What is proofreading, and is your book ready for it?

This blog post started out as a bit of a rant after a flurry of requests hit me for 'proofreading' only for the manuscripts I was sent to be not yet at proof stage. I am not alone in receiving such requests, and the problem lies with a fundamental misconception the general public seem to have formed around the term 'proofreading'. The term proofreading is frequently used interchangeably with 'editing', as a kind of catch-all for 'finding and correcting any errors in a piece of writing'. In reality, proofreading is something much more specific within the publishing industry.

So what is proofreading, and when is it needed? In traditional publishing, the proofreader acts as the final quality control on the work of the copy editor and typesetter. Once a manuscript has been through developmental editing (this deals with structure and big picture narrative elements of writing) it will go to a copy editor. The copy editor may perform line edits, if needed, as well as check for spelling, grammar, syntax, and overall clarity. They will apply the house style to ensure consistency, and mark up any special typography for the type setter—positioning of paragraphs, lists, chapter titles, and images, etc. The typographer will use the copy editor’s markup to produce a ‘final proof’. So, by the time the proofreader receives a final proof, they are looking for small typographical errors—errant letters and punctuation, perhaps the odd out of place word, for example. A proofreader does not work to correct any issues with plot, narrative voice, or line level edits such as awkward wording, info dumping, or scenes that lack the emotional impact intended. Do Self-published writers still need to hire a proofreader? I'd argue that there is still a place for proofreading outside of traditional publishing; if you want your book to be well received, it needs to be presentable. But the scope of proofreading in these circumstances still does not stray from its original intent. It is there to catch typographical errors, or small things the copy editor may have missed. If you know that your manuscript still needs some work on things like dialogue, or characterisation, for example, a proofreader will not be able to help you. When I proofread, I expect to deal with a few inconsistent spellings, spelling errors, errant punctuation, missing words, words in the wrong places, perhaps misapplied Word styles. But I will not change anything at a line or structural level, since these changes are part of an earlier editing process. When proofreading for indie authors, I often do a little more than would be industry standard, often involving commas, or dashes, but if a work has big plot holes, other structural issues, or consistent line level problems that affect the overall quality of the work, then it needs a heavier edit. For that reason, I think it quite unethical to accept a client for proofreading when they need another form of editing. To hand over a ‘proof’ as complete when it has structural or line level issues that affect its readability and viability as a manuscript is unfair to the client. So without further ado, here is an inexhaustive list of reasons why a manuscript might not be ready for proofreading: The story starts in the wrong place The narrator tells more than they show Dialogue is consistently unconvincing Narrative voice is inconsistent Glaring plot holes, or attempts to wallpaper over them with exposition Info-dumping Too many adverbs (I'm only half joking here) Over-reliance on clichés or crutch words and phrases Tense swapping Head-hopping Spelling, grammar, and punctuation that are consistently poor on each page Finding the right kind of editor I have written about this in some detail in this blog post, but to summarise: If you are looking for help resolving structural issues in your story, making things flow better, resolving plot holes, or perfecting characterisation, you need a developmental editor. They can work with you while you are still writing your story, or support you with redrafting. If your work is structurally sound, but some of the prose is a bit messy, you may need a line or copy editor. Once you have finished redrafting your work and you are happy with the plot, line editing will help you with rephrasing certain lines that aren't quite doing what you need them to. Copy editors will usually incorporate this into their work, but also scan and check for spelling and grammar, correct typing errors, and apply a 'house style' to ensure that your work is consistently using the same style of punctuation, spelling, and capitalisations, etc, as well as preparing the manuscript for final proof. Looking for more writing advice? Check out these other blog posts: Common writing mistakes and how to fix them: dangling and misplaced modifiers Self-editing: what to look out for Five rookie writing mistakes and how to avoid them Need help with getting your manuscript proof-ready? A G Pointer Editing offers: Manuscript Critique Line and copy editing Get in touch, and let's work some magic!