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If you want to hire someone to polish your prose but aren’t sure how to go about it, I can help you! As a trained proofreader, I’ll show you how to hire a proofreader and where to find one.
When hiring a proofreader, you want to consider several factors, including your budget, the expected turnaround time, and the document’s genre. You also need to decide whether to hire a freelancer or a proofreading service. Finally, it’s crucial to know exactly what you’re paying for.
We’ll determine whether hiring a freelancer or a proofreading service makes the most sense for you. We’ll also discuss how to find a qualified proofreader and tips to save you time, money, or both.
How a Proofreader Can Help You
Before we begin, let’s briefly see how a proofreader can assist you. That way, we’ll ensure you’re hiring the right editorial professional.
Proofreaders find and fix errors and inconsistencies in five main areas:
- grammar
- capitalization
- punctuation
- spelling
- formatting
They also correct issues with word usage and repeated or omitted words.
If this description matches your needs, perfect!
However, a copy editor would fit the bill if you need someone to do a bit more than proofreading. Proofreading and copyediting are two different services, even though they overlap in scope.
Copy editors correct the same mistakes as proofreaders but also ensure that your writing is clear, concise, consistent, comprehensive, and correct.
If you need someone to enhance the overall language, flow, and tone of your writing, a line editor is your best bet.
Finally, if you’re looking for someone to improve your document’s overall content and structure, you’d want to hire a developmental editor. They make significant changes to a text.
If you have any doubts about which editorial professional you should hire, my article about whether editing or proofreading comes first discusses the role of different editorial professionals to ensure you employ the one that best meets your needs.
How to Hire a Proofreader
1) Decide if you want to hire a proofreader directly.
When hiring a proofreader, you have two main options: hire a freelance proofreader directly or go through a proofreading and editing company.
Both are viable options that come with specific considerations.
Later, we’ll discuss where you can hire freelancers and proofreading services.
But first, you need to consider a few details.
What’s the turnaround time (TAT) for your text?
I have a tight TAT!
Hiring a proofreading company is probably your best bet if you need your document back within a few hours. Most of these businesses offer instantaneous price quotes and super-speedy turnaround times.
Getting a price quote right away is helpful since you won’t have to wait for one via email.
You can get the quote, send them your text, and expect to have it back on time.
The downside of using a proofreading and editing company when you need your document back soon is that you’ll have to pay an unsightly upcharge.
You may be able to hire a freelance proofreader who could get your document back to you lickety-split, but it’s a bit of a gamble. How long will they take to respond to your request in the first place?
If you have a tight TAT but want to hire a freelancer directly, I recommend looking on a freelance marketplace like Fiverr or Upwork to find someone currently online.
A little green circle beside their profile picture means they’re online.
You can send them a message, and they’ll probably respond to you promptly.
You’ll still need to pay the freelancer a premium for needing your writing back quickly, but the extra cost will pale in comparison to what you’d pay a company.
Top-Notch Tip: The more time you can give a proofreader, the better. Proofreading is a slow process—probably much slower than you think. If someone has to rush through your document, they may miss errors they’d usually catch.
I have time to spare.
If time is on your side, you can go either way.
However, hiring a freelance proofreader is almost always cheaper than hiring a company.
Soon, we’ll see in-depth information about what to consider if you hire a freelancer.
How much are you willing to spend?
I’m willing to pay top dollar.
Going through a proofreading company means you’ll pay top dollar. 😉 Expect to pay a base rate of about 3–6 cents per word.
These businesses carefully vet the pool of proofreaders they have on staff and often guarantee your satisfaction.
And you’ll likely have recourse if you’re not satisfied.
I’m pinching my pennies.
If you don’t want to pay top dollar, that’s okay. You can find solid options for a much lower cost.
Expect to pay a base rate of about 1–3 cents per word if you hire a freelance proofreader directly.
Yes, it’s about half the price of a proofreading service!
If you’re not satisfied with their work, they’ll likely try to make it up to you since their reputation will be on the line. However, this isn’t guaranteed.
If you’d like a rough estimate of what a proofreader would charge for your document, you can use the Editorial Freelancers Association’s editorial rate estimator.
Top-Notch Tip: Some proofreaders give discounts for long documents. So if you need a book manuscript proofread, you’ll probably be better off submitting the entire manuscript at once instead of going chapter by chapter.
Just get a sample edit (we’ll discuss these soon) to ensure you’ll be pleased with a proofreader’s work.
2) Consider the genre of your document.
To find the best person to proof your prose, you’ll want to think about the type of text you have.
Some genres of writing need to be handled by a proofreader with expertise. Genres under this category include works within a STEM discipline (i.e., science, technology, engineering, and mathematics), medical documents, and legal texts.
A proofreader with relevant expertise will know if industry-related jargon is used correctly and be able to understand what the author wishes to communicate.
