Most people understand what the word “proofreading” means in a basic sense – checking a text for errors, like typos and misspellings.

Perhaps it’s because of this perceived simplicity that people often tie the term to other processes and definitions. In other words, people overcomplicate it and misunderstand its limitations, causing confusion for everyone involved.

In reality, few people know:

  • What proofreading involves
  • What proofreading doesn’t involve
  • When proofreading should take place

Compared to copyediting, proofreading is a lot more limited than what most people think, but its value is immense.

This guide will clear up the most common misconceptions about proofreading and explain what it is, what it isn’t and why it’s valuable.

Proofreading’s place in the editing process

You probably already have a basic understanding of what proofreading means, so before I give you a more in-depth definition, I want to share more insight about proofreading’s place in the wider editorial process.

What comes before proofreading?

Proofreading is the final step in the editorial process.

I can’t stress this enough: it’s the final step. There’s plenty that comes before.

  • Ideation
  • Writing
  • Developmental editing
  • Line editing and copyediting
  • Layout, design and typesetting

The text your copyeditor returns to you should be correct and final, but that’s not to say they haven’t missed one or two errors. Also, bear in mind that there’s no guarantee that a designer won’t introduce an error when laying out your text. For example, they might miss a word or format a heading inconsistently.

That’s why there’s little point in having a text proofread before it’s in its final, publishing-ready format. Plus, a proofreader doesn’t just check the text – they also check formatting and layout.

Here are some examples of what this looks like in different scenarios:

  • Books: The designer will place your text in a publishing-ready format. The proofreader will check the “proofs”, which are usually PDFs, before the book is printed or published online.
  • Website content: The web developer will create the site and add your content to it. The proofreader will error-check the content (text, formatting and layout) on a staging site before the public can see it.
  • Blog article: In this case, you’re probably safe to have the text proofread before it’s in its publishing-ready format (i.e., on your live site). However, in an ideal world, you’d also have a proofreader cast an eye over the page when it’s live to double-check that no errors have been introduced during upload.

What is proofreading?

People often use “proofreading” as a catch-all term to describe general improvements an editor might make to a text – but it’s far more specific than that.

Here’s what I do when I proofread:

  • Checking text for spelling, grammar and punctuation errors (including typos, which are unintentional errors)
  • Ensuring your layout and style (contents, page numbers, headings, running heads, captions, footers, footnotes, alignments, margins, general formatting and more) are logical, tidy and consistent
    • For example, I’ll flag if your page-five heading is centred and your page-10 heading is left-aligned. I’ll also cross-reference your contents list to identify errors (if your contents says the glossary is on page 103 when it’s actually on page 104, I’ll tell you).
  • Ensuring your document follows the intended style guide (house style, New Harts Rules, Chicago Manual of Style, etc.)
  • Ensuring that style, spelling, punctuation, naming and terminology is consistent
  • Flagging repeated or missing text, images or other content
  • Identifying bad widows, orphans and word breaks that harm readability

What is proof-editing?

Many clients assume that proofreading includes editing, so they don’t have their text edited before placing it in its final publishing-ready format. As a result, many copyeditors and proofreaders, including myself, end up providing a hybrid service known as proof-editing.

Proof-editing will never be as comprehensive as separate copyediting and proofreading, so it’s best to avoid this scenario if possible.

How does a proofreader work?

A proofreader receives a file from the client – either a PDF or MS Word/Google Doc. They then mark up the document to communicate queries and errors to the client.

I usually work with MS Word or Google Doc files, using revision marking, like Tracked Changes, to communicate suggested additions, omissions and adjustments. I use comments to ask questions and explain issues to the client, which they can respond to.

In other cases (books, reports, newsletters, etc.), I work with PDF proofs. The contents look exactly how they will look when published. I check the text and layout, using Adobe’s built-in mark-up and comment tools to communicate with the client or author (this is sometimes the same person).

