In my last two posts, I talked about content editing and copy editing, which are the first two stages in the editing process.
This post will summarise what happens in the final stage of editing: proofreading.
What is proofreading?
Proofreading occurs after the writing has been typeset and formatted in a design file. The design file will place the text alongside any other content (e.g., images, tables and figures, contents page) to appear in the final publication.
Nowadays, proofreading will usually happen digitally using a PDF of the publication-to-be. If the text is being published on a blog or forum—like this post—proofreading can be done in ‘Preview’ mode.
The aim of proofreading is to ensure legibility, resolve page layout issues, and check that design choices are appropriate. Once text is in a design file, it becomes a lot harder to make substantial changes. Major changes at this stage could alter the page count or require a rework of the layout to make everything fit again, which can be time-consuming and expensive. So, what does a proofreader do?
What happens during proofreading?
The author is not usually involved in the proofreading stage of the editing process, unless they are also the designer or liaising with the designer on the proofreader’s behalf. A proofreader will review the document with attention to aspects of design and page layout. This task encompasses a myriad of things, from making sure the font is legible against the background, to ensuring only high-resolution images have been included.
Proofreading also checks that the design brief has been followed. For example, the brief might specify that new paragraphs are to be shown by leaving a blank line, text is to be aligned left and justified, and page numbers are to appear in the top-left header of each page in hot pink 8pt Century Gothic font. Proofreading checks that all of these instructions have been applied consistently.
Another important part of proofreading is cross-checking the proof pages with the copy-edited version to ensure formatting (e.g., use of bold and italics, superscript) hasn’t been lost, and to make sure no text has gone missing or been included twice. Proofreading is also the absolute last chance to catch sneaky typos that might have been overlooked during copy editing.
At the end of the proofreading process, the editor will provide the designer (or the project editor or author) with a list of proofreading notes, or a file with proofreading markup. The notes or markup will then be applied to the design file by the designer.
Attention to detail is paramount in this final stage of the editing process. While web copy can be more forgiving, once a text is sent to print or a digital file is made available, it’s too late to make corrections. For best results, ensure your proofreader is given sufficient time to complete their task thoroughly.
BONNEE CRAWFORD EDITING 