Proofreading Can Make or Break Your Writing: Why You Need to Hire a Professional

What are the benefits of proofreading?

Oftentimes, our first impression is through our writing. Writing helps us tell stories, achieve goals, and get the word out about products and services. Proofreading can make sure your writing is clear, concise, and error-free.

My name is Rosemary and I’m a proofreader for Writing Rose. I help my clients express themselves with writing that is polished and professional. In this post, I’ll use my expertise to build a case for how writers of novels, blogs, articles, and other published works can improve their writing by hiring professional proofreaders.

First, I’ll go over what English proofreading services are. Then, I’ll explain the benefits of proofreading and describe what kinds of documents need proofreading and editing. Finally, I’ll name some professional proofreading companies and show you how to hire a professional English proofreader.

What are proofreading services?

Proofreading services are the very last step before a document or piece of writing is published or distributed.

A proofreader’s job description includes finding and correcting the tiniest errors in spelling, punctuation, word usage, and formatting. They also adhere to style guides such as the Chicago Manual of Style, AP Stylebook, APA, MLA, and/or a house style guide.

Proofreaders do not make suggestions or edits to your words or sentences. They don’t make changes to the text except where a language rule is broken or the sentence does not make sense. So what do proofreading services fix in writing?

Grammar mistakes

She done wrote what she written and it gone and publishing all the livelong day.

That sentence evokes no squiggly-red line of error from my word processing software so it’s good to go, right?

Wrong. There are multiple errors in the above sentence involving the grammar and verb tenses. Here is how a proofreader might revise this sentence:

She done wrote what she had written, and it was gone and published all the livelong day.

What do you think about this? Does it still need tweaking or is it just fine the way it is?

If you think this sentence still needs some help, that would be the job of an editor. However, since it is now grammatically correct – all of the verb tenses line up and there are punctuation marks are in the correct place – the proofreader’s job is done.

Without going into too much grammar-nerd-level detail here about the changes, I’ll just point towards some references that professional proofreaders use when they work with their clients’ writing:

Commonly misused words and phrases

In this professional proofreader’s opinion, these are the most subtle and thus the hardest errors to catch because these words are spelled correctly, just used in the wrong context. Since context helps you know what the author means to say, it is easy to get the bigger picture of the writing while missing these errors. Not everyone misses these errors, though! A proofreader ensures that the meaning of the writing is crystal clear.

Look at these examples. If you’re not convinced catching these are worthy of hiring a professional proofreader, do some research to figure out why they’re wrong using the sources listed above.

  • Using the word illicit in place of elicit
  • For all intensive purposes – are the purposes really that intensive?
  • Did you visit the capital building when you went to the capitol city?
  • Did you do what you were suppose to or what you were supposed to?
  • Are their views deep-seeded in the ground?

This guide from Indiana University East’s Writing Center has more commonly misused words and phrases.

Non-native speakers of English

Being able to write, speak, and think in multiple languages is a great skill. The nuanced and detailed rules of written language can be confusing to native speakers, much less to people who are trying to juggle multiple rule systems in their heads! It’s totally understandable that multilingual people make errors in writing.

For an experienced proofreader, mistakes made by non-native speakers of English are easy to spot and correct. A knowledgeable, experienced English proofreader will edit your writing to a native-level accuracy.

English is considered by many to be a difficult language to learn. This post published by the Oxford Royale Academy outlines many of the reasons why.

Citations, formatting, adherence to style guides

What are style guide and how do you use them? That subject is pretty technical and it’s not necessary for writers to learn all the rules of style guides. If you just want to focus on writing, that’s what you should do! A proofreader can make sure your manuscript follows the guidelines set forth by CMOS, AP, MLA, and/or the house you are publishing with.

What other documents need proofreading services?

Newspapers, magazines, children’s books, website content, presentations, university course materials such as syllabi and slideshows, court reports, brochures and pamphlets, product catalogs, company documents such as training manuals and employee handbooks, and more! Any piece of writing that is meant to be read by any number of people deserves to be clear, concise, and free of errors.

What is editing? Do I need to proofread and edit my documents?

