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The Ultimate Proofreading Checklist

Okay, so you have to proofread something. Deep breaths. Unless you’re a professional proofreader, you’re likely not too thrilled to find yourself in this situation. You’ve already spent eight hours sitting at your desk writing this document, and three more hours just editing it. Now, you have to proofread it, too?!

Yes, yes, you do. But it’s not all bad. I’m going to give you a choice. It’s time to pick (drum roll, please) . . . your proofreading hat! Proofreading hat? Really?

Yes, really. Putting on your proofreading hat (literal or figurative—your call) will help you get into the right frame of mind. The more you wear your hat while you proofread, the more you’ll associate your hat with proofreading and the more easily you’ll face the tasks that lie ahead.

I know it’s daunting, but at least you have a cool hat!

And luckily for you, we’ve compiled a proofreading checklist for you. All you have to do is follow it. Easy peasy, right? So, proofreaders, rev up your desk chairs, and don your proofreading hats proudly!

The Ultimate Proofreading Checklist

Complete a First Pass

  • Correct typos. Scan through the document, and make sure everything is spelled correctly. Changing to a different font type can help the eye to catch errors.
  • Thoroughly revise homophones (words that sound the same but have different spellings and meanings). The most common are their/they’re/there, but also consider discrete/discreet, persecute/prosecute, and farther/further.
  • Revise the document based on the conventions of your version of English and your preferred audience/style guide. While U.S. English calls for the serial comma, U.K. English generally does not. You can use the percentage symbol in technical writing, but you should spell out “percent” in most written paragraphs. All the words in your title are capitalized in MLA style, but only the first word is capitalized in most Harvard style guides. All these little rules should be followed according to your location and your audience. Always consult your preferred style guide.
  • Don’t forget to proofread figures and tables. This includes formatting. Make sure the numbering is consistent.
  • Check for faulty parallelism, especially regarding collective nouns. For example, the word “class” is treated as a singular subject.
  • Make sure you’ve used hyphens, en dashes, and em dashes appropriately. The hyphen is used to create compound words, the en dash indicates range, and the em dash is used to break up sentences.
  • Be consistent with spelling. All terms and names should be spelled the same throughout the entire document.
  • Ditto with spelling out numbers. Most style guides spell out numbers between one and nine, and use numerals for numbers 10 and up, unless you’re starting a sentence. Consult your preferred style guide for the correct formatting of dates, times, percentages, equations, etc.
  • Eliminate redundancy, and shorten run-on sentences. Eliminate verbosity. “Due to the fact that” should be cut and replaced with “because.”
  • Revise comma splices. If you’ve split up two independent clauses with a comma, you’ve spliced your sentence. Repair by separating your sentence or introducing a semicolon.
  • Introduce all acronyms. Before using an acronym, present it. There’s nothing more confusing to a reader than a series of letters with zero help from the author about what they mean. After you properly introduce your acronym, you can use it throughout the rest of the paper, except in titles.
  • Cut off the other hand. Sorry, that was graphic. I just mean that, if you’re transitioning with “on the other hand,” “on one hand” has to come before it. To remedy this problem, you can always just use “conversely” instead.
  • Consider tone and language. Verify that the word choice is appropriate for your intended genre/medium/audience.
  • Check that your paragraphs flow together nicely. Like a rickety bridge, any poor connections should be further supported.
  • Verify that your tense is consistent throughout. Slipping between past and present tense is a very common mistake that’s extremely jarring to the reader.
  • Make sure your vocabulary is varied. If you’ve said “in addition” for the last three sentences, try changing it up. If you’ve used the word “beautiful” 11 times in a document, a thesaurus can’t hurt. Just make sure you know the exact definition and connotations of any word you use and make sure it conveys the intended meaning.
  • Clarify everything. Ambiguous word choices and sentence structures should be eliminated.
  • Ensure that all your reference information is there. Conversely, do not cite something that does not appear in the work. Make sure the in-text citations match the ones in the reference page.
  • If you find that you’re making major changes, stop proofreading and edit instead. If you’re writing, you’ll probably introduce new errors into your document. Edit first, and make the big changes. Then go back to proofreading.
  • Take off your proofreading hat and walk away for a bit. Drink a cup of coffee, or step outside into the sunshine. At the very least, look at something far away from your desk for no less than 40 seconds. Then, take a deep breath, and get your proofreading hat back on. It’s time for your second pass. Don’t fret. If you’ve done a good job with your first pass, then you can take off your proofreading hat really soon. It’s sad, I know.

