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1. We make sure your academic paper or personal statement is judged on merit and not rejected because of spelling and grammar errors.

2. Scribendi has been helping academics and researchers get published in journals of all sizes and disciplines for more than 20 years. See below.

3. Many of our editors are published academics themselves, and they specialize in many different topics—from art to zoology.

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Below is just a sample of academic journals in which scribendi's clients have been published..

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• Information and Management
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• Annals of Human Biology
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• Emerging Health Threats Journal
• Ethics & Global Politics
• European Journal of Sport Science
• Food & Nutrition Research
• Inter-Asia Cultural Studies
• Research in Learning Technology
• Medical Education Online
• British Educational Research Journal
• Contemporary Accounting Research
• Decision Sciences
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• Journal of Bone and Mineral Research
• Journal of Zoology
• Production and Operations Management
• R&D Management
• AIMS Agriculture and Food
• AIMS Allergy and Immunology
• AIMS Bioengineering
• AIMS Cell and Tissue Engineering
• AIMS Electronics and Electrical Engineering
• AIMS Energy
• AIMS Environmental Science
• AIMS Materials Science
• AIMS Mathematics
• AIMS Neuroscience
• AIMS Public Health
• Clinical Journal of Sports Medicine
• Journal of Business Ethics

Our professional editors helped clients get published in the following fields.

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Cultural Studies

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Academic editing.

A thorough edit for consistency of voice, tone, and organizational structure, as well as a first revision for language errors. Great for multi-author works and early drafts.

Academic Proofreading

A proofreading service for final drafts of journal articles, reports, letters, posters, conferences, papers, research, and more. We will review your work for spelling, grammar, or typographical errors and check your references and citations against a style guide.

Dissertation Editing

Get dissertation editing services from an academic editor with years of experience editing dissertations, theses, and academic papers. Our dedicated Dissertation Editing service ensures top-notch editing, style refinement, and adherence to guidelines, enhancing the professionalism of your academic writing. With a focus on swift turnaround times, meet your trusted partner for the best dissertation editing services.

Dissertation Proofreading

Your supervisor has finally given the green light, and now it's time for the ultimate stage of refinement: dissertation proofreading and formatting, all in accordance with your institution's exact requirements. This critical step in the process ensures that your academic masterpiece, whether it's a thesis or dissertation, reaches its pinnacle of perfection.

Structural Editing

Structural editing paves the way for better reader engagement and a smoother publishing process by ensuring that your manuscript content is clearly organized and perfectly paced. This specialized Structural Editing service is ideal for early drafts, as your editor will combine a comprehensive structural edit with professional proofreading to remove language errors.

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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)

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• Previous Page: Revising for Writing Goals
• Next Page: Reflecting & Improving
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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

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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

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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

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• Knowledge Base

Quick Guide to Proofreading | What, Why and How to Proofread

Published on 19 September 2022 by Shona McCombes . Revised on 15 May 2023.

Proofreading means carefully checking for errors in a text before it is published or shared. It is the very last stage of the writing process , when you fix minor spelling and punctuation mistakes, typos, formatting issues and inconsistencies.

Proofreading is essential for any text that will be shared with an audience, whether it’s an academic paper, a job application, an online article, or a print flyer. Depending on your skills and budget, you can choose to proofread the text yourself or to hire a professional.

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Table of contents

Proofreading example, proofreading vs editing, proofreading tips and tricks, choosing a proofreading service, recommended proofreading service, frequently asked questions about proofreading.

The only proofreading tool specialized in correcting academic writing

The academic proofreading tool has been trained on 1000s of academic texts and by native English editors. Making it the most accurate and reliable proofreading tool for students.

Correct my document today

Editing and proofreading are different steps in the process of revising a text. Editing can involve major changes to content, structure and language, but proofreading focuses only on minor errors and inconsistencies.

Often a text will go through several stages of editing before it is proofread. The table below shows some common steps in the editing process.

The four stages of editing and proofreading

Do i need to go through every stage.

It depends on the type and length of text. You don’t need to strictly follow the division of tasks shown above, but a good piece of writing will nearly always go through a similar process of revising, editing and proofreading.