Whether you hire a freelancer directly or pay a company, you’ll want your proofreader to have adequate topical knowledge.
3) Check reviews (or references) to ensure quality service.
If you recruit an online proofreading and editing service, it’s a good idea to check a company’s trustworthiness by consulting Trustpilot—a popular consumer review site.
You can find a business’s overall rating (from 1 to 5) and read about customers’ opinions.
For example, here’s the Trustpilot rating for ProofreadingPal—a reputable proofreading service.
If you use a freelancer from an online marketplace, ratings will be your go-to indicator for quality. You can also read reviews from former clients.
And if you hire a freelancer from their website, you can usually find testimonials on their site. They may also have a portfolio, and you can ask them for references if needed.
4) Get a sample edit.
Many proofreading and editing companies offer clients a brief (typically up to 500 words) sample edit for free. Reviewing this edit can be an excellent way to see if you’re pleased with a company’s work.
The sample edit will show you what you can expect to get back when all is said and done.
You can also ask a proofreader for a sample edit, but don’t expect to get it for free. Some proofreaders charge for this service, while others don’t.
I’d be leery of a freelance proofreader who doesn’t agree to do a sample edit (paid or free) or isn’t willing to start with a small project.
A sample edit (or sample proofread, as I wish it were called 😉) will give you an idea of how much value the proofreader can provide and how they work through a document.
5) Account for other details if you hire a freelancer.
As I mentioned, proofreading companies carefully vet their freelancers. So as long as you opt for a respectable business, quality will generally not be a concern.
However, if you hire someone directly, you’ll want to do your due diligence to make sure you have a capable pair of eagle eyes to polish your prose.
Let’s look into a few questions to ask yourself before deciding on someone.
What are the proofreader’s qualifications?
Ideally, you’ll want to find someone who has either received adequate training from a comprehensive proofreading course or undergone training by working as a proofreader for a publishing company.
You may think hiring someone with an English or journalism degree who hasn’t received training to be a proofreader would be fine. I wouldn’t recommend doing this.
Proofreading requires know-how that isn’t taught to English or journalism majors.
If a proofreader has taken a class from any of these four establishments, I’d consider it a big plus:
- Proofread Anywhere
- Knowadays
- The Chartered Institute of Editing and Proofreading
- The Publishing Training Centre
How much experience do they have?
Of course, the more experience someone has, the more you’ll need to pay them.
However, working with an experienced proofreader will be worthwhile if you have a complex document.
If your document is straightforward and not exceptionally important, you may prefer to hire someone less experienced to save money.
What style guides are they familiar with?
If you ask someone which style guides they work with and they don’t have an answer for you, consider it a red flag. A qualified proofreader will be familiar with at least one major style guide.
Here are the names of four major style guides for US English:
- The Chicago Manual of Style
- The Associated Press Stylebook
- MLA (Modern Language Association) Handbook
- Publication Manual of the American Psychological Association
And here’s a frequently used guide for UK English: the New Oxford Style Manual.
What English dialects are they comfortable proofing?
You may be submitting a piece written in US, UK, Canadian, or Australian English.
Make sure whoever you hire has a firm grasp of the necessary dialect since significant differences exist between them.
Proofreading courses typically include training for how to proofread various English dialects.
6) Find the best freelancer or proofreading service for your needs.
Now that you know how to choose the right freelancer or proofreading service, let’s discuss where to find them.
How to Find Qualified Freelance Proofreaders
You can find freelancers in various places. But before you begin your search, ask family members and friends if they know of a good proofreader.
And if you happen to be a member of a writer’s group on social media sites like Facebook, you can ask group members for recommendations.
Sometimes word of mouth is the easiest route.
Let’s look at other options for finding the perfect proofreader for your project.
Find a Proofreader on a Freelance Platform
Freelance marketplaces are solid spots for hiring freelancers for a wide range of projects.
Popular freelance platforms include the following:
Om Proofreading has an article about finding low-cost proofreading services on Fiverr, Upwork, and Freelancer. It explains how these platforms work and gives platform-specific tips for selecting a well-trained proofreader.
Check the Proofread Anywhere Graduate Directories
A lesser-known (but fantastic!) place to look for qualified proofreaders is Proofread Anywhere’s Graduate Directories.
Proofread Anywhere is a well-respected company that offers training programs for proofreaders. I went through its general proofreading program, and it was exceptional!
Proofread Anywhere has a General Proofreading Graduate Directory and a Transcript Proofreading Graduate Directory.
Unless you have a court transcript to be proofread, you’ll want to use the general proofreading directory.
All the graduates listed on the directories have received comprehensive training and passed an exam. I wouldn’t hesitate to hire anyone on the list.
Alternatively, if you don’t want to choose someone from the directory, you can fill out the Proofreader Request Form to get a referral for someone who can meet your needs.
