Proofreader

A proofreader performs a ‘quality check’ on publications, usually immediately before they are issued or go to print.

Proofreaders carry out their task once the author, copywriter, editor and designer have completed their work on the text. The proofreader acts as a fresh pair of eyes, highlighting any mistakes others might have missed.

A proofreader may check a wide range of publications, including:

books of all kinds
magazines and newspapers
business publications
website pages
specialist publications, eg academic journals or technical manuals.

Proofreaders may check a ‘page proof’- a printer’s image of the designed pages, either on a computer screen or on paper. Alternatively they may be asked to check draft web pages or portable document format (pdf) files.

Proofreaders often compare the page proofs alongside the edited text. At other times they may proofread ‘blind’, without referring to the original text.

A proofreader generally checks to ensure that:

the text matches the original, especially when dealing with technical information
page numbers and headings match the contents
all spelling is correct
hyphenation and capital letters are consistent
illustrations are appropriately captioned
there are no technical errors generated by the software used
the layout of each page is clear for the reader to follow.

On printed proofs, proofreaders mark the changes using a recognised set of symbols. However, if the task is done on a computer screen, they may use tracking software such as ‘track changes’.

Proof changes can be costly and disruptive, and proofreaders must use their judgment to decide which changes are essential. They may liaise with the author, copy-editor or printer to resolve queries. Once their work is completed they collate a set of marked-up proofs, to include all the approved changes.

Many proofreaders combine the work with other roles, such as copy-editing or project management.

Hours and environment

Most proofreaders are self-employed and work from home. The volume of work is unpredictable and hours worked can vary from one week to another.

Proofreaders may be employed in-house by publishers, print companies or media agencies, often combining the work with copywriting or translation. Contracts are often temporary, and proofreaders may need to work longer hours once a project reaches a critical stage.

Salary and other benefits

These figures are only a guide, as actual rates of pay will vary, depending on the employer and their location.

Newly qualified proofreaders may command fees totalling around €25,000 a year.
With experience, earnings may rise above €35,000.
Experienced proofreaders in company employment may earn up to €45,000.

Skills and personal qualities

Proofreaders must have:

a scrupulous approach to detailed work
a high level of skill in written English, including spelling, grammar and punctuation
the motivation to work on their own and to meet deadlines
the ability to stay focused throughout an entire document, which may be long and technical
good judgment, to gauge which changes are necessary
familiarity with the production processes for books, brochures and web pages
the ability to work within the style parameters of their employer, rather than impose their own ideas
good interpersonal skills, with the ability to build working relationships with potential clients
excellent computer skills.

Interests

It is useful to:

have an interest in the print and publishing industry
have specialist knowledge of a subject – eg science and technology, finance, law or foreign languages.

Getting in

Publishers, graphic design houses and printers may employ proofreaders on a full-time or freelance basis. Other potential employers include all organisations that publish documents, ranging from high street retail chains to media agencies and government bodies.

The media, print and publishing industries are often concentrated in urban areas. However, freelance proofreaders can usually work from home.

A new entrant needs to gain experience and establish themselves in the business, and this involves competing with experienced and established proofreaders. Most proofreaders generate work over a period of time, gradually acquiring contacts in the industry and developing an expert knowledge of a ‘niche’ subject.

The number of new publications and websites is increasing, resulting in more opportunities for proofreaders. At the same time, however, some publishers, in an effort to reduce costs, are asking authors to undertake the task of proofreading. Some publishers also send work abroad.

Entry routes

There are no set entry requirements for a career in proofreading and an eye for detail is just as important as qualifications. However, proofreaders are often graduates, and it can be an advantage to possess a degree, particularly in a niche subject area. For example, a history degree may be useful for proofreading historical documents or textbooks.