How to Proofread and Copy Edit for the Self-Publisher?

You’ve written a book. Now, how do you proofread and edit your creation cost effectively?

As a self-publisher you have to take on many responsibilities like proofreading and copy editing your manuscript.

There’s a big difference between the two. Proofreading can be done by almost anyone with a good understanding of spelling and grammatical structure of a language while copy editing requires a person with remarkable command and mastery of the English language and critical thinking.

 

The self-publisher as the proofreader

The dictionary meaning of proofreading is to read a copy or a proof in order to find errors in spelling, punctuation, grammar and mark corrections.

I have seen many professionals write, “your a fool,” instead of using the contraction “you’re”. I have seen posters signed “your the best”. Of course I was appalled. This goes to show that not everyone can be a proofreader.

 

25 proofreading tips

• Read through the entire text without making any changes, to follow the flow of the story.
• Look for spelling mistakes, grammatical errors including tenses and punctuation usage, first using the computer.
• Look for spelling mistakes, grammatical errors including tenses and punctuation usage, using your eyes.
• Proofread from a hardcopy printed at font size 12 – no less, using fonts that have letters evenly spaced, referred to as the typewriter text or monospaced typeface. Letters on a typewriter take up the same amount of space. (Many decades ago I learned to type on the typewriter.) You’ll thank me later. See the monospaced typefaces below:
  • Courier

    The quick brown fox jumps over the lazy dog.

  • Lucida Console

    The quick brown fox jumps over the lazy dog.

• Single-space each sentence individually at 1.5. You have to break the text apart to put it back in the correct order.
• Use colored markers to mark mistakes. I normally circle the errors in red. The corrections will be written in green. Corrections requiring further analyses or research will be marked with a yellow question mark. Invent a style and stick to it.
  

  Proofreading with colored markers

• Number the proofread copies and keep them in a file. E.g. Proofreading 1^st, Dated 00:00:0000 by Proofreader A, B and C. Similar filing system can be done with backup copies in MS Word.
• Check the subsequent proofread copies against the previous copies making sure you have corrected all the errors. Use a different color to re-check and confirm the changes on the earlier draft copy. Sometimes you may have missed mistakes or typos. Keep a tab on everything you do.
• Read aloud or get someone else to read the manuscript to you. Mistakes will jump out.
• Use an index card to cover the following words appearing in a sentence to avoid reading ahead. Your mind might assume a certain word appearing in a sequence in a sentence but that may not be the word you read. By using an index card you will read the word you see.
• Don’t assume anything. Read carefully and try to understand the flow of a sentence before correcting it. Be aware of the tense usage.
• Allocate time and read slowly without interruptions or distractions. Leave ample time between proofreading sessions.
• Get a pattern going. For example: read to make sure all sentences are flowing. Stick to a routine. Read one sentence at a time and then, check spelling for the entire sentence. Re-check for correct punctuation usage. Check spelling, grammar and punctuation individually.
• Stick to a spelling style:
  • Merriam-Webster
  • Oxford
• Use a style manual. Style manuals are professional reference manuals with a standard style guide which provides consistency in style and formation of a written document. Choose a style and stick to it. As a self-publisher you will have to set your own “house style” in preparing your work for publication.
  Below is a list just to name a few:
  • My favorite – The Chicago Manual of Style:
    

    CLICK on the image to buy “The Chicago Manual of Style” from Amazon

  • AMA Manual of Style
  • The Associated Press Stylebook
  • American Sociological Association Style Guide
    
  • The Gregg Reference Manual: A Manual of Style, Grammar, Usage, and Formatting
    
  • MLA Handbook for Writers of Research Papers
    
  • MLA Style Manual and Guide to Scholarly Publishing
  • The Elements of Style
    
  • The New York Times Manual of Style and Usage
    
  • New Hart’s Rules: The Handbook of Style for Writers and Editors

• You may have noticed the word “self publish” is not hyphenated but the word “self-publisher” or “self-publishing” is hyphenated. There is a reason for this, which can be found in the Chicago Manual of Style. Style manuals clarify doubts and questions pertaining to the language.

• Look up word like “lets” and “let’s”, when to use “than” and “then”. Watch out for spell checkers like Ginger which will automatically spell check as it pleases. Disabling the spell checker at times would be a wise thing to do.
• Leave hyphenated words on one page. There is nothing more annoying than to come across an interesting passage only to find the hyphenated word like “well-                                                                                                                                                                                                                                                                           being” on the next page. See how annoying that was? For this reason alone, hyphenated words should be on one page, it’s also easy on the eyes. Hyphenated words should stay together on a single line on a single page. It’s that simple.
• Avoid repetition. Use a thesaurus to look up new strong words. “She wore a lovely dress with a lovely tiara and held a lovely bouquet of roses.” Really? “You mean to say she had a lovely wedding?”
• Read each sentence backwards to spot errors. Grammatical errors and spellings mistakes will emerge to the surface.
• We are in the information age. No more walking around with heavy books on our heads. However, even with a number of spell check programs out there, remember the best proofreader is still the human mind. Our minds allow us to rationalize and analyze blunders especially when two different tenses are used in a passage.
• You can’t do it alone. Your eyes alone are insufficient. You have to allow a few pair of fresh eyes to read and check your manuscript before it goes to print. Try to use as many proofreaders as you can. I used five proofreaders and two copy editors for my first children’s book, excluding myself.
• Print a final copy and get a few more proofreaders. Make sure all the proofreaders get the same numbered and dated draft to ensure they are all proofreading the same copy.
• Proofreaders should strictly adhere to proofreading at this stage. Do not allow changes to the plot, character, storyline or flow of the language. However, if someone spots a mistake just before the manuscript goes to print… take care of it.
• Lastly, don’t forget to check for plagiarism. Everyone can have the same idea or theme for a story. There are only so many words used to describe a moment or a feeling; we all speak the same language so to say. Your written sentence may have been copyrighted by someone or it may have already been written. So, cross it off, and start a brand new sentence. There are thousands of English words out there.

