Proofreading is about correcting all those annoying typos and formatting errors

It is the proofreader’s job to check the typeset copy using standard proofreader marks to identify any typographical and formatting errors.

Consistency of writing is vital

As with editors, proofreaders in Australia use the Style manual for writers, authors, editors and printers 6th edition (2002) and any inhouse style manual for the publishing house or company. The marked up version is then returned to the typesetter for correction. An important step in the process is to return the revisions to the proofreader to ensure the typesetter has made all the corrections. It is not uncommon for errors to occur during the typesetting correction loop.

A professionally-trained proofreader is hard to find

Proofreading is a learned skill. Many baby boomer proofreaders acquired their training working for newspapers and in publishing houses in the 1960s and 1970s. However, newspapers long ago did away with this work reducing the numbers of professional proofreaders dramatically.

Proofreading is more difficult than it appears. As readers, we tend to compensate for errors and therefore we tend to skim over typographical errors. Learning to be a good proofreader requires time and a good mentor (if you can find one).

Proofreading is a different part of the publishing process from editing: structural editing and copy editing – both are far more detailed than proofreading and happen at earlier stages in the process.

What proofreaders do

Proofreading is about reviewing any text, either hard copy on paper or electronic copy on a computer, and checking for typos and formatting errors. Proofreaders can either check the text against an original document or  work ‘blind’ in that they simply check the final copy itself. Many good, professional proofreaders often identify copy-editing issues that have been missed such as grammar and inconsistency in the document.

Bold Type has a professionally trained proofreader who is renowned for his high quality work. Contact Sue Stevens at Bold Type today about proofreading your next writing project.

Read more about the publishing editorial process

Copy editing

Substantive or structural editing

The Macquarie Dictionary is the standard used for spelling in Australia

As an editor writing for print and the web, I have been asked many times about how to write Internet – with a cap ‘I’ or a lower case ‘i’.

In Australia, the source of all wisdom on such matters is the Macquarie Dictionary which advocates Internet with a cap ‘I’. They don’t give a reason why so here’s my reasoning why this is the correct way of writing the word.

Capitals are used for the names of things or people. Sydney is capitalized because it is the name of a city. I suggest that, while the Internet is not a geographic location, it is the name of a place of sorts and for this reason, cap ‘I’ should be used.

Another way of testing if something should be capitalized or not is to see what happens in the plural form. Sydney is the place so the concept of Sydneys does not work (even though there is another Sydney in Canada). Likewise, we don’t talk about internets as there is only one, the Internet.

For these reasons, I advocate the use of Internet with a cap ‘I’. However, others may prefer the lower case ‘internet’ for their own reasons.

Whatever you use, cap ‘I’ or lowercase ‘i’, be consistent and stick with one or the other.

More editorial advice from Sue Stevens

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Conversely, if sentences and paragraphs are written in short, staccato-like sentences with no words that connect the sentences, reading is very difficult. Likewise, long-winded rambling sentences without a variety of connecting words are very difficult to read. In fact, well constructed sentences and paragraphs  show the reader the connections between ideas and from one sentence to the next.

Examples of connecting words for a variety of writing styles

To add on to a statement or viewpoint

equally important, finally, further, furthermore, what is more, moreover, as well as, in addition, to expand, firstly (secondly, thirdly and so forth), not only this … but also (note you must include ‘also’ after but), in fact, another way to, besides, in general, more specifically, no matter what

To show similarity

similarly, likewise, in a similar manner, like, in the same way, such as, at any rate, also, even so, in other words, in general, more specifically, at the same time, in addition to, for the same reason

To contrast

however, nevertheless, rather, whereas, but, yet, on the other hand, on the contrary, by comparison, compared to, although, conversely, but, meanwhile, in contrast, after all, otherwise, alternatively, nonetheless, notwithstanding, regardless, in any case, even, yet, despite this

To express an alternative

or, either . . . or, whether . . . or, conversely, this can be relevant in at least two, first … second, or firstly … secondly (using ‘ly’ is grammatically correct)

To make a concession

granted, naturally, of course

To place statement in a particular context

in this connection, from this perspective, from this viewpoint, this point of view, in this school of thought, from this standpoint, from this standpoint, so conceptually one could argue

To place a statement in a timely fashion

previously, before this, to begin with, at first, ultimately, later, then, since then, since, after that, soon, next, gradually, while, meanwhile, furthermore, sometimes, eventually, finally, lastly, summing up, in summation, in conclusion, [there are three reasons for this] firstly, secondly, thirdly, soon, sometimes, when, now, once,

To show cause and effect

as a result, consequently, as a consequence, hence, due to, in view of, on account of, accordingly, for this reason, therefore, following on from this, thus, hence, moreover, that is why

To prove a point

because, for, since, for the same reason, obviously, evidently, indeed, in fact, in any case, that is, demonstrably, in all likelihood, in all probability, no doubt, seemingly, therefore, in that, owing to, on account of, considering, be reason of, hence, consequently, in view of, insofar as, increasingly, more importantly, even though, particularly, above all, especially since, in any case, by far, even if

To give an example of an earlier point of view

for example, for instance, in this case, to illustrate, as an illustration, to take another example, namely, that is, as shown by, as illustrated by, as expressed by

To repeat, insist on or refer back to an earlier point

as previously mentioned, as I have said, in brief, as I have noted, as has been noted

To emphasise when adding a conditional statement

indeed, obviously, patently, apparently, accordingly, without a doubt, certainly, undeniably, understandably, in accordance with, according to, otherwise, as far as

To conclude a paragraph or an essay

thus, lastly, in brief, in short, on the whole, to sum up, to conclude, in conclusion, as I have shown, as I have said, in summary, to summarise, in conclusion, ultimately

Read my blog entry on working with a Masters’ student to help develop writing skills.

Structural editors work at the construction level of publishing making sure the foundations of the written text is strong

Sometimes called developmental editing or structural editing, substantive editing looks at both the content and structure of a manuscript as a cohesive whole.

The structure of any writing is essential for cohesiveness and for maintaining the reader’s interest. It doesn’t matter how well something is copy edited or proofread if it is not well structured in the first place.

You could say that structural editors work on the building blocks of the writing – they make sure the foundation of the writing is strong.

Your writing needs to have a logical flow

Does the story or argument have a logical flow? Does the text below a heading relate to that heading or is the content in the wrong place? Do headings and the hierarchy of headings make sense and help signpost content?

Are there obvious gaps in the flow of the text? Is the content very dense and difficult to read in some places and light in others? Does the voice of the text change?

Substantive editing may require the editor to suggest re-ordering of large chunks of text, make suggestions about deleting text, adding text, or rewriting small or large chunks of text.

If you need a substantive edit of a piece of writing, contact Sue at Bold Type today.

Read more about the publishing process

Copy editing

Proofreading