Simple Advice for Finding a Reliable Proofreader

As a full-time, self-employed proofreader and editor, I have run across some not-so-ideal situations. Many of these occur on popular job sites where providers bid on projects posted by those in need of their services. If you are looking for someone with better English skills to polish your written material, there are some simple and common sense things to include in the project or proposal details, regardless of format and medium. Many of these seem like “no-brainers,” but the majority of projects I come across neglect them. Pay attention and you may just find a long-term business relationship from which both you and the service provider can benefit.

• Be specific about word and document counts. Do you have ten 500-word articles that need editing or a 10-page book with A4 size pages? Which one of these descriptions you choose to use gives an accurate idea for a bid? The first one, because the second provides no information for someone working on a per word basis and can be more or less the words they expect depending on the spacing, font size, font type, margins, and graphics. Also saying that there are a large number of short articles is not helping matters for the same reason. Use exact numbers and provide as much information as possible. This rule applies to web content also.

Example:  I bid a very low price on a project to edit what I thought was a single web page of a couple hundred words. In the end it was a few thousand words and 2 days worth of work and emails, meaning that I made about $1 an hour those days. I refused to work for that buyer again and they received a bad review for their dishonesty, whether they intended it or not.

• Accurately describe the project with specifics. Another requirement of being specific, but it is extremely important to let potential service providers know what type of material they will be dealing with. Some proofreaders are better suited for certain topics, and some even have different rates. You could get a deal without planning on it simply by letting someone know that it is a narrative by a native English speaker as opposed to a medical article translated into English.

These two ends of the spectrum often fetch very different rates because of differences in the time and energy required. A good proofreader can often handle 1000 words of native English narrative in an hour or two with minimal changes and cost, whereas a translation can take a day (6-8 hrs) for 1000 words and cost much more to compensate. Some topics also require editors with a specialty in the terminology and this should be noted to save yourself a headache later.

• Offer reasonable prices; better yet, do not mention what you are willing to pay. Don’t insult service providers by offering a tenth of a penny per word.  If you are posting on a bidding site, don’t offer a maximum or minimum price unless required to give a range. There are many reasons for this: 1) you may miss out on some good service providers by insulting them, 2) you may increase what you actually end up paying because you aim too high, and 3) it negates the bidding process – don’t use a bidding site if you’re offering a flat rate job;  there are different venues for that.

Proofreaders and editors are not slaves; they are business associates and service providers. If they were only worth $1 per 1000 words they wouldn’t be needed. Since you are posting projects, they are obviously much needed. If offering minimal payment, you will likely end up with those who are inept at what they do. With proofreading and editing, you get what you pay for.

• Offer sample articles for the provider to understand what they will be working with. Also, do not expect them to edit it for free. Some unethical buyers get freebies out of desperate job-seekers and never pay for the work. This can get you kicked off the project sites and leave you editing your own material. If samples are required to determine an editor’s or proofer’s capabilities, make sure it is clear that they can supply their own and/or make the one you supply short so they are not losing money by applying for or bidding on the project.
• Don’t leave the service providers hanging. On the bidding and job sites, service providers often pay to bid on or apply to the projects you post. Be sure to follow through and either cancel the project or hire someone to do it. This is one of the biggest pet peeves I have heard among professional editors – a lack of follow through by their buyers. This also includes paying in a timely manner.

To professional proofreaders and editors, time is money. Be aware of this when dealing with them, they could very well charge consulting fees for every extra issue you bring to the table. Actually, some do charge hourly fees, so be as upfront and clear about what is expected to save everyone some trouble.