Proofreaders

Career summary

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Proofreaders perform their work in two ways. Sometimes they compare proofs to the original copy and mark any differences they find. In this type of proofreading, they may use a reader to read the original copy aloud while they compare the proofs. Other times, proofreaders read the copy without anything to compare it to. In this type of proofreading, they mark errors in grammar, spelling, and punctuation. In either case, they mark copy with standard proofreader marks that are understood by writers and printers.

Proofreaders often consult reference books to do their work. This is especially true when they are reading proofs without a comparison copy. For example, proofreaders consult dictionaries for proper word usage and spelling. They consult grammar books for rules on grammar and punctuation.

Proofreaders also refer to stylebooks or style sheets used in the work place or for a specific client. A style sheet is a well-organized list of preferred usages that have no single, official rule. It includes such items as abbreviations, hyphenation, and capitalization. In some cases, proofreaders create a style sheet that follows the main style of the copy they are reading.

Proofreaders have other duties in addition to reading and marking copy. They may measure the size and spacing on the page with a printer's ruler, to be sure they are consistent.

Proofreaders mark the copy or make a list of their questions for the writer. When proofreaders finish reading and marking, they route the corrected proofs to be reprinted or reviewed.

Related careers

This career is part of the Arts, Audio/Visual Technology, and Communications cluster of careers.

Related careers include:

• Billing Clerks
• Bookkeeping and Accounting Clerks
• Editors
• Legal Secretaries
• Mail Clerks
• Secretaries
• Technical Writers
• Writers

Job duties

Task list

The following list of tasks is specific to proofreaders.

• Read proofs against copy and correct errors in type, format, grammar, punctuation, or spelling.
• Mark corrections on proofs using standard proofreader marks.
• Read corrected copies or proofs for errors and style.
• Compare information or figures on one record against same data on other records or original copy to detect errors.
• Consult reference books for rules of grammar, punctuation, and spelling.
• Route proofs with marked corrections to be reprinted or reviewed.
• Measure size, spacing, and positioning on the page to verify agreement with rules, using printer's ruler.
• May read proof sheet aloud, calling out punctuation marks and spelling unusual words and names. May listen and compare while copyholder reads.
• Refer to stylebook, or create style sheet that follows the style of the copy being read.
• Talk to writer about questions.
• May read from and correct copy on computer screen.

Common work activities

Proofreaders perform the following tasks. These tasks are common to many careers.

• Get information needed to do the job
• Use computers
• Process information
• Establish and maintain relationships
• Identify objects, actions, and events
• Update and use job-related knowledge
• Organize, plan, and prioritize work
• Evaluate information against standards
• Document and record information
• Communicate with supervisors, peers, or subordinates
• Analyze data or information

Work requirements

Working conditions

In a typical work setting, proofreaders:

Interpersonal relationships

• Have a high level of social contact.
• Communicate with coworkers daily by telephone, in person, or e-mail.
• Write letters and memos on a daily basis.
• Work in a group or as part of a team.

Physical work conditions

• Always work indoors.
• Work somewhat close to other people, such as when sharing office space.

Work performance

• Must be very exact in their work. Accuracy is the most important part of their job.
• Repeat the same physical activities.
• Make decisions on a daily basis that strongly impact the reputation of the company. They consult supervisors for some decisions, but make most without talking to a supervisor.
• Are able to set some tasks and goals for the day without talking to a supervisor.
• Must meet strict deadlines on a daily basis.

Hours/travel

• Generally have a set schedule each week.
• May work part time or full time, but most work less than 40 hours a week.

Physical demands

Proofreaders frequently:

• Sit for long periods of time.
• Repeat the same movements.
• Use their hands to handle, control, or feel objects, tools, or controls.

It is important for proofreaders to be able to:

• See details of objects that are less than a few feet away.
• Understand the speech of another person.
• Speak clearly so listeners can understand.