In the traditional publishing process, the stages are clearly divided, with different professionals responsible for each revision. A separate proofread of the final print version is necessary, especially because new typographical errors can be introduced during production.

However, in texts that don’t need to be formatted for mass printing, there is often more overlap between the steps. Some editorial services combine copy editing and proofreading into a single stage (sometimes called proof-editing), where grammar, syntax and style are addressed at the same time as minor spelling and punctuation errors.

Basic proofreading skills are important for anyone who writes. For everyday texts, such as business reports, blogs, or college papers, there are some techniques you can use to proofread efficiently and effectively before sharing your work.

Edit your writing first

Before you get to the final stage of proofreading, make sure you’ve thoroughly revised and edited your work. There’s no point spending time fixing minor errors if you might later remove whole sections or rewrite paragraphs. Only proofread once you’ve got a completed final draft that you’re happy with.

Take a break from the text

When you’ve been reading and rereading the same words for hours or days, it becomes much harder to notice mistakes. Before proofreading, set your work aside for a while so that you can look at it with fresh eyes.

Ideally you should wait at least a day or two before final proofreading, but if you’re on a tight deadline, even a half hour break can help.

Proofread a printout

Seeing your words on a printed page is another useful strategy for noticing things that might have escaped your attention on the screen. If the final version will be printed, this is also a good chance to check your formatting is correct and consistent on the page.

Use digital shortcuts

While reading from print can help you spot errors, word processing software can help you fix them efficiently. Most obviously, run a spell check – but don’t rely on the computer to catch every mistake.

If you notice that you’ve repeatedly misspelled a particular word, inconsistently capitalised a term, or switched between UK and US English , you can use the Find and Replace function to fix the same mistake throughout the document.

Be careful, though, and don’t use ‘replace all’. Click through and check every replacement to avoid accidentally adding more errors!

Learn from your mistakes

Pay attention to the errors that keep recurring in the text. This can help you avoid them in future.

Knowing what to look out for is the most challenging part of proofreading. You’ll probably notice obvious typos, but subtle mistakes in grammar and punctuation can be harder to recognise. The table below shows some of the most common errors to look out for.

What to watch out for when proofreading

If you lack confidence in your written English, or if you just want to ensure you haven’t missed anything in an important document, you might want to consider using a professional proofreading service.

There are two main options: you can hire a freelance proofreader, or you can send your document to a proofreading and editing company. There are various things to consider when choosing a service.

Do you only need proofreading or also editing?

It’s important to have a clear idea of how much work your text requires. People often think they only need proofreading when, in reality, the text would benefit from some level of editing as well.

If you send a proofreader a document full of grammar mistakes, confusing sentences, and difficult-to-follow paragraphs, they might decline the job or recommend a different service.

Many freelancers and companies offer both editing and proofreading, either separately (with separate pricing) or combined into one service. Make sure you understand exactly what kind of changes are included. Will the editor only correct minor errors, or will they also comment on awkward phrasings and structural issues?

Should the proofreader be specialised in your type of document?

Many different types of documents require proofreading: from literary novels to technical reports, from PhD dissertations to promotional flyers. The best choice of service is usually one that’s specialised in your type of document.

While proofreaders and copy editors generally don’t need expert knowledge of the text’s content, the process will be smoother if your proofreader is familiar with the rules and conventions of the genre you’re working in.

How much does proofreading cost?

The cost of proofreading varies widely. The price depends partly on the proofreader’s location and level of experience, the type and length of text, and the turnaround time. Rates are usually calculated per word or per hour. If the service also focuses on formatting, it may be priced per page.

How long does proofreading take?

You should try to leave plenty of time for editing and proofreading, but if you have a hard deadline, it’s important to find a service that can deliver on time.

Most companies offer various choices of deadline, but it’s best to plan a minimum of 24 hours for proofreading. The price will generally be lower if you can wait longer to have your document returned.

For very long documents, it might not be possible to complete the job in 24 hours, especially if you also need editing services. For combined proofreading and copy editing, you can expect an experienced editor to complete around 10,000–15,000 words in a single day.

How can you check the quality and reliability of the service?