Complete a Second Pass

  • Use an automated spell-checker. Know when to accept changes and when to ignore them. Remember that the computer is not always correct.
  • Format the document according to your preferred style guide. This includes margins, headers, paragraphs, spacing, font type and size, etc. It’s finicky work, but it’s important.
  • Double-check your spacing. It’s very common for writers to accidentally space twice between words and sentences. Words should always have only one space between them, and a single space between sentences is quickly becoming the norm. Check your style guide to be sure which is preferred here, but whatever your decision, be consistent.
  • Make sure to quadruple-check important parts of the document. It’s embarrassing when a word is spelled wrong in the title or the conclusion.
  • Read the entire document one more time. Does it flow well? How does it look as a whole? Do you need to make any final changes?

Talk about hat hair! It’s time to hang up your trusty proofreading hat for another day.

Filed Under: Editing and Proofreading Tagged With: grammar, proofreading, rw

Tips for Managing Your Life as a Freelance Proofreader

Think freelance proofreading is for you? Here’s what you need to know!

You have chosen a career as a freelance proofreader and have entered the realm of the self-employed. Congratulations! Being your own boss and working by yourself is exciting and liberating; there are no bosses and no office politics. However, the reality is that there is no boss, no one to hold you accountable, and no one to manage the particulars an employer typically handles. It’s all up to you.

Staying on task with your proofreading jobs when you’re self-employed can be challenging. As a freelance proofreader, you must develop good work habits and choose to work efficiently and effectively. You must work regular hours, meet all deadlines, stay up to date with your financials, and keep organized client files.

Let’s take a look at these, perhaps new, responsibilities and see how best to cope with them.

Managing your time

The challenge most freelance proofreaders often find the most daunting is time management, which needs to be taken seriously if you are to be successful and productive. You must manage yourself and your energy so you can accomplish your tasks and maintain a balance between your work and personal time.

Sometimes the hardest part about being self-employed is simply getting things done. Working as a freelance proofreader can be fun, profitable, and easy if you consider the following tips:

  • Get down to basics: follow a schedule; make a to-do list; set priorities; use a stop watch to allocate a certain amount of time per task; and use little pockets of time wisely.
  • Take care of one thing you dread each morning. Do it first and get it out of the way, otherwise it will distract you for the rest of the day.
  • Whether you are a night-owl or an early-bird freelance proofreader, take advantage of your own peak hours, however non-traditional they may be, to complete your tasks.
  • Take a break for five minutes (or 24 hours) to avoid burnout and bad habits. Do something to alter your business routine: go shopping, have lunch with a friend, take a drive to the lake, or go for a run. Incorporating a little R & R into your schedule rescues you from the monotony of your work and boosts your creativity. You will return to your work refreshed and full of new ideas.
  • Mistakes will happen. Don’t obsess over them. Apologize to your client, take responsibility for what happened, and then rectify the problem. The sooner you fix it, the sooner you can move on.
  • Brush up on your skills so that you are working as efficiently as possible. There are online forums to talk to other freelance proofreaders, or you can enroll in an online proofreading course to be sure your skills are up to snuff. Learning a few tricks and making sure  you are proofreading to the best of your abilities will save you time and hassle in the long run.
  • Eliminate the distractions of e-mail and social media for a few hours each day. Your productivity will increase, and you will work efficiently through your to-do list.
  • Keep an accurate account of the actual time you spend working on each project using a stopwatch and a spreadsheet. Include a short summary of the work accomplished. This will help you estimate the time you might need for similar freelance proofreading work in the future, and it is useful when determining your rates.
  • Several online tools, such as Google Calendar and myMemorizer, can help freelance proofreaders avoid distractions, and others, such as Manic Time, can help you get a basic handle on time management.

As a freelance proofreader, staying focused requires mindfulness, which is essential to your success. The best parts of self-employment are also the things that can lead to stress and failure. Be aware of what you are doing each day, be honest about what you can do better, and forgive yourself when you make mistakes or aren’t as productive as you hoped.

Financial concerns

As a freelance proofreader, you must take care of your own benefits, such as health care, handle estate and retirement planning, and pay any applicable taxes. Self-employed individuals often deal with financial issues that are more complex than those of salaried employees. Legal and accounting considerations are also important, and it is imperative that you keep accurate and detailed financial records of your business. If these responsibilities prove to be overwhelming, it might be wise to enlist the advice and support of professionals.

