proofreading in dissertation

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How to Proofread a Thesis: A Guide

Anyone who has written one knows that a thesis is a monumental task. Months or even years of research, writing, and revision go into creating a thesis. The moment you type the last word, you may feel an incredible sense of relief. But you aren’t done yet! Now it’s time to begin the second most challenging part of writing a thesis: editing and proofreading. Your thesis will no doubt go through various rounds of editing as you reread and rewrite different sections, and your advisor provides their input. But even after all that, there is one critical step left, which is thesis proofreading. Is thesis proofreading that important? How can you go about thesis proofreading anyway?

What is Thesis Proofreading? Proofreading is a separate step where you carefully review a text to ensure its technical accuracy. Thesis proofreading should be conducted after all of your major content editing has been finished. This is to save both time and effort. After all, why bother reviewing a section that will be deleted later? If you proofread before you are done editing, you may have to go back and proofread new sections that are added or changed during the editing process. Thesis proofreading should only take place once you are really, for real, finally done with editing.

In addition to technical accuracy, such as spelling, grammar, punctuation, and formatting, thesis proofreading should double-check that your word choice is correct. Proofreading your thesis will also give you the chance to check one more time for clarity and typographical errors. Finally, thesis proofreading will let you make sure that your word choices, use of abbreviations, and use of capitalization are consistent throughout your text. Thesis proofreading is a critical step because any errors in a written document make the document seem less professional and trustworthy. This is doubly true when it comes to academic circles. In this article, we talk specifically about English proofreading, but keep in mind that thesis proofreading is a critical step no matter what language you wrote your masterpiece in.

How Do You Proofread a Thesis? When it comes to performing the English proofreading of your thesis, you have a couple of options. The first option is to proofread your own thesis. This can save you some money, but it can also involve a lot of time and difficulty. Proofreading your own work is always a challenge, thesis or otherwise, because you will bring your own bias as the writer to the table. You wrote it, and you know what you wanted to say. For that reason, it can be very easy to miss your own errors. This is why many thesis writers choose to hire thesis proofreading services. If you are a non-native English speaker, hiring thesis proofreading services to perform English proofreading is often your best option. English proofreading is difficult for native speakers too, and experienced dissertation editors employed by thesis proofreading services can often provide you with a very high quality of service.

Your thesis is probably long, and so it can help to do your thesis proofreading in sections rather than all at once. More importantly, do not attempt to proofread your thesis immediately upon finishing your final draft. You need as much time and space between you and your thesis as possible before you begin the proofreading process. If you aren’t engaging the help of thesis proofreading services, put your thesis on the shelf for at least 72 hours, preferably a week, before you begin the thesis proofreading process. That way, you can look at it with fresh eyes, and you’ll be more likely to catch the errors you have made.

What Should I Look For When Proofreading? Anyone doing their own thesis proofreading should begin with a checklist of items to review. Common errors that should be looked for include:

• Inconsistent use of UK and US English (especially common among non-native speakers)
• Spelling errors (spell check is useful but will not catch everything)
• Typographical errors (abort instead of about is a nasty error but will be missed by spell check!)
• Inconsistent abbreviations (U.S. vs. US)
• Punctuation errors (improper use of apostrophes, inconsistent use of the Oxford comma, en dashes instead of em dashes)
• Grammatical errors (incorrect use of a/an/the, pluralization, etc.)

The easiest way to eliminate inconsistent use of UK vs. US English is to make sure the language of your document is set for your preferred version of English and then perform a quick spell check using the spell-check tool. This should take care of most spelling issues, but also keep a careful eye out as you read through your paper for any inconsistencies you may have missed.

One additional item you’ll want to take special care with is use of contractions (don’t vs. do not) and apostrophes. In general, academic writing is formal and use of contractions is discouraged. Some style guides (APA, for example) specifically discourage the use of contractions. Similarly, non-native speakers often have a tendency to overuse apostrophes with plural possessives. English proofreading and writing strongly advise against this, as native speakers are taught not to write this way. For example, “the dogs’ group” should be “the group of dogs” and “the publics’ opinion” should be “public opinion” or “the opinion of the public.” In addition, you should make sure that your formatting is consistent. Are headlines aligned the same way? Did you use bold for one section and italics for another? Are the margins correct? Always refer to the guide provided by your university to ensure you have properly formatted your thesis before submission.

Where Can I Find Help with Thesis Proofreading? There are a number of helpful guides and tools out there to assist you in thesis proofreading. Google Scholar can help you double-check your citations, as can citation generators. OWL Purdue online also has many helpful writing tips. Thesis proofreading services, as mentioned above, are also a great resource. In addition to thesis proofreading services, academic proofreading services are also available. What is academic proofreading? Simply put, academic proofreading is specifically targeted to academics. Academic and thesis proofreading services employ experienced dissertation editors who are familiar with specific academic disciplines to review academic articles and thesis manuscripts. Because of their familiarity with the subject matter, they are fast and thorough.

