Recently, I proofread five textbooks for a middle school science course for homeschool students. These books were not short! They were all very long and had me searching terms I hadn’t heard since my middle school days!
Proofreading tough documents is part of the job, though. It doesn’t matter if you’re proofreading nonfiction, fiction, or complicated theological writing. Proofreaders know that some projects require a deeper focus, sharper attention, and strategic approaches to ensure accuracy from the first page to the last.
While proofreading those textbooks (which turned out to be rather fun, by the way), I learned a few tips to help me get through them. And I thought I’d share those tips with you. So, if you’ve ever wondered how to proofread difficult text without feeling overwhelmed, these best practices for proofreaders will help you tackle any challenging manuscript with confidence and clarity.
1. Break the Document Into Manageable Chunks
When I opened the first textbook, I immediately thought, “Oh my word. What have I gotten myself into?” It was a much longer document than I’m used to proofreading. After taking a deep breath, I realized that breaking the document down into smaller chunks made it seem more manageable.
Since each chapter was short, I decided to proofread one chapter at a time. After I completed a chapter and saved my work, I’d celebrate by taking my dog for a short walk, reading, or working on a crochet project for 15 minutes.
Tip: When you’re proofreading long documents, working in smaller sections is very helpful. Break the text into chapters, headings, or blocks of pages. This keeps your mind fresh, prevents fatigue, and improves accuracy immediately.
2. Change the Format to Trick Your Brain
After looking at the same document for a long time, my brain eventually started missing little things, like missing periods in abbreviations and misplaced commas. Increasing the font size by using the zoom feature in Word really helped.
Normally, I proofread on my laptop, but I also have a larger monitor for when I need two screens. Putting the textbook on the larger monitor allowed me to see the text better because it was bigger. Which made it much easier to spot those missing periods.
Tip: One of the most effective proofreading strategies is refreshing the way you see the text. Switch display modes, print it out, open it in another program, or make the font larger. Each new format reveals errors your eyes previously ignored.
3. Read the Text Out Loud—Slowly
I’m not going to lie—proofreading textbooks is kind of boring. After about halfway through a chapter, my brain wanted to think about other things, such as how much laundry I needed to do.
Once I noticed my thoughts drifting, I started reading out loud. Reading the text out loud helped me stay focused so I could catch little mistakes. (Although my dogs weren’t really interested in learning middle school science. They left the room.)
Tip: This is one of the oldest but most effective tips for proofreaders. Reading aloud forces you to slow down and hear every word. You’ll catch missing words, clunky phrasing, and rhythm issues you’d never see silently.
4. Do Multiple Passes With One Focus Per Pass
Trying to proofread an entire document in one pass is a guaranteed way to miss a lot of mistakes. Whenever I proofread, I do multiple passes. I proofread for spelling and punctuation first, and sometimes I can also proofread for grammar at the same time, depending on the type of manuscript. Then, I check for consistency. I do one final pass to look over the formatting to make sure all the headings are consistent, page numbers match the table of contents, and so on.
Tip: Trying to do everything at once is the fastest way to miss errors. Instead, plan multiple passes. You could do one pass for grammar, another for spelling and punctuation, one for formatting, and a pass for consistency. Focused passes are the backbone of best practices for proofreaders.
5. Keep a Style Sheet Beside You
Luckily, the editor who worked on the textbooks before me had created a style sheet. This made it easier for me to double-check formatting and font sizes, along with a lot of other little things the author wanted. Having the style sheet made my work quicker, too, because I didn’t have to stop to make tough decisions or send the author an email and wait for a response.
Tip: When you’re proofreading tough documents, an updated style sheet is non-negotiable. It protects the document’s consistency and speeds up your decision-making.
6. Slow Down on Problem Sections
Sometimes when I’m proofreading, something will stop me and make me say, “Huh?” I know there’s something off, but I can’t quite put my finger on it. Usually, I have to reread the sentence or paragraph a few times slowly and out loud to figure it out. Sometimes, though, I just have to take a break and come back to it with fresh eyes.
Tip: When a paragraph feels confusing, don’t push through. Pause and break it down. Tough sections hide the biggest problems, and slowing down is one of the most valuable proofreading strategies you can use.
7. Look for Patterns in the Writer’s Mistakes
An author I have been working with for a few years is writing a series of books. I know his tone, his style, and the mistakes he makes in every manuscript. Knowing this has helped me proofread his work more efficiently. As soon as I open the document, I can search for those mistakes and correct them right away.
Tip: Every writer has recurring habits, like misused commas, inconsistent hyphens, or habitual wordiness. Spotting these patterns helps you scan more efficiently and improves your accuracy when proofreading long documents.
8. Use the “Find” Function for Targeted Checks
One author I proofread for has a bad habit of using double spaces at the end of almost every sentence (and sometimes in the middle of sentences!). Since I already know to expect this before I begin proofreading, I’ll search for double spaces and quickly change them all to single spaces.
Tip: The search bar is your secret weapon. Use it to hunt down extra spaces, inconsistent spellings, overused words, double hyphens, or straight quotes. It’s especially helpful when you’re figuring out how to proofread difficult text in large manuscripts.
9. Take Breaks to Reset Your Focus
When I first started proofreading, I thought I could proofread for hours before taking a break. I quickly learned that’s not the case. Now I set a timer and take frequent breaks. Not only does this reset my brain, it also keeps me healthier because I’m not sitting in my chair all day.
Tip: Your accuracy nosedives when you’re tired. Hydrate, stretch, take a walk—do whatever it takes to let your brain reset. Clear focus is crucial when proofreading tough documents that demand long periods of attention.
10. Do a Final Pass for Flow
After I complete the proofreading passes for grammar, spelling, punctuation, and formatting, I do one last pass. This time, I’m reading it as a reader to make sure everything sounds right. I’ll add or remove commas that I may have missed the first time, and flag the author on anything that seems off or questionable.
Tip: Once the technical work is complete, read again like a reader, not an editor. This last pass helps you catch awkward transitions and moments that don’t sound right, even if they’re technically correct. It’s one of the most overlooked tips for proofreaders, and it makes a noticeable difference.
Final Thoughts
Even seasoned editors face difficult manuscripts. The key is having reliable proofreading strategies that help you stay sharp and consistent. With the right workflow, even the most complex projects become manageable—and even enjoyable!
Your Turn
What’s the hardest type of project you’ve worked on recently?
Share your insights or your own best practices for proofreaders. I’d love to hear how you approach proofreading tough documents!
Learn more: