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how to become a proof reader
How to Become a Proofreader: Qualifications, Education, and Pay
Are you quick to spot a typo or bothered when a writer uses “then” in a sentence that calls for “than”? If so, you might make a good proofreader.
All sorts of companies hire eagle-eyed proofreaders to ensure their written documents are free of errors before being seen by others. Misspellings, incorrect grammar, and similar mistakes reflect poorly on a business and can cause problems or confusion. (Imagine, for instance, an ad that promotes a product on sale for $14 rather than the intended $41—big difference!)
Think proofreading sounds like a possible match to your interests and talents? Read on to learn all about how to become a proofreader.
Note: FlexJobs is a subscription service for job seekers that features flexible and remote, work from home jobs. With an A+ rating from the Better Business Bureau, the monthly subscription costs allow us to fully vet and verify all of the jobs on our site—ensuring that customers have a safe and positive job searching experience.
What is Proofreading? Definition & Meaning
Each proofreader job description contains company-specific responsibilities, but the heart of any proofreading role involves meticulously reviewing a piece of writing to ensure it is at its best. Proofreaders catch spelling, grammar, and punctuation errors. They also look at the formatting to make certain all elements are included and appear as they should—spotting things like a sentence appearing twice or accidentally getting omitted, a headline failing to show as bold, or the date missing from a document.
Proofreading vs. Copyediting vs. Editing
Despite similarities, proofreading, editing, and copy editing are not the same thing. Editors generally perform duties such as planning content, assigning work, reviewing submissions, and making revisions. Copyeditors check for grammatical mistakes, continuity errors, and other inconsistencies. By the time copy reaches a proofreader, all rewrites should be complete. The proofreader ensures the final product is free of errors.
That said, proofreader job descriptions may contain elements that venture into editing territory. Smaller businesses especially may expect proofreaders to assume greater responsibilities. In larger companies, proofreaders sometimes use their experience as a stepping stone to higher-level editorial positions.
How Much Money Do Proofreaders Make?
Proofreaders earn a mean hourly wage of $20.17, according to the Bureau of Labor Statistics. Industries with the highest levels of employment of proofreaders include newspaper, periodical, book, and directory publishers; scientific and technical services; business support services; employment services; and advertising and public relation firms.
Educational Requirements for Proofreaders
Proofreaders oftentimes hold a bachelor’s degree in English or journalism. However, graduates in other disciplines also can succeed as proofreaders by demonstrating their understanding of written language. Employers frequently require candidates to take a proofreading test to show competency.
Certain proofreading positions call for an advanced degree and/or experience in a particular industry. A background in law, for instance, proves useful for proofreaders of legal documents.
Which Skills Do Proofreaders Need?
Aspiring proofreaders should be strong communicators who pay close attention to detail. Applicants also need the ability to work independently and to meet deadlines consistently.
Most modern-day proofreading gets performed on computers. Familiarity with word processing (especially change-tracking features), editorial software, and spreadsheets proves helpful.
Some employers seek candidates who are familiar with specific editorial styles. Knowledge of the Associated Press (AP) Stylebook and/or the Chicago Manual of Style before hitting the market provides a definite advantage.
Finding Flexible and Work-from-Home Proofreading Jobs
Like writing and editorial positions in general, proofreading lends itself to remote and work-from-home arrangements. Besides filling full-time roles, companies often hire proofreaders on a freelance/contract basis.
If this is something you’d be interested in, FlexJobs has you covered. We post full-time, part-time, contract, and freelance proofreading positions that are fully vetted and verified.
What Does a Proofreader Do?
What is expected of a professional proofreader and how to become one
English aficionado? Check. Manically meticulous? Double check. Spots typographical missteps on anything with a printed word? Check, check, check. Sounds like you have a promising career as a proofreader, buddy.
Not sure? Check out what one veteran proofreader has to say about a career combing through text, and then decide.
So what exactly does a proofreader do?
People often confuse a proofreader with a copy editor. And who could blame them? The two are practically kissing cousins.
But there is a major distinction: a proofreader ensures content is free of errors, and—presto!—job is done. There’s no rewriting and revising involved—at least, there shouldn’t be.
Corrections at the sentence and word level (should) have been made before the text lands in the proofreader’s lap.