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While many providers charge for editing and proofreading separately, our service includes both . This means we’ll take care of the following:

• Fix typos, misspellings, punctuation issues and ensure consistency of your spelling format (e.g., UK or US English).
• Undertake light rewriting of poorly presented sentences, to improve readability and ease of understanding. If substantial rewriting is needed, we’ll provide suggestions.
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• Ensure that your in-text references are in the correct style, formatted correctly and are included in the end-text reference list.
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• Highlight areas where additional references are needed (e.g., sweeping statements, unfounded arguments, etc.).
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• Insert captions where we are able to, or highlight areas where captions are needed.
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• Ensure correct page numbering (e.g., roman numerals for pre-matter).
• Ensure that your format/page layout is in line with your institute’s requirements.

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Every editing and proofreading project includes the following key deliverables:

A perfectly edited document

You’ll receive a clean, finalised version of your document, fully edited and proofread. You’ll also receive a second version with all changes tracked , as well as our comments and suggestions to improve your writing further.

A detailed plagiarism report

If you’d like, we can run a comprehensive plagiarism scan on your document and provide you with a detailed report that outlines potential plagiarism issues and provides a similarity index. This is included free of charge.

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If your document includes a conceptual framework, we’ll polish your design into a high-quality visual to give your work a professional look. Again, this service is provided completely free of charge. 

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If your university requires a formal certificate of editing or confirmation letter, we’ll draft this according to your institution’s specific requirements. We can also provide copies of invoices and receipts if required by your sponsor. 

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Frequently Asked Questions

Below are some of the most popular editing-related questions we receive.

Editing & Proofreading

How do you edit and proofread.

Our editing and proofreading process is 100% manual - in other words, it's handled by a team of highly qualified human editors, not machines . We don't use any automation software or tools, as nothing can beat the quality and accuracy of human editing.

Our editing team consists of a diverse mix of Doctoral and Master's-qualified language specialists . The team is managed by Dr Eunice Rautenbach , who holds both a Master's and Doctoral degree in language practice. All team members have extensive academic editing experience, are native English speakers (from the US, UK and SA) and have worked on numerous dissertations, theses and research projects.

Can I see an example/sample of your editing?

Certainly . You can download a sample editing and proofreading project here .

Will you sort out my references and citations?

Yes . As part of the editing process, we will ensure that your references and citations are in the correct format (e.g., Harvard, APA, etc) as per your university's requirements (you'll need to advise us what these are).

However, keep in mind that we can't fill in incomplete references or find the relevant sources for you (as it's impossible for us to know which sources you've referenced). We also cannot check whether the references you have are accurate or suitable for the arguments you make in your writing.

Can you fix/build my table of contents?

Yes , we can create a table of contents based on the headings and subheadings throughout your dissertation or thesis. This table of contents will include the respective page number for each heading or subheading.

Can you lower my word count?

Yes - as part of the editing process, we will edit your work for concision. However, we cannot guarantee a specific word count or percentage reduction, as this would risk cutting out important content.

Can you check my work for plagiarism?

Yes - we can provide a detailed plagiarism report with every editing and proofreading project. However, please keep in mind that universities use a variety of plagiarism-checking services. Therefore, if your university provides you with a plagiarism-checking facility (as they often do), you should double-check your score on that system.

How long does the editing and proofreading process take?

It depends on the length of the document, the overall quality of the writing (i.e., the number of issues to be resolved) and our project load at the time of submission.

Generally speaking, we can complete a standard dissertation/thesis of 20,000 words within 2-3 days , but this varies depending on the factors above. Therefore, we strongly recommend that you pre-book your editing with us for a specific date. For pre-booked projects, we can provide a guaranteed timeline, which is generally shorter than that of "walk-in" projects. Please email us to pre-book your project.

Can you provide a certificate of editing?

Yes , certainly. We can issue a certificate according to your university's requirements. We can also sign any paperwork required by your university as proof of editing.

Will my document be treated as confidential?

Yes , absolutely. Your work will be treated as strictly confidential and will never be shared or published. We will gladly sign a non-disclosure agreement (NDA) with you if you wish.

How much does editing cost?

Our fee is based on the total word count of the document. This includes the body content and the reference list (as we need to review this). You can also include the appendices if you wish, but it's generally not required.

Click here to view our pricing or book a free consultation to discuss your project.

When should I submit my document to you?

Generally, editing and proofreading should be the very last step in your writing process. This ensures that you don't "undo" any editing work, or introduce new typos or grammar issues.

