Plan proofreading around a clear version and approval
Proofreading checks agreed language and formal aspects. Rewriting or major restructuring are different tasks. Readiness, format and correction process should be clear before work starts.
Identify the version to check
Specify completed text or final designed output. A clearly identified version avoids changes to the wrong document.
Unfinished text can already be planned by volume and deadline. Checking later needs a complete working version. Subsequent additions may require another pass.
Define the checks
Not every proofread includes all formal aspects. Identify important elements and required scope.
| Check | Points to agree |
|---|---|
| Language | Spelling, grammar and punctuation |
| Consistency | Names, terms and conventions |
| Final layout | Hyphenation, headings and breaks |
| Lists and references | Numbers, cross-references and captions |
Choose a suitable volume measure
Word count helps for existing text. Actual pages of fixed layout may be appropriate with tables and images. Pages and words are not directly comparable without an agreed basis.
Volume bands suffice for planned text. Recurring work needs quantity per delivery. Additional versions and different content should be treated separately.
Agree variant and style
State language, market and existing house rules. Swiss usage, terminology, numbers and forms of address help consistency.
Official rules of a particular publisher are not automatically binding for private text. Agree suitable guidance and handling of unresolved variants.
Separate correction from revision
Rewording, restructuring and new content are not included without agreement. Such work may need more extensive editing.
Unclear points can be queried. Full research, source checking and technical or legal approval are separate tasks. Proofreading does not promise absolute freedom from errors.
Implement corrections and check
Agree visible changes, PDF annotations or direct corrections in a suitable system. Define who implements changes and answers queries.
Hiding tracked changes does not automatically remove them. Check the approved final version and export. Edits may create new breaks; a final check after implementation may need separate agreement.
Compare the same scope
Compare volume, readiness and included passes. Complex tables or notes may take more attention than simple text pages. Clarify handover, queries and later checks.
| Item | What to state |
|---|---|
| Volume | Words or fixed pages per delivery |
| Rules | Language, variant and house style |
| Checks | Text, layout and references |
| Implementation | Markup or direct changes |
| Completion | Queries, further checks and deadline |
Frequently asked questions
Can I enquire before finishing?
Yes. Estimate volume and readiness. Work later uses an agreed version.
Is restructuring included?
Not automatically. Major structural or style changes are separate tasks.
Are pages and words equivalent?
No. Layout and images affect pages. Agree the counting basis.
Who implements corrections?
This should be agreed. Marked instructions and direct implementation are different services.
Is another check needed after changes?
It may help because changes can introduce errors or breaks. Clarify included scope.
Are all facts checked?
Not automatically. Queries may be raised; full fact checking needs a separate engagement.
