Pro Pointers for Perfect Proofreading
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This document provides guidance and information for proofreaders. It discusses common grammar mistakes, the timeline of manuscript editing, different levels of copyediting from heavy to light, what proofreaders do and typical salary ranges, freelance rates, common style guides, what to look for when proofreading like spelling and formatting, and tips for polishing prose like using a style sheet and fact checking. It also includes some grammar exercises and links to additional resources.
![STYLE GUIDES
The Chicago Manual of Style
The Associated Press Stylebook
Corporate
Special (academic journals and publications within
specialized fields [American Institute of Physics,
American Medical Association, American
Physiological Association, etc.])
Create your own style sheet for consistency across
publications (useful in corporate or nonprofit
environments with no established style guide)
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Pro Pointers for Perfect Proofreading
- 1. PRO POINTERS FOR PERFECT PROOFREADING Carrie O’Connor & Abbie Amadio
- 2. GRAMMAR GAMES THREE MISTAKES: WHERE ARE THEY? We need to thank the company for it’s accomodations during this very difficult period in our History. Correction: We need to thank the company for its accommodations during this very difficult period in our history.
- 3. THREE MISTAKES: WHERE ARE THEY? The woman protesting the company’s policies have asked that they open their records to the public. Correction: The woman protesting the company’s policies has asked that it open its records to the public.
- 4. THREE MISTAKES: WHERE ARE THEY? How are the French fries that the chefs son prepared in the University’s new kitchen? Correction: How are the french fries that the chef’s son prepared in the university’s new kitchen?
- 5. TIMELINE OF A MANUSCRIPT Original MS • Author Revised MS 1 • Editor/Copy Editor Revised MS 2 • Editor/Copy Editor/Editorial Assistant … • Editor/Copy Editor/Editorial Assistant Proof Revised Proof Final MS • Author/Proofreader • Proofreader/Editorial Assistant • Published!
- 6. LEVELS OF COPYEDITING Heavy The document is in its first- or second-draft stage and requires a significant amount of editing work, with possible rewriting and reorganization. Suggesting new vocabulary to strengthen your work Inserting or deleting language for strength and/or consistency Rewriting confusing language or passages Reorganizing your project for clarity Discussing and correcting confusing syntax with the author Renumbering and/or relettering references, in-text lists, and/or front and back matter, if applicable Extensively correcting grammar, spelling, and punctuation
- 7. LEVELS OF COPYEDITING Light Light editing is more intensive than proofreading Correct grammar, spelling, punctuation, and syntax for accuracy as well as for readability, as applicable Check your document for clarity and consistency, including special focus on hyphenation, capitalization, list and reference styles, headers and footers, cross-references, tables, captions, and headings Suggest new copy for clarity of your work
- 8. SO YOU WANT TO BE A PROOFREADER? Reads clean manuscript (or proof or galley) against edited manuscript Checks that all typesetter, copy editor, editor, and/or author corrections have been made to the clean copy Checks for errors in spelling, punctuation, and grammar; word breaks; typeface and font; cross-references and references; page numbers and running heads; placement of illustrations and tables; overall document appearance; inconsistencies in style and format; numerical or alphabetical orders
- 9. DO PROOFREADERS MAKE ANY MONEY? Milwaukee Proofreader: $29,000 to $51,000 According to Simply Hired, the average salary for a corporate copy editor is $43,000 Salaries vary for newspapers because they are unionized National Proofreader: $29,000 to $41,000 Technical Copy Editor: $36,000 to $52,000 Medical Copy Editor: $29,000 to $44,000 Newspaper Copy Editor: $41,000 (average)
- 10. FREELANCE RATES
- 11. STYLE GUIDES The Chicago Manual of Style The Associated Press Stylebook Corporate Special (academic journals and publications within specialized fields [American Institute of Physics, American Medical Association, American Physiological Association, etc.]) Create your own style sheet for consistency across publications (useful in corporate or nonprofit environments with no established style guide)
- 12. THE LANGUAGE OF PROOFREADING From the Chicago Manual of Style, 15th Edition
- 13. WHAT TO LOOK FOR WHEN PROOFING COPY Reading against your revised copy Spelling and usage (principal vs. principle; comprise vs. compose) Word breaks Typeface and font Page numbering and running heads Illustrations, tables, and references Overall appearance Sense
- 14. SOME PROOFING TIPS TO POLISH YOUR PROSE Put your document in standardized publishing format 12-point Times New Roman font; one-inch margins; double-spaced; left justified Create an individualized style sheet Capitalization (creative or otherwise) Spelling (character names, places, events, etc.) Punctuation (consistency and correctness) Fact check (highlight information, dialogue, names, titles throughout your document) Global searches and revisions Take breaks; go back and read your work Consistency, consistency, consistency
- 15. HELPFUL LINKS American Copy Editors Society Editorial Freelancers Association http://www.apstylebook.com/ The Chicago Manual of Style http://www.the-efa.org/ AP (Associated Press) Stylebook http://www.copydesk.org/ http://www.chicagomanualofstyle.org/home.html Merriam-Webster Online http://www.merriam-webster.com/
- 17. DOW JONES GRAMMAR TESTS AND COPY EDITING EXERCISES HTTP://WWW.NEWSROOM101.COM/NEWSROOM101/
- 20. THREE MISTAKES: WHERE ARE THEY? After a year-long investigation, police are ready to close the case about the woman whom layed her infant daughter on the church stairs and left her. Correction: After a yearlong investigation, police are ready to close the case about the woman who laid her infant daughter on the church stairs and left her.
- 21. THREE MISTAKES: WHERE ARE THEY? We absolutely adore the girl who lives on 123 South Woodlawn Rd during the Winter. Correction: We absolutely adore the girl who lives on 123 S. Woodlawn Road during the winter.