What is Proofreading?

Proofreading is reading work that you or someone else has written to look for spelling or grammatical errors. When you find errors, there are specific marks to identify the type of error.

Sometimes when we’re writing, we’re working quickly, or we’re so engaged in what we’re writing that it’s easy to make mistakes. Common mistakes are forgetting capital letters, missing an end mark, forgetting an apostrophe, or forgetting to use paragraphs.

Why is proofreading so important?

Proofreading a piece of work after it’s been written helps to ensure that it’s error-free and checked to a high standard.

Without proofreading, there’s a chance that errors remain in work. Someone else that is reading the work will likely spot the mistakes, and the work is then seen as lesser because of these errors.

Errors can also alter or influence the work unintentionally. For example, spelling a word incorrectly or forgetting an apostrophe can sometimes completely change the meaning of a sentence. You might have meant one thing, but your work is saying another. That’s why proofreading is so important.

Proofreading helps to make it easier for others to read. One of the most common writing mistakes is missing out on words. When we write, we know what we’re trying to say, so our brains might sometimes skip out words. However, someone else reading the work they don’t see what you’re trying to say. If words are missed, the result can become difficult to read and engage with.

No matter how strong your grasp of the English language is, there is always room for human error regarding spelling, grammar, punctuation, and syntax. That’s why it’s important to proofread what you’ve written, even if you think it’s good to go.

So, we hope this has answered the question, ‘why is proofreading so important?’ To put it simply, proofreading ensures that writing is correct, accurate, and easy for the next reader to understand.

How to do proofreading

There are many methods for proofreading. Often, the most effective for you might not be the most effective for someone else.

Here are just some ways you can learn how to do proofreading:

1. Read a hard copy

Written on the computer? Printing a hard copy of the document and reading it over is a good way to proofread one-off work. The words appear differently on the page than on the screen, so it may be easier to spot errors this way.

2. Read backward

We don’t always catch everything by reading ‘normally.’ So instead, try reading from the bottom and make your way upwards.

3. Change font color and size

If you can’t print out a hard copy, changing the font, color, and size of the writing can help. Simply switching things up can help your brain to spot inconsistencies and errors.

4. Proofread one line at a time

Going slow is the best way to go. Take the time to carefully read each line, each word, and the punctuation mark.

5. Read aloud

Reading work aloud is a great way to spot errors such as missing words. It also allows you to check whether the writing flows correctly or if you need to add or remove commas.

6. Use editing marks

The symbols used in proofreading are called ‘editing marks.’ A different editing mark is used for each type of error in writing. Have a look at these editing marks. Which do you think you would see the most in your writing?

When we proofread our writing, we use symbols to identify the type of mistake.

When you proofread your work, place the symbols above the writing.

After you have proofread your work, re-write the sentence correctly.

What is a Proofreading Mark?

Proofreading marks are symbols used during the proofreading process by either the writer or another party editing their work. These marks signal errors in the writing or areas that can be improved upon. Many marks are used in proofreading, each corresponding to its meaning. The writer’s job is to know these proofreading marks so they may understand what edits need to be made to optimize their work.

These proofreading marks include the following:

ʘ → Insert a full stop. When this symbol appears in your work, it indicates that either you have missed a full stop or this is a place where a full stop can be placed to split up the sentence.

≡ → Change to a capital letter. This proofreading mark tends to appear underneath a particular letter in a sentence. This indicates that a specific letter needs capitalizing and typically appears at the beginning of sentences or a noun.

lc→ Change to lowercase. This proofreading mark tends to occur around a word that contains a capital letter when it should not. When this proofreading mark is used, the letter that needs to be converted to lowercase will be circled, and this symbol will appear next to it.

▬▬ →Correct the spelling. When this mark appears, it is to indicate a spelling error. The word spelled incorrectly will have a line through it with the correct spelling next to it.

▬ →Delete the text. This symbol is like the proofreading mark for correcting spelling. When this symbol appears, it means that a word should be omitted. This may occur if the word used is inappropriate or the sentence flows better without it.

/ →Delete a letter. This symbol is used when a specific letter needs to be deleted. This may be caused by a grammatical error, such as confusing the words ‘to’ and ‘too,’

◠
◡→ Close up the space. This is used when there is a space when two words should be one word.

// →New paragraph. This symbol is used to split up a paragraph into two.

,
˄→ Insert punctuation. A punctuation mark with an upward arrow beneath it indicates that a specific type of punctuation is needed.

Common Errors to Look For

When proofreading, it’s a good idea to know what errors you’re looking for. These are some of the most common errors to watch out for when you’re proofreading:

• missing capital letter at the beginning of a sentence or for a proper noun;
• stray capital letters where they aren’t needed;
• misspelled words, particularly homophones;
• missing words (typically ‘a’ or ‘the’ etc.);
• punctuation mistakes (comma splice where there should be a colon);
• missing or misplaced apostrophes;
• inconsistencies (for example, the text starts in past tense but ends in present tense);
• formatting errors, such as numbers.

Essential Proofreading Tips

Now that you’ve learned how to do proofreading, here are some more general but still essential tips:

• Don’t proofread immediately after writing. Leave it for at least a few hours first.
• Use multiple proofreading methods. Trying out a few different ways to find the best work might be helpful if you’re starting to proofread.
• Check for common mistakes. If proofreading yourself, note the most common mistakes you make and check for these.
• Don’t rush – that’s how errors are missed. Take your time.
• Make a conscious effort to look at each word in turn. For example, when reading full sentences, our brain can easily fill in any mistakes or missing words. So, look at each word individually.
• Avoid distractions and concentrate fully. Try to proofread quietly so your attention won’t be diverted.
• Take frequent breaks, especially if proofreading on a screen.
• Remember to proofread the formatting, especially if bullet points or numbered lists are used.
• Ask someone else to do a final proofread.

Proofreading vs. Editing

We often hear the terms ‘proofreading’ and ‘editing’ together, sometimes interchangeably. However, they’re two different processes. Each has a unique function designed to make writing better.