Like everything on the internet, the quality of proofreading services varies widely. Do your research before you choose one. There are a few things you can check:

• Online reviews : are they rated on independent review sites (e.g. Trustpilot ) or freelancer platforms (e.g. Upwork )?
• Qualifications : do they have professional training and experience? If you’re using a company, how do they select and train proofreaders?
• Customer service : are they easily contactable and responsive to inquiries?
• Complaints policy : what happens if you’re not happy with the job? Can you get a refund or a second edit?

Scribbr offers proofreading services for students and academic editing services for all sorts of study-related documents, including essays, papers, theses, dissertations, reports, and proposals.

The basic service combines proofreading and copy editing at a rate of  £0.013 per word. You can choose between a 24-hour, 3-day, or 7-day turnaround time.

Scribbr is rated  4.7   on Trustpilot, with 3,812  reviews so far.

Editing and proofreading are different steps in the process of revising a text.

Editing comes first, and can involve major changes to content, structure and language. The first stages of editing are often done by authors themselves, while a professional editor makes the final improvements to grammar and style (for example, by improving sentence structure and word choice ).

Proofreading is the final stage of checking a text before it is published or shared. It focuses on correcting minor errors and inconsistencies (for example, in punctuation and capitalization ). Proofreaders often also check for formatting issues, especially in print publishing.

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.

The cost of proofreading depends on the type and length of text, the turnaround time, and the level of services required. Most proofreading companies charge per word or page, while freelancers sometimes charge an hourly rate.

For proofreading alone, which involves only basic corrections of typos and formatting mistakes, you might pay as little as £0.01 per word, but in many cases, your text will also require some level of editing , which costs slightly more.

It’s often possible to purchase combined proofreading and editing services and calculate the price in advance based on your requirements.

There are many different routes to becoming a professional proofreader or editor. The necessary qualifications depend on the field – to be an academic or scientific proofreader, for example, you will need at least a university degree in a relevant subject.

For most proofreading jobs, experience and demonstrated skills are more important than specific qualifications. Often your skills will be tested as part of the application process.

To learn practical proofreading skills, you can choose to take a course with a professional organisation such as the Society for Editors and Proofreaders . Alternatively, you can apply to companies that offer specialised on-the-job training programmes, such as the Scribbr Academy .

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• Proofreading Tips

Proofreading Tips: Dos and Don’ts for Proofreading Academic Writing

• Nov 04, 2021
• Academic Editing

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Academic proofreading is a common source of work for many freelancers. However, there are some specific rules and requirements for proofreading academic documents that set them apart from other types of documents. With that in mind, we’ve put together five dos and don’ts for proofreading academic writing:

• Do correct informal language.
• Don’t change the content.
• Do check citations and references.
• Do proofread quotes (but be careful about editing them directly).
• Do make direct edits for objective issues.

1. Do Correct Informal Language

While informal language isn’t necessarily incorrect, it is considered inappropriate in most academic writing. When proofreading, then, you should look out for and correct instances of informal language such as:

• Contractions (e.g., “don’t” rather than “do not”)
• Colloquial language or slang
• Sentence fragments
• Exclamation marks (unless part of a quote)

Subjective language should generally be avoided, too. However, there are some occasions where first-person pronouns are acceptable . These include clarifying the person or people being discussed, stating a position in an academic argument, or writing a reflective essay.

For more tips on how to achieve a formal tone, see our guide to formal writing .

2. Don’t Change the Content

Academic writing is often subject to specific plagiarism rules . This means that, as a proofreader, you cannot change a document’s content.

It can be hard to tread this line when working with ESL clients, as their writing may require some degree of rephrasing to clarify meaning.

To make sure you don’t go too far with your editing, then, either change the text and leave a comment asking if you have preserved your client’s original meaning or leave the text as it is and leave a comment with a suggestion (or two) for your client to make the edits themselves.

You also shouldn’t change or add to factual information by directly editing or commenting on the text – even if you know the information is incorrect.

The exception to this rule is if you spot an obvious typo in factual information (e.g., “ Pride and Prejudice was first published in January 113″). If this is the case, leave a comment suggesting your client check their work.

3. Do Check Citations and References

Citations and references are part and parcel of academic writing. You don’t need to memorize every academic referencing style , but you will need to keep track of the style your client is using.

