The proofreading process
So you’ve made the decision to get your document proofread, but what happens next?
Find out what to expect with my four-step proofreading process – taking you from your initial enquiry to the finished product!
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First things first: you’ll need to get in touch with me to talk about your project requirements. Make sure you give as much detail as possible so that I can work out an accurate quote for you.
Things I’ll need to know include:
✔ The type of document you need to get proofread. For example, is it a report? A book? A website? An essay? Your CV?
✔ Your document’s final word count
✔ Your file format - is it a Word document, or perhaps a PDF?
✔ Your proposed deadline – when do you need the proofreading to be completed?
After your initial contact, I may also request a sample of your work so I can get an idea of your writing style. This will give me a better idea of how long it will take to proofread your entire document.
When your project sample and requirements have been fully assessed, I’ll get back to you via email with your quote and any other necessary information.
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If we decide we’re a good fit and you want to hire me, we’ll agree on a schedule for the work and all other terms of service (in writing, to protect us both).
When we have come to a mutual agreement, a booking fee is required to secure your place in my schedule.
I’ll issue an invoice for your booking fee (50% of the total estimated project fee), you’ll pay this booking fee to secure your space in my schedule and send me your complete document or file – I’ll usually need your documents at least 24 hours before I’m due to start working on them.
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It’s now time for me to get to work!
Proofreading is so much more than a quick scan through your document – it often takes a lot longer than people expect (see How long does proofreading take?). Proofreading is not the same as reading for pleasure – it’s a technical task that takes time and skill to carry out properly. I’ll be checking your text meticulously word by word and line by line to make sure I don’t miss a thing.
Some of the things I’ll be looking out for:
→ spelling, grammar or punctuation errors
→ the structure of your sentences
→ the consistency of your language
→ the readability for your intended audience
→ working links in your online content or digital marketing
I won’t change your tone of voice – don’t worry, it will still sound like you wrote it! – but I will be working hard to ensure that your words are presented as well as they possibly can be.
I can also assist with your text styling, layout and formatting if required (please note that this is an additional service and so will incur additional costs).
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When your proofreading has been completed, your files will be returned to you by the mutually agreed-upon deadline, along with your final invoice.
You’ll also receive a summary of any common or repeated issues I’ve identified and any queries or questions for you to consider as you read through your proofread document. If I have proofread your website or blog via your CMS, then instead of returning files, I’ll let you know via email that I’ve finished.
Your proofread documents will be returned to you:
✔ clearly presented and easy to read
✔ as free as possible from errors, inconsistencies and repetition
✔ complete with working links
✔ adhering to your preferred style guide
✔ by the agreed deadline
What to send…
I can work with most documents. However, these are my preferred formats:
Word Documents
I use the Track Changes function in Word. This lets you see all my suggested edits and amends for your writing and lets you accept or reject these suggestions.
I am happy to talk you through how to use this function if you are unfamiliar with it, or you can have a look at my step-by-step guide to using Track Changes.
I’ll return two documents to you:
1. A ‘marked-up’ document which shows my suggestions and amendments. You can then accept or reject these as you wish.
2. A ‘clean’ document with the changes already approved – this allows you to read through your document without all the distractions of my markup. You won't need to do anything to this copy – just go ahead and use your proofread text!
PDF Documents
I can also do a final proofread on your PDF document if it has been laid out by your designer ready for publishing (for example, reports, proposals, flyers, posters, business cards, etc.).
I use the built-in comments tool to mark up PDFs – read all about how I use the edit tools in Adobe Acrobat.
I’ll highlight any amendments that need to be made (such as spelling, grammar or punctuation errors), leaving you a comment for each one stating what needs to be done.
I may also leave comments with suggestions for improving the text, or queries if something isn’t clear, throughout your document. However, I do also take into consideration you may not want to make sweeping changes at this stage!
InDesign Files
If you prefer, I can proofread your InDesign files – simply send me your .indd file, fonts and images, and I'll edit and amend your document directly in InDesign.
