Monday, October 7, 2013

What a Proofreader Can Do for You and Why OCD has a Role in the Profession by Dora Machado

An Interview with Proofreader Extraordinaire Linda Au

Dora Machado

Linda Au has the distinction of being one of the funniest proofreaders in the business. I mean it. She divides her time between her passions, advancing the cause of clean writing and spotless manuscripts while also writing hilarious fiction. Over the years, she and I have worked on many projects together. She has always impressed me with her eye for detail and her uncanny ability to find even the most cryptic of errors, mistakes that often evade authors altogether, despite our best efforts.

As the writing world changes and publishing gets both simpler and also more complicated, I wanted to get Linda’s take on the impact of her profession. Below is the first part of my two-part interview with Linda, where we talk about what she does and how she does it, the most common mistakes she finds when proofreading manuscripts, and why a touch of OCD might be a very desirable quality in a proofreader.



Tell us a little bit about yourself. What’s your background and how did you get started in the business of proofreading?

Should I mention that I have in my office a spelling trophy I got in fifth grade? That should have been the first tip-off that I was doomed to this life forever.

I realized I was good at proofreading while working as a secretary in a small publishing office in 1987. The editor asked me to look over a printout of that month’s issue to see if I could find any mistakes, and I handed back pages full of red ink. I’m still proofreading that magazine every month, in addition to work I do for various publishers and independent authors. My philosophy, strangely enough, is more like a theology. I rely on the doctrine of Original Sin. That’s how I know I’ll always have work. When I get a manuscript or book layout, I already know there are errors because nobody’s perfect. My job is to find those errors.

A good healthy dose of “Question everything” goes a long way, too.

What exactly do you do when you get a hold of a manuscript?

I grab a hard copy of one of my job sheets (something I created in PageMaker years ago to keep track of my hours, back when everything was hard copy), and I scribble all the details of the job on it: deadlines, special instructions, etc. I also add the project to my gargantuan white board. Then I look it over to make sure I don’t have any questions for the author, such as, “Why won’t this file open?” or “Why did you send me a file set completely in Brush Script?” or “You want this when?”

I keep a style sheet on the back of each job sheet—it’s where I jot down any author preferences I pick up along the way: Are we formatting this as “OK” or “okay”? Does the author prefer “toward” or “towards”? Those are things that don’t have a set grammar or spelling rule. It’s not hard to remember them individually, but once I’m working on multiple projects, it’s essential to keep track of what each author prefers.

These days, “digging right in” means either digital scribbling on a PDF or using Track Changes on a Word document. I leave that choice up to the author. Track Changes can look strange if you’re not used to it, though it saves an author time because there are no individual changes to input. PDF scribbles look a lot like hard copy used to: red arrows everywhere, notes in the margins. I even use rainbow color-coding for ongoing issues.

One helpful tip for those who use white boards: If you’re having trouble erasing a project from your white board—and you definitely used the dry erase markers—that means you’re WAY past your deadline.

What are the most common mistakes you find when proofreading novels?

I’m constantly surprised at how few writers really know the basics of punctuation and formatting. Quotation marks and dialogue seem to be a real sticking point. Also, I still encounter authors who don’t seem to like fact-checking. For instance, one novel had a scene set in the 1970s where the main character played a song on a CD player, long before CD players were in use. I might have expected this from a young writer, but this man was a multi-published author who’d been around for decades.
Beyond that, the big errors are the typical ones: they’re/their/there and to/too/two, loose/lose, your/you’re…. And sadly, those sorts of casual errors are way more common than they used to be.

What do you like the most about your job?

Aside from being an introverted night owl who can set her own hours and doesn’t have to interact with people around a water cooler, I get a strange kick out of getting a manuscript from an author who assures me it’s “really pretty clean already,” and then finding a lot of things wrong. The author’s gratitude (after he or she gets over the shock) is great feedback for someone whose work is essentially solitary and can feel perpetually negative. Don’t get me wrong: A lot of the authors I work with do send me tidy manuscripts, especially if they’ve worked with me before. But no writer should hand anything to a proofreader and mention that there aren’t any mistakes. You’re asking for trouble—and a huge dose of snarkiness if you keep mentioning it.

And, because I find words so powerful, and so essential, I enjoy helping people polish their words so that they communicate as clearly as they can. There’s nothing quite like the frustration of being misunderstood because you haven’t expressed yourself well. I like to think I help people avoid some of that.

What are the most important qualities that a writer should look for in a proofreader?

A writer needs someone who is easy to communicate with, someone who can clearly explain the reasons for any suggested changes, someone who can roll with the punches (and there will be punches). Despite having definite opinions about what’s right and wrong in print, I also know that the author (or publisher/editor if I’m working with a company) has the final say. My corrections are sometimes just suggestions, and I have to let it go if they decide not to incorporate some of my scribbles.

It also helps if a proofreader knows as much as possible about the changing trends in publishing. There’s a big difference between someone who can eagle-eye a manuscript and someone who can also nitpick a complete book layout in final form or who can look for glitches in an e-book format.
Beyond that, a proofreader has to be a stickler about the language but yet flexible enough to change with the times. I’m still learning how to do this. I hate to admit it, but I’m still getting over the fact that “anymore” is now one word. But, at least buying new dictionaries is a tax deduction for me.

Now, tell us the truth: Are all proofreaders OCD?

OCD? Ha ha ha! You should see my house! I think I am word-OCD or print-OCD, but not generally OCD. I like tidying things up in print. I like knowing words are in a better order, are being used properly, or are in a position to make a difference now. I confess that some of this OCD spills over into my daily life. I rearrange the throw pillows on the sofa a lot more often than I used to. But, I still don’t wash the baseboards, so there’s hope for me yet.

Don’t miss part two of Dora's interview with Linda Au coming soon, where Linda talks about texting as the work of the devil and why proofreading your work matters now more than ever! 


Linda’s short humor essays have garnered numerous awards. Two books of her humor essays, Head in the Sand…and other unpopular positions and Fork in the Road … and other pointless discussions, are currently available on and

Linda has worked behind the scenes in publishing as a proofreader, copy editor, and typesetter since the late 1980s. She has worked with many independent authors, as well as publishers such as Carroll & Graf, Shoemaker & Hoard, Crown & Covenant Publications, Christian Publications (now WingSpread/Zur), Pegasus Books, and F+W Publications.

Blog/Web site: The Other Side of the Desk

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Dora Machado is the award winning author of the epic fantasy Stonewiser series and her newest novel, The Curse Giver, available from Twilight Times Books. She grew up in the Dominican Republic, where she developed a fascination for writing and a taste for Merengue. After a lifetime of straddling such compelling but different worlds, fantasy is a natural fit to her stories. She lives in Florida with her husband and three very opinionated cats.

To learn more about Dora Machado and her novels, visit her website at or contact her at

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For a free excerpt of The Curse Giver, visit
The Curse Giver from Amazon

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