Common Proofreader Mistakes and How to Avoid Them

Proofreading is an exercise in exactness. You need to be able to spot even the smallest error in a text. And while you may not think of it in such terms, proofreading is most definitely a technical skill—one easily sidetracked by common proofreading mistakes.

That means there are many opportunities for mistakes to creep in if you’re not on top of your processes. But as the last set of eyes on any piece of content before it is published, any mistake can be costly, not only damaging your client’s reputation but also yours. 

Moreover, as a freelancer, there are certain aspects of running a business that can trip up even the best of us. 

While it’s not possible to provide an exhaustive list of potential proofreading mistakes, common ones include over-reliance on memory, undervaluing your services, falling for scams, staying with bad clients, and not using the right tools.

Relying on memory

If there is one thing most people are terrible at, it’s memory. We forget a lot of what happens in life. What we do remember is often different from what actually happened. And when we do retain strong memories, these are often connected to emotions, unusual or big events, and other circumstances that are important personally.

Proofreading, on the other hand, is often none of these things! It is something you should enjoy if you want to pursue freelance opportunities or make a career out of it, but most of the time, finding errors is a routine part of the work. You likely aren’t going to remember any specific issue unless it is out of the ordinary.

Practically speaking, that means relying on your memory to ensure consistent, correct copy is a bad idea. If you are not 100 percent sure about something, look it up. Even if every time you proofread you have to look up how to spell a certain word, take the time to do it. There is no shame in double-checking!

The best proofreading process includes setting yourself up for success. This means, at a minimum, having your copy of the Chicago Manual of Style, a dictionary, and any client style guides within easy reach at all times. A setup like this allows you to verify everything while still being efficient with your time.

Undervaluing your services

Another common proofreading mistake—although one that isn’t talked about a lot—involves how you view your own worth. Psychologically speaking, we all tend to undervalue our work. This makes us too quick to charge too little for our services. Given the ever-increasing costs of making a living, this is not a good strategy!

Because of this, it’s critical to learn to set uncomfortably high rates. 

It’s true that when you first start out, you may need to work for less money to establish a history of satisfied clients. As you grow, however, it is vitally important to lean into raising your rates. 

After all, the better you get, the more value you can provide to clients. Additionally, the more clients you have, the less time you can devote to new clients. The law of supply and demand suggests when these two things happen, your prices should rise!

When opportunities arise to work with new clients, think about the highest rate you are comfortable charging them. What is the rate that seems about right and doesn’t give you any pause? Now, take that rate and add 25%–50% to it. 

This should make you nervous, and you may even doubt the client will say yes, but this is the rate you should propose because it takes into account the money you subconsciously subtract by undervaluing yourself. You will also be able to weed out less serious clients, which can greatly reduce your stress level.

Falling for scams

The internet has opened up revenue streams that none of us could have imagined a decade ago. There are more job opportunities online today than ever before, and that trend is only increasing. But along with this massive new sector of the economy comes those who would profit from it using deception: scammers.

There are always new scams coming online, but some of the common ones I personally have seen include:

• Jobs with unusually high or low rates
• Clients who pressure you to start immediately
• Clients offering to send you money or supplies
• Clients who want to talk about the offer on Telegram
• Anyone you don’t know who reaches out to you about a job via text

Anytime you are in talks with a client, scams should be on your mind. Many great clients are looking for proofreaders like you on the internet, but there will always be bad actors. But by being aware of common scams, you will give yourself a leg up.

Hanging on to bad clients

If you are in any business long enough, you will run into difficult clients. There are ways you can work with them to still create a beneficial relationship, but sometimes you cannot resolve an issue with a difficult client. Or you may get to the point where it is no longer worth the time and effort to continue working with them. 

Rather than hanging on to a bad client, the best option can be to cut and run.

If this happens to you, it’s important to remember that you are co-equals with your client. Either of you has the power to end a contract if things are not working out. 

You don’t “owe” a bad client anything other than performing agreed-upon services. If walking away from a difficult client is the best option for you, just be sure to do it with grace and professionalism. 

Give them notice (a week is plenty) and fulfill all of your existing obligations. Be kind but firm.

Not using the right tools

Like any other job, having the right toolset is essential.

In addition to developing a small library of books over time, you will need certain proofreading tools and software to be an effective freelancer. Thankfully, these tools are mostly free or low cost, or you already own or have access to them. They include:

• A free subscription to Grammarly
• A paid Microsoft Office account
• Adobe Acrobat Reader (free version)
• An app to record or log working time per project
• A timer app to combat eye strain
• Project management software (like a free Trello account)

You may find some or all of these tools to be helpful, and you will probably create your own list of essential tools as you grow. The point is to pay attention to your necessities and pain points and search out what tools exist that can help.

There is no need to experience a problem when a readily available tool exists to solve it. The old adage is still true: work smarter, not harder.

Occasionally making a misstep is an inevitable part of being human. But with the right mindset, processes, and tools in place, you can eliminate most common proofreading mistakes. As a proofreader, not only are there a host of ways to ensure you find every error in a text, but there are also myriad strategies to avoid mistakes in other parts of your business.

Which of the above can you implement today?

Want to get Proofreading University blog posts right in your inbox? Subscribe today!