definition of proofreading in essay

Editing and Proofreading

What this handout is about.

This handout provides some tips and strategies for revising your writing. To give you a chance to practice proofreading, we have left seven errors (three spelling errors, two punctuation errors, and two grammatical errors) in the text of this handout. See if you can spot them!

Is editing the same thing as proofreading?

Not exactly. Although many people use the terms interchangeably, editing and proofreading are two different stages of the revision process. Both demand close and careful reading, but they focus on different aspects of the writing and employ different techniques.

Some tips that apply to both editing and proofreading

• Get some distance from the text! It’s hard to edit or proofread a paper that you’ve just finished writing—it’s still to familiar, and you tend to skip over a lot of errors. Put the paper aside for a few hours, days, or weeks. Go for a run. Take a trip to the beach. Clear your head of what you’ve written so you can take a fresh look at the paper and see what is really on the page. Better yet, give the paper to a friend—you can’t get much more distance than that. Someone who is reading the paper for the first time, comes to it with completely fresh eyes.
• Decide which medium lets you proofread most carefully. Some people like to work right at the computer, while others like to sit back with a printed copy that they can mark up as they read.
• Try changing the look of your document. Altering the size, spacing, color, or style of the text may trick your brain into thinking it’s seeing an unfamiliar document, and that can help you get a different perspective on what you’ve written.
• Find a quiet place to work. Don’t try to do your proofreading in front of the TV or while you’re chugging away on the treadmill. Find a place where you can concentrate and avoid distractions.
• If possible, do your editing and proofreading in several short blocks of time. Your concentration may start to wane if you try to proofread the entire text at one time.
• If you’re short on time, you may wish to prioritize. Make sure that you complete the most important editing and proofreading tasks.

Editing is what you begin doing as soon as you finish your first draft. You reread your draft to see, for example, whether the paper is well-organized, the transitions between paragraphs are smooth, and your evidence really backs up your argument. You can edit on several levels:

Have you done everything the assignment requires? Are the claims you make accurate? If it is required to do so, does your paper make an argument? Is the argument complete? Are all of your claims consistent? Have you supported each point with adequate evidence? Is all of the information in your paper relevant to the assignment and/or your overall writing goal? (For additional tips, see our handouts on understanding assignments and developing an argument .)

Overall structure

Does your paper have an appropriate introduction and conclusion? Is your thesis clearly stated in your introduction? Is it clear how each paragraph in the body of your paper is related to your thesis? Are the paragraphs arranged in a logical sequence? Have you made clear transitions between paragraphs? One way to check the structure of your paper is to make a reverse outline of the paper after you have written the first draft. (See our handouts on introductions , conclusions , thesis statements , and transitions .)

Structure within paragraphs

Does each paragraph have a clear topic sentence? Does each paragraph stick to one main idea? Are there any extraneous or missing sentences in any of your paragraphs? (See our handout on paragraph development .)

Have you defined any important terms that might be unclear to your reader? Is the meaning of each sentence clear? (One way to answer this question is to read your paper one sentence at a time, starting at the end and working backwards so that you will not unconsciously fill in content from previous sentences.) Is it clear what each pronoun (he, she, it, they, which, who, this, etc.) refers to? Have you chosen the proper words to express your ideas? Avoid using words you find in the thesaurus that aren’t part of your normal vocabulary; you may misuse them.

Have you used an appropriate tone (formal, informal, persuasive, etc.)? Is your use of gendered language (masculine and feminine pronouns like “he” or “she,” words like “fireman” that contain “man,” and words that some people incorrectly assume apply to only one gender—for example, some people assume “nurse” must refer to a woman) appropriate? Have you varied the length and structure of your sentences? Do you tends to use the passive voice too often? Does your writing contain a lot of unnecessary phrases like “there is,” “there are,” “due to the fact that,” etc.? Do you repeat a strong word (for example, a vivid main verb) unnecessarily? (For tips, see our handouts on style and gender-inclusive language .)

Have you appropriately cited quotes, paraphrases, and ideas you got from sources? Are your citations in the correct format? (See the UNC Libraries citation tutorial for more information.)

As you edit at all of these levels, you will usually make significant revisions to the content and wording of your paper. Keep an eye out for patterns of error; knowing what kinds of problems you tend to have will be helpful, especially if you are editing a large document like a thesis or dissertation. Once you have identified a pattern, you can develop techniques for spotting and correcting future instances of that pattern. For example, if you notice that you often discuss several distinct topics in each paragraph, you can go through your paper and underline the key words in each paragraph, then break the paragraphs up so that each one focuses on just one main idea.

Proofreading

Proofreading is the final stage of the editing process, focusing on surface errors such as misspellings and mistakes in grammar and punctuation. You should proofread only after you have finished all of your other editing revisions.

Why proofread? It’s the content that really matters, right?

Content is important. But like it or not, the way a paper looks affects the way others judge it. When you’ve worked hard to develop and present your ideas, you don’t want careless errors distracting your reader from what you have to say. It’s worth paying attention to the details that help you to make a good impression.

Most people devote only a few minutes to proofreading, hoping to catch any glaring errors that jump out from the page. But a quick and cursory reading, especially after you’ve been working long and hard on a paper, usually misses a lot. It’s better to work with a definite plan that helps you to search systematically for specific kinds of errors.

Sure, this takes a little extra time, but it pays off in the end. If you know that you have an effective way to catch errors when the paper is almost finished, you can worry less about editing while you are writing your first drafts. This makes the entire writing proccess more efficient.

Try to keep the editing and proofreading processes separate. When you are editing an early draft, you don’t want to be bothered with thinking about punctuation, grammar, and spelling. If your worrying about the spelling of a word or the placement of a comma, you’re not focusing on the more important task of developing and connecting ideas.

The proofreading process

You probably already use some of the strategies discussed below. Experiment with different tactics until you find a system that works well for you. The important thing is to make the process systematic and focused so that you catch as many errors as possible in the least amount of time.

• Don’t rely entirely on spelling checkers. These can be useful tools but they are far from foolproof. Spell checkers have a limited dictionary, so some words that show up as misspelled may really just not be in their memory. In addition, spell checkers will not catch misspellings that form another valid word. For example, if you type “your” instead of “you’re,” “to” instead of “too,” or “there” instead of “their,” the spell checker won’t catch the error.
• Grammar checkers can be even more problematic. These programs work with a limited number of rules, so they can’t identify every error and often make mistakes. They also fail to give thorough explanations to help you understand why a sentence should be revised. You may want to use a grammar checker to help you identify potential run-on sentences or too-frequent use of the passive voice, but you need to be able to evaluate the feedback it provides.
• Proofread for only one kind of error at a time. If you try to identify and revise too many things at once, you risk losing focus, and your proofreading will be less effective. It’s easier to catch grammar errors if you aren’t checking punctuation and spelling at the same time. In addition, some of the techniques that work well for spotting one kind of mistake won’t catch others.
• Read slow, and read every word. Try reading out loud , which forces you to say each word and also lets you hear how the words sound together. When you read silently or too quickly, you may skip over errors or make unconscious corrections.
• Separate the text into individual sentences. This is another technique to help you to read every sentence carefully. Simply press the return key after every period so that every line begins a new sentence. Then read each sentence separately, looking for grammar, punctuation, or spelling errors. If you’re working with a printed copy, try using an opaque object like a ruler or a piece of paper to isolate the line you’re working on.
• Circle every punctuation mark. This forces you to look at each one. As you circle, ask yourself if the punctuation is correct.
• Read the paper backwards. This technique is helpful for checking spelling. Start with the last word on the last page and work your way back to the beginning, reading each word separately. Because content, punctuation, and grammar won’t make any sense, your focus will be entirely on the spelling of each word. You can also read backwards sentence by sentence to check grammar; this will help you avoid becoming distracted by content issues.
• Proofreading is a learning process. You’re not just looking for errors that you recognize; you’re also learning to recognize and correct new errors. This is where handbooks and dictionaries come in. Keep the ones you find helpful close at hand as you proofread.
• Ignorance may be bliss, but it won’t make you a better proofreader. You’ll often find things that don’t seem quite right to you, but you may not be quite sure what’s wrong either. A word looks like it might be misspelled, but the spell checker didn’t catch it. You think you need a comma between two words, but you’re not sure why. Should you use “that” instead of “which”? If you’re not sure about something, look it up.
• The proofreading process becomes more efficient as you develop and practice a systematic strategy. You’ll learn to identify the specific areas of your own writing that need careful attention, and knowing that you have a sound method for finding errors will help you to focus more on developing your ideas while you are drafting the paper.

Think you’ve got it?

Then give it a try, if you haven’t already! This handout contains seven errors our proofreader should have caught: three spelling errors, two punctuation errors, and two grammatical errors. Try to find them, and then check a version of this page with the errors marked in red to see if you’re a proofreading star.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Especially for non-native speakers of English:

Ascher, Allen. 2006. Think About Editing: An ESL Guide for the Harbrace Handbooks . Boston: Wadsworth Cengage Learning.

Lane, Janet, and Ellen Lange. 2012. Writing Clearly: Grammar for Editing , 3rd ed. Boston: Heinle.

For everyone:

Einsohn, Amy. 2011. The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications , 3rd ed. Berkeley: University of California Press.

Lanham, Richard A. 2006. Revising Prose , 5th ed. New York: Pearson Longman.

Tarshis, Barry. 1998. How to Be Your Own Best Editor: The Toolkit for Everyone Who Writes . New York: Three Rivers Press.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

Make a Gift

Looking to publish? Meet your dream editor, designer and marketer on Reedsy.

Find the perfect editor for your next book

1 million authors trust the professionals on Reedsy. Come meet them.

Blog • Understanding Publishing

Last updated on Jul 01, 2024

What is Proofreading? Beginner's Guide to an Essential Edit

About the author.

Reedsy's editorial team is a diverse group of industry experts devoted to helping authors write and publish beautiful books.

About Martin Cavannagh

Head of Content at Reedsy, Martin has spent over eight years helping writers turn their ambitions into reality. As a voice in the indie publishing space, he has written for a number of outlets and spoken at conferences, including the 2024 Writers Summit at the London Book Fair.

Whether you’re a student, a mechanic, a doctor, or a professional writer, you’ve probably come across proofreading in some form or another — though you might not be aware of it. So much of the work people do these days revolves around the written word. Mistakes in their writing can have a massive impact on their success — which is where proofreading comes in!

In this post, we’ll have a look at the ins and outs of proofreading, from the perspective of experienced proofreaders in the publishing trade .

What is proofreading?

Proofreading is the act of reading written work and marking any errors . These mistakes most commonly involve spelling, grammar, punctuation, and consistency .

What is a proof?

The ‘proof’ in ‘proofreader’ comes from the publishing term describing an early printed copy. Traditionally, typesetters would arrange letter tiles onto large plates that are then used to print pages of a book. But before they started churning out thousands of copies, a ‘proof’ version was sent to the publisher for a final check .

With modern digital publishing (and computerized printing methods), proofreading is now usually done on a computer — though some proofreaders still prefer marking up physical copies .

What is the difference between proofreading and editing?

In publishing, proofreading comes into play at the very end of the editorial process , after a manuscript has been corrected by a copy or line editor. The proofreader’s job is to comb through the document and look for any mistakes that may have slipped through the cracks. Regardless of how meticulous the writer and editor have been, there will almost always be errors when dealing with a book of 80,000 words or more.

If you'd like to confirm which type of editing your book needs at its current stage, we recommend taking this quick quiz to find out:

What kind of editing does your book need?

Takes one minute!

Why is proofreading important?

You might remember, in early 2019, the television hit series Game of Thrones was coming to an end. Devoted and casual fans alike sat in front of screens to devour every moment of the final season. So it’s no surprise that when a Starbucks cup made an accidental cameo during one of the episodes, viewers were pointing out the gaff on social media in a heartbeat.

