How long does proofreading take? Key factors to consider…

Proofreading Tips

10 Nov

Editing or proofreading a document involves so much more than just a quick scan to check for typos and missing commas – getting the job done properly can take a lot longer than you might expect.

Read on to find out more!

Factors to consider

A professional proofreader will take a few things into account when assessing the time required to proofread or edit your document, including:

the length of the document
the quality and standard of the writing
the document format (e.g. Word, PDF, web page).

For example, simply reading 2,000 words takes the average person around 15 minutes. However, proofreading 2,000 words can take anything from one to two hours, or possibly even longer if the subject is complex or the text requires lots of editing.

A thorough proofreading requires going through the document slowly, word by word and line by line (known as a pass). At least twice. Often three or four times. On each pass, your proofreader will be looking for different things.

They will frequently stop to check a particular spelling or to make sure your use of grammar is in line with your house style or a general style guide (such as New Hart’s Rules in the UK or CMOS in the US) and to make sure your punctuation is correct.
They will re-read and assess complicated sentences.
Where necessary, they will consider your text and make suggestions for improvements.
Depending on your particular agreement, they may also check the facts in your document.
They might even format your document on the final pass if this is in your agreement.

Writing standards

The standard of writing is a key factor in assessing the time it will take to proofread a document. For this reason, proofreaders will often ask for a sample of your document so they can provide an accurate quote. They will be considering these sorts of questions as they work through your sample:

Are there lots of typos or spelling mistakes?
Is grammar usage in line with the style guide?
Are there any punctuation mishaps?
Does the document have any style and formatting issues?
Is the writing clear enough for the reader to understand?

The more issues your document has, the longer it will take to get it into good enough shape to present to your audience (and the more expensive it will be to proofread).

You may think my next suggestion is a bit like cleaning your house before the cleaner arrives – you might find it benefits you both time-wise and financially to check through your document before you let a professional editor loose on it.

Take a look at my top tips on proofreading your own writing if you’d like to employ some strategies to save yourself some time and money.

Can you proofread my 10,000-word essay today?

Probably not…

It’s unlikely that your chosen proofreader or editor will be available at such short notice, so you should factor this in when you have a deadline to meet.

Proofreaders and editors usually have several projects on the go at any one time. If they have a full calendar of commitments, they may be unable to fit you in immediately.

Something else to bear in mind – it's difficult to sustain the high levels of concentration that proofreading requires over a prolonged period. For this reason, most proofreaders and editors spend, on average, around five hours of their working day on projects, so even if your document is short, there may be a turnaround of a few days.

How much does proofreading cost?

The million-dollar question!

As with any type of work that varies in size, scope and design, it’s not easy to give a standard price for proofreading (or copyediting) costs. You should also be aware that it may prove difficult to hire a professional proofreader who is prepared to work outside of their regular office hours. Downtime is a valuable commodity, so it will likely be more expensive if you need your document to be proofread on an evening or over a weekend or if you require a quick turnaround.

Before hiring a proofreader, you should always get a quote for the work and an estimate of how long it will take. To be able to give you an accurate quote, your chosen proofreader will need to discuss with you the specific requirements of your project. You may also be asked to provide a short sample of your document – usually around 500–1000 words from the middle of the text or manuscript.

When all the relevant information has been gathered, the proofreader will need time to work out your personalised quote. This will reflect the length, content and standard of your project, how much work they think will be required to get it into shape, and how quickly you need it completed.

It is very easy to underestimate the time it takes to go through this process. Most proofreaders won’t start a new project until all the terms and conditions of the project are mutually agreed upon and a deposit has been paid.

Take a look at my Services page to get an idea of what I can do for you and how much it will cost.

Finally…

It’s important to bear in mind that proofreading or editing any document is worlds away from reading a book or an article for pleasure. Professional proofreading and editing are technical skills acquired through training and practising, much the same as any other trade or profession.

There’s no such thing as a ‘quick proofread’!

If you’d like to work with me, I’d love to hear from you! Get in touch with an outline of your project, an approximate word or page count and your proposed schedule, and I’ll get back to you as soon as possible (usually within 1–2 business days).