Taxes

One of the nicer aspects of regular full-time employment is that your employer is required to withhold money from your paycheck and send it to the government to cover your taxes. As a freelance proofreader, however, that responsibility will fall on you. There’s no doubt that paying taxes can be daunting for the self-employed. You might need to consult an accountant or tax advisor if you have special concerns.

As a freelance proofreader, you should set aside a portion of your revenue from which to pay your taxes. The amount will depend on the amount of money you bring in, plus the deductions and tax credits you’re allowed to claim to offset your tax bill. This varies widely from case to case; there’s no standard guideline that fits the entire spectrum of home-based businesses.

If you’re self-employed, it’s a good idea to establish a bank account from which you pay taxes on all your income. That way, when taxes are due, you are prepared to pay them. A good way to handle your taxes is to pay them quarterly. This might seem cumbersome, but it is actually a safer practice than trying to pay just once a year because it forces you to keep money in reserve and be accountable at regular intervals.

Some final thoughts

There is a definite allure to being a freelance proofreader. After all, who wouldn’t want to be their own boss, work when they want to from almost anywhere, and have complete control over their income potential? However, remember that when you are self-employed, everything is your responsibility. Armed with knowledge and foresight, we are sure you will successfully navigate the jungle of red tape and enjoy your career as a freelance proofreader!

 

Filed Under: Editing and Proofreading Tagged With: career, proofreading, rw

Editing in British English

A guide to the differences between American and British English

English can be a strange and confusing language. Its spelling and grammar rules aren’t always intuitive, and the fact that there are different varieties of English—British, American, Canadian, and Australian—makes things that much more perplexing . . . or so it seems. Today, we’re going to be looking at the main differences between the two most common varieties of English—British and American—and what to watch out for when editing in British English. Although the two aren’t that different, their variations in grammar—including spelling, usage, and punctuation—are still quite significant.

By comparing British English to American English, this article will list the most common things to watch out for when editing in British English. We will cover the topic of British English grammar as a whole, including spelling, usage, and punctuation, as well as the differences between American and British English. By the time you’re done reading this article, you’ll know exactly what to pay special attention to when editing in British English. Chocks away!

British English

British English is the variety of English spoken and written throughout the United Kingdom. Although British English has regional varieties, we’re going to keep it simple here by taking a broad approach and examining the main features of British spelling, grammar, vocabulary, usage, and punctuation. Learning these basics will provide you with a great knowledge base that you’ll find especially helpful when writing or editing in British English.

Let’s start with the main differences between American and British English, which include spelling, usage, and punctuation.

1. Spelling

The spelling of English words has not always been standardized. With the publication of influential dictionaries in the eighteenth and nineteenth centuries, spelling standards became increasingly common, although with differences between countries. These variances occurred for cultural, political, and linguistic reasons, and over the years, the differences have become more cemented (though never completely so).

The primary differences are between British and American spellings. American spelling conventions changed early on, and the variances have persisted throughout the years. Countries in the British Commonwealth (and Ireland) tend to follow British usage, although there are still some minor variations (Australian spellings, for instance, sometimes diverge from the British forms). The one major exception is Canada. Canadian English is more of a hybrid and follows typical British usage in many ways, while adopting certain common practices from its neighbor to the south.

Here are some of the main spelling differences between American and British English:

