What proofreading is, and isn't
People use "proofreading" to mean three different jobs. Knowing which one you need saves time and money.
Three levels of editing
Do them in this order. Proofreading a draft that still needs structural work is wasted effort.
| Level | What changes | When |
|---|---|---|
| Substantive editing | Argument, structure, order of sections | First full draft |
| Copyediting | Sentences: clarity, tone, concision, consistency | Once the content is stable |
| Proofreading | Surface errors: spelling, grammar, punctuation, formatting | Final version, before submission |
Errors worth hunting for
In academic writing the common ones are subject-verb agreement in long sentences, where the verb is far from its subject; articles; mixed tenses within a section; "which" and "that"; and commas around non-essential clauses.
Also check that "data" is treated consistently as singular or plural, that each abbreviation is defined once at first use, and that "e.g." and "i.e." are used for the right things.
Techniques that work by hand
Leave a day between writing and proofreading if you can. Change the font or read on paper so the text looks unfamiliar. Read aloud, or have your device read it to you. Check one type of error at a time.
For the reference list, check each entry against the in-text citations in both directions.
What universities allow
Most universities permit proofreading help on assessed work but draw a line at changes to content or argument, and some require you to declare any third-party or AI assistance. Read your institution's proofreading policy; theses often have their own rule.
Accepting a grammar correction is proofreading. Having a paragraph rewritten for you goes further, and may need declaring.