Module IV Editing 101

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Proofreading is the final stage of editing, after all revisions, editing, and layout are complete. A proofreader is the last editor to review a document before publication or going live online. Proofreaders examine proofs or draft web pages to catch remaining errors that earlier reviewers may have missed. Their focus is on accuracy and consistency, not rewriting. At this stage, the content is largely fixed, so changes should be minimal and justified.

Key responsibilities include

Correcting remaining spelling, grammar, punctuation, usage, and typographical errors
Checking for missing or incorrectly inserted text
Ensuring author changes are incorporated correctly and house style is followed
Verifying formatting, layout, and visual consistency (fonts, margins, headers, colour, etc.)
Identifying poor word, line, or sentence breaks
Ensuring images, tables, captions, and labels match the text
Proofreaders also review visual elements added during layout, which can be as time-consuming as reviewing the text itself.

Beyond error checking, proofreaders must work within time and budget constraints, avoid unnecessary changes, follow project instructions precisely, and use standard proofreading marks or agreed-upon electronic markup methods.

Proofreaders’ marks

Marks are standardized symbols used by editors to communicate corrections clearly and efficiently to typesetters, designers, and printers. They act like visual shorthand—easy to recognize, quick to apply, and widely understood across publishing workflows. Anyone involved in editing should know how to use them correctly. Because proofreading happens after layout, space for markup is limited. Proofreaders must write neatly, mark the exact location of changes in the text, and repeat the instruction in the margin (the “double-markup” method). They should avoid obscuring the original text, keep marginal notes brief, use carets correctly for insertions, and ensure markup isn’t lost near page edges. Marks should be applied carefully to avoid introducing new errors at this late stage.

Copy editors vs. proofreaders

Copy editors also use proofreaders’ marks, but usually work on double-spaced text with more room for markup and more substantial changes. Proofreaders work on laid-out pages, make fewer changes, and rely on margin-based markup to ensure clarity. Proofreading can be done on paper or electronically. Digital tools (e.g., PDF comments or editing stamps) are increasingly common. The key requirement is that the markup system—handwritten or electronic—is clear and mutually understood by everyone involved.

Proofreading

When proofreader receives page proofs (typeset pages or draft web versions), proofreading begins; either in print or electronic form, along with the style sheet and, ideally, the original manuscript. The proofreader compares the original and typeset versions to catch missing text, formatting errors, or design elements that didn’t transfer correctly. If the original isn’t provided, the proofreader works “blind,” reading the proof extremely carefully, word by word and element by element.
Proofreading must be methodical and systematic. Proofreaders often work in multiple passes (e.g., text, page numbers, figures), use checklists, read aloud, or employ tools like rulers to focus line by line. Every character, space, and visual element must be checked.
Once errors are marked using standard or agreed-upon markup, the proof is returned for correction. A second proof is then checked to confirm that all requested changes were made correctly. This cycle continues until the document is error-free.
Throughout process, proofreaders regularly consult style sheet, dictionaries, and style guides ;resist making unnecessary editorial changes, since changes at this stage are costly. If major problems are found, they should be reported to the editor or client rather than fixed independently.
Checklists are central to proofreading. They typically cover text accuracy, page numbering, tables of contents, headings, running heads, layout consistency, spacing, line breaks, widows and orphans, and overall design consistency. Depending on the document, checklists may also include notes, quotations, tables and figures, spacing rules, and hyphenation limits.

Building a Career in Editing

Anyone considering a career in editing are encouraged to actively engage with the editing profession to learn about employment opportunities and freelance career paths. Continuing formal education—such as additional courses in Simon Fraser University’s Editing Certificate program—is one way to build skills and credentials.¹
Volunteering for non-profit organizations is another effective strategy, as these groups often need help editing newsletters, websites, and other communications, providing valuable hands-on experience.¹
Aspiring editors can also benefit from joining professional associations, participating in discussions on social media, and reading widely about editing practices. Professional communities offer networking opportunities, training, standards, certification, and ongoing professional development.¹–³
Several national and international organizations support editors and related professionals, including associations focused on publishing, magazines, plain language, business communication, indexing, and editing across print and digital media in Canada, the United States, and the United Kingdom.²–⁸

1. Simon Fraser University. Editing Certificate Program. Burnaby (BC): Simon Fraser University. 2. Editors Canada. About Editors Canada and Editing Careers. Toronto (ON): Editors Canada. 3. Association of Canadian Publishers. About ACP. Toronto (ON): Association of Canadian Publishers. 4. Magazines Canada. About Magazines Canada. Toronto (ON): Magazines Canada. 6. Plain Language Association International. About PLAIN. 7. International Association of Business Communicators. About IABC. Chicago (IL): IABC. 8. Indexing Society of Canada. About ISC. 9. ACES: The Society for Editing. About ACES. 10. Chartered Institute of Editing and Proofreading. About CIEP. London (UK): CIEP. 11. Seven Mistakes Many First-Time Editors Make (and How to Avoid Them)