet is updated throughout the process.
FREE DOWNLOAD: PROOFREADING CHECKLIST
STEP 10: TIDY-UP
- I review and refine my comments.
- I use Find/Replace to address rogue spaces.
- Any unnecessary highlighting is removed.
- The style sheet is reviewed and finalised.
STEP 11: EDITORIAL REPORT
- I prepare an overview of the content, highlighting red flags, key findings, and recommendations.
STEP 12: DELIVERY AND INVOICING
- I deliver the proofread document with tracked changes and comments.
- I provide the finalised style sheet (in PDF format).
- I supply the editorial report (in PDF format).
- I issue the final invoice for the completed work.