Last updated: January 2026
In this article: What Proofreaders Do | Proofreader vs. Copy Editor | Skills Required | Salary | Tools | How to Become One | FAQs
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Proofreaders are the last line of defense before content goes public. They catch the typos, fix the punctuation errors, and ensure every piece of text is polished and professional. If you have a sharp eye for detail and a love of language, proofreading could be an ideal career path.
What Does a Proofreader Do?
A proofreader reviews written content to ensure it’s free of errors before publication. This includes checking for:
- Spelling mistakes
- Grammar and punctuation errors
- Typos and typographical inconsistencies
- Formatting issues
- Syntax problems
- Style guide compliance
“I see proofreading as reading a proof—analyzing it on a visual and content level for final changes after it’s evolved through its stages of revision,” says Mary Emma Koles, owner and founder of online editing company Ink200 and director of SpiderSmart Learning Centers.
A proofreader notices the extra space after a period, the use of “their” instead of “they’re,” and a compound adjective missing a hyphen. The job is about fine-tuning every aspect of every word and line to ensure the most fluid, error-free presentation possible.
Types of Content Proofreaders Work On
- Books and manuscripts
- Academic papers and dissertations
- Marketing materials and advertisements
- Website content and blog posts
- Business documents and reports
- Resumes and cover letters
- Legal documents
- Social media content
Proofreader vs. Copy Editor: What’s the Difference?
People often confuse proofreaders with copy editors, but there’s an important distinction:
| Proofreader | Copy Editor |
|---|---|
| Works on final drafts | Works on earlier drafts |
| Catches surface-level errors | May rewrite and restructure text |
| Focuses on typos, grammar, and formatting | Focuses on clarity, flow, consistency |
| Last step before publication | Earlier in the editorial process |
| No rewriting involved | May rephrase and revise |
Corrections at the sentence and word level should already be made before the text reaches a proofreader. Proofreading is the final polish, not a rewrite.
Skills Required for Proofreaders
Core Skills
- Attention to detail – Catching errors others miss
- Mastery of grammar and punctuation – Knowing the rules inside and out
- Patience – The work requires meticulous, line-by-line review
- Precision – Fine-tuning word-to-word, sentence-to-sentence
- Concentration – Maintaining focus through lengthy documents
- Time management – Meeting deadlines while maintaining quality
“Patience for the tediousness that comes with fine-tuning every single aspect of every single word and line,” advises Koles. “Precision for the fine-tuning required in revising word-to-word, sentence-to-sentence, and paragraph-to-paragraph.”
Technical Skills
- Style guide knowledge – Familiarity with AP, Chicago, APA, and other guides
- Microsoft Word proficiency – Especially Track Changes
- Google Docs – Suggesting mode and commenting
- Basic HTML/hyperlinking – For web content proofreading
- PDF markup tools – Adobe Acrobat annotation features
Proofreader Salary
Proofreader salaries vary based on experience, location, industry, and whether you work freelance or in-house:
| Experience Level | Annual Salary | Hourly Rate (Freelance) |
|---|---|---|
| Entry-Level (0-2 years) | $35,000 – $42,000 | $18 – $25/hour |
| Mid-Level (3-5 years) | $42,000 – $52,000 | $25 – $40/hour |
| Senior (6+ years) | $52,000 – $65,000 | $40 – $60/hour |
| Specialized (Legal, Medical, Technical) | $55,000 – $75,000+ | $50 – $100+/hour |
Factors affecting salary:
- Location – Major cities pay more than rural areas
- Industry – Legal and medical proofreading commands higher rates
- Specialization – Technical expertise can significantly increase earnings
- Employment type – Freelancers may earn more per hour but have variable income
Proofreading Tools and Software
Modern proofreaders use a combination of software tools and manual review:
Essential Tools
- Microsoft Word Track Changes – Industry standard for marking edits
- Google Docs Suggesting Mode – Collaborative editing for online documents
- Adobe Acrobat – PDF annotation and markup
- Grammarly – AI-assisted grammar and spelling check
- ProWritingAid – Style and readability analysis
- PerfectIt – Consistency checking for professional documents
- Hemingway Editor – Readability and clarity analysis
Style Guides to Know
- APA Style – Academic and scientific writing
- Chicago Manual of Style (CMS) – Book publishing and academic work
- AP Style – Journalism and news writing
- MLA Style – Humanities and liberal arts
A Note on AI Tools
AI proofreading tools like Grammarly are helpful for catching common errors, but they don’t replace human proofreaders. AI can miss context-dependent errors, nuanced style issues, and industry-specific terminology. The most effective approach combines AI assistance with human expertise.