The show’s producers were quick to act, and 48 hours later, the disposable cup had been edited out of the show. Yet there’s no denying that hundreds, if not thousands, of viewers were yanked from the medieval realm of Westeros because of this tiny appearance of a modern artefact. Suddenly, the focus is on the error, and not the story.

Do you see where we’re going with this? A manuscript peppered with typos, grammatical errors, or contextual inconsistencies will jolt a reader out of the narrative the book is meant to tell. Instead of getting caught up in the story or thesis, they’re suddenly forced to mentally rectify the work’s mechanical mistakes. So proofreading is partly important because it allows your narrative to shine through uninterrupted.

What’s more, it adds a level of professionalism that is absolutely necessary if you’re looking to get publishers or readers on your side. When confronted with an obviously un-proofed book, both audiences will likely assume the author couldn’t be bothered to truly invest in their work. And if the author didn’t seem bothered to invest, why should they?

So whether you’re planning to seek out traditional representation for your book or to publish on your own, editing and proofreading is a vital part of the publishing process.

Working with a professional proofreader

A professional proofreader does more than just look out for spelling, grammar, and punctuation mistakes. They will also look for consistency issues that could hamper the reading experience. This would include:

• Ensuring that any web links go to the right webpage
• Checking that the index matches the content
• Confirming that the layout doesn’t fluctuate throughout the work
• Making sure that the images have correct captions
• Verifying that the copy adheres to the author’s chosen style guide

Proofreaders will not usually copy-edit, meaning that they won't make changes directly to the manuscript. Their primary job is highlighting potential mistakes, allowing the writer or editor to make the final decision.

Who should use professional proofreading?

In traditional publishing, every book will be proofed before it’s released to the public. If a reader were to find more than a handful of typos or grammatical mistakes in a novel, for example, it could negatively color their reading experience (and damage the publisher’s reputation).

In self-publishing, proofreading is becoming a non-negotiable part of the editorial process.  Independent authors often look for ways to reduce their costs, so they’re often tempted to proofread by themselves. But as the indie book market grows and its products improve in quality, getting a professional proofread quickly becomes common practice.

Outside of trade publishing, proofreaders will often find work in areas such as academia, journalism, and even advertising . In some corporate settings, they can even be hired to check through slide decks before presentations.

How much does a professional proofreader cost?

Based on statistics from Reedsy’s marketplace , proofreading services cost $10 per thousand words, on average.

Of course, this is only a ballpark figure and the final rate will depend on a number of other factors. For example, if the proofreader needs to cross-check the index, this would naturally escalate the cost.

In non-publishing industries, costs may also vary. A proofreader with a deep background in technical writing may choose to charge extra for their expertise and fact-checking, for example. But whatever the cost, you can be sure that getting a professional proofreader is worth it.

Tips for finding a professional proofreader

There are a lot of proofreaders advertising their services out there — where do you begin to find the right one for your project? We’ve got some pointers down below.

• Ask your editor. If you’re already working with an editor, it’s worth asking if they offer proofreading services. If not, they probably know other professionals that they trust will be good for your project.
• Specify your preferences. Do you like to work digitally or do you focus better reading a printed manuscript? The proofreading process is a two-way street, and when both you and the professional agree on a method, everything will be much smoother and more efficient.
• Search niche marketplaces. If you’re writing a book, it’s better to go straight to editing societies' directories or publishing marketplaces, where the proofreaders’ credentials are checked, than to browse Upwork or Fiverr. That way you don't have to spend hours sifting through portfolios of proofreaders who aren't equipped with the right knowledge to advise you, not just on your writing but also on formatting your manuscript.

Polish your book with a professional

Meet Neil Gaiman's, George R. R. Martin's, and George W. Bush's editors and proofreaders at Reedsy

Learn how Reedsy can help you craft a beautiful book.

Proofreading your own work

When it comes to a longer piece of writing meant for wider consumption — like, say, a book — there’s still nothing that can beat a trained professional.

For other types of content, however, writers can and do proofread their own work. Simply reading back something you’ve written will usually reveal typos and ungainly passages. In situations where your writing isn’t intended for a massive audience (for example, in an email to your boss), you can usually rely on an online spelling and grammar checker such as Grammarly to catch any major mistakes.

Let’s cover a couple of DIY proofreading tips to help you ensure your work is as polished as can be.

Proofreading tips

• Start with self-awareness . There are certain bad grammatical habits we’re all prone to, or particular typos that tend to crop up frequently in our work. Before you get started, take a moment to determine your own "bad writing habits." Then do a sweep of your work, concentrating just on those. For example, perhaps there's a word you know you overuse? Search for just that word and really consider whether it needs to be there.
• Read out loud. The truth is, your eyes can deceive you — and this is especially true if you're reading on a screen, where your eyes are quick to tire. You'd be surprised at how many mistakes you can spot reading something out loud vs. reading it silently in your head. A bonus tip here is to read your manuscript out loud with someone else. Take turns reading a set number of pages each, and you'll ensure you catch any awkward-sounding phrases.
• Do one thing at a time. The worst way to proofread your own work is to read through it and try to get it perfect by the end. Effective proofreading requires multiple rounds, and each round should be focused on just one task. Don't look for spelling errors at the same time as you check for homonyms, as you'll likely end up letting stuff fall through the cracks.

Looking for a proofreader? Sign up for a free Reedsy account and browse through the best freelancers in the business.

Andrew Knight New Canaan says:

16/05/2019 – 06:34

Awesome Post. I really like it. This is a very informative post. Thanks for sharing with us. I would like to share with my friends.

Comments are currently closed.

Continue reading

Recommended posts from the Reedsy Blog

How to Format a Book in Google Docs in 7 Simple Steps

While there are much better alternatives, here's how you can format a book in Google's popular writing app.

The 6 Best Ghostwriting Companies to Write Your Book

Learn which companies you can trust if you want to find a ghostwriter to write your next book.

How to Publish a Book For Free: The 7 Best Sites

If you want to publish your book without spending a single dime, check out this handy list of 7 free self-publishing services.

5 Ways to Save on Your Self-Publishing Budget

If you want to self-publish a book without breaking the bank, here are 5 tips to ensure you still get the best result possible.

30 Great Book Dedication Examples to Inspire Your Own

A list of 30 of the best book dedications in the business that'll have you crying, laughing, and crying laughing.

Expository Writing: The Craft of Sharing Information

Expository writing is a fundamental part of how we learn and make sense of the world. Learn all about it in this post.

Join a community of over 1 million authors

Reedsy is more than just a blog. Become a member today to discover how we can help you publish a beautiful book.

Catch your errors

Polish your writing in Reedsy Studio, 100% free.

1 million authors trust the professionals on Reedsy. Come meet them.

Enter your email or get started with a social account:

What Is Proofreading? Everything You Need to Know about Having Your Work Proofread

#scribendiinc

Your boss or professor may have told you in the past that you need to proofread your work before submitting it. Although you didn't admit it at the time, it's possible that you asked yourself the following questions: What is proofreading anyway? What is involved in the proofreading process? Why should I even bother?

You might know that proofreading does not involve in-depth changes or fact checking and that  proofreading is not the same as editing . It seems that, when we're talking about proofreading, the matter of what proofreading is  not  comes up a lot more than what proofreading  is .

While that information is helpful, it still doesn't answer your original question: what is proofreading?

Here's the simplest definition, which the rest of this article will explain in greater detail:

Proofreading is the process of reviewing the final draft of a piece of writing to ensure consistency and accuracy in grammar, spelling, punctuation, and formatting.

What is traditional proofreading?

One of the things clouding people's understanding of what proofreading entails is the fact that the word is used differently in different fields. Asking "What is proofreading?" to someone in the publishing profession, for example, will likely garner a very different reply than asking someone at a university.

Someone in the publishing industry would view proofreading as the last possible opportunity to revise a manuscript before it is printed and published. The proofreader compares the proofs—printed versions of the manuscript, which include all the formatting, page numbers, headers, etc. that will be included in the final edition—with the edited copy to make sure that no errors have been introduced by the formatting or printing.

But wait—I thought proofreading was about fixing spelling mistakes?

The word  proofreading  has taken on a definition separate from the role it plays in the publication of manuscripts.

What most people are referring to when they use the word  proofreading  is the process of checking a document for any kind of grammatical, typographical, or formatting errors. Proofreading should always be the last step taken before a document is published online, handed in to a professor, submitted for a job application, or otherwise shared with its intended audience.

What kinds of errors are identified and fixed during proofreading?

By the time a document is ready to be proofread, it should have been edited already. This means its content should already be well organized, well written, and easy to understand. Editing also involves removing errors, but it focuses more on making sure the document makes sense as a whole.

Proofreading, on the other hand, is about finding errors both small and large that were either missed or introduced during editing. Proofreaders ensure that the document's final draft is completely free of grammatical errors (e.g., subject–verb agreement problems, incorrect word choices, improper punctuation usage, and incorrect spelling) as well as formatting and typographical errors. They also make sure the document adheres to the chosen style guide.

Unlike traditional proofreaders in the publishing industry, document proofreaders are not limited in the number of revisions they can make to a document, as there is generally no elevated proofreading cost associated with making more changes. However, if proofreaders find that most of the document still requires extensive changes, they may recommend that it undergo another round of editing.

Though a proofread is less extensive than an edit, it is an important step when preparing a piece of writing to be read by other people, as errors can cause confusion or be seen as unprofessional. Scribendi's proofreading services will help you polish your writing and ensure it is ready for your readers.

Image sources: Unsplash.com, Hans/Pixabay.com

Achieve Perfect Writing with High-Quality Proofreading

Try our personal proofreading service , or get a free sample.

Have You Read?

"The Complete Beginner's Guide to Academic Writing"

Related Posts

Copy Editing and Why You Need It

Editing Sites: 6 Ways to Determine Credibility Before You Buy

Proofreading Marks: What Do They Mean?

Upload your file(s) so we can calculate your word count, or enter your word count manually.

We will also recommend a service based on the file(s) you upload.

English is not my first language. I need English editing and proofreading so that I sound like a native speaker.

I need to have my journal article, dissertation, or term paper edited and proofread, or I need help with an admissions essay or proposal.

I have a novel, manuscript, play, or ebook. I need editing, copy editing, proofreading, a critique of my work, or a query package.

I need editing and proofreading for my white papers, reports, manuals, press releases, marketing materials, and other business documents.

I need to have my essay, project, assignment, or term paper edited and proofread.

I want to sound professional and to get hired. I have a resume, letter, email, or personal document that I need to have edited and proofread.

 Prices include your personal % discount.

 Prices include % sales tax ( ).

A Detailed Guide to Effective Proofreading and Editing When You Write an Essay

| Candace Osmond

| Editing , Proofreading

Candace Osmond

Candace Osmond studied Advanced Writing & Editing Essentials at MHC. She’s been an International and USA TODAY Bestselling Author for over a decade. And she’s worked as an Editor for several mid-sized publications. Candace has a keen eye for content editing and a high degree of expertise in Fiction.

Proofreading an essay is one of the most important final steps in the writing process, and it helps make sure your work is as polished and error-free as it can be. Essays are a very specific form of writing and are meant to explore a topic while also sharing correct data, with emphasis on the word CORRECT. So, it’s definitely something you need to get right before sending it out to the world.  

It doesn’t matter if you’re a student, a successful freelance writer, or someone looking to improve your writing and proofreading skills. Understanding how to effectively proofread an essay can make a world of difference in the quality of your work, and those reading it will see that.

So, we created this guide to cover everything from tips to writing an essay to proofreading it like a pro, avoiding common mistakes, and revising with confidence. If you’re ready to put those final touches on your essay, keep reading!

How Do You Write an Essay?

Writing an essay begins with fully understanding the assignment and then planning your approach. Start by breaking down the prompt to make sure you’ve grasped what’s being asked of you. If you find that you need additional support, consider using a professional essay writing service to help refine your work. This is the case whether it’s a school assignment, an important piece for your job, or any other reason you’d be writing an essay.