Similar to proofreading, editing looks at writing to ensure it is free of errors and its message is conveyed most clearly. In contrast to proofreading, editing is a more intensive process that sometimes involves rearranging ideas, rewriting sentences, and switching words.

As long as the meaning of the text makes sense and is error-free, proofreading does not make any edits or suggestions. In contrast, editing may make suggestions to use active voice instead of passive voice or may list adjectives more in line with the mood of the story.

I always say that any document meant to be read by any number of people should be proofread. The choice of whether or not to edit your writing is up to you.

If you are interested in learning more, you can read this post that compares and contrasts editing versus proofreading. It’s even got examples of documents so you can see the difference between each level of service.

I have a friend that can proofread for me. Why would I need a professional proofreader?

You should let trusted friends or family members go over your writing with proofreading in mind. They might have ideas or perspectives you didn’t think of before.

Even if you have someone you know look over your document, you still need a professional proofreader. Writing can be high-stakes and long-lasting. That’s why it needs to be the best version of itself.

Perfecting writing is part of a proofreader’s job description. They have a set of meticulously detailed-oriented, objective eyes that will ensure the meaning of your document is conveyed in the best way. They also have special training in the nuanced rules of the English language, training that goes beyond what even English majors learn in college. 

Ensuring your writing is clear, concise, and free of errors can save you from embarrassment, misunderstanding, and missed opportunities. The best way to make this happen is to have a professional proofreader look at your writing.

What kinds of documents need to be proofread?

Resumes, cover letters, application essays, press kits, and professional biographies

Even though documents like these aren’t always published, pe se, they are read by any number of important people. Your artist statement, professional bio, or press kit is also often your first – and could be your only – impression.

Imagine you misspell the name of the person you are greeting. In one line of your contract, you write the name of the venue as “The Grey Couch” instead of “The Gray Couch.” You commit a faux paux by using abbreviations instead of spelling out the full name of each university you’ve attended. These simple errors could be very off-putting to the people reading your document.

Or, in this real example from a client of Writing Rose, a tiny suggestion from a proofreader clears up any potential strangeness.

Documents with high stakes such as these need to be polished until they’re shiny and error-free. Proofreaders can do that for you. No job is too short for proofreading!

Novels and short stories

I am an avid reader. Once, I was reading a very somber book, and at the end of a paragraph I found an error in punctuation. When I found it, I laughed! Finding this tiny error brought me back to reality. It took me away from the story, broke my suspension of disbelief, and clouded the picture the words were painting in my head. If you love reading a good story or novel, you know what I’m talking about here.

It’s true that most people won’t find these kinds of errors. After all, I’m a professional who is trained to find them. If you’re an author, though, you should do as much as you can to ensure the complete enjoyment of your work by all readers – even those who are going to notice tiny errors.

You don’t have to be a professional to notice errors in punctuation, spelling, or formatting in text – plenty of lay people notice these as well. When I was a middle school teacher, my students frequently pointed out tiny errors in books, articles, and my own course materials! I was too busy to carefully proofread my own stuff, and besides, they were thirteen. But this goes to show you that people (even teenagers) do see and notice errors in writing.

If you’re an indie novelist, there are freelance proofreaders out there who would love a chance to help you make your novel the best version of itself it can be. I’ll outline some details on how to find a professional proofreader at the end of this post.

Website content and blog posts

Websites are complex collections of written content. A website can contain a biography or history, detailed descriptions, outlines of philosophies, written statement, tutorials, stories and photos, affiliate disclosures, contact information, and more. Similarly, blogs can serve a variety of purposes, especially for small businesses.

Your website or blog content deserves to be proofread by a professional for similar reasons to resumes and CVs: because that post or that page is sometimes your first (or only) impression. 

And similarly to novels and stories, blog posts can use narrative to describe all manner of topics. To ensure you paint the correct picture in your readers’ minds, make sure your writing is free of errors.

Check out these completely real examples of errors that I have found on blogs and websites. Some of these were even professional proofreading blogs! (Oh dear, now I’m concerned with my own blog!) 

This error was from a professional bio on an ecourse page. The error is in the only complete sentence in the screenshot. Can you see it?

This example is from a professional proofreading blog. I know that grammar rules for titles can be lax but, in my opinion, this phrase is just not correct!