Freelance vs. In-House Proofreading
| Freelance | In-House |
|---|---|
| Flexible schedule and location | Stable income and benefits |
| Variety of clients and projects | Consistent work with one employer |
| Variable income | Predictable paycheck |
| Must find your own clients | Work assigned by supervisors |
| Higher earning potential per project | Career advancement opportunities |
“Freelance and consistent positions alike are out there for the taking,” says Koles. “It’s all a matter of seeking new avenues to editing work and—of course—doing an exceptional job with every single piece you are given to polish and perfect!”
How to Become a Proofreader
1. Build Your Skills
Start by strengthening your knowledge of grammar, punctuation, and style. Study style guides relevant to your target industry. Practice proofreading anything you can get your hands on.
2. Gain Experience
Proofread for friends and family—resumes, college essays, cover letters. Volunteer for organizations that need editorial help. Every piece you proofread builds your skills and portfolio.
3. Create a Portfolio
Document your work with before-and-after samples (with permission). Show potential clients or employers the types of errors you catch and how you improve text.
4. Get Certified (Optional)
While not required, certifications can boost credibility:
- Editorial Freelancers Association courses
- UC San Diego Copyediting Certificate
- ACES: The Society for Editing training
5. Land Your First Role
Look for entry-level editorial positions at publishers, websites, or marketing agencies. Smaller publications are often more willing to hire less experienced proofreaders.
6. Specialize (For Higher Pay)
Consider developing expertise in high-paying niches like legal, medical, or technical proofreading. Specialized knowledge commands premium rates.
Who Do Proofreaders Report To?
In most professional settings, proofreaders report to an editor or editorial manager who oversees the publication process. Freelance proofreaders work directly with clients or through editing agencies.
Frequently Asked Questions
What does a proofreader do?
A proofreader reviews written content for errors in spelling, grammar, punctuation, and formatting. They ensure text is accurate, consistent, and error-free before publication—the final quality check before content goes public.
What’s the difference between a proofreader and a copy editor?
A proofreader focuses on catching surface-level errors (typos, spelling, punctuation) in final drafts without rewriting. A copy editor works earlier in the process and may restructure sentences, improve clarity, and make more substantial changes to the text.
How much do proofreaders make?
Entry-level proofreaders earn $35,000–$42,000 annually. Mid-level proofreaders make $42,000–$52,000, while senior proofreaders can earn $52,000–$65,000+. Freelance rates range from $18 to $60+ per hour, depending on experience and specialization.
Do I need a degree to become a proofreader?
A degree isn’t required, though many proofreaders have backgrounds in English, journalism, or communications. What matters most is demonstrable skill in grammar, attention to detail, and knowledge of style guides. A strong portfolio can be more valuable than formal credentials.
Is proofreading a good career?
Proofreading can be a rewarding career for detail-oriented individuals who love language. It offers flexibility (especially for freelancers), the satisfaction of perfecting written work, and opportunities across many industries. However, the work can be tedious and requires sustained concentration.
What skills do proofreaders need?
Essential skills include mastery of grammar and punctuation, attention to detail, patience, precision, and familiarity with style guides (AP, Chicago, APA). Technical skills like Microsoft Word, Track Changes, and Google Docs are also important.
Can I work from home as a proofreader?
Yes. Many proofreading jobs are remote, especially freelance positions. All you need is a computer, a reliable internet connection, and the necessary software. Remote proofreading opportunities exist in publishing, marketing, legal, and many other industries.
What tools do proofreaders use?
Common tools include Microsoft Word (Track Changes), Google Docs (Suggesting mode), Adobe Acrobat for PDFs, and grammar-checking software like Grammarly or ProWritingAid. Knowledge of style guides (AP, Chicago, APA) is also essential.
Will AI replace proofreaders?
AI tools assist proofreaders but aren’t likely to replace them entirely. AI can miss context-dependent errors, nuanced style issues, and industry-specific terminology. The most effective approach combines AI efficiency with human expertise and judgment.
Ready to start your proofreading career? Browse proofreading jobs on Mediabistro.