Eight Tips for Being a Reliable Proofreader

As a proofreader and editor, you may run across some not-so-ideal situations, or you may be the cause of one for the employer in need of your services. In today’s economy, everyone is trying to work from home. So how do you stand out? How do you get recurring jobs? How do you show you know what you’re doing? Here are some simple tips for being a reliable proofreader.
Have a well written bio on your profile page.

If you are working from home, chances are you have found yourself bidding on projects through websites or writing to titles on writing sites (the contractors are called employer or buyer from here on out). These types of mediators, more often than not, allow you to fill in a bio so employers and publishers can know more about you. Take the opportunity to show how professional you are by including your education and experience. Add a personal touch to show you are amicable, but focus on what it is you can do for them based on what you have already done. Proofread the bio once it’s complete, the last thing an employer wants to see from their proofreader is an inability to proofread.

Also, if the opportunity is there, post a picture of yourself that you wouldn’t mind seeing under a byline or in a company directory (i.e. professional photo, no Spring break at Cancun or pet pictures).

Know what you are good at.

Do you have a degree that would make you the ideal person to check over the jargon of financial, business, scientific, or medical writing? Then say so in your bio. Be specific about your credentials, many specialty jobs pay higher than general contract proofreading and it opens the door to higher paid editing positions. Let future buyers know if you’re willing to sign nondisclosure agreements, which are often required in specialty areas that are highly competitive.
Also, if you have skills with particular software, be sure to include them. Some buyers not only want a proofreader, but someone who can make suggestions and edit formatting in their software of choice. Brag about your experiences, accomplishments, and training! Also include where you are located and your native language, along with any other languages in which you may be fluent.

Know your rate.

There are many people out there who work for pennies. You don’t have to. Know what per page, per word, or per hour rate sets you at a comfortable living wage and stick with it. Lowering the cost for small or low impact projects done among others, or to accommodate a large project with a budget, is okay at times, but know how it affects your bottom line. You presumably do these jobs to pay the bills, and working for $2 an hour won’t cut it.

Meet your deadlines

Know how much time you will need for a project when negotiating the price. Be honest and upfront about both the cost and time required. Employers don’t want proofreaders and editors who leave their projects hanging and who are not disciplined with their own time. Time is money, you need to manage it wisely.

Know the different kinds of projects and what questions to ask.

Do you know the time difference between proofing something written by a native English speaker and editing a translated document? It takes experience to figure this out, but these two ends of the spectrum often fetch very different rates because of differences in the time and energy required. Proofreaders can often handle 1000 words written by a native English speaker in an hour with minimal changes and cost, whereas editing a translation can take several hours and rereads for 1000 words, costing much more to compensate.

If you run across a project with too little information to make an informed bid, ask questions. If you don’t, you might end up giving your work away for free. Ask the measure needed for your rate (i.e. how many words, how many pages, page size, page font, etc). Ask for their time frame in which they would like to have the project completed. Ask about the topic of what is being edited, do they need someone with a specialty? Some of the answers may allow you to move on to something else, others will give you a chance to provide information on how you are better suited for the job. Over time, you’ll learn exactly which questions are necessary and helpful.
Have samples available upon request.

If there is a website you have done content for, paragraphs from articles you have edited, or your own writing samples with edits, offer these up to buyers who ask for them so they understand what they will be getting from you. Remember to only use documents that are not covered under a nondisclosure agreement, and do not edit for free. If the buyer offers a sample paragraph to see what you can do, that’s fine, but sometimes a long document is provided, many bidders edit it as a sample, and no one is chosen for the work. Why? Because it was just done for them for free; an unethical buyer got a freebie out of desperate job-seekers.

Communicate

After the initial negotiation and deciding you will do the work, be sure to follow-up and let the buyer know your progress. When you receive the work, let the contractor know you have received it, and that you will have it back to them by the time agreed upon. If something goes wrong (e.g., computer crash, power outage, file corruption, loss of time for unpreventable reasons), contact them and let them know the situation. However, be disciplined with your time and treat the project as you would any other job, only call foul if the situation was truly beyond your control and will set you back on delivering the project at the agreed upon time.
On the other hand, if the work is completed early, return it early. This will clear your slate for other projects and let the buyer know you were on top of things.

Be present

The one praise I hear a lot is the fact that I respond so quickly to inquiries. This is because I check my email all the time – every day, at least every hour or two during the day and evening. If you want recurring jobs, you have to be available for them to contact you. It is up to you how comfortable you are with giving out a phone number for contact, but when working online an often checked email account is a must. Be sure to go through the overnight email every morning to ensure an inquiry hasn’t been overlooked, add the employers to your safe list and address book to avoid finding them in the junk mail, and respond immediately. If you can’t do the job, then let them know, or offer them an alternative time frame that suits your schedule. This allows them to find another provider in time to have it completed (which makes them happy) or to give you the chance to get it done when you can. If you can do the job, responding immediately lets you lock it in before they wonder if you are still there and go to someone else, likely writing you off for future projects.

In order to be a reliable and successful proofreader, the task has to be treated like the job it is. Be responsible and honest about your requirements, and don’t go back on what you have said you will provide.