Proofreading plays a very important role in the editing process. It is the final stage of the editorial process after a written document has been carefully examined by a copy editor.
A proofreader’s role is to ensure that documents, articles, books, and other written materials are as error-free as humanly possible. (There is no such thing as a perfect proofreader!) These errors typically include spelling, grammar, and punctuation.
Freelance proofreaders work independently, usually taking in work from a wide variety of clients. They are not employed by a specific company or publisher. Instead, they offer proofreading services to several clients – usually temporarily.
To be a successful freelance proofreader, you will need certain skills, even though a degree is not required (although helpful in some proofreading jobs). In this blog post, we’ll discuss the essential skills that freelance proofreaders need to have.
Essential Skills Freelance Proofreaders Need
1. Excellent knowledge of the language
To be an effective proofreader, you must have a strong grasp of the language you are proofreading. This includes not only grammar and punctuation but also syntax, spelling, and vocabulary.
Proofreaders need to have a great grasp of grammar and be able to correctly identify the parts of speech (nouns, pronouns, verbs, adjectives, adverbs, prepositions, interjections, and conjunctions). It’s important to know these so you can easily fix mistakes within a document.
Commas and hyphens tend to be the most complicated punctuation marks to grasp. Proofreaders need to familiarize themselves with the proper use of punctuation marks.
Also, capitalization rules can be incredibly specific. Proofreaders need to be able to differentiate between common nouns and pronouns. Sometimes writers will mistakenly capitalize certain words simply because they think those words are especially important.
The most common spelling errors are homonyms (e.g.: there/their/they’re). Spellcheckers typically miss those so proofreaders need to have excellent spelling skills.
The arrangement or order of words or the grammatical structure of sentences is syntax. In other words, the syntax is the reason why the writing makes sense. Proofreaders need to be able to spot poor syntax, such as a missing word within a sentence.
2. Attention to detail
Proofreading requires a keen eye for detail. You need to be able to spot even the smallest of errors, such as a missing comma or an incorrect preposition, to ensure that the document is perfect.
3. Time-management skills
Proofreading requires a significant amount of time, especially for longer documents. Being able to manage your time effectively will help you to work efficiently and meet deadlines.
4. Familiarity with different style guides
Different clients may use different style guides, so it’s essential to be familiar with the most common ones, such as the Chicago Manual of Style (CMOS) or the Associated Press (AP) Stylebook.
The CMOS is the most common style guide used by American English publishers. It’s probably best that you become very familiar with it early on in your freelance proofreading career.
5. Patience
Proofreading can be a tedious task, and it requires patience to read through a document thoroughly. You may need to read the same sentence multiple times to ensure that it is grammatically correct and coherent.
Freelance proofreaders also need to have patience when it comes to getting jobs. Gaining clients can take a while, especially when you’re first starting.
6. Flexibility
Proofreading involves working with different types of documents, ranging from academic papers to marketing materials. You need to be able to adapt your proofreading approach to suit the specific requirements of each document.
7. Strong communication skills
As a proofreader, you may need to provide feedback to writers or clients. You need to be able to communicate your thoughts clearly and effectively to ensure that any necessary changes are made.
Typically, freelance proofreaders will communicate with their clients via email. They will expect you to have excellent communication skills considering you will be responsible for correcting errors in their work.
8. Knowledge of digital tools
Many proofreading tasks are done digitally these days, so it’s essential to be familiar with digital tools such as Microsoft Word, Google Docs, and Adobe Acrobat.
The Track Changes feature in Microsoft Word allows you to easily see corrections and comments in a document. Your client will be able to accept or reject changes made and see any comments you’ve made in the margins. This is the most commonly used digital tool for freelance proofreaders.
Another commonly used digital tool is Google Docs. Google Docs uses the Suggesting feature, which works very similarly to the Track Changes feature in Word.
Some proofreaders work with PDFs in Adobe Acrobat. However, PDF markups are used mostly if you work with a publishing company.