Now, if you’re reading this article, you likely already have your essay written . But it’s always good to have a little refresher on how to write an essay so you can do a run-through of your draft and make sure you’ve structured it correctly.

First, research the heck out of the topic and anything related to it. I always say there’s no such thing as too much information because it’s better to have too much and not need it than to deliver an essay that barely touches on the data. Remember why people would read the essay: to learn what they can from the topic.

After you’ve spent some time learning everything you can about the topic, gather up any relevant information from credible sources. Once you’ve gathered those materials, outline the skeleton of your essay, structuring it with a clear introduction, body, and conclusion.

• Intro : Craft a strong opening that grabs attention and introduces your main argument or thesis.
• Body : Develop each point logically, supporting your thesis with evidence, examples, and analysis. Each paragraph should focus on a single idea.
• Outro : Wrap up your key points and restate your thesis to reinforce your argument.

Quick Tips for Writing an Essay

• Understand the assignment : Make sure you know exactly what’s required before you start.
• Make an outline : Compile your thoughts and structure your essay before you begin writing.
• Use credible sources : Support your arguments with reliable evidence and citations.
• Keep with the topic : Keep your writing focused on your thesis and avoid unnecessary tangents.
• Revise as you go : Don’t be afraid to tweak your sentences or structure for better flow and clarity.

Why is Proofreading Essential in Essay Writing?

Proofreading is essential in essay writing because it helps you catch and correct the key mistakes that can take away from the overall quality of your work. Plus, it helps maintain the credibility of the information presented in the essay.

Nasty grammar mistakes, fleeting typos, and awkward phrasing can undermine your credibility and distract the reader from the main points the essay is trying to prove. Even the most well-researched and thoughtfully structured essay can fall flat, boring, and uninformative without proper proofreading.

Think about what happens when an essay isn’t properly proofread: Misunderstandings from unclear sentences, factual inaccuracies, or serious grammatical errors can damage the author’s or contributors’ credibility, and the overall impression left on the reader can be less than positive.

On the flip side of that, a well-proofread essay is obviously clear, concise, and impactful to the reader, leaving them with a strong understanding of your argument and the points you’ve brought forth.

How Can You Effectively Proofread an Essay for Errors and Coherence?

Proofreading an essay effectively requires a systematic approach every time, so here’s a step-by-step guide to help you proofread like one of the pros!

• Take Some Time : After finishing your essay, step away from it for a few hours or even a day (or a whole week if you have the time to spare!). This short but effective break will give you a fresh perspective when you return to proofread, and I promise you’ll pick up on things you likely would have missed earlier.
• Print a Hard Copy : not everyone will agree, but reading your essay on physical paper can help you catch errors that you might miss on a screen. Our brains behave differently with the two formats. Mark it up with a red pen as you go, circling potential mistakes and leaving notes for yourself.
• Read It Out Loud : Reading your essay aloud forces you to slow down and hear how it flows, making it easier to catch awkward phrasing or errors. I swear! Your voice will stumble over errors, catching them for you.
• Focus on One Type of Error at a Time : When looking for ONE thing, it’s easier to find it in a sea of text. Start by checking for grammar and punctuation mistakes, then move on to checking for spelling, and finally, review for flow and coherence.
• Use Tools Wisely : Use grammar and spell-check tools like Grammarly Premium , but don’t rely on them entirely. Just as we’re only human, digital tools are only as good as the humans who made them.
• Check the Formatting : AP , CMoS , etc. whatever the style guide, make sure your essay adheres to the required format (if there is one), including font size, margins, and citation style.
• Review the Structure : As I mentioned earlier in the article, make sure the essay follows a structure with a clear introduction, body, and conclusion.
• Ask for Feedback : If possible, have someone you trust to read your essay. They might catch errors you’ve missed and provide valuable feedback.

What Are the Common Mistakes to Avoid When Writing and Proofreading an Essay?

The common mistakes to avoid when proofreading your essay always find a way to slip in. So be super mindful of these key areas:

• Relying too heavily on spell check : Yes, spell check is a useful tool, whether it’s in Word or Google Docs, but it can’t catch every mistake. Always double-check your work manually.
• Overlooking homophones : Homophones are simple words like “their,” “there,” and “they’re” but are extremely easy to mix up. Pay extra attention to these. Get them right! “Their” is possessive, “there” indicates location, and “they’re” is a contraction of “they are.”
• Skipping the read-aloud step : Do not skip this step in the essay proofreading process unless you’re hearing impaired. Reading aloud will help you catch errors you might miss when reading silently.
• Failing to check for consistency : make sure your tenses and point of view are consistent throughout your essay. If you start writing from your own POV (first person) , you must maintain that POV throughout.
• Ignoring punctuation errors : Small mistakes like misplaced commas will alter the entire meaning of a single sentence, which snowballs into a misunderstanding of the whole essay. Make sure your punctuation is * chef’s kiss * and not * chef’s kiss *. Make sense?

What Are the Best Practices for Revising an Essay Effectively?

The best practices for essay revisions are pretty straightforward and come after a few rounds of proofreading. Keep this quick list of essay revision strategies in mind when you’re ready to make some tweaks.

• Revise for Clarity : Make sure every sentence conveys your intended meaning. If a sentence seems confusing even in the slightest, definitely rephrase it.
• Tighten Up Your Writing : Remove unnecessary words or repetitive phrases that don’t add value to your essay. I love Grammarly Premium for helping point out the most useless words.
• Enhance Your Argument : Strengthen your thesis and supporting points however you can. If you find a weak argument, one that readers could easily challenge, back it up with more evidence or consider reworking it.
• Check for Flow : Make sure every paragraph transitions into the next, creating a cohesive narrative. Cohesion in writing is so important for the reader’s enjoyment and comprehension.
• Review Citations : Double-check that all sources are correctly cited according to the required style guide.
• A Final Read-Through : After making whatever revisions you deem necessary, give your essay one last read-through to catch any lingering issues. Then, read it again.

Perfecting Your Essay with Proofreading and Revision

Understanding how to proofread an essay is a skill that can greatly improve your writing and can be applied to any type of writing! We covered how to write an essay, how to proofread it, and even how to revise it. So, if you’re ready to proofread your essay for school, work, or some other project, just follow the steps we’ve outlined in this quick guide, and you’ll be all set! But if you feel that you need a bit more help, consider reaching out to an essay writing service for professional assistance.

Grammarist is a participant in the Amazon Services LLC Associates Program, an affiliate advertising program designed to provide a means for sites to earn advertising fees by advertising and linking to Amazon.com. When you buy via the links on our site, we may earn an affiliate commission at no cost to you.

2024 © Grammarist, a Found First Marketing company. All rights reserved.

Welcome to the new OASIS website! We have academic skills, library skills, math and statistics support, and writing resources all together in one new home.

• Walden University
• Faculty Portal

Writing a Paper: Proofreading

Introduction.

Proofreading involves reading your document to correct the smaller typographical, grammatical, and spelling errors. Proofreading is usually the very last step you take before sending off the final draft of your work for evaluation or publication. It comes after you have addressed larger matters such as style, content, citations, and organization during revising. Like revising, proofreading demands a close and careful reading of the text. Although quite tedious, it is a necessary and worthwhile exercise that ensures that your reader is not distracted by careless mistakes.

Tips for Proofreading

• Set aside the document for a few hours or even a few days before proofreading. Taking a bit of time off enables you to see the document anew. A document that might have seemed well written one day may not look the same when you review it a few days later. Taking a step back provides you with a fresh (and possibly more constructive) perspective.
• Make a conscious effort to proofread at a specific time of day (or night!) when you are most alert to spotting errors. If you are a morning person, try proofreading then. If you are a night owl, try proofreading at this time.
• Reviewing the document in a different format and having the ability to manually circle and underline errors can help you take the perspective of the reader, identifying issues that you might ordinarily miss. Additionally, a hard copy gives you a different visual format (away from your computer screen) to see the words anew.
• Although useful, programs like Word's spell-checker and Grammarly can misidentify or not catch errors. Although grammar checkers give relevant tips and recommendations, they are only helpful if you know how to apply the feedback they provide. Similarly, MS Word's spell checker may not catch words that are spelled correctly but used in the wrong context (e.g., differentiating between their, they're , and there ). Beyond that, sometimes a spell checker may mark a correct word as wrong simply because the word is not found in the spell checker's dictionary. To supplement tools such as these, be sure to use dictionaries and other grammar resources to check your work. You can also make appointments with our writing instructors for feedback concerning grammar and word choice, as well as other areas of your writing!
• Reading a text aloud allows you to identify errors that you might gloss over when reading silently. This technique is particularly useful for identifying run-on and other types of awkward sentences. If you can, read for an audience. Ask a friend or family member to listen to your work and provide feedback, checking for comprehension, organization, and flow.
• Hearing someone else read your work allows you to simply listen without having to focus on the written words yourself. You can be a more critical listener when you are engaged in only the audible words.
• By reading the document backwards, sentence by sentence, you are able to focus only on the words and sentences without paying attention to the context or content.
• Placing a ruler or a blank sheet of paper under each line as you read it will give your eyes a manageable amount of text to read.
• If you can identify one type of error that you struggle with (perhaps something that a faculty member has commented on in your previous work), go through the document and look specifically for these types of errors. Learn from your mistakes, too, by mastering the problem concept so that it does not appear in subsequent drafts.
• Related to the previous strategy of checking for familiar errors, you can proofread by focusing on one error at a time. For instance, if commas are your most frequent problem, go through the paper checking just that one problem. Then proofread again for the next most frequent problem.
• After you have finished making corrections, have someone else scan the document for errors. A different set of eyes and a mind that is detached from the writing can identify errors that you may have overlooked.
• Remember that proofreading is not just about errors. You want to polish your sentences, making them smooth, interesting, and clear. Watch for very long sentences, since they may be less clear than shorter, more direct sentences. Pay attention to the rhythm of your writing; try to use sentences of varying lengths and patterns. Look for unnecessary phrases, repetition, and awkward spots.

Download and print a copy of our proofreading bookmark to use as a reference as you write!

• Proofreading Bookmark Printable bookmark with tips on proofreading a document.

Proofreading for Grammar Video

Note that this video was created while APA 6 was the style guide edition in use. There may be some examples of writing that have not been updated to APA 7 guidelines.

• Mastering the Mechanics: Proofreading for Grammar (video transcript)

Related Webinar

• Previous Page: Revising for Writing Goals
• Next Page: Reflecting & Improving
• Office of Student Disability Services

Walden Resources

Departments.

• Academic Residencies
• Academic Skills
• Career Planning and Development
• Customer Care Team
• Field Experience
• Military Services
• Student Success Advising
• Writing Skills

Centers and Offices

• Center for Social Change
• Office of Academic Support and Instructional Services
• Office of Degree Acceleration
• Office of Research and Doctoral Services
• Office of Student Affairs

Student Resources

• Doctoral Writing Assessment
• Form & Style Review
• Quick Answers
• ScholarWorks
• SKIL Courses and Workshops
• Walden Bookstore
• Walden Catalog & Student Handbook
• Student Safety/Title IX
• Legal & Consumer Information
• Website Terms and Conditions
• Cookie Policy
• Accessibility
• Accreditation
• State Authorization
• Net Price Calculator
• Cost of Attendance
• Contact Walden

Walden University is a member of Adtalem Global Education, Inc. www.adtalem.com Walden University is certified to operate by SCHEV © 2024 Walden University LLC. All rights reserved.

Proofreading

Proofreading means examining your text carefully to find and correct typographical errors and mistakes in grammar, style, and spelling. Here are some tips.

Before You Proofread

• Be sure you’ve revised the larger aspects of your text. Don’t make corrections at the sentence and word level if you still need to work on the focus, organization, and development of the whole paper, of sections, or of paragraphs.
• Set your text aside for a while (15 minutes, a day, a week) between writing and proofing. Some distance from the text will help you see mistakes more easily.
• Eliminate unnecessary words before looking for mistakes. See the writing center handout how to write clear, concise, direct sentences.
• Know what to look for. From the comments of your professors or a writing center instructor on past papers, make a list of mistakes you need to watch for.