The self-publisher as the copy editor

Have you ever heard the expression? Edit, edit, edit and edit. It’s true.

The saying goes, editing finesses your prose.

If a sentence doesn’t sound right the first time when read out aloud there is only one thing to do. Re-write and give it a new voice. Get the same message across in a different set of words. Hold steadfast to the dictionary and thesaurus.

I can remember my English professor telling me to keep it simple. “What are you trying to say? Why are you using elaborate words to convey a simple message?” he said. Keep it simple silly works well for me. (Actually, I was trying to write like Washington Irving, one of my favorite writers.)

As a children’s writer I have to pay attention to minimal wordage to mesmerize the child as the reader from the very beginning. Mind you, editing a children’s manuscript is harder than editing a novel.

How to copy edit?

Types of copy editing:

Substantive or developmental editing

Substantive or developmental editing is where everything is re-written. It can be time consuming and expensive if a professional copy editor is hired to the job. The manuscript as a whole will be overhauled at this stage of copy editing. Learn to do it yourself if you can. Edit and refine your writing. In time, you will get good at revising your work. Learn to polish your manuscript until it glistens.

Line editing

Line editing is where the line copy editor edits the manuscript line by line looking for the 5 C’s – correct, complete, clear, concise and consistency.

15 copy editing tips

• Research and verification of facts are done at this level – dates, names, places and quotes verified.
• The entire copy is checked for semantic errors.
• The text and story should be flowing smoothly.
• Correct usage of grammar and style.
• Page numbering should be correct.
• Chapter placement and titles correct.
• Headings and footers consistent throughout the pages.
• Pictures, artwork, photos, charts, drawings illustrations and captions in correct placements.
• Copyright page, dedication page, content and index page correct.
• Scan the pages from top to bottom for consistency throughout.
• Copy editing involves creativity, imagination and critical thinking.
• A copy editor checks for consistency and accuracy, pays attention to detail and becomes the perfectionist therefore, must have an excellent command and mastery of the English language.
• Copy editing entails the 5’C’s – correct, complete, clear, concise and consistency throughout the entire manuscript before going to print.
• Your book has to be 100 percent perfect upon printing.
• Read through the job description of a copy editor for a more in depth understanding.

Caveat

Sometimes, a writer’s writing will be completely changed by a copy editor. Be specific; communicate to the copy editor how much editing you want changed to your manuscript. Your work may look trendy and professional with a high level of language but is it your voice? Stick to your style. Ask yourself. Would I write this this way? Does this sound like my writing?

I worked with a wonderful copy editor once. Her attention to detail was impeccable. The only problem was she rewrote my entire work to sound like her. There was no room for my voice in my writing at all. My author’s voice was lost in her copy editing.

Work closely with the copy editor to ensure smooth revision of your  manuscript. A self-publisher has total control over and oversees all aspects of publication. Take control of the situation and be in charge.

• Refrain from too much reliance on the Internet. Everyone is an expert on the Internet and you are bound to read conflicting views on a topic.
• Check out reference books from the library relying on an authority on the subject as much as you can.
• Perform a quick test on journalism or English graduates before hiring them. If someone can’t distinguish between a witch, which or spell sandwich correctly, move on.

Now that, that’s all cleared up…

 

Solicit friends and family who can help you with proofreading and copy editing preferably one with an English Major.

Search the Internet where this service is provided free or at a minimal fee. You don’t have to spend a fortune for these services. Affordable, reliable proofreading can cost as low as $15 for 1000 words, even lower. Copy editors charge anywhere between $15-$25 per 500 words to re-write a copy to a higher standard if necessary.

Be cautious when purchasing editing services from publishing platforms. I don’t expect everyone to print at a bindery like me, but I don’t expect you to be scammed by a vanity publisher either.

In conclusion, do your research meticulously.

Educate yourself to be a proofreader and a copy editor.

Arm yourself with a dictionary, a grammar book, a thesaurus, a style manual, the Internet and most importantly, a ruler and you are ready to go.

Everything I know about proofreading and copy editing I have shared with you.

Please leave your comments and if you find this article useful.

Keep writing and ask me how I can help you.