Benefits of proofreading documents for small businesses

I see these common language errors from small businesses all the time:

  • Misspelling a common food item: sandwhiches, tomatoe, potatoe, expresso
  • Accidental misspellings of and/or incorrect use of capital letters with names, places, historical figures, and the like – is it the University of Kansas English department or the University of Kansas Department of English?
  • Inappropriate use of apostrophe’s (see what I did there?)
  • Are profits bigger than this quarter, or are they bigger then this quarter? 
  • Inappropriate “use” of quotation marks

There are plenty of reasons why people make these common errors, and they are nothing to be ashamed of. As I explained above, even a professional can make simple errors in their writing! Also, if you don’t care about knowing detailed grammar rules, that’s okay! There’s no need for everyone to be an expert at language. That’s why there are professional proofreaders.

Since written language has a set of rules that allow for its meaning to be understood most clearly, ensuring your message gets across is synonymous with having error-free writing. As you can see in these examples, errors can be anything from funny all the way to embarassing.

How can I find proofreaders near me?

You can actually hire an English proofreader completely online!

Do you remember the days in school when you proofread sentences and paragraphs using red pen and all those funny proofreaders’ marks?

Proofreaders’ Marks from the Chicago Manual of Style
Proofreaders’ Marks from the Chicago Manual of Style

Those days are long gone. It’s 2019 (as of this writing) and proofreading is completely digital nowadays. To hire a professional English proofreader all you do if find one that you like and contact them.

Proofreading Company Names

Has this post convinced you of the need to hire a professional to help with your writing? Full-service writing companies like Writing Rose, as well as individual freelancers on websites like Upwork and Fiverr, offer proofreading services. 

Alternately, do you think proofreading sounds fun? Are you perhaps interested in becoming a professional proofreader yourself? I’ve used my experience starting my own proofreading business to write this post about how to become a professional proofreader online.

Do you still have questions about proofreading? Feel free to email me, Rosemary, and ask. I’m passionate about my work and am happy to help connect people with resources! I’ll respond to your email soon. Or, you can also leave a comment on this post below for a quicker response.

Why you need a proofreader
Why you need a proofreader
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Editing versus Proofreading – What’s The Difference?

Companies like Writing Rose offer separate services for professional editing and proofreading. But how does a writer like you know if they need editing services, proofreading services, or both? Is there a difference between editing and proofreading?

Whether you’ve been writing and publishing for years or are simply a hobbyist looking to get your ideas out to the world, you want your writing to be completely free of errors in the eyes of your readers.

It can be difficult for a writer to edit and proofread their own writing. As the author of the ideas, you know what you are trying to say, so you are not always able to see small errors that may confuse people who aren’t inside your head. This is where professional editing and proofreading services come in.

So what is the difference between editing services and proofreading services? For most people outside of the professional writing industry, what they think of as proofreading actually refers to the process of editing. Confused? Don’t worry! By reading this post, you will know the similarities and differences between editing and proofreading services. Then, you can examine your needs as a writer to know which services are appropriate for your document. At the end, I’ll show you how you can hire a professional proofreader or editor.

Bloggers, novelists, journalists, cookbook authors, copywriters, administrative assistants, company executives, doctoral students – to name a few – all use professional editing and proofreading services to different degrees. This article will help you decide which services are right for you.

What does editing look like?

An editor makes your writing shine. They help you write your own words, but better. Your editor is a proactive supporter of your voice, offering suggestions and alternatives that help you improve the overall readability and quality of your writing.

Here are some things a good editor might do for you:

  • Explain possibly confusing ideas and passages, offering alternative interpretations so that the author can clarify their ideas
  • Point out where background knowledge might be missing and more explanations could be necessary
  • Ask questions when the meaning of the text is unclear
  • Correct inconsistencies, such as in the spelling of names and places or in the descriptions of physical objects
  • Eliminate redundancies, such as when something has been described more than once or an idea has been brought up over and over
  • Correct for the appropriate use of passive voice and active voice
  • Comment on the use of language and tone as appropriate for the intended audience (for example, use of slang may not be appropriate on a blog post intended to be read by retired persons, but could add relevancy to one aimed at people in their early 20s)
  • Ensure use of appropriate language and the use of slang and dialects
  • Include conscious and inclusive language

Editing Example

To give you an idea of what editing could look like in a document, check out this example. In this blog post for a travel website, the author is telling a story about a hike. The author’s intention is to paint a picture in the reader’s mind that will inspire them to go on the same hike. Knowing this, the editor is looking for good storytelling elements such as strong imagery and a believable timeline. In one paragraph, the author rushes through part of the timeline, which could possibly confuse the reader.