“I see proofreading as reading a proof—analyzing it on a visual and content level for final changes after it’s evolved through its stages of revision,” said Mary Emma Koles, owner and founder of online editing company ink200, and owner and director of SpiderSmart Learning Centers, which offer lessons and workshops in editing, writing and other areas.
A proofreader ensures content is free of typographical, grammatical, spelling, punctuation, syntax, formatting and other such errors.
This is the person who notices the extra space after a period, the “their” when it should be “they’re” and the compound adjective missing a hyphen.
The job is all about tweaking the syntax and diction in a piece to ensure the most fluid, original projection of the content possible, explained Koles.
What skills does a proofreader need?
“Patience for the tediousness that comes with fine-tuning every single aspect of every single word and line,” advised Koles. “Precision for the fine-tuning required in revising word-to-word, sentence-to-sentence, and paragraph-to-paragraph; and originality for the creativity each client deserves during every phase of revision.”
You should also be familiar with a style guide or two.
What about digital skills?
If you’re working on website content, hyperlinking is important. But for pretty much everything else, knowing your way around Microsoft Word—get to know track changes—suffices, Koles said.
What does it take to excel in this position?
The eyes of a hawk and an insane mastery of the English language, grammar and punctuation.
Is this more of a freelance position, or do companies keep a proofreader on staff?
In general, landing a job is all about connections and what opportunities arise because of them.
“Some are serendipitous; others are hard-earned,” said Koles. “Freelance and consistent positions alike are out there for the taking; it’s all a matter of seeking new avenues to editing work and—of course—doing an exceptional job with every single piece you are given to polish and perfect!”
Who is a proofreader’s supervisor?
You’ll likely be checking in with an editor.
How can I break into this field?
Proofread your friends’ stuff (e.g., resumes, college essays) to get your feet wet.
Prepare a portfolio to show off your work. Then try landing an editorial job, one that involves polishing prose, at a smaller publication, publishing house or website.
As with all jobs these days, having a basic competence across a variety of disciplines will make it easier to get hired. A good understanding of the copyediting process will help your proofreading prospects.
How To Become A Proofreader Without A Degree
Have you always wanted to try proofreading but thought it was out of reach because you thought you needed an English degree? Well, I have great news because it is possible to become a proofreader without a degree.
The essential skills you need as a proofreader aren’t ones that can be acquired from years at school. After having worked in the publishing and communications industries for 20 years, I can tell you what qualities and skills you really need to succeed as a proofreader.
Special Certificate Not Required
The truth is, you don’t need a special certificate or diploma in proofreading to apply for jobs or to start working as a proofreader. Heck, you don’t even need a degree to work in publishing anymore!
Proofreaders Come From Different Backgrounds
I don’t have an English degree and I’ve been a successful proofreader and editor for over 20 years. In university I studied media and communications, after which I attended a post-graduate program in book and magazine publishing.
Over the years, I’ve supplemented my editing knowledge through courses, books, and online resources. I’ve also learned a lot from working with other editors who’ve been very generous with their knowledge. It’s important to always be learning.
Many of my proofreading and editing friends come from various backgrounds and most of them don’t have English degrees, either. They have degrees, diplomas, and certificates in various subjects like history, anthropology, film, philosophy, and marketing, to name a few.
Studying in a post-secondary capacity gives you more exposure to different levels of language use, and forces you to learn how to write, but you can definitely pursue a career as a proofreader with a high school diploma as your foundation. You would just have to take classes to develop your skills.
Below, I outline the “must haves” that every proofreader should have. These skills are essential in propelling you forward and can determine if you can make it as a proofreader.
FREE TRAINING
If you want to learn how to become a proofreader without a degree, I created a FREE training masterclass. You can watch it now and receive a workbook to follow along.
The Must-Haves To Become A Proofreader Without A Degree
1. Must Have A Great Command Of English
While you don’t need an English degree to become a proofreader, you must have a great command of the English language. This means you can recognize bad grammar and can correct basic spelling and punctuation mistakes off the top of your head.
2. Must Love To Read
You may think this is a no-brainer, but you have to seriously love reading because, obviously, you read. A lot. Proofreading involves a lot of reading and rereading of material because you want to make sure you catch everything.