When proofreading citations and references, make sure that:

• Dates and author names in citations match those in the reference list
• Citations in the text have a corresponding entry in the reference list
• The reference list is formatted in line with the relevant style
• All the necessary information in each reference is present and formatted correctly for the source type
• In-text citations are consistent and set out according to the referencing system

If you notice missing information in a citation or reference, don’t look for the information yourself or edit the reference directly. Instead, leave a comment for your client noting which details have been left out.

4. Do Proofread Quotes

As a proofreader, you generally won’t have access to your client’s source texts. For this reason, you wouldn’t normally directly edit a quote.

However, you should still look out for potential mistakes. If you notice something in a quote that doesn’t look right, leave a comment for your client and ask them to check their source.

You can edit the text directly if you spot an obvious typo, such as correcting “teh” to “the.” But make sure to leave a comment explaining to your client that you have done so and asking them to double check their source text.

You will also need to check that quotes are introduced and formatted correctly. Depending on what style guide your client is using, this might involve the use of colons, block quotes , and indenting.

We discuss how to proofread quotes in more detail in this post .

5. Do Make Direct Edits for Objective Issues

As we’ve discussed, you need to be careful with the extent of edits you make to academic documents. However, as a proofreader, you can make direct edits to the document if you spot objective errors, including:

• Incorrectly introduced abbreviations
• Incorrect or inconsistent capitalization
• Typos in names and terminology
• Mechanical issues relating to spelling, punctuation, and grammar

You may also need to correct overly complex language that detracts from the clarity of the document. The following sentence, for instance, could be simplified for clarity:

The caprine entities were marked with a crimson tinctorial elixir . ✘

The goats were marked with a red dye . ✔

However, make sure not to “dumb down” the text or remove appropriately technical language. Likewise, make sure changes made to simplify text do not change the meaning of the content.

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Editing and Proofreading

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After drafting and revising to make sure that we’ve communicated our ideas clearly and effectively, we can take time to make sure that our writing reflects that hard work that we’ve put into it. At the editing and proofreading stages of the writing process, we check our work to make sure that it’s consistent, clear, and error-free. This resource covers a few basic strategies for editing and proofreading our work.

Analyzing Sentence Structure

Writing can sound repetitive, and even unclear, if we do not vary our sentence structure enough. Typically, you should try to avoid series of very short or very long sentences; instead, try to make your sentences vary in length.

Exercise for Revision

Taking your paper, or a peer’s, highlight or underline every other sentence. After doing this for a paragraph, section, or page (whatever you have time for), look at the paper to get a visual sense of sentence length. If many of the sentences appear to be around the same length, try to shorten some or combine others to help vary the length.

Reading Aloud

Reading a piece of writing out loud is an excellent way to check for repetition, find typos, and get a general sense of the flow of your paper. Though reading out loud might feel uncomfortable, it is a strategy that can help you see your paper in a new light, thus helping you to improve it considerably.

Reading Aloud Exercise

Taking your paper, or a peer’s, read out loud a paragraph, section, or page (whatever you have time for). When you find typos, errors, or parts that might need to be revised for other reasons, simply make a mark on the page (do not stop to correct it). After you have finished a segment of the paper, go back and make changes to the paper (or call the author’s attention to the possible errors that you noted).

Another variation of this exercise is to read the paper backwards. You can read it backwards word by word or sentence by sentence to be able to focus on spelling issues and typos.

Keeping a Checklist

If you know that you tend to have specific issues with your writing, keeping an editing or proofreading checklist is a good way to ensure that you’ve addressed all these issues before submitting your work for class or publication. A sample checklist might look like this:

• Comma consistency
• Capitalization

Checklist Exercise

As you read through your paper, or a peer’s, look specifically for the issues on the checklist. If commas are known to be a problem, look specifically at all the commas in the paper, checking the usage of each. Or, if you are looking for capitalization issues, ask yourself as you go through each word or sentence: “Is everything that is capitalized in this sentence supposed to be capitalized? Are any words missing capitalization?” Continue like this for each issue individually.

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Proofreading: Things you need to know...

Proofreading takes time, so ensure you leave sufficient time to do it.