In this case, the editor has inserted a simple comment to the author noting the break in the timeline. From there, the author can decide how to proceed.

What does proofreading look like?

Proofreading is the final search for errors, the last step before a document is published. It’s a fine-toothed comb: seeking out the smallest and slightest spelling errors, punctuation mistakes, commonly misused words, and incorrect formatting.

A proofreader goes through the document and corrects these errors, however, they do not make any suggestions or changes to the text except where a language rule is broken or the sentence does not make sense. 

Overall, proofreading is a faster and less intensive service, and this means it is also less expensive! However, just because it’s less intensive than editing doesn’t mean it isn’t important. Writing that is going to be published in any format should be completely free of errors so that the author’s message is conveyed the way they intend, clearly and completely. 

Here are some things a proofreader will do for you:

  • Fix spelling and grammar mistake
  • Correct typos
  • Query obviously confusing or repetitive passages (but not offer suggestions for how to correct them – that’s an editor’s job!)
  • Ensure consistency in spelling of proper nouns such as character or place names and the numbering of figures or images
  • Cross-reference the table of contents, index, appendices, footnotes, and endnotes
  • Adhere to style guides such as the Chicago Manual of Style, AP Stylebook, MLA, and/or a house style guide

Proofreading Example

Let’s look at another blog post to see an example of proofreading. Here is a summary of the corrections made:

  • Use of commas, colons, semicolons, and dashes – the rules for this are nuanced, so it’s good to have a professional look at them
  • Incorrect use of a homonym: using band instead of banned. The word processor’s spell check won’t pick up on this error!
  • Eliminated some extra spaces between words
  • Corrected abbreviations (U.S. to US, U.S.A. to USA)

What’s the difference between editing and proofreading?

To really see the difference between editing services and proofreading services, let’s examine one sentence through the lens of each. This sentence is completely grammatically correct and does make sense as far as the rules of the English language. However, you can see that the order of events is a little confusing.

  • Walking through the door in a tizzy, the woman got mad at the clerk when she wasn’t able to help, bumping her toe on the edge of the table.

Because there is nothing grammatically wrong with this sentence, a proofreader wouldn’t change anything about it, nor make any comments. They’d just keep on proofreading and this sentence would be published.

To contrast, an editor would comment to the author about the order of events presented in this sentence, as well as remark about the overall delivery of the message. Here’s an example of what that might sound like:

  • The woman is acting out a number of simultaneous actions – while she is walking through the door, she is also getting mad at the clerk, as well as bumping her toe. Are all these actions happening at the same time? What happened first? Did she bump her toe on the table in reaction to something, such as her anger at the clerk?

This comment is also an example of how an editor preserves the author’s voice. Instead of rewriting the passage, the editor asks clarifying questions. This leaves creative control in the hands of the author of the work.

Who should use a proofreader?

You might be thinking to yourself, who cares about these tiny little errors that escape the eye of most people? Yes, the majority of the error in the example above would never be noticed by the average person. As I said before, the difference in the proper use of commas, colons, and semicolons is nuanced – so why should I care?

Even if it’s only by some readers, small errors are noticed. Mistakes can have an effect on the message of the writing.

Some readers might chuckle if they notice the use of a comma instead of a period as the ending punctuation mark of a sentence (a common error that proofreaders catch). If your message is serious, you might not want your message to be interrupted by someone chuckling at an easily correctable error.

As a writer, you might find it unimportant and frustrating to use the correct version of affect or effect. If you use the wrong one, most people are going to know what you mean. However, using the wrong one would make your writing lose credibility in the eyes of some readers.