Your finished document will be returned to you as a .indd file and you’ll also receive a finished PDF, fully formatted, edited and proofread and ready to be distributed.
Additional service: Document design
You supply your copy and assets and I’ll design and format your document for you! We’ll start off by having a chat about your requirements, such as number of pages, layout ideas, etc. You’ll then send me your copy (proofreading is included, of course!), all the assets you’d like to use, including images and font choices, and I’ll lay out your document for you.
Websites & Blogs
When proofreading your live website or blog posts, I’ll copy and paste your online text into a Word document and use Track Changes to show the amendments, comments and suggestions I make to your copy.
You will need to give me all the relevant URLs (including hidden pages) so that I don’t miss any of your pages.
Alternatively, you can let me have access to your website’s content management system (CMS). I can then make any necessary changes directly to your pages so you won’t have to do a thing!
Frequently asked questions
Are you confused about the differences between proofreading and editing?
Or maybe you’d like to know how getting professional eyes on your writing can benefit you?
I’m often asked to explain what proofreading is and how it benefits all kinds of writing, so I’ve gathered the most common questions and answers here.
If you have a query about proofreading, editing or any of my services that I haven’t covered here, do get in touch. I’m always happy to answer your questions!
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Most people have very different ideas about exactly what proofreading is and what a proofreader does, often confusing proofreading with copyediting, which is an altogether different discipline.
According to publishers…
In the world of publishing, the copyeditor works with text (the ‘copy’) in its raw state, preparing it for publication. The copyeditor will check the document thoroughly for errors in spelling, grammar and punctuation, clarity, consistency and accuracy. The document is then sent to the designer or typesetter to sort out the layout and formatting.
When the pages have been laid out (the proofs), they are sent to the proofreader for final checks before printing – this is the quality control stage of publishing. The proofreader makes sure that all the errors flagged by the copyeditor have been amended and that no new ones have been introduced, generally making sure that the document is indeed finished and ready for publication.
According to everyone else…
The projects I work on are generally for clients who are not in the publishing world – here, the line between a copyeditor and a proofreader is not so clearly defined!
The work that my clients expect from me is more accurately described as proof-editing – a combination of copyediting and proofreading. If you ask me to proofread your document, this is what you will get unless you specify otherwise.
For simplicity’s sake, I refer to the work I do as proofreading throughout my website.
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All kinds of people benefit from using a proofreader – from sole traders, freelancers and creatives to small, medium and large businesses, and job hunters to graduate and postgraduate students.
My clients typically need their website, blog, company literature and documents, job application, or academic paper to accurately reflect them and their work, to be accessible to their readers, and not to contain any glaring spelling, grammar or punctuation errors.
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Have you written something that other people will read? Then the chances are you probably do!
It’s incredibly difficult to proofread your own work – because you wrote it, you know exactly what you intended to say. And, as you’re used to seeing what’s in front of you, it’s not always easy to pick up on your unintentional slip-ups.
If you’ve ever read a piece of writing littered with errors, factual mistakes or inconsistencies, you’ll know how distracting it can be. You may even assume that the information is unreliable or untrustworthy, leading you to regard the source as unprofessional.
Hiring a trained pair of eyes to proofread your writing reduces the risk of your readers leaving with the impression that you're unreliable or untrustworthy. And if you are trying to publicise your business, you will definitely want to avoid ruining the reputation of your brand with copy that makes you look unprofessional.
Whether you are publishing your website or blog, issuing estimates, quotes and invoices to your clients, sending out newsletters or e-shots to your mailing list, getting business cards, menus, flyers or posters printed, compiling your CV and cover letter to apply for a new job, or submitting your essay, dissertation or thesis to be examined, you want to make sure your words are as good as they can be.
Get in touch to discuss how we can work together and to receive your free, no-obligation quote. -
I work with websites, blogs, marketing materials, business documents, theses and dissertations, and CVs and cover letters. Basically, any form of written communication that you’ll be putting in front of an audience.