When You Proofread

• Work from a printout, not the computer screen. (But see below for computer functions that can help you find some kinds of mistakes.)
• Read out loud. This is especially helpful for spotting run-on sentences, but you’ll also hear other problems that you may not see when reading silently.
• Use a blank sheet of paper to cover up the lines below the one you’re reading. This technique keeps you from skipping ahead of possible mistakes.
• Use the search function of the computer to find mistakes you’re likely to make. Search for “it,” for instance, if you confuse “its” and “it’s;” for “-ing” if dangling modifiers are a problem; for opening parentheses or quote marks if you tend to leave out the closing ones.
• If you tend to make many mistakes, check separately for each kind of error, moving from the most to the least important, and following whatever technique works best for you to identify that kind of mistake. For instance, read through once (backwards, sentence by sentence) to check for fragments; read through again (forward) to be sure subjects and verbs agree, and again (perhaps using a computer search for “this,” “it,” and “they”) to trace pronouns to antecedents.
• End with a spelling check, using a computer spelling checker or reading backwards word by word. But remember that a spelling checker won’t catch mistakes with homonyms (e.g., “they’re,” “their,” “there”) or certain typos (like “he” for “the”).

When You Want to Learn More

• Take a class. The Writing Center offers many workshops, including a number of grammar workshops.
• Use a handbook. A number of handbooks are available to consult in the Writing Center, and each Writing Center computer has an online handbook.
• Consult a Writing Center instructor. Writing Center instructors won’t proofread your papers, but they’ll be glad to explain mistakes, help you find ways to identify and fix them, and share Writing Center handouts that focus on particular problems.

Check for information on how to make an appointment with a Writing Center instructor .

For further information see our resources on Peer Reviews .

Grammar and Punctuation

This is an accordion element with a series of buttons that open and close related content panels.

Using Dashes

Using Commas

Using Semicolons

Using Coordinating Conjunctions

Using Conjunctive Adverbs

Subject-Verb Agreement

Using Gender–Neutral Pronouns in Academic Writing

How to Proofread

Twelve Common Errors: An Editing Checklist

Clear, Concise Sentences

Encyclopedia for Writers

Writing with ai.

Finding the Bunny: How to Make a Personal Connection to Your Writing

• © 2023 by Sandie Friedman – George Washington University

Having trouble finding the motivation to complete assignment? This article reviews strategies for making a personal connection to any writing project—even those that don’t immediately spark your interest.

Ableist Language – Disability Metaphors – Disability Studies

• © 2023 by Cameron Hunt McNabb – Eckerd College

Ableist language refers to language that dehumanizes and marginalizes people with disabilities. Learn how to identify ableist language in your texts and the texts of other. Adopt a style of writing that is accessible to those with disabilities. Expand your sense of audience and work towards more access and equity for those with disabilities.

Counterarguments – Rebuttal – Refutation

• © 2023 by Roberto León – Georgia College & State University

Ignoring what your target audience thinks and feels about your argument isn’t a recipe for success. Instead, engage in audience analysis : ask yourself, “How is your target audience likely to respond to your propositions? What counterarguments — arguments about your argument — will your target audience likely raise before considering your propositions?”

Writing with AI – Syllabus (ENC 3370)

• © 2024 by Joseph M. Moxley – Founder, Writing Commons

In response to “the rise of the machines” — and the potential future of “superintelligence” (Aschenbrenner 2024) on the part of emerging AI systems — Writing with Artificial Intelligence is an undergraduate course that focuses on the question of human agency, hybrid-human composing, and ethics. Students learn “critical AI literacies,” which the MLA-CCCC Joint Task Force on Writing and AI  identifies as foundational to literacy . Using critical AI frameworks, students identify and debunk “AI hype” and methodological errors in media articles and academic research on AI. They analyze ethical issues associated with large language models (LLMs), including plagiarism , postplagiarism, academic integrity , U.S. copyright, open copyright , privacy concerns, and deepfakes . They research and reflect on the possibility that humans will offshore their research, thinking, and writing practices to machines now that AI systems can write well enough to be in the top 90th percentile on the Bar Exam and SAT. Students write with generative artificial intelligence tools to compose memos , summaries , articles, songs, short stories , poems, deepfakes or misinformation campaigns, images, videos, and bots . They conduct qualitative , empirical research to investigate how those tools impinged on their learning, thinking, self-expression, and creativity. Finally, students speculate about how the rise of “superintelligence” and may challenge humans to reimagine what it means to be human.

Reading and Disruptive Emotions

• © 2023 by Taylor Dickson – University of Wisconsin—Madison

This article examines the relationship between reading and emotional response. It addresses the emotions reading can provoke, identifies potential emotional triggers, and suggests practical strategies for managing emotional responses, like mindfulness and emotional regulation. Learn to identify, manage, and strategically respond to emotions stirred by reading in both personal and academic contexts.

Workplace Writing

• © 2023 by Julie Gerdes – Virginia Tech

This article introduces workplace writing as an umbrella term that encompasses written and visual communication within sites of work—an activity that students across academic majors will need to accomplish in their careers.

Pronouns and Inclusivity – How Are Pronouns Tied to Inclusive Language?

• © 2023 by Barbara McLain – The Out-of-Door Academy

Gender-neutral pronouns have been the subject of debate for hundreds of years. Find out how the debate began and where the writing community stands on inclusive pronoun use today.

Rhetorical Moves in Academic Writing

• © 2023 by Lotte Rienecker

Rhetorical moves refers to a stretch of text that does a particular job. Learn the rhetorical moves of expert writers to advance the clarity and persuasiveness of your work.

Academic Writing – How to Write for the Academic Community

• © 2023 by Joseph M. Moxley – Founder, Writing Commons

Academic writing refers to the writing style that researchers, educators, and students use in scholarly publications and school assignments. An academic writing style refers to the semantic and textual features that characterize academic writing and distinguish it from other discourses , such as professional writing , workplace writing , fiction , or creative nonfiction . Learn about the discourse conventions of the academic community so you can write with greater authority , clarity , and persuasiveness (and, in school settings, earn higher grades!).  

Professional Writing – How to Write for the Professional World

• © 2023 by Joseph M. Moxley – Founder, Writing Commons , Julie Staggers – Washington State University

Professional writing is fundamentally  transactional: usually if you are writing it is because you are trying to solve some kind of a problem . Your  audience — the people you are writing to — probably need to do something in response to your writing. They may not be expecting your writing . They probably don’t want to read your writing . Your writing is interrupting their day. So, if you’re gonna bother them you need to make it worth their time. Learn about the style of writing that characterizes the texts of professional writers in workplace writing contexts. Master the discourse conventions of professional communities of practice.

Authority & Credibility – How to Be Credible & Authoritative in Research, Speech & Writing

If your listeners or readers think you lack authority (aka credibility), then they are less likely to listen or read your work. This article defines the textual attributes of authoritative works. Learn how to communicate in ways that enhance your authority and persuasiveness.

Popular Articles

Corpus Linguistic Analysis – A Bird’s Eye View of Writing

• CC BY-NC-ND 4.0 by Laura Aull – University of Michigan

Language is vast, and when we read, we often focus on individual words, sentences, or specific texts. This narrow perspective can cause us to overlook broader patterns and trends. For instance, it’s easy to miss the recurring linguistic choices that individuals make, both fruitful and less effective, especially in academic writing. However, by taking a step back and observing language from a broader, bird’s-eye perspective, we gain a clearer understanding of the unique characteristics of different texts. Recognizing and studying these patterns helps improve your comprehension and mastery of written language.

Contract Grading – So Your Instructor is Using Contract Grading…

• CC BY-NC-ND 4.0 by Dan Melzer , D.J. Quinn – UC Davis University Writing Program , Lisa Sperber – UC Davis University Writing Program , Sarah Faye – UC Davis University Writing Program

Educational psychologists have shown that grades can undermine student engagement with their own work, making them more focused on grades than on learning (Kohn 29). As a result, students are often more concerned with how to get an “A” than how to write effectively for different audiences, purposes

Rhetorical Analysis in the Real World: A Useful Thinking Tool

• CC BY-NC-ND 4.0 by Phyllis Mentzell Ryder

As a citizen and a scholar, I use rhetorical analysis to sort out questions about politics and relationships. In everyday life, rhetorical analysis is a valuable tool for understanding and preparing to engage in the world.

Rhetorical Appeals: An Overview

• CC BY-NC-ND 4.0 by Angela Eward-Mangione – Hillsborough Community College

Rhetorical appeals are strategic tools writers use to effectively persuade their audience. Comprising ethos (credibility), logos (logic), pathos (emotion), and kairos (timing), these appeals form the backbone of influential persuasive writing. By understanding and harnessing these appeals, you’ll not only recognize them in the texts you read but also enhance your own writing , making your arguments more compelling and impactful.

Using First Person in an Academic Essay: When is It Okay?

• CC BY-NC-ND 4.0 by Jenna Pack Sheffield

This essay explores the circumstances under which using the first person in an academic essay is acceptable. In academic writing , the use of the first person—expressed through pronouns such as “I”, “me”, “my”, and “we”—is in a state of flux. Historically, scholars were advised to avoid the first person to maintain objectivity and a formal tone. In school settings, students were often told to set their own opinions aside and write summaries and reviews of literature. Yet recently, especially in the humanities, qualitative researchers have questioned the possibility of objectivity and this convention of avoiding the first person. Instead, these theorists argue that researchers and writers can be more authoritative by employing the first person.  

Kairos – How to Strategically Time Your Messages for Impact

• CC BY-NC-ND 4.0 by Kate Pantelides

“Kairos” is an ancient rhetorical concept meaning “to say the right thing at the right time.” In order to say the right thing, you need a sense of audience . And, of course, you need to craft your message with clarity and brevity . Yet that by itself isn’t sufficient. It doesn’t matter how eloquent you are if you audience is not willing to listen to you on a topic at this particular moment. Thus, kairos is chiefly about timing: it’s about knowing about when to give your message.        

Recommended Articles

The Ultimate Blueprint: A Research-Driven Deep Dive into The 13 Steps of the Writing Process

This article provides a comprehensive, research-based introduction to the major steps , or strategies , that writers work through as they endeavor to communicate with audiences . Since the 1960s, the writing process has been defined to be a series of steps , stages, or strategies. Most simply, the writing process is conceptualized as four major steps: prewriting , drafting , revising , editing . That model works really well for many occasions. Yet sometimes you’ll face really challenging writing tasks that will force you to engage in additional steps, including, prewriting , inventing , drafting , collaborating , researching , planning , organizing , designing , rereading , revising , editing , proofreading , sharing or publishing . Expand your composing repertoire — your ability to respond with authority , clarity , and persuasiveness — by learning about the dispositions and strategies of successful, professional writers.

Copyright – A Comprehensive Guide to U.S. Copyright Law

• © 2023 by LeEtta M. Schmidt – USF

Copyright refers to intellectual property laws that grant an exclusive legal right to creators to control the copying and public exhibition of their original creative works. By default, in the United States copyright law protects the original works of authorship. Alternatively, authors may use a Creative Commons copyright to license their work. Learn about copyright and fair use (copyright exceptions) so you can avoid academic and legal penalties associated with copyright infringement and plagiarism .

Felt Sense is prelinguistic, murky, vague–and yet it some conveys deep meaning. Felt Sense is “the soft underbelly of thought . . . a kind of bodily awareness that . . . can be used as a tool” to help you distinguish between what you’ve said or written and what you really hope to say or write. Review scholarship on felt sense and its role during composing . Learn to work with your felt sense to realize your creative potential.