Proofreading is the process of detailed checking for mistakes and weak areas in your writing.  It can be difficult to identify errors and problems in your own work; it is therefore important to have an effective proofreading strategy.  This process is also likely to be more effective if you can take a break between finishing your work and proofreading it.  

1 Check for  grammar, spelling, punctuation and typing  errors, as well as missing words : do not simply rely on a spell checker, for example.  Go through your work one sentence at a time, reading slowly and precisely to give yourself a better chance of noticing any mistakes.

2 Proofread for clarity and structure : read your work a sentence at a time, and then a paragraph at a time. Would it make sense to someone else? Does it make sense to you? Does it flow logically from one point to another? 

3 Some people find it easier to proofread a paper copy of their work, rather than reading only from a computer screen.

4 Reading out loud is a good strategy to test if what you have written makes sense and follows a logical structure. If the work 'sounds' wrong when you are reading it out aloud, it probably is wrong.  You may also like to use an online text reader or other digital tools.

5. Check your references : have you included citations for all of the sources you have used?  Are these in the correct format?  Is your reference list complete and correct?  

• Proofreading To help you to develop effective proofreading strategies in order to submit the best possible version of your work.

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University of Reading (2017) Effective proof reading.   (Accessed: 2 September 2019).

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Strategies to give your own work a final check for errors before submitting.

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Proofreading is the final step in the writing process, showing that you’ve taken care over it and checked it thoroughly for accuracy and consistency. Proofreading helps give your reader a good impression of your work.

The term ‘proofreading’ means to check the final draft to correct any issues of formatting, spelling, grammar and small errors like typos. Although these issues don’t reflect the quality of your ideas, they may affect the clarity of your writing and might irritate your reader. Proofreading is different to editing, which is the process of reviewing content, style and structure. Proofreading might seem like a superficial issue compared to editing, but it’s worth doing to show your work in its best light and demonstrate your attention to detail.

An effective proofreading strategy can be to take the perspective of the reader rather than the writer, to see it afresh through the marker’s eyes. This can be challenging; because you wrote it, you are naturally so close to it that you can often only see what you think it says, not what it does say! Your brain may correct errors and complete gaps without you realising. Most proofreading strategies therefore aim to help you distance yourself from your work in order to read it from a fresh vantage point and therefore be open to spotting errors and inconsistencies.

A good way of getting distance is leaving a day or two between finishing the final draft and proofreading it. Time is the best way to gain the distance you need from your own work to see it clearly again. Of course, leaving time isn’t always possible, in which case the following strategies will help you either create distance from your own writing or help you pay very close, detailed attention

Gaining distance: techniques to try

Print it out.

You have probably been used to seeing your writing on the computer screen. Printing and checking a hard copy can help you see it in a new format and a new light.

Change the font

You’re very used to seeing familiar fonts like Ariel or Times New Roman. Try temporarily converting it into a different font to make it look less familiar. For some students, a font that is slightly harder to read can make your brain work to see what’s actually there.

Professional editors often place a ruler or a piece of paper under each line of writing or follow their finger as they read. Adopting this technique may help you to slow down and guide your eye to focus on one sentence or word at a time. Read aloud: Reading your work out loud helps prevent you from reading ahead and skipping words. Your ears may hear errors that your eyes might miss. It can also help you pick up on issues with punctuation.

Get the computer to read it out

Text-to-speech software, such as ClaroRead Plus and NaturalReader, can read your work out loud for you. They can also support the identification of words which are pronounced the same but spelt differently (for instance sight and site). ClaroRead Plus is available to all students on networked computers and is especially useful for students with dyslexia. For information about accessing assistive technologies on your personal computer, visit Newcastle University’s IT service .

Microsoft Word's Read Aloud feature can also convert your text to speech. Under the Review tab click Read Aloud.

Further information

Newcastle University doesn’t offer a proofreading service. If you are considering asking a friend or employing a proofreader, see our related guide Working with a Proofreader to ensure that the types of changes the proofreader recommends are in accordance with Newcastle University’s Statement on Collusion and the requirements of your assessment.

To support students with specific learning difficulties, the  Specialist Learning Team in Student Wellbeing carries out paired proofreading and one-to-one study skills sessions.