I like to see any file that I’ve returned with a high volume of annotations again after my suggestions have been actioned, if possible – especially if it’s a PDF. This way, I can ensure your designer hasn’t missed something.

What does proofreading not involve?

This might surprise you, but a professional proofreader should leave text that’s “good enough” and only change unarguable errors or things that are confusing, contradictory or inconsistent. We flag anything that obscures meaning and errors that are categorically wrong.

Making stylistic edits is beyond the proofreader’s remit.

Here’s a list of things proofreading does not involve. Some may seem obvious, but these are common misconceptions that I see in job advertisements every single day:

  • Editing to make writing “sound better”: this service falls under “editing”, not “proofreading”. Proofreading doesn’t set out to change the style or sound of your writing. If that’s what you want, have your text professionally edited.
  • Rewriting or restructuring: A proofreader doesn’t alter the content, nor do they rearrange it without good reason. If the information is in the wrong order, they will advise the client or designer to fix the order.
  • Fact-checking: Proofreading does not involve checking facts and statistics for accuracy. If something is obviously incorrect or suspicious, a proofreader will flag it.
  • Formatting design: A proofreader does not adjust layouts, images or graphic elements or advise on fonts and colours. It’s also important to bear in mind that they will not make direct changes to your PDF – this job falls to you or your designer.
  • Cover design: This may sound obvious, but a designer should design your book cover – not a proofreader. I’ve been asked numerous times to proofread manuscripts and design their book covers, which always surprises me as the two tasks require very different skill sets.
  • Improving fluency and cultural relevancy: A proofreader does not make your writing sound more fluent or natural, nor do they ensure language and phrasing are culturally appropriate (unless something significant stands out).
  • Humanising AI-written text: LLM-generated text can sound robotic and stiff, but your proofreader won’t be able to humanise it for you. A willing, fairly paid and fully briefed copyeditor will be able to help you with that. Making significant changes to a text when it’s time for proofreading is often impractical, as proofreading takes place at the end of the project timeline.
  • Marketing and distribution: This is a bit like asking your plumber to sell your house! 

Benefits of having your text proofread

Here are some of the benefits you can expect when hiring a professional proofreader to error-check your work:

  • It strengthens your brand’s reputation: High-quality writing reflects professionalism and attention to detail. Leaving mistakes or inconsistencies in public-facing texts indicates the opposite: laziness and a lack of care. This is not how you want the public or potential clients to perceive you, especially in professions such as medical, academic or legal.
  • Your credibility will be upheld and developed: A polished, error-free text appears more professional and presents you, whether you’re a business professional, entrepreneur, author or service provider, in the best light.
  • You show your reader that you care about their experience: Clear, consistent writing means readers can focus on your message without mistakes distracting them. It also shows that you respect their time and attention.
  • Takes the pressure off your writers and other creatives: For writers, marketers and designers to excel, they need creative freedom without the pressure of ensuring everything is absolutely perfect. Leave them to explore innovative ideas and creative approaches and have a professional proofreader handle the quality control.
  • Sets you up for success: A well-proofread book or article is more likely to be accepted by publishers and well-received by audiences. For a business’s communication channels (such as its website, app, social media profiles and email communications), good proofreading can also make the user’s experience more seamless.
  • Prevents costly mistakes: The odd typo won’t have devastating consequences in most cases, but it might in medical, legal or financial texts. In the most serious cases, poor attention to detail can result in legal action for defamation or false advertising, a breach of contract, or financial penalties due to regulatory noncompliance. Catching errors before publication avoids the expense and embarrassment of reprints, corrections or negative reviews.

Proofreading FAQs

Can you proofread your own writing?

All writers – whether they are writing a book or copy for a business website – should have their writing professionally proofread. It’s a staple requirement in the publishing industry for good reason.

As a writer, you can proofread your own work to a certain degree, but ask yourself this: are you qualified to run that final check? Are you an expert in English language and grammar? Do you know what to look for? Do you know what steps to take? How will you know if you’ve done a good job?