Have you ever started reading a book and stopped at some point because you just couldn’t get into it? That’s what proofreading can be like sometimes, except you can’t put the book/project down and walk away.
I’ll be honest, some jobs can be engaging and interesting, while other stuff can be dry and painfully boring. This is when your ingrained respect for words will kick in and rescue you.
3. Must Have An Eye For Detail
No degree in the world is going to teach you how to notice the details. Your ability to notice the small and inconsistent things is going to be your biggest tool as a proofreader.
While you can rely on checklists, it’s also possible to develop a fine eye for detail with a lot of practice. The ability to notice the small things will help you catch issues with confusables (words that get easily confused, like “affect” and “effect”), formatting, graphics and consistency.
4. Must Have Self-Control
Why is self-control important for you to have to become a proofreader? Because it’s essential to preserve the writer’s voice and respect their style preferences.
It’s tempting to just delete all those unnecessary commas, but if a writer insists on sprinkling commas around like glitter (yes, I’ve seen this many times), then you have to step back.
In one project I worked on, the writer stated commas couldn’t be touched because of how he envisioned the reader reading his book. As wrong as that sounds, it was important for him to guide his readers’ experience, and there’s nothing you can do in that situation but respect that.
Entrepreneurs and writers put a lot of sweat and tears into their work, so you can imagine how hard it is for them to hand over their “baby” to another person. If it’s an issue you really feel strongly about and can’t let go of, then approach it in a way that’s respectful.
5. Must Be Able To Manage Time Well
Time management is an essential skill in being a freelance proofreader. Working from home or from a sunny locale might make you the envy of your corporate-job friends, but watch out, it’s not all sleep-ins and playtime.
A common mistake with new freelancers is they let loose and don’t follow a schedule.
If you don’t get serious and dedicate a set amount of hours a day to your projects, then you’ll find yourself staring at a deadline that’s suddenly come too close, and you’re scrambling to meet it.
You also have to be available to clients who are most likely working traditional work hours. And you also need to set aside time for marketing and managing your business.
6. Must Be Willing To Market Yourself
It goes without saying that if you want work then you have to go out and find it. You have to have the motivation and perseverance to market yourself in order to land your first couple of proofreading gigs.
Marketing your services doesn’t include responding to job postings, it means making people aware of who you are and what you do.
It involves researching prospective clients and industries, cold-calling and positioning yourself in a way that makes people feel they need you.
It means making yourself visible online and within your niche if you have one.
This is the hardest part of being a freelance proofreader (or any type of freelancer) and the most important thing to remember is that you can’t give up. Be creative, set goals, and if an approach doesn’t work then try a new way.
7. Must Have Good Business Sense
Since most proofreading jobs are freelance, it’s necessary for you to have an understanding of business as a self-employed person. Freelancers have to manage tasks and projects, invoicing and accounting, and it can get overwhelming.
There are a lot of apps and software tools available to help manage every aspect of running a freelance business. If you work as an in-house proofreader it’s still a good idea to learn some business skills if you ever choose to take on extra side projects.
8. Let Go Of Imposter Syndrome
Everyone at some time has suffered from Imposter Syndrome, of feeling inadequate, of not really owning what we are doing, especially if it’s something new.
I’ve been through it, and trust me, it slows you down if you don’t learn to overcome it.
When I first started, I doubted the corrections I made and second-guessed my research. I even worried I pointed out too many mistakes. Totally crazy, right?
Part of this train of thought also included me berating myself for doubting my skills because I knew I was good at my job. In my heart, I trusted my abilities although I was swamped by fear.
So how did I get over it? I realized that I was hired to do the work because my clients believed in me. They hired me because they trusted I was knowledgeable in an area they knew nothing about.
Conclusion
All of the must-haves I’ve listed above are essential in becoming a proofreader without a degree. You don’t need formal education, but you do need commitment.
To succeed, you need more than language skills. You also need discipline, drive and good business sense.
Treat proofreading as a business that you have to build. If you get a good grip on the marketing and business aspects, then you’re more than halfway there.
Don’t let yourself be intimidated or led into thinking you’re not good enough.
Focus on yourself, your client and their content, and you’re gold.
What’s your background, and do you think you have what it takes to be a proofreader? Let me know in the comments below!