While some errors are relatively harmless, others can completely change the meaning of the text. Check out these examples to see what I mean. By the way, these are all errors that spelling and grammar checks may not see, (but a human proofreader will).

Errors that obscure meaning

  • Let’s eat grandma! versus Let’s eat, grandma!

Oh my – is the author talking about cannibalism or are they telling grandma it’s time for a meal?

  • I like cooking my family and my pets versus I like cooking, my family, and my pets.

Another slightly morbid example, but the point is illustrated completely: the proper use of commas is important.

  • Let’s meat at the office after lunch versus Let’s meet at the office after lunch. 
  • I thought it was a waist of time versus I thought it was a waste of time.

Simple errors like the last two examples are incredibly common when a writer is working quickly, and since they don’t necessarily obscure the idea being conveyed, can easily be missed by the author.

A writer’s success depends on the widespread enjoyment of their work by many people. If errors in spelling, punctuation, and word usage put off some people, a writer loses credibility to potential readers. While oral language is brightened and colored by accents, dialects, and other forms of slang and inflection, published written words conform to a set of standards. Because writing is a one-way discourse, it is important that the meaning is clear the first time.

It is not important for everyone to learn the minute details of the rules of written English. That’s what proofreaders and editors are for! These writing professionals help you write your ideas, but better. A one-time investment in a service like this can have lasting impacts on how your writing is read and received. 

Any document that is intended to be read by a large number of people should be proofread by a professional. This includes novels and stories, articles, blog posts, company documents, dissertations and theses, biographies and histories, website content, press releases, catalog descriptions, recipes – and more!

If you don’t use a proofreader, you’re bound to one day get an email from a reader who points out a mistake or few you’ve missed. Professional proofreading services like Writing Rose offer package deals for clients to submit multiple documents for proofreading at a discount.

Who should use an editor? Should I hire a separate editor and proofreader?

Whether or not you should hire a separate editor and proofreader depends on what kind of document you have.

Fiction stories and novels

If you are writing fiction, you can consider going through rounds of developmental editing first. Developmental editors help you shape your story into something that people will enjoy reading by assisting in the development of the build-up, climax, and conclusion of the story.

After the book is finished, a line editor or copyeditor (such as one of the professionals at Writing Rose) will take the sentences line-by-line, making queries such as those in the examples above and making extensive suggestions to improve readability.

Once you’ve got all that situated, the proofreader ensures that no mistakes were able to make it through all those rounds of editing.

Are you looking for a developmental editor for your novel or fiction piece? A good place to start might be the member directory of the Editorial Freelancers Association, one of the largest professional associations of editors. Check the box for “Developmental/Substantive editing” to find people who specialize in that kind.

Nonfiction, articles, website content, etc.

If your document is anything other than fiction – an article, a paper, a blog post, company documents, website content, or a piece of informative or persuasive writing, to name a few examples – it is your choice whether you will first seek out editing and then proofreading, or simply go for proofreading. To make this choice, consider a few things:

  • How complex are my ideas? Do I assume a level of background knowledge in my readers? Is there anywhere that background knowledge needs to be explained?
  • Are there any cause-effect relationships that could potentially confuse the reader?
  • Do I present a timeline or an order of events that is important for understanding the overall message?

But wait – if I hire an editor and they’re good at their job, why would I also need a proofreader? Wouldn’t a good editor find all the mistakes? What’s the point of hiring a proofreader as well?

When an editor is reading a text to ensure that ideas are presented truthfully and in the correct order it becomes easy to miss small mistakes. Since the proofreader is only reading for grammatical rules, they are able to spot the tiniest of mistakes before publication. While a good editor will catch a lot of these small errors, anything that is meant to be published or widely read should still use a proofreader to ensure that it is completely error-free.

How can I hire an editor or proofreader?

All of the examples of editing and proofreading in this post come from actual client documents from Writing Rose, my professional writing, editing, and proofreading service. 

Read more about Writing Rose services here, and contact us for a custom quote for your document!

My name is Rosemary, and thank you for reading. Do you have any more questions about editing and proofreading that I didn’t answer? Something confusing or not clear? Feel free to send me an email: email and I’ll get back to you. A faster way to get a response is to leave a comment below.

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