HOW TO READ PROOF

Proof may be read by oneself alone, or with the assistance of a copyholder. If the proofreader reads alone, he must train himself to do several things at once. He must read slowly enough so that he can note that every word is spelled correctly; he must note the punctuation as he reads, seeing that it conforms to the requirements of good practice, and seeing also that it conveys the proper sense of the words; he must catch the sense of what he is reading, so that anything strange will cause him to consult the copy, perhaps finding an out—a word, a phrase, or a sentence omitted. In general, the task of the proofreader who cannot have the help of a copyholder is much more difficult than otherwise, if he is to do a good job.

With a copyholder, the proofreader usually makes two readings. First he reads the proof while the copyholder reads the copy aloud to him, calling out each mark of punctuation as well as all the words, capitalization, etc. For example, a copyholder reading proof on this book, would read the first sentence of this section as follows: “Proof may be read by oneself alone comma or with the assistance of a copyholder italicized period.” The copyholder would not necessarily mention that “proof” has a capital P, since that would be obvious if it begins a sentence. She calls the period, however, to show the end of the sentence.

The proofreader can work up a suitable code with his copyholder to save time and breath. The comma, semicolon, colon, and period may be called by their usual names. The question mark may be simply called “question,” and the exclamation point may be abbreviated to just “’sclamation.” Parentheses may be called “paren,” and the close of the parentheses may be spoken as “unparen.” Similarly with quotation marks: the first marks may be called “quote,” and the closing marks, “unquote.” If the marks are single quotation marks (for a quotation within another quotation, or perhaps alone, depending on style), they may be called, opening, “sing-quote,” and closing, “un-sing-quote.” For example, the preceding sentence might be read by a copyholder using this code, as follows: “If the marks are single quotation marks paren for a quotation within another quotation comma or perhaps alone comma depending on style unparen comma they may be called comma opening comma quote sing hyphen quote comma unquote (if this is confusing, the proofreader may at this point consult the copy to be sure just what the word is) and closing comma quote un-sing hyphen quote period unquote.”

It is awkward always to say the word italics or italicized, when the copyholder meets such a word or words in the copy. One way to get around this is to arrange that as the copyholder speaks a word that is to be italicized she tap a pencil lightly. The pencil tap must come simultaneously with the utterance of the word that is to be in italics. For example, a copyholder would read the first sentence of this paragraph thus: “It is awkward always to say the word italics (pencil tap as “italics” is spoken) or italicized (pencil tap) comma, etc.” The proofreader knows instantly that italics and italicized are both to appear in italic type. Of course, if a single letter of a word is to be italicized, or if any special arrangement of type is confusing when spoken aloud, the proofreader may always consult the copy himself for verification. The copyholder should sit near at hand so that the proofreader may look at the copy if he wishes to do so, without delay or inconvenience.

After the proofreader has read the proof once with a copyholder, he should read it a second time silently. The first reading with the copyholder should eliminate the more obvious typographical errors, and also should catch any misinterpretations the printer may have made of the copy, including omissions or duplications. The second and silent reading should be devoted to checking up on spelling, punctuation, and general style. While the proofreader is occupied with silent reading, the copyholder, if not reading to some other proofreader, should make herself useful arranging galley proofs, transcribing corrections from one set of proofs to another (when this is desired), arranging or filing copy, keeping records of proof read, etc.

A proofreader on the staff of a publishing house should realize that he alone is responsible. The copyholder can never be blamed for the proofreader’s shortcomings. If the copyholder does not speak clearly, the proofreader must ask her to repeat. The copyholder should always read from the copy—never from the proof. If, in long jobs, it ever becomes advisable to change about, the proofreader may, very slowly and distinctly, read from the proof to the copyholder. But this should not be done except in extreme necessity, as for resting during long readings that must be forced through in minimum time.

A proofreader should be swift and accurate. Never sacrifice accuracy for speed. If a proofreader is compelled by circumstances to read proof in less time than he feels he should take to do a good job, he should do the best he can, but make it clear that his O. K. in such limited time does not mean the accuracy that it normally does (or should!).

The proofreader’s responsibility extends beyond the copy. The fact that an error in copy is reproduced in type does not excuse the proofreader. It is his job to note the error. If he has any doubt whether it should be corrected, he should make a query to the author, or to the editor, or take it up with someone in editorial authority. Matters of fact, such as dates; names of people, places, books, etc.; quotations from other works; statistics; etc., should be checked by the proofreader with some authority other than the copy if possible. Authors (though it should not be tolerated!) are notoriously careless about such details. Often author and editor both fall into the habit of relying on the proofreader to catch and correct such slips. The proofreader’s shoulders must be both broad and tireless! Always—if there is anything you, as a proofreader, do not understand, or think is incorrect, but which you lack the reference facilities to check, query it and see that the query reaches the author, editor, or someone in authority.

If you are an author, and proofs are sent to you, read them. It is due yourself in all fairness, even if you do not care to do it for your publisher and, ultimately, for your reader. Always note carefully any queries the proofreaders may have marked for your attention; answer all queries on the proof, either by crossing out the query (do NOT erase any queries) and writing “O. K.,” or by crossing out the query and making the necessary correction. Do not take these queries as insults to your intelligence. Be grateful for the care which proofreaders have exercised to protect you and the publisher from committing what might be errors. Finally, simply answer the queries by marking them O. K. or making corrections: do not write a message on the subject. Consider how Dickens and Browning appreciated the work of the proofreaders on their books: go thou and do likewise.