This document provides guidance and information for proofreaders. It discusses common grammar mistakes, the timeline of manuscript editing, different levels of copyediting from heavy to light, what proofreaders do and typical salary ranges, freelance rates, common style guides, what to look for when proofreading like spelling and formatting, and tips for polishing prose like using a style sheet and fact checking. It also includes some grammar exercises and links to additional resources.

1. PRO POINTERS FOR PERFECT
PROOFREADING
Carrie O’Connor
&
Abbie Amadio

2. GRAMMAR GAMES
THREE MISTAKES: WHERE ARE THEY?
We need to thank the company for it’s
accomodations during this very difficult period in
our History.
 Correction: We need to thank the company for its
accommodations during this very difficult period in
our history.


3. THREE MISTAKES: WHERE ARE THEY?
The woman protesting the company’s policies have
asked that they open their records to the public.
 Correction: The woman protesting the company’s
policies has asked that it open its records to the
public.


4. THREE MISTAKES: WHERE ARE THEY?
How are the French fries that the chefs son
prepared in the University’s new kitchen?
 Correction: How are the french fries that the
chef’s son prepared in the university’s new
kitchen?


5. TIMELINE OF A MANUSCRIPT
Original MS
• Author
Revised MS 1
• Editor/Copy Editor
Revised MS 2
• Editor/Copy Editor/Editorial Assistant
…
• Editor/Copy Editor/Editorial Assistant
Proof
Revised Proof
Final MS
• Author/Proofreader
• Proofreader/Editorial Assistant
• Published!

6. LEVELS OF COPYEDITING
 Heavy

The document is in its first- or second-draft stage and
requires a significant amount of editing work, with
possible rewriting and reorganization.
Suggesting new vocabulary to strengthen your work
 Inserting or deleting language for strength and/or consistency
 Rewriting confusing language or passages
 Reorganizing your project for clarity
 Discussing and correcting confusing syntax with the author
 Renumbering and/or relettering references, in-text lists, and/or
front and back matter, if applicable
 Extensively correcting grammar, spelling, and punctuation


7. LEVELS OF COPYEDITING
 Light

Light editing is more intensive than proofreading
Correct grammar, spelling, punctuation, and syntax for
accuracy as well as for readability, as applicable
 Check your document for clarity and consistency, including
special focus on hyphenation, capitalization, list and
reference styles, headers and footers, cross-references,
tables, captions, and headings
 Suggest new copy for clarity of your work


8. SO YOU WANT TO BE A PROOFREADER?
Reads clean manuscript (or proof or galley) against
edited manuscript
 Checks that all typesetter, copy editor, editor, and/or
author corrections have been made to the clean copy
 Checks for errors in spelling, punctuation, and grammar;
word breaks; typeface and font; cross-references and
references; page numbers and running heads;
placement of illustrations and tables; overall document
appearance; inconsistencies in style and format;
numerical or alphabetical orders


9. DO PROOFREADERS MAKE ANY MONEY?

Milwaukee
Proofreader: $29,000 to $51,000
 According to Simply Hired, the average salary for a
corporate copy editor is $43,000
 Salaries vary for newspapers because they are
unionized


National
Proofreader: $29,000 to $41,000
 Technical Copy Editor: $36,000 to $52,000
 Medical Copy Editor: $29,000 to $44,000
 Newspaper Copy Editor: $41,000 (average)


10. FREELANCE RATES

11. STYLE GUIDES
The Chicago Manual of Style
 The Associated Press Stylebook
 Corporate
 Special (academic journals and publications within
specialized fields [American Institute of Physics,
American Medical Association, American
Physiological Association, etc.])
 Create your own style sheet for consistency across
publications (useful in corporate or nonprofit
environments with no established style guide)


12. THE LANGUAGE OF PROOFREADING
From the Chicago Manual of Style, 15th Edition

13. WHAT TO LOOK FOR WHEN PROOFING COPY
Reading against your revised copy
 Spelling and usage (principal vs. principle;
comprise vs. compose)
 Word breaks
 Typeface and font
 Page numbering and running heads
 Illustrations, tables, and references
 Overall appearance
 Sense


14. SOME PROOFING TIPS TO POLISH YOUR
PROSE

Put your document in standardized publishing
format


12-point Times New Roman font; one-inch margins;
double-spaced; left justified
Create an individualized style sheet
Capitalization (creative or otherwise)
 Spelling (character names, places, events, etc.)
 Punctuation (consistency and correctness)

Fact check (highlight information, dialogue, names,
titles throughout your document)
 Global searches and revisions
 Take breaks; go back and read your work
 Consistency, consistency, consistency


15. HELPFUL LINKS

American Copy Editors Society


Editorial Freelancers Association


http://www.apstylebook.com/
The Chicago Manual of Style


http://www.the-efa.org/
AP (Associated Press) Stylebook


http://www.copydesk.org/
http://www.chicagomanualofstyle.org/home.html
Merriam-Webster Online

http://www.merriam-webster.com/

17. DOW JONES GRAMMAR TESTS AND COPY
EDITING EXERCISES
HTTP://WWW.NEWSROOM101.COM/NEWSROOM101/

20. THREE MISTAKES:
WHERE ARE THEY?
After a year-long investigation, police are ready to
close the case about the woman whom layed her
infant daughter on the church stairs and left her.
 Correction: After a yearlong investigation, police
are ready to close the case about the woman who
laid her infant daughter on the church stairs and left
her.


21. THREE MISTAKES: WHERE ARE THEY?
We absolutely adore the girl who lives on 123
South Woodlawn Rd during the Winter.
 Correction: We absolutely adore the girl who lives
on 123 S. Woodlawn Road during the winter.