ACRL Information Literacy Framework

• © 2023 by Joseph M. Moxley – Founder, Writing Commons , Grace Veach

In an era where almost anything can be digitally manipulated or “spoofed,” from audio to even making visuals that deceive, you need to discern genuine sources from misleading or false sources. Learn about information literacy dispositions, behaviors, and conventions to avoid being duped by manipulative authors.

The Elements of Style – The DNA of Powerful Writing

Just as DNA constitutes the building blocks of life — as illustrated in the depiction below of ions and DNA gliding through a single-walled carbon nanotube — the ‘Elements of Style’ form the foundation for powerful writing. Brevity , coherence , flow , inclusivity , simplicity , and unity — these stylistic elements empower writers to enhance the clarity and power of their work. Esteemed by educators, editors, and professional writers, they serve as the essential building blocks — indeed, the DNA — of clear, compelling communication.

Audience Awareness – How To Boost Clarity in Communications

If your text doesn’t appeal to your audience , then all is lost. Awareness of your audience (as well as purpose and context ) is crucial to clarity in communications . Learn how to analyze your audience so you can determine what you need to say and how you need to say it.

Featured Articles

• See our prices
• Essay Editing and Proofreading
• Dissertation Proofreading and Editing
• PhD Editing and Proofreading
• Proofreading and Copy-Editing for Businesses
• Frequently Asked Questions

• Essay Editing and Proofreading Proofreading services for essays, coursework and reports.
• Dissertation Proofreading and Editing For undergraduate and master's students, all subjects covered.
• PhD Editing and Proofreading Chapter-by-chapter proofreading and format editing for PhD theses.
• Proofreading and Copy-Editing for Businesses Essential proofreading services for businesses and brands.
• CV Editing Make your job application shine with a professionally edited CV.
• +44 (0) 207 391 9035 [email protected] Speak with us on WhatsApp Start Live Chat
• Our Editors
• The Oxbridge Editing Blog The latest articles from our team of educational creatives.

Guide to Proofreading: What, Why and How to Proofread

Speak right now to our live team of english staff.

Effective writing demands attention to detail, and one crucial yet often overlooked step in this process is proofreading. Whether you’re composing a blog post, crafting an essay, drafting a report, or even sending an important email, proofreading plays an essential role in ensuring clarity, accuracy, and overall effectiveness of your message. In this comprehensive guide, we’ll delve into what proofreading is, why it’s important, and how you can master the art of proofreading effectively.

What is Proofreading?

Let’s start with the basics. Proofreading is the process of carefully examining a written text to detect and correct errors in spelling, punctuation, grammar, and formatting. It goes beyond just a cursory glance; instead, it involves a meticulous review aimed at polishing the final product. The goal of proofreading is to eliminate mistakes that could detract from the clarity and professionalism of the writing.

Why is Proofreading Important?

The importance of proofreading cannot be overstated. Here are some compelling reasons why proofreading is a vital step in the writing process:

• Error-Free Content: Proofreading ensures that your writing is free from spelling mistakes, typos, grammatical errors, and inconsistencies, thereby enhancing its credibility and readability.
• Enhanced Clarity: By refining your text through proofreading, you can clarify ambiguous sentences and improve overall coherence, making it easier for your audience to understand your message.
• Professionalism: A well-proofread document conveys professionalism and attention to detail, reflecting positively on your competence and reliability as a writer.
• Accuracy: Proofreading helps to ensure factual accuracy by identifying and correcting any inaccuracies or misleading information in your content.
• Maintaining Reputation: Whether you’re writing for personal or professional purposes, presenting error-free content upholds your reputation and fosters trust with your readers.

Things to Look for When Proofreading

Now that we understand why proofreading matters, let’s delve deeper into the specific aspects you should focus on during the proofreading process:

Check for correct spelling of words. Pay attention to commonly misspelled words and homophones (words that sound alike but have different meanings). For example, ensure that you’re using “colour” instead of “color” (if you’re using UK spelling), and watch out for tricky pairs like “there,” “their,” and “they’re.”

Grammar and Punctuation

Review grammar rules and ensure proper usage of punctuation marks (commas, periods, semicolons, etc.). Look out for subject-verb agreement and consistency in tense. For instance, ensure that singular subjects match with singular verbs (e.g., “He walks” instead of “He walk”).

Clarity and Coherence

Evaluate the flow and structure of your sentences and paragraphs. Ensure that ideas are logically organised and transitions between thoughts are smooth. Avoid overly complex sentences that may confuse your reader.

Consistency

Maintain consistency in style, tone, and formatting throughout your document. Check for consistent use of abbreviations, capitalisation (e.g., “UK” vs. “uk”), and numbering. Consistency enhances readability and professionalism.

Pay attention to formatting details such as font style and size, line spacing, margins, and alignment. Ensure that headings, subheadings, and bullet points are formatted consistently. Consistent formatting contributes to the overall visual appeal of your document.

Fact-Checking

Verify any factual information or data referenced in your writing to ensure accuracy and credibility. Cross-check names, dates, statistics, and other details against reliable sources.

How to Proofread Effectively

Mastering the art of effective proofreading requires practice and attention to detail. Here are some strategies so you can learn how to master (do) proofreading :

• Take a Break: Step away from your writing for a while before proofreading. This break will give you a fresh perspective when you return to review your work.
• Read Aloud: Reading your text aloud can help you identify awkward phrasing, missing words, or grammatical errors that might have been overlooked when reading silently.
• Use Tools: Leverage spelling and grammar-checking tools like Grammarly or Microsoft Word’s built-in proofing tools. However, don’t solely rely on these tools; always manually review your writing.
• Proofread Multiple Times: Conduct multiple rounds of proofreading, focusing on different aspects with each pass (e.g., one round for spelling, another for grammar, and so on).
• Get a Second Opinion: If possible, have someone else proofread your work. A fresh set of eyes can catch mistakes that you might have missed.
• Create a Proofreading Checklist: Develop a personalised checklist of common errors or areas to review during proofreading. Refer to this checklist systematically to ensure thoroughness.

Benefits of Proofreading

Taking the time to thoroughly proofread your work offers numerous benefits that extend beyond just correcting errors:

Enhanced Professionalism: Submitting polished, error-free content reflects positively on your professionalism and attention to detail. It shows that you take pride in your work and care about delivering high-quality materials.

Increased Confidence: Presenting well-proofread work boosts your confidence in your writing abilities. Knowing that your content is clear, accurate, and polished can make you feel more assured when sharing your ideas with others.

Improved Communication: Clear and precise writing facilitates better communication and engagement with your audience. When your message is free from errors and ambiguities, your ideas come across more effectively.

Time Savings: While proofreading requires an initial time investment, it ultimately saves time by reducing the need for extensive revisions or corrections later. Well-proofread content is less likely to require significant editing, which streamlines the overall writing process.

Enhanced Credibility: Error-free content enhances your credibility as a writer or communicator. Whether you’re writing for academic, professional, or personal purposes, accurate and polished writing helps establish trust with your readers or audience.

Attention to Detail: Proofreading helps cultivate a habit of paying attention to detail, which is a valuable skill in any field. It trains you to spot errors and inconsistencies, promoting a higher standard of quality in your work.

Professional Growth: Consistently practising proofreading contributes to your professional growth as a writer. Over time, you’ll develop a sharper eye for language nuances and become more proficient in crafting clear and effective communication.

Error Prevention: Effective proofreading not only corrects existing errors but also helps prevent future mistakes. By identifying common patterns of error in your writing, you can learn to avoid them in future compositions.

Mastering the Art of Proofreading

In conclusion, proofreading is a fundamental skill that every writer should cultivate. By understanding what proofreading is, why it’s important, and how to approach it effectively, you can elevate the quality of your writing and make a lasting impression with your words. Remember, the extra effort you put into proofreading is a worthwhile investment that elevates the impact and professionalism of your work. So, next time you finish writing, don’t skip the proofreading step—your readers (and your reputation) will thank you for it.

How We Can Help You with Editing and Proofreading

At Oxbridge Editing, we offer professional editing and proofreading services tailored to meet your specific needs. Our team of experienced editors can meticulously review your documents, ensuring they are free from errors and polished to perfection. Whether you need help with editing academic papers , commercial documents, business reports , or any other type of written content, we’re here to provide the support you need.

Don’t let errors undermine your message— fill out the order form and let us partner with you to deliver polished, professional content that makes a lasting impression. Remember, the extra attention to detail that comes with effective proofreading can make all the difference in presenting your ideas with clarity and professionalism. 

Share This Article

Tone vs Voice: Differences & Editing Tips Explained

What Is Plain English? A Guide for Writers and Editors

Academic CV Writing Tips & Example

Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Where Do I Begin?

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

Proofreading can be a difficult process, especially when you’re not sure where to start or what this process entails. Think of proofreading as a process of looking for any inconsistencies and grammatical errors as well as style and spelling issues. Below are a few general strategies that can help you get started.

General Strategies Before You Proofread

General strategies while you proofread, when you are done.

• Make sure that you leave plenty of time after you have finished your paper to walk away for a day or two, a week, or even 20 minutes. This will allow you to approach proofreading with fresh eyes.
• Print out a hard copy. Reading from a computer screen is not the most effective way to proofread. Having a hardcopy of your paper and a pen will help you.
• Have a list of what to look for. This will help you manage your time and not feel overwhelmed by proofreading. You can get this list from previous assignments where your instructor(s) noted common errors you make.
• Don’t rush . Many mistakes in writing occur because we rush. Read slowly and carefully to give your eyes enough time to spot errors.
• Read aloud to yourself. Reading a paper aloud encourages you to read each word and can help you notice small mistakes.
• Read aloud to a friend and have the friend give you oral feedback.
• Have a friend read your paper aloud while you don’t read along.
• Use the search in document function of the computer to look for common errors from your list.
• Read from the end. Read individual sentences one at a time starting from the end of the paper rather than the beginning. This forces you to pay attention to the sentence itself rather than to the ideas of the paper as a whole.
• Role-play. While reading, put yourself in your audience's shoes. Playing the role of the reader encourages you to see the paper as your audience might.
• Have a friend look at your paper after you have made all the corrections you identified. A new reader will be able to help you catch mistakes that you might have overlooked.
• Make an appointment with a Writing Lab tutor if you have any further questions or want someone to teach you more about proofreading.
• Ask your teacher to look at the areas you usually have trouble with to see if you have made any progress.

• Enroll & Pay
• Jayhawk GPS
• Prospective Students
• Current Students
• Degree Programs

Editing and Proofreading

It can be difficult for writers to see problems in their own work. However, writers can be effective at editing and proofreading by using some simple techniques. It is best if you can take a break from your writing before you start this part of the process, so you can create some distance from your work.

How are editing and proofreading different?

Writers sometimes use editing and proofreading interchangeably; however, each is a different step in the writing process. Editing, sometimes called revising, typically involves a more in-depth examination of the document and can sometimes result in substantial changes in order to improve the overall quality of the work. On the other hand, proofreading comes later in the writing process, once bigger edits have been made, and is usually more concerned with surface level corrections, such as checking grammatical accuracy and fixing any typing errors. Whether you’re editing or proofreading, each is valuable to improving the overall quality of your document.

According to Merriam-Webster's Ninth New Collegiate Dictionary,  edit  means,

• Prepare  (as literary material)  for publication or public presentation,
• To assemble  (as moving picture or tape recording)  by cutting and rearranging,
• To alter, adapt or refine especially to bring about conformity to a standard or to suit a particular purpose.

When you edit, become a critical reader of your document. You can do that by placing time between yourself and the document. When you return to it, you will bring the eyes of a reader rather than of a writer. In addition to using your eyes differently in order to re-see your document, listen to it. Sometimes what may look fine on the page sounds awkward to the ear.  Read your paper out loud.  This practice is especially important if what you have written will later be presented aloud.

At this stage, look for clarity in your writing. Are your sentences clear and easy to follow? Does the wording get confusing? Is there any awkward phrasing?  

You could also review the essay for tone. The tone you use will depend on the type of writing, so make sure your word choices coincide with the genre and assignment directions. For example, in an informative essay, you should avoid sounding angry about the topic or including opinionated word choices. 