Familiarity makes it harder to spot errors. I sometimes miss errors in my own writing because I’ve seen it a hundred times and gone through multiple iterations of it.

It all boils down to the fact that a fresh pair of eyes is more likely to spot errors, and you’ll get amazing results when those eyes are professionally trained.

Does proofreading remove every single error?

My approach to proofreading is tried and tested, and I believe it catches as many errors as possible. It’s thorough, logical and methodical. However, proofreaders are humans, so we can’t promise you that we won’t miss something. That being said, we’re more likely to catch errors than you or a machine. It’s what we have trained for.

Bear in mind that changes have to be limited at the proofreading stage as the text is close to publication. Layout and design are usually fixed, and editing elements – textual and graphic – is not as easy as it is in Microsoft Word or a Google Doc. There are time and cost implications to making significant changes, so professional proofreaders need to know when to leave text that’s “good enough”.

If you send me a text for proofreading that I believe requires more in-depth editing, I will share feedback and we can discuss your options.

Can you edit and proofread at the same time?

No. If you have made edits to a piece of writing, proofreading needs to take place separately in another sweep.

Copyediting naturally involves proofreading for mistakes, but it’s not the sole focus. When I proofread, on the other hand, 100% of my attention is on finding and fixing typographical errors.

Can’t I just use an AI tool to proofread my text?

Trained proofreaders are experts in publication quality control, grammar, punctuation, style and spelling. When we tell you that AI tools like Grammarly, ChatGPT or any other purpose-built GPT are insufficient, remember that this opinion is informed by our skills and qualifications, not to mention the vast amount of content we’ve consumed throughout our careers. Our professional abilities – and the fact that we know what quality looks like – mean we can identify AI’s strengths and weaknesses.

I’ve experimented with AI tools myself and use them, on occasion, to support some of my processes. I’m well-versed in their benefits and weaknesses. I’ve also worked on a high volume of AI-generated writing, including entire books!

Don’t shy away from giving AI tools a whirl, but be aware of what you’re sacrificing. They can certainly be useful for bouncing ideas around, simplifying research and generating outlines – but the writing they produce is riddled with problems. Plus, it’s identifiable.

Drawbacks of using AI tools for proofreading

Here are some of the downsides of using an AI tool to proofread your text:

  • It may do more editing than proofreading and transform your original content into generic, low-quality AI word strings. Don’t give up your text’s unique tone and voice!
  • AI tools lack contextual understanding. They can identify surface-level errors but don’t fully grasp nuance or authorial intent, leading to incorrect or inappropriate suggestions.
  • These tools don’t cope well with longer texts, and inconsistencies can creep in.
  • Automated tools struggle with industry-specific jargon, regional spelling differences and complex sentence structures, increasing the risk of inaccuracies.
  • Proofreaders don’t just check text; we also review layout and formatting. Issues like inconsistent fonts and misplaced punctuation in tables go unnoticed by AI tools.
  • AI tools are simply not thorough enough. I’ve been surprised by how many errors they miss. Sometimes, they acknowledge errors but repeat them anyway.
  • AI-generated or AI-edited text is often recognisable, and since many readers distrust AI content, its use can undermine your trust and authenticity.

I’ve written some thoughts about AI-generated text and why I believe there’s more space than ever for human copywriting, editing and proofreading for those who want meaningful results from their writing.

How much does proofreading cost?

Proofreading costs the least out of all the editorial services, and since clients so often believe that proofreading covers all aspects of the editorial process (including in-depth editing), this deflates budgets and inflates expectations.

As of March 2025, the CIEP’s suggested minimum rate for proofreaders in the UK is £30.75 per hour, acknowledging that it takes, on average, one hour to proofread 2,000–3,000 words (depending on the individual text).

I follow these suggested rates, but I offer discounts for large volumes of text.

Are you working on a writing project and want a quote for proofreading? Send me a message here or via email to discuss prices and timeframes!