It is not as important, but still necessary, for proofreaders to be able to:

• Use fingers to grasp, move, or assemble very small objects.

Skills and abilities

Proofreaders need to:

Communicate

• Understand written information.
• Read and understand work-related materials.
• Understand spoken information.
• Write clearly so other people can understand.
• Speak clearly so listeners can understand.
• Listen to others and ask questions.

Reason and problem solve

• Notice when something is wrong or is likely to go wrong.
• Use reasoning to discover answers to problems.
• Follow guidelines to arrange objects or actions in a certain order.
• Analyze ideas and use logic to determine their strengths and weaknesses.

Perceive and visualize

• Quickly and accurately compare letters, numbers, objects, pictures, or patterns.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• English Composition and Writing
• English Language and Literature
• Journalism

Other programs of study to consider

• Communication and Speech Studies
• Creative Writing
• Entrepreneurial and Small Business Operations
• Playwriting and Screenwriting
• Technical and Business Writing

Training

To work as a proofreader, you typically need to:

• have a high school diploma or equivalent; and
• have a bachelor's degree.

Education after high school

Most proofreaders have a bachelor's degree. A major in English, communications, or journalism is good preparation.

Work experience

You can develop proofreading skills by working on a school newspaper or yearbook.

On-the-job training

Most proofreaders learn additional skills on the job. For example, you learn the standard proofreader marks and styles of type. Training may last up to one year.

You must bring several skills with you to the job. For example, you must be a good reader and writer with solid command of language and grammar. You also need the ability to detect small differences in letters and numbers.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements . You will be required to take both math and science classes to graduate. Proofreaders need an excellent command of English. Try to take as many English and writing classes as possible.

Helpful electives to take in high school that prepare you for this career include:

• Composition
• Creative Writing
• Technical Writing

Many proofreaders are self-employed. If you want to run your own business some day, you should consider taking these courses as well:

• Accounting
• Entrepreneurship
• Introduction to Business

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups  that may be available in your high school or community.

Things to know

Most employers prefer to hire proofreaders who have previous experience. They may also prefer proofreaders who have a bachelor's degree in English or a related subject. Employers often test applicants for grammar and punctuation skills. They also test applicants' ability to detect small differences in letters and numbers. Most employers also test proofreaders for knowledge of standard proofreader marks.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Proofreaders and Copy Markers 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

The minimum wage for Washington State as of January 1, 2020 is $13.50 per hour. Some areas of the state may have a higher minimum wage.

Wages vary by employer and area of the country. In general, proofreaders who work in large cities earn more than those who work in small towns.

Benefits also vary by employer. Full-time proofreaders may receive typical benefits such as paid vacation, sick leave, and health insurance. Self-employed proofreaders must provide their own insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

About 26% of proofreaders are self-employed.

Major employers:

• Banks and credit unions
• Newspapers, magazines, and book publishers
• Commercial printing and business forms companies

National outlook

Growth in this occupation is about average. Some proofreading is now done by computer so fewer proofreaders are needed.

Job openings will occur as people in this occupation change jobs or leave the field.

Other resources

Editorial Freelancers Association 
266 West 37th Street, 20th Floor
New York, NY 10018

Writers Guild of America, West 
7000 West Third Street
Los Angeles, CA 90048
800.548.4532
323.951.4000

References

Career cluster

• Arts, Audio/Visual Technology, and Communications

Career path

• Conventional (Business Operations)

O*Net  occupation

• Proofreaders and Copy Markers (43-9081.00) 

O*Net job zone 

• Job Zone 4 - Considerable preparation needed. A minimum of two to four years of work-related skill, knowledge, or experience is needed for these occupations.

DOT occupations

• Checker II (209.687-010) 
• Copy Holder (209.667-010) 
• Production Proofreader (247.667-010) 
• Proofreader (209.387-030) 

Holland occupational clusters

• Conventional/Artistic/Enterprising
• Conventional/Artistic/Social

COPSystem

• Communication