This article will walk you through the proofreading and editing process so that you can clearly see what happens and when. Clicking on a hyperlink will take you to the relevant resource. All links open in a new window.
The text used for this example is not an academic essay as I do not share my customers’ work or details with anyone else. Instead I have used a short piece of text explaining the “impotence of proofreading”. The original text was written by Daniel Scocco and can be viewed here: http://www.dailywritingtips.com/the-impotence-of-proofreading/ The “mistakes” are deliberate to demonstrate just how important proofreading can be.
Step #1 Confirming the details
The customer contacts me through my website www.proofreadingandediting.co.uk or by emailing me at kelly@proofreadingandediting.co.uk
The customer will give me the relevant details of his/her work such as the word count (how long it is), when they will send it to me (if it is not yet ready) and when they need it back. I ensure that the customer allows time for checking and printing the work etc. before their actual submission deadline.
If I am unable to help the customer for whatever reason I always try to direct him/her to another proofreader and editor whom I have worked with and know will provide a quality service.
Step #2 Determining the fee
I am then able to confirm the fee. This will depend on a number of factors including word count, when the work can/will be completed and the level of service needed. My charges are calculated per 1,000 words (though this is calculated to the exact word count so the customer does not pay more than s/he should). Work which can only be completed overnight, at the weekend or on bank holidays will be charges at 1.5 times the standard rate; therefore if the customer would normally pay £8 per 1,000 words on these occasions they will pay £12 per 1,000 words.
I am able to recognise the service needed in a number of ways. The level of writing in the email will be the first clue. Some customers also include some or all of their work with their enquiry. If I am unsure what level is needed I can check a sample of up to 500 words for free. This then allows me to decide if they need standard proofreading, editorial proofreading or copyediting.
Standard proofreading involves making sure writing is free of mechanical errors – in spelling, punctuation, consistency, and some elements of formatting – and is grammatically correct.
Editorial proofreading encompasses all the tasks in standard proofreading, plus a few minor tweaks to ensure clarity and correct word choice.
Copyediting involves all proofreading tasks and also improves phrasing and organisation to make the writing more effective.
Native speakers generally need standard proofreading or editorial proofreading services. People with English as a second or additional language generally need editorial proofreading or copyediting services.
Step #3 Completing the work
Once the fee and return date/time has been agreed I am then able to start work. The customer’s acceptance of the fee and return date/time also includes acceptance of my terms and conditions.
Payment is arranged according to each customer. For example, I will generally ask a new customer to pay half of the fee (50%) before I start the work and the other half (50%) when I complete it. Once I have worked with a customer a number of times I will allow them to pay the full amount after the work has been completed (usually within seven days of the work being returned).
Payment can be made by bank transfer, cheque or by using PayPal. If another method is preferred I am happy to discuss this with the customer on an individual basis.
I use the track changes feature in Microsoft Word to make the changes to the customer’s document. A quick guide to track changes can be seen here.
These documents show the original text proofread and edited according to the three different services. SP shows the marks made for standard proofreading; EP shows the marks made for editorial proofreading; CE shows the marks made for copyediting.
Once I have completed the work I will send the customer two copies of the proofread work: one copy with my visible changes and one copy with these changes accepted as correct. I will also include a summary sheet of the work clarifying what I have (and haven’t) done and will point out any errors that were repeated often or that the customer should be aware of in thefuture. I may also include advice on how to improve on these in the form of a worksheet, video or URL link.
Step #4 Checking the work
The customer can then check his/her work. S/he can choose to accept all of my corrections as correct or work through the document checking each change and comment. Although this second option takes longer this is the one I recommend. Doing this means the customer can ensure I haven’t changed the meaning of the text, s/he can understand the changes I have made and why, and s/he will learn how to improve his/her work for the future.
If the customer has any questions about his/her work s/he can then contact me and I will do my best to advise him/her. If minor changes have been made and these need to be checked I will do this as part of the original fee quoted. If major changes have been made and need to be checked I will have to charge for this as an extra service. I always confirm any fees involved before starting the work so that there are no nasty surprises.
Step #5 Tying up any loose ends
Any outstanding payment is made. Invoices and receipts are only issued upon request.
I am always available to discuss the work with the customer, even after payment has been made. I always aim to ensure that the customer is happy with my service. I am open to feedback on what I have done well along with areas in which I could improve. I encourage customers to leave feedback on FreeIndex as this shows potential customers a genuine view of the services I offer.
If you have any questions about proofreading and editing services please get in touch.