  • Words that end in –our in British English tend to end in –or in American English, but only when the –our ending is not stressed, such as in flav-our.
  • When the –our ending is stressed, however, the –our spelling is retained in American English, such as in vel-our.
  • Words ending in –erior are spelled this way everywhere, regardless of location.
    • superior
    • exterior
    • interior
    • inferior
  • Many words in British English end in –er, especially Germanic and Romance words. However, certain words with French, Latin, and Greek origins end in –re in British English. These –re endings are often not used in American English (e.g., theatre in British English is spelled theater in American English). Here are some other examples of -re endings in British English:
    • centre
    • metre
    • fibre
    • sabre
  • Many English words derived from Greek words end in –ize or –ise. The ending choice varies between, and often within, countries. Great Britain uses both –ize and –ise, although the –ise ending is more common.
  • For such Greek-derived words, the British usage is inconsistent. The –ise is more common, but the Oxford University Press and the Oxford English Dictionary, for example, use the –ize. The Cambridge University Press, on the other hand, adopts the –ise ending, and this is what is typically used in the British mass media for words such as criticise or organise.
  • Some words ending in –ize/-ise are not derived from Greek, and their endings are thus not interchangeable in British English. Examples include:
    • size
    • prize
    • seize
  • The use of the –yze or the –yse ending varies between countries. The –yse ending is used in British English, while the –yze ending is used in both American and Canadian English for words such as analyze.
  • Some words can end in either –ogue or –og, although the –ogue ending tends to dominate in all countries. Examples:
    • pedagogue
    • monologue
    • synagogue
  • In British English (and that of most Commonwealth countries), some words use either the ae or the oe combination, while in American and Canadian English, these are almost always reduced to a simple e. However, there are certain exceptions. The word fetus, based on etymology, should always be spelled fetus, but Britons often adopt the oe spelling, and the word becomes foetus. Academic journals everywhere tend to prefer the etymologically correct spelling, fetus.
  • A few words always (or usually) retain the ae or oe construction, even in American English:
    • phoenix
    • subpoena
    • toe
  • Latin –ae plural endings are not changed in any variety of English, as with the following:
    • larvae
    • formulae
    • antennae

Spelling Differences: Double Consonants in British English

When adding a suffix that begins with a vowel, the final consonant is often doubled. This helps avoid confusion. For example, if you have tap and do not double the consonant p when adding the suffix –ed, you will end up with taped, which is the past tense of the verb tape. Doubling the consonant creates the word tapped instead.

Generally, this only occurs when the word ends with a single consonant following a single vowel and when the final syllable is stressed. However, in British English, a final –l is often doubled to –ll, even when the ending is unstressed. In American English, only one –l is used. Canadian English follows British usage here, typically using the –ll.

This doubling in British English is generally true for any such words ending in –ed, –ing, –er, –est, and -or, for example:

  • counsellor
  • counselling
  • counselled

However, for words ending with –ise/-ize, –ism, –ist, and –ish, the final –l is generally not doubled, as with the following:

  • novelist
  • sensualist
  • normalise

In words with other endings, such as –ous, –ee, and –age, the usage varies, with some doubled (marvellous) and others not (scandalous). Jewellery has –ll in British English but is spelled jewelry in American English.

Single –l endings are used if there is a double vowel.

  • foal (oa) becomes foaling
  • fool (oo) becomes fooling
  • pool (oo) becomes pooling

Single –l endings are used if there is a consonant preceding the final consonant.

  • bowl (w before the l) becomes bowling
  • whirl (r before the l) becomes whirling

Overall

The biggest differences between American English and British English are words with the following combinations: –our versus –or, –re versus –er, –ize versus –ise, –yze versus –yse, –ogue versus –og, and words with ae in American English that are spelled with oe in the British equivalent. If you’re interested in learning more about the differences between American and British English, Diffen.com is a great resource.

2. Usage

Usage refers to language etiquette and how words are commonly used (written and spoken). It also refers to using the right word in the right context. In terms of British versus American English, usage is where you’ll see the most obvious distinctions. Different words may be used for different reasons: convention, simplicity, socio-cultural reasons, and even aesthetics. There are too many examples to include here, but check out EnglishClub.com for a very thorough list.

3. Punctuation

Differences between American English and British English are probably the most noticeable in spoken language, but along with spelling and usage, there are also slight differences when it comes to British punctuation. The most important British punctuation rules to remember are:

  • The serial comma is not used. Example: I bought flowers, a vase and a card.
  • Single quotation marks (instead of double quotation marks) are used for initial quotations. For quotations within initial quotations, double quotation marks are used.
  • Punctuation (commas, periods) goes outside the quotation marks.
  • When writing titles such as “Dr.” or “Mr.,” the periods are omitted (“Dr” or “Mr”).
  • When writing times, British English uses a period between the hours and minutes (e.g., 4.30 p.m.), whereas American English uses a colon (e.g., 4:30 p.m.).

How can these rules help me with editing in British English?

Now that you’ve learned about the differences between British and American spelling, grammar, punctuation, and usage, it should be easier for you to spot these discrepancies and write or edit in British English. It’s really just a matter of keeping certain rules in mind.

Cheerio!

 

Filed Under: Editing and Proofreading Tagged With: editing, rw

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