⭐ MS Word documents
This is my preferred format. I will proofread your document using Track Changes in MS Word. Track Changes is a great tool which allows you to review any amendments and changes that I have suggested, and to either accept or reject them.
⭐ PDF files
Whether it’s a magazine, a brochure or a poster, you can send it to me as a PDF file. I’ll use the comments tool to mark up all my amendments and suggestions for your consideration.
⭐ InDesign Files
You can also send me your InDesign files for formatting, editing and proofreading. Simply send me your file and any relevant images and copy, and I'll edit and amend your document directly in InDesign.
You'll receive a finished PDF and your .indd file fully proofed, edited and formatted. This is particularly useful if you have prepared your poster, flyer, brochure, magazine, newspaper, report, presentation, etc., in InDesign as you can forward the file over to me for direct editing, proofreading and formatting.
⭐ Content Management Systems
If you would like your website or blog to be proofread, I can either import your pages into MS Word and use Track Changes as I would for any other Word document, or you can give me permission to access your CMS and I will make any amendments directly so you won’t have to do a thing!
Whatever file type you use, there is usually a way that I can access it, so even if your file format isn’t listed here, do get in touch to discuss your requirements and we’ll see what we can do!
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You want your reader to be able to understand the information that you are trying to get across, so my job is to make sure the standard of your writing is the best that it can be.
I’ll go through your text meticulously, word by word and line by line, fixing any spelling, grammar or punctuation mishaps as I go. I will also make suggestions regarding word choices if I think this will improve your text.
When your writing has been thoroughly checked, your document will:
✔ be free from errors, inconsistencies and repetition
✔ be accurate
✔ adhere to your preferred style guide
✔ observe the conventions of good writing
✔ be clearly presented and easy to read.
If you hire me to proofread your website or blog, I will also check the formatting of your page layouts and that your links are working correctly for no extra charge.
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Proofreading and editing involve so much more than just quickly scanning through your document – to do the job properly takes a lot longer than people expect.
It’s important to note that editing or proofreading is not the same as reading a book or an article for pleasure – unfortunately, there’s no such thing as a ‘quick proofread’!
To answer this question properly requires a bit of explanation about the process – I have a post dedicated to this question on my blog: How long does proofreading take? →
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The million-dollar question! As every project is individual, varying in size, scope and design, we’ll have a full discussion about your specific requirements so that I can give you an accurate quote.
I may also request a representative sample of your text so that I can provide you with an accurate quote.
Contact me with an outline of your project, an approximate word or page count and your proposed schedule, and I will get back to you as soon as possible (usually within two business days).
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Yes, I do! I offer a range of packages carefully crafted to meet the needs of businesses, bloggers, students, writers, musicians and venues.
However, if your requirements don’t quite fit any of the packages on offer, do get in touch and we’ll see if we can sort out something just for you.
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I have been working with words since 2006, both as an employee and running my own proofreading business. I undertake regular training courses to keep my professional development (CPD) up-to-date, and I am educated to postgraduate level.
For more information, you can check out my About page or perhaps drop me an email – I'd love to hear from you!
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Did I miss something?
If you have a query about proofreading, editing or any of my services that I haven’t covered here, do get in touch – I’m always happy to answer your questions!
Head to my Contact page to send me a message – I’d love to hear from you and will get back to you as soon as possible (usually within two business days).
Have a question about my services? Want to get your free personalised quote?
Please complete my contact form, supplying as much detail as possible.
I may request a representative sample of your text or additional information before I can give you an accurate quote.
If you would like to discuss your project and/or further details by phone, please send me a message and we can arrange a suitable time for a call.
The information you provide will be used only to reply to your query. See my Privacy Policy for more details.
If you don’t like filling in forms, you can also get in touch with me via email. Please supply as much detail about your project as possible and send to: hello@sarahbarterproofreading.com