Peruse Proofreader Profiles on LinkedIn
You’re probably familiar with LinkedIn—a social network for professionals in all fields. You can type proofreader in LinkedIn’s search bar and find proofreader profiles to browse.
Some will have a badge around their profile picture that says they’re open to work.
Look on Reedsy
Reedsy is a platform that connects authors with highly qualified freelancers who have experience in the publishing industry.
If you have a book manuscript, Reedsy is a great way to go!
Consult the Directory of an Editorial Organization
Most editorial associations have member directories where you can find qualified professionals who offer various publishing services.
You can search by experience level and specialty to find someone who’s a good fit for your content.
Here are a few well-known editorial associations with links to their directory pages:
- The Editorial Freelancers Association (United States)
- The Chartered Institute of Editing and Proofreading (United Kingdom)
- Editors Canada
- Association of Freelance Editors, Proofreaders and Indexers of Ireland
Now let’s see how to find a proofreading and editing service that fits the bill.
How to Find Reputable Proofreading Businesses
You can use Google to find proofreading companies and Trustpilot to verify that they’re well respected. However, finding the best company to meet your needs would require a lot of effort.
To make it easy for you, I’ve conducted extensive research and written a few articles so you can quickly find the business that best matches your needs.
If speed is your main concern, I authored an article about speedy proofreading and editing companies.
If you have an academic document, I penned a post about the best academic proofreading businesses.
Finally, if you have a book manuscript, I created an article about the top editing and proofreading businesses for books.
7) Understand what you’re getting, and seal the deal.
Make sure you know exactly what you’re getting before you commit.
Proofreaders and proofreading services vary in their scope of work, so make sure you know what a particular service can and cannot do for you.
Furthermore, clear communication is an essential part of collaborating with proofreaders.
Tell your proofreader about preferences concerning style guides, English dialect, and any other aspect of the job.
If you have a nondisclosure agreement (NDA), remember to have that signed.
Any respectable individual or service won’t hesitate to sign an NDA.
You’ll also want to establish a deadline for your document to be returned.
Finally, you’ll seal the deal with dollars. 😊
Many freelancers use online payment platforms such as PayPal or Stripe to process payments.
What You Need to Know When Your Document Is Returned
Although you may be submitting a Google Doc or PDF for proofreading, you probably have an MS Word document.
MS Word and Google Docs are ideal for proofreading because you, as the client, can accept or reject proposed edits with one click. You can also easily read comments in the margins of a text.
Doing this with a Google Doc is simple, but you’ll need more know-how for a Word document.
Here’s a video explaining what you need to know if you send a Word document to a proofreader. Don’t worry—you don’t need to know much!
If you have any problems reviewing your proofread document, this article from Scribbr can help you with troubleshooting. Scroll down to the heading “Common problems” at the end of this brief post.
Finally, if you have a PDF, here’s a video to help you.
Now on to some questions you may have!
Frequently Asked Questions
How much does it cost to hire a proofreader?
Generally, proofreading costs 1–6 cents per word. Freelance proofreaders typically charge about 1–3 cents per word, while online proofreading services charge around 3–6 cents per word. However, you can expect to pay more if you have a document that requires expertise, an error-riddled text, or a tight deadline.
If you’d like more information, Om Proofreading discusses proofreading prices.
What is the average cost of proofreading per page?
The average cost of proofreading per page is roughly $2.50–$7.50 if you hire a freelance proofreader and about $7.50–$15.00 if you pay an online proofreading company. According to the Editorial Freelancers Association, 250 words is the industry standard for one manuscript page.
However, the price will likely be higher if you have a tight turnaround time, a document requiring expertise, or a text containing many mistakes.
How much does it cost to have 1,000 words proofread?
Typically, it costs $10–$60 to have 1,000 words (4 pages) proofread. You’ll pay toward the lower end of the range if you hire a freelancer and the higher end if you pay an online proofreading company. You’ll be charged more if you have a technical text, a tight deadline, or a poorly written document.
Do I need an editor or a proofreader?
You need an editor if you’re looking for someone to improve your document’s content and organization. But you need a proofreader if you want to tidy up your text’s grammar, capitalization, punctuation, spelling, and formatting.
When should I hire a proofreader?
You should hire a proofreader when you have an important document that needs to be as professional, error-free, and polished as possible. People pay proofreaders to fine-tune various types of writing: academic texts, business documents, résumés, and book manuscripts are just a few examples.
Editing comes before proofreading, so if you plan to hire a proofreader and an editor, have the editor work on your writing first.
I hope this article has helped you with how to hire a proofreader.
Best wishes to you!
“When you’re faced with a choice, choose to inspire, choose to empower, choose to stand for those who have lost the will to stand for themselves.”
– Orly Wahba
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