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Strategies to give your own work a final check for errors before submitting. **PDF Download**

More in this section

Working with a proofreader.

If you’re asking someone else to check your work, consider what changes are appropriate, and what crosses the line.

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Writing is the main way in which you show your understanding of a particular topic or concept in your course. It is important to work on improving your writing skills as, in most courses, you are assessed on your written work.

Academic writing

At university you are expected to use an academic writing style. To do this, you should:

• write in full grammatical sentences
• keep your writing formal and in third person
• express your ideas in a clear and concise way
• base your writing on research rather than personal opinion
• use correct spelling and punctuation
• reference any information sources you use

The Academic Success Package provides you with more information on academic language.

Sentence structure

Poor sentence structure distracts your reader and interrupts the flow of your argument, which may impact on your final result.

The Academic Success Package has resources to assist you in identifying common errors in sentence structures.

Proofreading

Taking the time to proofread ensures that you pick up spelling, punctuation and grammatical mistakes which can still occur after using spellcheck.

Try using this Grammar Proofreading Checklist to help you check for common errors. 

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Online Smarthinking  tutors can review your work and offer customised support. This service provides feedback on strengths and areas for improvement, a distilled revision plan, and targeted comments embedded directly in your submission. Smarthinking however, does not proofread, edit or fix student work.

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How to Proofread Your Writing?

When proofreading, the first step is to approach the task with an open mind and utmost attentiveness. This means being even more vigilant than when you originally penned the document. Now, it's crucial to maintain a keen eye for the subtlest of errors that might otherwise slip through the cracks. In this article, we'll provide you with expert guidance on how to proofread along with some effective proofreading techniques, and share some clever hacks to ensure that no error goes unnoticed.

What Is Proofreading?

Whenever you write something, it's crucial to ensure it's accurate and polished. The term "proofreading" comes from the old days of printing, where an early copy of a text, called the "proof," was carefully checked. This final stage involves a close look from a proofreader, whose job is to find and fix any grammar, spelling, or formatting mistakes, as well as any inconsistencies.

Even though the text may have already been edited multiple times, like for content, style, and grammar, errors can still slip through. That's why proofreading is so important—it's the last chance to catch any missed errors before the text goes public.

When to Proofread?

Proofreading is a crucial step in any written communication process. The cases in which you should proofread are seemingly endless, but some of the most common instances you're bound to come across are as follows:

Academic Papers and Essays : Whether you're a student or a scholar, proofreading your academic work is essential to ensure clarity, coherence, and correctness. Errors in grammar, punctuation, or citation can detract from the credibility of your research.

Professional Documents : In the workplace, written communication plays a significant role. Whether it's reports, emails, memos, or presentations, proofreading ensures that your message is conveyed accurately and professionally. Mistakes in business documents can lead to misunderstandings and damage your professional reputation.

Creative Writing : Authors, poets, and playwrights all benefit from thorough proofreading. Even the most brilliant ideas can be overshadowed by typos, grammatical errors, or inconsistencies in plot or character development. Proofreading ensures that your creative work shines without distraction.

Resumes and Cover Letters : Job seekers know the importance of making a good first impression. A well-proofread resume and cover letter demonstrate attention to detail and professionalism. Typos or grammatical mistakes could cause potential employers to overlook your application.

Websites and Blogs : So you could be managing a personal blog or a corporate website, proofreading eventually is essential to maintain credibility and engage your audience. Errors in web content can undermine your authority and discourage readers from returning.

Legal Documents : Legal documents require precise language and accurate information. Proofreading ensures that contracts, agreements, and other legal texts are free from errors that could lead to misunderstandings or legal disputes.

Translations : When translating text from one language to another, nuances and meanings can easily be lost in translation. Proofreading ensures that the translated text accurately conveys the intended message while maintaining grammatical and linguistic integrity.

Marketing Materials : Brochures, advertisements, and promotional materials are designed to capture attention and persuade audiences. Proofreading is essential in ensuring that your marketing message is clear, compelling, and free from errors that could undermine your brand's credibility.