Lastly, vary your word choices and sentence structures to avoid sounding repetitive. For instance, you don’t want to use “also” ten times in one essay. Reading out loud can help identify where you use the same word multiple times. It can also sound monotonous when sentences all start the same, are the same length, or have the same structure. This choppy wording can be seen in the following sample: “She is hungry. She wants lunch. She likes the sandwich shop. She will go there.” To edit this sample, you could write: “Maria is hungry and wants lunch. Soon, she will go to her favorite restaurant, the sandwich shop.” 

Transitions: 

Once the ideas of your paper are set, it is time to add in transitions between those ideas. Transitions guide readers through your essay, showing them how one idea connects to the next. When adding transitions, consider the following: 

Choose transitions based on the situation. Are you adding information, contradicting your previous point, providing an example, or concluding a point? All of these would require different transition phrases. See Transitional Devices (Purdue OWL) for some common transition words and phrases. 

Use transitions when moving from one body paragraph to the next. These transitions could be words or phrases (however, in addition, as a result) or full sentences connecting the main points of the two paragraphs. For example: Beyond expanding children’s imaginations, reading increases their vocabulary.  

Include transitions between some of the sentences within a paragraph as well. They are particularly useful when starting a specific example (for instance), moving to a new supporting idea (additionally), or concluding the paragraph (overall).  

Vary your transitions throughout the paper so you do not use the same ones repeatedly. 

While transitions are very useful, you do not need a transition at the start of every sentence. Use them moderately.  

Formatting:

Take a careful look at the formatting of your work. Does your paper follow the prescribed guidelines? Are your in-text citations formatted properly? We have guides on the three most popular citation styles: APA Format , Chicago Format , and MLA Format . 

Unless you are instructed otherwise by your professor, arrange your paper in this order:

• abstract (if requested)
• outline (if requested)
• appendix (if any)
• explanatory endnotes (if any)
• endnotes (if required by the citation system you use)
• works cited, reference, or bibliography

Proofreading:

"Proofread" means to read for errors. Now that you have edited your writing, it is time to look for errors and correct them. During the revising and editing process you may have corrected some. It can be very helpful to take another break from your writing before you start to proofread. Check out the  Finding Common Errors (Purdue OWL)  resource. 

Punctuation: 

Now check for punctuation. Pay special attention to quotation marks, commas and semi-colons, spelling, and grammar. Carelessness here undercuts your credibility and casts doubt on the quality of your work. Review some punctuation rules under the Grammar Essentials at Excelsior OWL.  

Proofreading Strategies: 

Read your writing out loud, slowly and carefully.  Doing so will help you catch errors that you might otherwise not see. Watch for places where you pause, stumble or re-read because those might be trouble spots. If something sounds strange as you read it, there is probably a reason why. Look for any of the following: 

Are you being consistent with the tense you are using? 

Are there sentences that seem way too long or too short? 

Do the subjects and the verbs agree? 

Are the pronouns clear to the reader? 

Is the voice appropriate for the audience? 

Also watch for misspellings and homophones - your spell check function will not catch 'by' when you meant 'buy'. Don't depend on the word processor; the spell checker is not a proofreader. 

Check your citations again. Make certain that all directly quoted information or ideas that are not your own are cited appropriately for the assignment. 

It can also be helpful to read your writing out loud, sentence by sentence, from the end of your paper backwards to the beginning. 

Finally, if you can, ask someone else to read your paper to you out loud so you can hear for yourself how it sounds. Today many computer programs, including Microsoft Word, also have Read Aloud functions so you can even have the computer read your paper to you. Remember, even professional writers have someone else's help with this part of the writing process. 

Still have questions? Leave a comment

Add Comment

Checklist: Dissertation Proposal

Enter your email id to get the downloadable right in your inbox!

Examples: Edited Papers

Need editing and proofreading services.

What Is Proofreading? Importance, Tips, Costs, and Examples

• Tags: Academic Proofreading , Book Proofreading , dissertation proofreading , Proofreading

Have you ever wondered why some texts seem clearer and more professional than others? The secret lies in proofreading. Proofreading elevates your content by eliminating errors and flaws.

Whether it’s a novel , a business report, an academic paper , or even a simple email , proofreading can significantly elevate the quality of your documents. In this comprehensive guide, we’ll explore what proofreading is, why it’s important, and provide you with actionable tips and insights to perfect your proofreading skills. 

Get professional proofreading for your document! Learn more

So, let’s dive into the world where every comma counts and every word matters, beginning with an easy proofreading definition!

What is proofreading?

Proofreading is the final check of a text or content before it’s submitted. Proofreading is the process of reviewing the final draft of a text to ensure that all surface errors concerning grammar, punctuation , spelling, and formatting are corrected.

Think of proofreading as giving your writing a final shine to make sure it doesn’t have any mistakes. The key to understanding proofreading meaning is recognizing that it differs from editing , which involves more significant changes like restructuring and style adjustments.

Even though you’re document might have undergone copy editing or developmental editing , proofreading is your last chance to check for errors!

After understanding what is proofreading, we’ll move on to see why is proofreading important and whether is it really required.

Why is proofreading important?

Here are 5 reasons why proofreading is important and why you should do it:

1. Proofreading helps you catch mistakes like spelling errors or missing words so your writing is clear and easy to understand.

2. When you proofread your work, it shows that you take pride in what you’ve written and want to make sure it’s the best it can be.

3. Proofreading helps prevent silly mistakes that could make you look bad in front of others, like a teacher or a boss.

4. By fixing errors, proofreading ensures that your message is communicated accurately without any confusion.

5. With proofreading, you know your writing is error-free, and you feel more confident about sharing it with others, whether it’s for school, work, or fun.

Editing vs. proofreading: What’s the difference? 

Editing involves making changes to enhance the content, including clarity, flow, structure, and style. It often requires rephrasing sentences, reorganizing paragraphs, and ensuring the content is coherent and engaging.

In contrast,  proofreading focuses on correcting any remaining, surface-level errors in spelling, grammar, punctuation , and formatting. Unlike editing, it does not involve major content changes. 

10 Proofreading tips for clear and error-free writing

Here are some practical tips to help you proofread more effectively:

1. Take a break before proofreading

After you finish writing, take a break. When you’ve been closely involved with a text, it’s easy to see what you intend to write rather than what you actually wrote. Stepping away from your work for a few hours, or even a day, helps you return with a fresh perspective.

2. Create a checklist

Develop a proofreading checklist of the most common errors you make. This may include items such as grammar, punctuation, spelling, formatting, and style. You can use Google Docs, MS Word, and Editpad to create such a checklist.

3. Read aloud

Reading your text aloud is remarkably effective. It forces you to slow down and lets you hear how your words sound together. You’ll catch not just typos and grammatical mistakes but also awkward phrasings and unclear sentences.

4. Print out your text and use a ruler or finger to guide your eyes

Print out your document, preferably in a larger font size and with double spacing, making it easier to mark corrections and make notes. Place a ruler under each line as you read, or use your finger to point at each word. This technique helps maintain your focus and reduces the chance of skipping over potential errors.

5. Check for one type of error at a time

If you try to identify every type of mistake in one go, you might miss more than you catch. Focus on one problem at a time—start with spelling, then check grammar, punctuation, and finally formatting. This segmented approach ensures thoroughness.

6. Watch out for homophones

Homophones are words that sound alike but have different meanings, such as “there,” “their,” and “they’re.” Spell check might not catch these, so pay extra attention to them.

7. Highlight errors

As you proofread, use colored pens, highlighters, or sticky notes to mark different types of errors or areas that need improvement. This visual system allows you to quickly identify patterns in your mistakes and prioritize your corrections. For example, you might use red for spelling errors, blue for grammar issues, and yellow for formatting inconsistencies. Punctuation errors can be subtle. Pay special attention to the use of commas, semicolons, colons, and apostrophes. Misplaced punctuation can change the meaning of a sentence dramatically.

8. Double-check names, numbers, and dates

Factual accuracy is crucial. Verify the spelling of names, the accuracy of numbers, and the correctness of dates. For professional documents, even a small mistake can create a bad impression.

9. Use proofreading tools wisely

Proofreading tools like Grammarly or Microsoft Word ’s spell checker are helpful, but they’re not infallible. Use these tools to help identify obvious errors, but rely on your judgment for the final check. You can use grammar checkers , spell checkers , and punctuation checkers to proofread your document. Hemingway Editor, ProWritingAid, and QuillBot are some tools you can use. 

10. Ask someone else to proofread

A fresh pair of eyes can catch errors you might have missed. If possible, have another person read your work. They might find mistakes you overlooked and can give you feedback on the clarity of your writing.

Proofreading examples

1. your vs. you’re.

Sentence: Your going to love the new updates.

Proofread and corrected: You’re going to love the new updates.

Explanation: “ Your ” is a possessive adjective, used to show ownership. “ You’re ” is a contraction for “you are.” This sentence requires “You’re” to convey the meaning “you are going to love,” indicating an action that is expected to happen.

2. Its vs. It’s

Sentence : Its important to check if it’s features work correctly.

Proofread and corrected: It’s important to check if its features work correctly.

Explanation: “ It’s ” is a contraction of “it is” or “it has”, and “ its ” is a possessive pronoun. In this sentence, “It’s” is needed as a contraction of “it is important,” and “its” is used to indicate possession of “features.”

3. Missing comma in a compound sentence

Sentence : I finished the report but he has not reviewed it yet.

Proofread and corrected : I finished the report, but he has not reviewed it yet.

Explanation: A comma is needed before “but” in a compound sentence. It separates two independent clauses, making the sentence easier to read and understand.

4. Incorrect punctuation with direct speech

Sentence:   “How are you doing today” he asked.

Proofread and corrected : “How are you doing today?” he asked.

Explanation: The dialogue within the quotation marks is a question and should end with a question mark.

5. Misused apostrophe for plurals

Sentence: The company’s new policy’s affect all employee’s.

Proofread and corrected: The company’s new policies affect all employees.

Explanation: “Policies” is the plural form of “policy” and does not need an apostrophe. “Employees” is the plural of “employee” and also does not need an apostrophe. However, “company’s” correctly uses an apostrophe to show possession of the new policies.

How much does proofreading cost?

The cost to proofread ranges from $0.01 to $0.05 per word. Alternatively, some proofreaders charge by the hour, with rates generally ranging from $20 to $50 per hour. For larger projects, such as a book or thesis, proofreaders might offer a flat fee. 

However, the cost can vary, depending on the document’s length, complexity, turnaround time, and the proofreader’s level of expertise. They also depend on the type of proofreading required, such as academic proofreading, translation proofreading, business proofreading, etc. 

How long does proofreading take?

The time required for proofreading can depend on several factors, including the length of the document and the number of corrections needed. On average, a professional proofreader can proofread about 2000-3000 words per hour. 

How to select the best proofreading service?

To select the best proofreading service , follow these brief steps:

1. Portfolio and experience 

Select services specializing in your field, such as academic writing , business reports, or creative writing. Ask to see their previous work portfolio, request references from past clients, or look for previous work samples on their website. 

2. Detailed pricing and invoicing

Compare pricing and choose a service that provides detailed pricing information, including per-word or per-page rates, minimum fees, formatting, and additional charges. Avoid services that have hidden fees or unclear pricing structures. 

3. Turnaround time guarantees 

Look for services that offer guaranteed turnaround times as per your deadline. Discuss your specific timeline requirements to ensure that they can accommodate your needs without rushing the proofreading process. 

4. Sample edit and free trial 

Request a sample edit or free trial from the service to assess the quality of their work firsthand. Provide a short excerpt from your document to proofread and evaluate the service’s credibility. 