9. Proficient research skills
Believe it or not, proofreading requires a lot of research. Proofreaders have to know how to look up words in the dictionary to see if they are spelled correctly or if they need to be hyphenated. Words will also need to be checked to see if they are one word or two, and what part of speech they belong to.
In some proofreading jobs, time will be spent researching within your style guide.
Another research tool proofreaders use a lot is Google. Google can be used to research unfamiliar subjects, check industry-specific terms, and so much more. Having excellent research skills will make your job a lot easier.
10. Note-taking skills
When proofreading books especially, it’s a good idea to take notes on the characters and places. A good tip for proofreaders is to write down the characters’ names, their description, and their job description if mentioned. You’ll want to know if Mary, the red-headed nurse from Brooklyn somehow turned into a waitress by chapter 4 with no description as to why.
11. Document formatting skills
Proofreaders need to be able to pick up on formatting mistakes such as incorrect font type or size.
They also need to look out for inconsistent spacing between sections in a document such as headers, paragraphs, and sentences. Additionally, proofreaders need to make sure that headings, subheadings, and paragraphs are aligned appropriately and that numbers are in the right sequence.
The style guide (if given one) will determine how certain documents are formatted.
12. Ability to work alone and have a high level of self-control
Freelance work can be lonely, especially if you’re used to working on a team or alongside others. Freelance proofreaders work alone. If you don’t want to get too lonely, consider taking your work to a coffee shop or bookstore where you’ll be surrounded by people.
Working alone also requires a high level of self-control. No one (except you) is around to keep you motivated and on track. It’s important to have a high level of self-control so you can stay focused on your client’s document and meet the deadline.
13. Organizational skills
Freelance proofreaders may take on more than one job at a time, meaning they have multiple deadlines to meet. To meet each job’s deadline, they’ll need to know how much work they need to complete each day.
It’s essential to track everything. Proofreaders need to keep track of how much time they spend on an assignment. Using a spreadsheet is a great way to keep track of assignments.
14. Ability to concentrate for long periods
Proofreading requires you to be able to concentrate and stay focused for long periods. If you have trouble staying focused try some of these tips:
- Eliminate distractions
- Reduce multitasking
- Take a short break
- Get outside and connect with nature
- Listen to light music, such as classical
- Listen to nature sounds
- Eat well
- Get more sleep
- Exercise
15. Love to read
If you don’t love to read, you’re not going to love to proofread. Proofreading involves a lot of reading!
16. Marketing skills
Freelance proofreaders have to be able to market themselves to get their name out there. To develop a client base, freelancers have to be proactive. They need to be creative when it comes to marketing so they stand out. Here are some ways proofreaders can market themselves:
- Social media platforms (Facebook, Twitter, etc.)
- Cold emailing
- Business cards
- Building a business website
- Network with other proofreaders
- Write a blog or start a podcast
- Join online forums and communities
TIP: A good resource for all types of freelancers is The Freelancer’s Bible by Sara Horowitz, the founder of Freelancer’s Union. This book provides a wealth of knowledge for starting, managing, and growing your business. I would recommend buying it if you’re seriously considering a freelance proofreading career.
17. Money management skills
Freelance proofreaders are responsible for keeping track of their income and business expenses for tax purposes. All freelancers need to have good money management skills under their belt.
One way for freelancers to manage their money is to have a separate business account. Having a separate account specifically for your business provides you with quick access to funds when needed, allows for better tracking of spending, and ensures that your taxes can be filed quickly.
It’s also a good idea to have a good client invoicing system so you can keep track of paid and pending payments. There are some free programs out there, such as Wave, as well as more advanced ones that require a subscription, such as QuickBooks.
Conclusion
Proofreading is a critical part of the writing process, and proofreaders need to have a range of skills to ensure that the final product is as error-free as humanly possible and coherent. Strong language skills, attention to detail, time-management skills, familiarity with style guides, patience, flexibility, strong communication skills, and knowledge of digital tools are all essential for any proofreader. By honing these skills, freelance proofreaders can deliver high-quality work that meets the needs of their clients. Proofreading requires constant learning so skills are always up-to-date and new skills are added to the repertoire.