Personal Correspondence : If you’re a letter to a friend, a thank-you note, or an invitation, personal correspondence reflects your personality and attention to detail. Proofreading ensures that your message is conveyed accurately and effectively, strengthening your relationships with others.

Proofreading tips and tricks

In essence, proofreading is not just a matter of correcting mistakes; it's about ensuring that your written communication achieves its intended purpose effectively and professionally. Regardless of the context, taking the time to proofread can make a significant difference in how your message is received and perceived. Here are a few tips you can take advantage of to ensure your text is as free form potential errors as possible.

Take a Break : After you've been staring at your writing for a while, your brain can start to fill in missing words or skip over mistakes. Give yourself a break and come back to it later with fresh eyes. You'll be surprised at how many errors you can spot after taking some time away.

Read Aloud : Reading your writing out loud can help you catch awkward sentences or confusing points that might not be as noticeable when reading silently. It's also a great way to check for flow and coherence in your writing. If something sounds off when you say it out loud, chances are it needs some editing.

Print it Out : Sometimes, seeing your writing on paper can help you notice mistakes that you might have missed on the screen. Print out a copy of your document and read through it with a pen in hand. You'll be able to make notes, corrections, and annotations as you go, making it easier to keep track of changes.

Use Digital Tools : Take advantage of spell checkers, grammar checkers, and writing enhancement tools to help you catch common errors. While these tools aren't foolproof, they can be helpful for flagging potential mistakes and offering suggestions for improvement.

Change Your Perspective : Try looking at your writing from a different angle. This could mean changing the font or color, or even reading your writing backwards. Viewing your writing in a new way can help you spot errors that you might have overlooked before.

Multi-functional AI proofreading tool

We all know WPS Office as a remarkable office suite, offering everything you'd expect and more. It exceeds expectations with a plethora of new features, including fantastic templates, seamless compatibility with Microsoft Office, and integrated AI tools for PDF and more. The AI functionality within WPS Office goes above and beyond, and one standout feature is the spell check. The spell check is unlike any other, offering a comprehensive approach to refining your documents across four dimensions: correctness, clarity, delivery, and engagement.

WPS Office introduces the innovative "AI Spell Check" feature, which revolutionizes your writing experience. This cutting-edge functionality provides professional guidance to enhance your documents. Whether you're aiming for accuracy, coherence, or captivating content, the AI proofreading feature assists you at every step. It simplifies complex sentences, ensures topic clarity, eliminates typos, and suggests engaging language. Moreover, users can tailor the proofreading suggestions to their document type, ensuring alignment with their writing intent, target audience, and text format.

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1. What is the difference between Proofreading and Editing?

Editing and proofreading are separate but essential stages in refining written content. Editing focuses on content and language enhancements, while proofreading ensures accuracy and consistency before publication.

2. What is the importance of proofreading?

Here are the advantages of proofreading;

Error-Free Writing: Proofreading ensures your writing is free from mistakes like spelling errors, grammar mistakes, and punctuation errors.

Enhanced Clarity: It improves the clarity and readability of your writing by checking for inconsistencies and awkward phrasing.

Consistency: It helps maintain consistency in formatting, style, and language usage throughout your document.

3. How does WPS Office's AI Spell Check feature compare to manual proofreading in terms of accuracy and convenience?

WPS Office's AI Spell Check feature offers users quick and accurate proofreading suggestions directly within the WPS Office suite. This functionality provides a convenient alternative to manual proofreading, ensuring document accuracy. By swiftly identifying and correcting errors, WPS AI Spell Check enhances user convenience and maintains high levels of accuracy, simplifying the proofreading process effectively.

WPS AI: Your Humanistic Proofreading Partner

Proofreading holds immense significance; without it, your document's credibility could plummet, risking the perception of your competence. Even in personalized documents, the lack of careful proofreading may inadvertently convey a sense of underconfidence. While spell checks offer a considerable lifeline, with numerous software options readily available, they're not infallible. Manual proofreading still holds its ground; it allows for nuanced adjustments, even in grammatically correct segments.with WPS AI you can have a humanistic eye scrutinize your writing. Its advanced capabilities observe nuances, ensuring your document's integrity and effectiveness. Download WPS Office today and experience firsthand the unparalleled refinement it offers to your written communication.

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