The following are the key attributes to look for in a skilled proofreader: 

• Ability to spot even minor errors
• Grasp of grammar, syntax, and vocabulary
• Skill in meeting deadlines 
• Familiarity with various word processing and editing software
• Understanding of cultural nuances and sensitivities in language
• Ability to explain changes and suggestions clearly and diplomatically
• Expertise in your specific field (e.g., medical, legal, technical)

5. Secure file handling and confidentiality 

Look for services that use encrypted file transfers, secure storage systems, and confidentiality agreements to protect your intellectual property. If your text contains sensitive or confidential information, consider getting a non-disclosure agreement (NDA) signed.

6. Revision policy and customer support

Select a service that provides a clear revision policy and responsive customer support. Find out how many rounds of revisions are included and the procedure for requesting changes or clarifications. Test the service’s customer support by asking questions or submitting inquiries before placing an order. This will help you evaluate their responsiveness.

A company that has all these benefits and provides exceptional proofreading services is PaperTrue. We provide expert editing and proofreading services and our team of experienced proofreaders ensures perfection. 

With our quick turnaround times, competitive pricing, and satisfaction guarantee, you can trust PaperTrue to elevate your writing!

Keep reading for more useful resources:

• Novel Proofreading | Definition, Significance & Standard Rates
• Manuscript Proofreading | Definition, Process & Standard Rates
• Screenplay Proofreading: Importance, Process, & Cost
• Script Proofreading: Rates, Process, & Proofreading Tips
• Research Paper Proofreading | Definition, Significance & Standard Rates

Frequently Asked Questions

What should you look for in a good proofreader, can software replace human proofreaders, how much does professional proofreading cost.

Found this article helpful?

Leave a Comment: Cancel reply

Your email address will not be published.

Your vs. You’re: When to Use Your and You’re

Your Organization Needs a Technical Editor: Here’s Why

Your Guide to the Best eBook Readers in 2024

Writing for the Web: 7 Expert Tips for Web Content Writing

Subscribe to our Newsletter

How to Copyright Your Book?

If you’ve thought about copyrighting your book, you’re on the right path.

© 2024 All rights reserved

• Terms of service
• Privacy policy
• Self Publishing Guide
• Pre-Publishing Steps
• Fiction Writing Tips
• Traditional Publishing
• Additional Resources
• Dissertation Writing Guide
• Essay Writing Guide
• Academic Writing and Publishing
• Citation and Referencing
• Partner with us
• Annual report
• Website content
• Marketing material
• Job Applicant
• Cover letter
• Resource Center
• Case studies

Is MasterClass right for me?

Take this quiz to find out.

How to Proofread Your Writing: 5 Tips for Effective Proofreading

Written by MasterClass

Last updated: Aug 23, 2021 • 3 min read

A top-notch proofreading job can separate a fantastic story from one that is merely okay. Learn the art of proofreading to elevate your own writing.

• Link to facebook
• Link to linkedin
• Link to twitter
• Link to youtube
• Writing Tips

What Is the Difference Between Editing and Proofreading?

7-minute read

• 14th February 2023

Have you finished writing your book or thesis and aren’t sure whether you need proofreading or editing for your next steps? Or maybe you’re looking into becoming an editor and want to learn more about the differences between proofreading and editing? In this article, you’ll get a detailed description of the editing and proofreading processes and how they differ.

What Is Proofreading?

Proofreading is the final step in the writing process and involves checking for mistakes in spelling, grammar, punctuation, capitalization, and inconsistencies. It happens after the text has been written and edited and focuses on catching any remaining mistakes.

What Does a Proofreader Look for?

Proofreaders look for surface-level mistakes in the final draft of a manuscript or piece of writing. Their job is to make sure everything is consistent with things like spelling and formatting and to check for any missed grammar or punctuation mistakes.

Depending on the quality of the writing or editing, proofreaders may also catch mistakes or note organizational or structural issues. When this happens, they highlight the problem and leave a note to the writer. However, proofreaders do not make changes to the content, organization, or structure of a piece of writing. They look for mistakes and inconsistencies in:

●  Spelling

●  Grammar

●  Punctuation

●  Capitalization

●  Formatting

What Is Editing?

Editing is a broader term that encompasses a variety of tasks that improve the quality of written work. This happens before proofreading. It includes examining the content, structure, and style of the text.

It’s also important to note that there are different types of editing. This is especially important in the book publishing industry. If you look online, you’ll find several websites saying there are four, five, or even six types of editing. Regardless of how many types of editing exist, they all fall under two categories:

Substantive editing , also known as content or development editing, focuses on big-picture issues. This includes refining ideas in the text, reshaping narratives, and fixing inconsistencies in the plot or characters. This is when structure, content, and organizational changes are made.

Mechanical editing , which includes copy and line editing as well as proofreading aspects, focuses on polishing the text. After major issues in the text are corrected, editors can focus on other issues, such as smaller inconsistencies, sentence structure, and grammar issues.

If you’re editing a smaller piece of writing, such as an essay for a class assignment, you’ll most likely only need to edit one or two times. However, for larger manuscripts, such as novels or PhD theses, you may need to undergo many rounds of editing. Larger manuscripts may also need revising before editing , so be sure to evaluate your writing before starting any of these processes.

What Does an Editor Look for?

While proofreaders look for surface-level mistakes, editors are concerned with the bigger picture. Generally, editors will take a line-by-line approach to a piece of writing to ensure the meaning is clear, the content makes sense, and the overall flow of the document is smooth.

Additionally, editors can make substantial changes to a manuscript if there are major issues, such as plot or character inconsistencies, weak parts of the narrative, or organizational problems.

As mentioned in the previous section, mechanical editing also addresses grammar, spelling, punctuation, and formatting issues. However, editors are more focused on the overall coherence and cohesion of the piece, so some mistakes might be overlooked. This is why final proofreading is done after editing. Editors focus on:

●  Plot or character inconsistencies

●  Clarity and coherence

●  Structure and organization

●  Tone, style, and voice

●  Repetition and redundancy

Find this useful?

Subscribe to our newsletter and get writing tips from our editors straight to your inbox.

●  Sentence structure

●  Overall consistency

Differences Between Proofreading and Editing

While there is some overlap between proofreading and mechanical editing, such as checking for consistencies, grammar, and formatting, they are very different processes. Editing still focuses on the bigger picture of a text. For example, an editor will ask:

●  Are there plot holes?

●  Are character descriptions consistent?

●  Is the structure and organization of the text logical and easy to follow?

●  Is the tone, style, and voice of the text appropriate and consistent?

●  Is each sentence clear and easy to understand?

Proofreading focuses on making sure everything is consistent (these consistencies could be outlined in a style guide given to the proofreader) and checking for any grammar, punctuation, spelling, capitalization, and formatting mistakes. It’s the last step in the writing process.

Proofreaders may also catch mistakes missed in the editing process and leave notes for the writer if drastic alterations are still needed. Proofreaders ask:

●  Is everything consistent according to the writer’s specifications (e.g., style guide/referencing system)?

●  Is the text free of grammar, spelling, capitalization, punctuation, and formatting mistakes?

●  Do I see any lengthy, awkward, or unclear sentences I need to highlight for additional editing?

Why Both Are Important

Editing and proofreading are both integral parts of the writing process. They ensure that your writing is of the highest quality possible. It’ll be hard to get a book published that has character inconsistencies or plot holes. And journals aren’t going to publish research articles with grammar errors or missing punctuation. Editing and proofreading services ensure your writing gets to your intended audience.

The editing process is going to look different for different types of writing. For example, if you’re editing a literature paper for an English class, you’re looking for a strong thesis statement, topic sentences in body paragraphs, and supporting evidence from the text. However, book editing focuses on plot, characters, chapter organization, style, prose, and much more.

Editing and proofreading are different processes. Editing happens before proofreading and includes making content, structural, and organizational changes. Proofreading is the last stage in the writing process and happens before the writing is published or submitted. Proofreaders check for grammar, spelling, punctuation, capitalization, and formatting inconsistencies.

If you have an important text that you intend to share with a larger audience or submit to a class, editing and proofreading are essential. These processes will make sure your writing is of high quality and error-free.

How do proofreading and editing differ in terms of their processes and goals?

Proofreading is the last step in the writing process and focuses on surface-level mistakes, such as grammar, spelling, and formatting mistakes. Editing takes place before proofreading and focuses on big picture issues, such as content, structure, and organization.

How do you know if you need proofreading or editing services?

You need editing services if you just finished writing and have a first draft. However, if you’ve done some editing on your own and aren’t sure which service you need next, talk to a professional. They’ll evaluate your writing and give you suggestions.

What are the advantages and disadvantages of using a proofreading and editing service?

Proofreading and editing services result in high-quality and error-free writing from trained professionals. The disadvantage of proofreading and editing services is having to pay for them.

Are you in need of editing or proofreading services for your essay, novel, or business proposal ? Our experts are here to make sure your writing is error-free and ready for publication. Try our free trial today!

Share this article:

Post A New Comment

Got content that needs a quick turnaround? Let us polish your work. Explore our editorial business services.

5-minute read

Free Email Newsletter Template

Promoting a brand means sharing valuable insights to connect more deeply with your audience, and...

6-minute read

How to Write a Nonprofit Grant Proposal

If you’re seeking funding to support your charitable endeavors as a nonprofit organization, you’ll need...

9-minute read

How to Use Infographics to Boost Your Presentation

Is your content getting noticed? Capturing and maintaining an audience’s attention is a challenge when...

8-minute read

Why Interactive PDFs Are Better for Engagement

Are you looking to enhance engagement and captivate your audience through your professional documents? Interactive...

Seven Key Strategies for Voice Search Optimization

Voice search optimization is rapidly shaping the digital landscape, requiring content professionals to adapt their...

4-minute read

Five Creative Ways to Showcase Your Digital Portfolio

Are you a creative freelancer looking to make a lasting impression on potential clients or...

Make sure your writing is the best it can be with our expert English proofreading and editing.

Have a language expert improve your writing

Run a free plagiarism check in 10 minutes, generate accurate citations for free.

• Knowledge Base
• Academic writing
• A step-by-step guide to the writing process

The Writing Process | 5 Steps with Examples & Tips

Published on April 24, 2020 by Jack Caulfield . Revised on December 8, 2023.

Good academic writing requires effective planning, drafting, and revision.

The writing process looks different for everyone, but there are five basic steps that will help you structure your time when writing any kind of text.

Receive feedback on language, structure, and formatting

Professional editors proofread and edit your paper by focusing on:

• Academic style
• Vague sentences
• Style consistency

See an example

Table of contents

Step 1: prewriting, step 2: planning and outlining, step 3: writing a first draft, step 4: redrafting and revising, step 5: editing and proofreading, other interesting articles, frequently asked questions about the writing process.

Before you start writing, you need to decide exactly what you’ll write about and do the necessary research.

Coming up with a topic

If you have to come up with your own topic for an assignment, think of what you’ve covered in class— is there a particular area that intrigued, interested, or even confused you? Topics that left you with additional questions are perfect, as these are questions you can explore in your writing.

The scope depends on what type of text you’re writing—for example, an essay or a research paper will be less in-depth than a dissertation topic . Don’t pick anything too ambitious to cover within the word count, or too limited for you to find much to say.

Narrow down your idea to a specific argument or question. For example, an appropriate topic for an essay might be narrowed down like this:

Doing the research

Once you know your topic, it’s time to search for relevant sources and gather the information you need. This process varies according to your field of study and the scope of the assignment. It might involve:

• Searching for primary and secondary sources .
• Reading the relevant texts closely (e.g. for literary analysis ).
• Collecting data using relevant research methods (e.g. experiments , interviews or surveys )

From a writing perspective, the important thing is to take plenty of notes while you do the research. Keep track of the titles, authors, publication dates, and relevant quotations from your sources; the data you gathered; and your initial analysis or interpretation of the questions you’re addressing.

Don't submit your assignments before you do this

The academic proofreading tool has been trained on 1000s of academic texts. Making it the most accurate and reliable proofreading tool for students. Free citation check included.

Try for free

Especially in academic writing , it’s important to use a logical structure to convey information effectively. It’s far better to plan this out in advance than to try to work out your structure once you’ve already begun writing.

