Over the past year, Scriptorium has read Last But Not Least: A Guide to Proofreading Text by Leslie Vermeer for our book club. To say it’s been useful would be an understatement. As Leslie (2023) perfectly sums up, “This book has been written for anyone who works with words and is responsible for their accuracy and consistency” (p. xi). Considering we work with words all day, every day, we figured this would be the perfect book to read as a team!
Section Breakdown
After the Introduction, Last But Not Least: A Guide to Proofreading Text is broken into eight chapters:
How to Proofread: The Basics
Spelling
Punctuation and Mechanics
Grammar
Proofreading to Make Sense
Proofreading Visual Communication
Closing the Loop
Putting Your Skills to the Test
Each chapter is full of easy-to-digest, practical information, as well as exercises to practice and refine your skills as a proofreader.
Key Takeaways
Keep the Audience in Mind
As a proofreader, the document’s audience changes everything. It’s essential to know the audience and keep them at the forefront of your mind as you work. The audience will determine the tone and register of the text. As a proofreader, you can query terms or wording if they do not pertain to that audience.
For example, if the audience is a group of highly skilled professionals of a certain subject matter, you would leave technical jargon and complex verbiage untouched. However, if that same text were for a group of students being introduced to that subject, you would query the language use, asking that it be simplified for the audience. You may extend this query and suggest that certain complex terms be introduced, explained, or expanded upon.
Another consideration is what form the audience will be consuming the text. If you’re proofreading for a scientific journal or a professional publication, the language used will be much more formal. However, slang, contractions, and informal language will likely be acceptable. If you don’t know the audience and form before you begin proofreading, it would be wise to inquire before changing what may have been intentional and appropriate writing choices.
Avoid Overstepping
Your role as a proofreader is important, but to perform the job well, you must respect the choices made earlier in the writing and editing process. Proofreaders are responsible for catching typos, missed errors, inconsistencies, etc., but they are not responsible for determining the overall tone and style of the text. You must remember that many eyes have already seen the text you are proofreading, and those eyes have carefully curated the writing style.
It is important to know and recognize the difference between something objectively wrong and something that is a stylistic choice that differs from your normal approach. For example, although the Oxford comma is commonly used, it is not incorrect to leave it out. Always remember that “poor” grammar and punctuation can be deliberate and stylistic.
Slow Down
Successful proofreading requires distance. It’s important to avoid distractions and step away from the text, coming back with a fresh set of eyes. When you’re too close to the text, it’s much more difficult to catch mistakes. A good proofreader takes their time and makes multiple passes through the text. Sometimes, proofreaders are on a time crunch, but if you have the time, take it (because you may be the only one to do so).
Taking your time will allow you to do the following:
● Carefully read all the visuals
● Ensure any numbers/statistics add up
● Read the text out loud
● Read the text in print and on screen
● Read the text backwards
There are certain steps in the writing process that require brain dumps and quick work, but proofreading is not one of them. As the last set of eyes, you’re responsible for taking your time.
Practicality
This book benefits proofreaders of all skill sets. It’s clear and approachable, including exercises in every chapter (along with an entire chapter dedicated to practicing) to help a proofreader fully understand the material.
At Scriptorium, we are always drafting, editing, and proofreading. Although we consider ourselves word pros, this book served as a refresher to remind us why we follow certain procedures, but it also taught us some new tips and tricks that we will hold with us. For example, it has helped us to establish and define more specific roles for our team members. Although we are all able to occupy multiple roles, it has helped smooth out our process to assign specific team members to roles they are skilled in (e.g., editor, proofreader, lead writer, translator, etc.).
Whether you’re a professional or a beginner, this book is sure to help you in your proofreading ventures!
Need some outside support with editing and proofreading at your organization? Contact us to be your second set of eyes on your important documents.
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References
1. Vermeer, Leslie. (2023). Last But Not Least: A Guide to Proofreading Test Text. Brush Education Inc.
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