Proofreading is the final stage of editing. Its purpose is to reduce mistakes to an absolute minimum. You will need to check each line for spelling and grammatical errors. It is slow and careful work. At first, you might spend 30 minutes on a single page, but your speed should improve over time. Word processing programmes can help by highlighting potential errors. Unfortunately, Word and other programmes don’t always get things right. I would advise trusting your own judgement if you believe Word is wrong.

Tips

• Print it out. You will pick up more errors on a printed page than on a computer screen. 
• Use a ruler or blank paper to ensure you check one line at a time rather than skipping ahead. 
• When in doubt, consult a dictionary. Your spellchecker will not flag something if it’s a real word used incorrectly. 
• Learn the basics of grammar and punctuation. There are plenty of books on the subject.

What are you looking for?

Anything and everything that is incorrect. Mark it in red on your printed page and make the changes to your document later.

Common errors:

• Repeated words, e.g. the the. 
• Spacing between words and after full stops. 
• Inconsistencies of spelling – especially character names. 
• Inconsistent indents, line spacing and/or font. 
• Jumbled text – where the words in a sentence or the letters in a word have been transposed. 
• Spelling errors. 
• Using the wrong word, e.g. effect v affect, except v accept, there v they’re, alter v altar, whose v who’s and many, many others. 
• Capitalisation – proper nouns and acronyms. 
• Incorrect use of commas and other punctuation. 
• Dialogue markers.

Punctuation

Commas and semi-colons are sometimes used as though they are interchangeable, but they have different rules. A comma divides sentence fragments whereas a semi-colon links two full sentences (and could be replaced with a full stop).

Literary conventions warn against the use of exclamation marks in fiction. Critics suggest its use should be limited to dialogue or avoided entirely.

Dialogue

Whether we should use a full stop or a comma at the end of quoted speech depends on what follows.

• ‘I am leaving,’ Harriet said. 
• ‘I am leaving.’ 
• ‘I am leaving.’ Harriet waved goodbye.

In the first instance, what Harriet says and the fact that she said it form one sentence and are divided by a comma. In the third and final instance, Harriet’s speech and action are two separate sentences and are divided by a full stop.

If you still aren’t sure, try this quick test. Do the words that follow the dialogue tag form a full sentence? Harriet waved goodbye. Harriet said.

Does it matter?

It matters a great deal to some readers and can jolt them out of the world you have created. However, if it makes sense, many readers won’t worry whether your personal style is grammatically correct.

You can choose to follow standard grammar and spelling rules, use a legitimate variation, e.g. colloquial, or create your own rules – as long as they don’t create unintentional confusion or ambiguity and you use them consistently.

Conclusion

To keep your readers happy and avoid bad reviews, it is important to eliminate as many errors as possible. Proofreading is a balancing act, and if you are obsessed with perfection, you may never release your masterpiece. If your book has six errors over 300 pages, you’ve done well. If you have errors on every page, you are likely to turn readers off.

To quote Maya Angelou (albeit out of context):

“Do the best you can until you know better. Then when you know better, do better.”

Next week

We will be looking at publishing your finished novel – the relative merits of traditional and self publishing; how to find an agent; how to snag a publisher; writing an elevator pitch and the dreaded synopsis.

Previous lesson | Take your next step | Carmilla's proofreading services

Carmilla Voiez is a horror and fantasy author. Her novels have been published by indie publishing companies including Vamptasy Publishing, CHBB and Stone Circle Publishing and her short stories have been included in anthologies by Crystal Lake Publishing, Clash Books, Weird Punk Books, Stitched Smile, Siren Magazine, and Dragones Mecanicos. She has a first-class degree in creative writing and English language, a diploma in proofreading and editing, and is a member of the Chartered Institute of Editors and Proofreaders.