Creating an essay outline is a useful way to plan out your structure before you start writing. This should help you work out the main ideas you want to focus on and how you’ll organize them. The outline doesn’t have to be final—it’s okay if your structure changes throughout the writing process.

Use bullet points or numbering to make your structure clear at a glance. Even for a short text that won’t use headings, it’s useful to summarize what you’ll discuss in each paragraph.

An outline for a literary analysis essay might look something like this:

• Describe the theatricality of Austen’s works
• Outline the role theater plays in Mansfield Park
• Introduce the research question: How does Austen use theater to express the characters’ morality in Mansfield Park ?
• Discuss Austen’s depiction of the performance at the end of the first volume
• Discuss how Sir Bertram reacts to the acting scheme
• Introduce Austen’s use of stage direction–like details during dialogue
• Explore how these are deployed to show the characters’ self-absorption
• Discuss Austen’s description of Maria and Julia’s relationship as polite but affectionless
• Compare Mrs. Norris’s self-conceit as charitable despite her idleness
• Summarize the three themes: The acting scheme, stage directions, and the performance of morals
• Answer the research question
• Indicate areas for further study

Once you have a clear idea of your structure, it’s time to produce a full first draft.

This process can be quite non-linear. For example, it’s reasonable to begin writing with the main body of the text, saving the introduction for later once you have a clearer idea of the text you’re introducing.

To give structure to your writing, use your outline as a framework. Make sure that each paragraph has a clear central focus that relates to your overall argument.

Hover over the parts of the example, from a literary analysis essay on Mansfield Park , to see how a paragraph is constructed.

The character of Mrs. Norris provides another example of the performance of morals in Mansfield Park . Early in the novel, she is described in scathing terms as one who knows “how to dictate liberality to others: but her love of money was equal to her love of directing” (p. 7). This hypocrisy does not interfere with her self-conceit as “the most liberal-minded sister and aunt in the world” (p. 7). Mrs. Norris is strongly concerned with appearing charitable, but unwilling to make any personal sacrifices to accomplish this. Instead, she stage-manages the charitable actions of others, never acknowledging that her schemes do not put her own time or money on the line. In this way, Austen again shows us a character whose morally upright behavior is fundamentally a performance—for whom the goal of doing good is less important than the goal of seeming good.

When you move onto a different topic, start a new paragraph. Use appropriate transition words and phrases to show the connections between your ideas.

The goal at this stage is to get a draft completed, not to make everything perfect as you go along. Once you have a full draft in front of you, you’ll have a clearer idea of where improvement is needed.

Give yourself a first draft deadline that leaves you a reasonable length of time to revise, edit, and proofread before the final deadline. For a longer text like a dissertation, you and your supervisor might agree on deadlines for individual chapters.

Now it’s time to look critically at your first draft and find potential areas for improvement. Redrafting means substantially adding or removing content, while revising involves making changes to structure and reformulating arguments.

Evaluating the first draft

It can be difficult to look objectively at your own writing. Your perspective might be positively or negatively biased—especially if you try to assess your work shortly after finishing it.

It’s best to leave your work alone for at least a day or two after completing the first draft. Come back after a break to evaluate it with fresh eyes; you’ll spot things you wouldn’t have otherwise.

When evaluating your writing at this stage, you’re mainly looking for larger issues such as changes to your arguments or structure. Starting with bigger concerns saves you time—there’s no point perfecting the grammar of something you end up cutting out anyway.

Right now, you’re looking for:

• Arguments that are unclear or illogical.
• Areas where information would be better presented in a different order.
• Passages where additional information or explanation is needed.
• Passages that are irrelevant to your overall argument.

For example, in our paper on Mansfield Park , we might realize the argument would be stronger with more direct consideration of the protagonist Fanny Price, and decide to try to find space for this in paragraph IV.

For some assignments, you’ll receive feedback on your first draft from a supervisor or peer. Be sure to pay close attention to what they tell you, as their advice will usually give you a clearer sense of which aspects of your text need improvement.

Redrafting and revising

Once you’ve decided where changes are needed, make the big changes first, as these are likely to have knock-on effects on the rest. Depending on what your text needs, this step might involve:

• Making changes to your overall argument.
• Reordering the text.
• Cutting parts of the text.
• Adding new text.

You can go back and forth between writing, redrafting and revising several times until you have a final draft that you’re happy with.

Think about what changes you can realistically accomplish in the time you have. If you are running low on time, you don’t want to leave your text in a messy state halfway through redrafting, so make sure to prioritize the most important changes.

Editing focuses on local concerns like clarity and sentence structure. Proofreading involves reading the text closely to remove typos and ensure stylistic consistency. You can check all your drafts and texts in minutes with an AI proofreader .

Editing for grammar and clarity

When editing, you want to ensure your text is clear, concise, and grammatically correct. You’re looking out for:

• Grammatical errors.
• Ambiguous phrasings.
• Redundancy and repetition .

In your initial draft, it’s common to end up with a lot of sentences that are poorly formulated. Look critically at where your meaning could be conveyed in a more effective way or in fewer words, and watch out for common sentence structure mistakes like run-on sentences and sentence fragments:

• Austen’s style is frequently humorous, her characters are often described as “witty.” Although this is less true of Mansfield Park .
• Austen’s style is frequently humorous. Her characters are often described as “witty,” although this is less true of Mansfield Park .

To make your sentences run smoothly, you can always use a paraphrasing tool to rewrite them in a clearer way.

Proofreading for small mistakes and typos

When proofreading, first look out for typos in your text:

• Spelling errors.
• Missing words.
• Confused word choices .
• Punctuation errors .
• Missing or excess spaces.

Use a grammar checker , but be sure to do another manual check after. Read through your text line by line, watching out for problem areas highlighted by the software but also for any other issues it might have missed.

For example, in the following phrase we notice several errors:

• Mary Crawfords character is a complicate one and her relationships with Fanny and Edmund undergoes several transformations through out the novel.
• Mary Crawford’s character is a complicated one, and her relationships with both Fanny and Edmund undergo several transformations throughout the novel.

Proofreading for stylistic consistency

There are several issues in academic writing where you can choose between multiple different standards. For example:

• Whether you use the serial comma .
• Whether you use American or British spellings and punctuation (you can use a punctuation checker for this).
• Where you use numerals vs. words for numbers.
• How you capitalize your titles and headings.

Unless you’re given specific guidance on these issues, it’s your choice which standards you follow. The important thing is to consistently follow one standard for each issue. For example, don’t use a mixture of American and British spellings in your paper.

Additionally, you will probably be provided with specific guidelines for issues related to format (how your text is presented on the page) and citations (how you acknowledge your sources). Always follow these instructions carefully.

If you want to know more about AI for academic writing, AI tools, or fallacies make sure to check out some of our other articles with explanations and examples or go directly to our tools!

• Ad hominem fallacy
• Post hoc fallacy
• Appeal to authority fallacy
• False cause fallacy
• Sunk cost fallacy
• Deep learning
• Generative AI
• Machine learning
• Reinforcement learning
• Supervised vs. unsupervised learning

 (AI) Tools

• Grammar Checker
• Paraphrasing Tool
• Text Summarizer
• AI Detector
• Plagiarism Checker
• Citation Generator

Revising, proofreading, and editing are different stages of the writing process .

• Revising is making structural and logical changes to your text—reformulating arguments and reordering information.
• Editing refers to making more local changes to things like sentence structure and phrasing to make sure your meaning is conveyed clearly and concisely.
• Proofreading involves looking at the text closely, line by line, to spot any typos and issues with consistency and correct them.

Whether you’re publishing a blog, submitting a research paper , or even just writing an important email, there are a few techniques you can use to make sure it’s error-free:

• Take a break : Set your work aside for at least a few hours so that you can look at it with fresh eyes.
• Proofread a printout : Staring at a screen for too long can cause fatigue – sit down with a pen and paper to check the final version.
• Use digital shortcuts : Take note of any recurring mistakes (for example, misspelling a particular word, switching between US and UK English , or inconsistently capitalizing a term), and use Find and Replace to fix it throughout the document.

If you want to be confident that an important text is error-free, it might be worth choosing a professional proofreading service instead.

If you’ve gone over the word limit set for your assignment, shorten your sentences and cut repetition and redundancy during the editing process. If you use a lot of long quotes , consider shortening them to just the essentials.

If you need to remove a lot of words, you may have to cut certain passages. Remember that everything in the text should be there to support your argument; look for any information that’s not essential to your point and remove it.

To make this process easier and faster, you can use a paraphrasing tool . With this tool, you can rewrite your text to make it simpler and shorter. If that’s not enough, you can copy-paste your paraphrased text into the summarizer . This tool will distill your text to its core message.

Cite this Scribbr article

If you want to cite this source, you can copy and paste the citation or click the “Cite this Scribbr article” button to automatically add the citation to our free Citation Generator.

Caulfield, J. (2023, December 08). The Writing Process | 5 Steps with Examples & Tips. Scribbr. Retrieved September 23, 2024, from https://www.scribbr.com/academic-writing/writing-process/

Is this article helpful?

Jack Caulfield

Other students also liked, how to create a structured research paper outline | example, quick guide to proofreading | what, why and how to proofread, academic paragraph structure | step-by-step guide & examples, what is your plagiarism score.

• Share full article

Advertisement

Supported by

Guest Essay

Why the Election Is Coming Down to Defining Kamala Harris

By Kristen Soltis Anderson

Ms. Anderson, a contributing Opinion writer, is a Republican pollster and a moderator of Opinion’s series of focus groups.

The battle to win over the remaining undecided voters in the 2024 presidential election looks as though it’s coming down to which campaign can successfully define Kamala Harris; look no further than the ads you see on TV in battleground states.

This may also explain why polls in battleground states can paint a very different picture of the race from that of national polls. In the past several days, we’ve had a flurry of national polls with mostly good news for the Harris campaign, only to be followed by Monday’s release of New York Times/Siena College polls of three Sun Belt battleground states — Arizona, Georgia and North Carolina — that presented a much more favorable view of the race for Donald Trump.

I’ve been on the road recently in the Phoenix area and took a moment to catch Sunday’s game between the Detroit Lions and the Arizona Cardinals on TV. Arizona voters are seeing their airwaves blanketed by political ads, and I was struck by the difference in approach from the Trump and Harris teams. Spots aired by Mr. Trump and his allies were largely negative ads about Ms. Harris, highlighting, in particular, her past position supporting the provision of gender transition surgery to incarcerated people. Meanwhile, ads from the Harris camp varied: While some hit Mr. Trump, particularly on the issue of abortion, more than a few were also purely positive ads, including highlighting her comment , during their debate, about her time as a prosecutor who “never asked a victim or a witness, ‘Are you a Republican or a Democrat?’”

The ads were representative of the mix of messaging that battleground state viewers have been seeing since on-air spending for the two campaigns ramped up in recent weeks. The Wesleyan Media Project estimated that the Trump team has spent almost zero on ads that only promote him in a positive light, while around a quarter of Harris ads are positive.

Why are both campaigns spending so much time talking about Ms. Harris? Because while most voters know how they feel about Mr. Trump, views of her remain very fluid.

Take the NBC News poll that came out this past weekend, showing Ms. Harris with a five-point advantage over Mr. Trump among registered voters. It also showed that since July, views on her swung significantly from deep unpopularity (a net 18 percentage points unfavorable) to a net positive (net three points favorable). NBC’s Mark Murray noted only three other times a presidential candidate’s favorability has swung so significantly in such a short period, including George W. Bush’s favorability immediately after Sept. 11.

We are having trouble retrieving the article content.

Please enable JavaScript in your browser settings.

Thank you for your patience while we verify access. If you are in Reader mode please exit and  log into  your Times account, or  subscribe  for all of The Times.

Thank you for your patience while we verify access.

Already a subscriber?  Log in .

Want all of The Times?  Subscribe .