However, if your supervisor has specifically instructed you to get your work edited before submitting it to them for final review, you should follow their instructions. If you're unsure which approach to take, get in touch with us.

Can you edit my dissertation/thesis as I complete each chapter?

We can, but we don't recommend it . By editing chapter by chapter, consistency is reduced and there is a strong chance that there will be conflicts between document versions in terms of references, page, table and figure numbers, and so on. As a result, a lot of the work will be "undone" and you'll need to spend a lot of time revising and checking each section.

How much time should I factor in post-edit to make corrections?

We recommend that you factor in a day or two to make your final corrections after receiving your document back from us. This is not essential (as you can just accept all our edits "as is"), but it is a good idea to have a buffer in case you want to make any additions or revisions. You might also need to fix issues highlighted by the edit, e.g., regarding clarity of meaning or problems flagged with your referencing.

Can you do a second review of my document after the first edit?

We can review your document as many times as you need , but each review is charged separately. In other words, we cannot provide a second review (after we've edited and proofread) free of charge.

Can you check that my Conclusions and Recommendations represent all my findings?

This is beyond the scope of language editing, as it involves data analysis and interpretation. If you would like assistance with this, we can assist with 1-on-1 coaching , where we review your work critically and provide in-depth feedback (you can view a sample of this here ).

Can you write my abstract (or exec summary) for me?

No , we can't. As part of the editing process, we will improve the quality of your writing, but we cannot write any section for you. Having any section written for you would constitute academic misconduct.

Can you rephrase text to reduce my plagiarism score?

No , we can’t. While we may undertake some very light rewriting of poorly constructed sentences to improve readability and ease of understanding, we cannot revise content to reduce plagiarism, as we are not familiar with the articles/sources being referenced.

Can you arrange the separate sections of my document?

No , we cannot arrange (or rearrange) sections of content on your behalf, as this may impact the core meaning and/or the thread of argument.

That said, if we feel that a section could be structured better for clarity, we will comment on this and make suggestions. Additionally, we will check that your headings and subheadings are numbered sequentially and are consistent in style.

I still have questions…

No problem. Feel free to email us or book an initial consultation to discuss.

Still have a question?  No problem – feel free to  email us  or  book a consultation .

What our clients say

We've worked 1:1 with 3000+ students . Here's what some of them have to say:

David's depth of knowledge in research methodology was truly impressive. He demonstrated a profound understanding of the nuances and complexities of my research area, offering insights that I hadn't even considered. His ability to synthesize information, identify key research gaps, and suggest research topics was truly inspiring. I felt like I had a true expert by my side, guiding me through the complexities of the proposal.

Cyntia Sacani (US)

I had been struggling with the first 3 chapters of my dissertation for over a year. I finally decided to give GradCoach a try and it made a huge difference. Alexandra provided helpful suggestions along with edits that transformed my paper. My advisor was very impressed.

Tracy Shelton (US)

Working with Kerryn has been brilliant. She has guided me through that pesky academic language that makes us all scratch our heads. I can't recommend Grad Coach highly enough; they are very professional, humble, and fun to work with. If like me, you know your subject matter but you're getting lost in the academic language, look no further, give them a go.

Tony Fogarty (UK)

So helpful! Amy assisted me with an outline for my literature review and with organizing the results for my MBA applied research project. Having a road map helped enormously and saved a lot of time. Definitely worth it.

Jennifer Hagedorn (Canada)

Everything about my experience was great, from Dr. Shaeffer’s expertise, to her patience and flexibility. I reached out to GradCoach after receiving a 78 on a midterm paper. Not only did I get a 100 on my final paper in the same class, but I haven’t received a mark less than A+ since. I recommend GradCoach for everyone who needs help with academic research.

Antonia Singleton (Qatar)

I started using Grad Coach for my dissertation and I can honestly say that if it wasn’t for them, I would have really struggled. I would strongly recommend them – worth every penny!

Richard Egenreider (South Africa)

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Dissertation Proofreading Service

Your dissertation is the culmination of your academic career so it needs to be great. You’ve done all the hard work – now it’s time to polish it with Proofed’s professional dissertation proofreading service.

Your Dissertation Deserves Dedication

Proofed’s dissertation proofreading service helps you:

• Correct punctuation, grammar, and spelling errors
• Follow any specified university style guide
• Leave helpful comments on recurring stylistic issues

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Dissertation Editing Specialists

We’ve helped thousands of students produce clear, error-free, well-written dissertations. Why does our service produce such great results? Because we only work with experienced, highly trained academic editors. As such, our academic proofreading team can bring the best out of any dissertation.

Make sure your writing is the best it can be with our expert English proofreading and editing

Our dissertation proofreading service focuses on helping you to express your ideas and arguments clearly. As part of this, we will:

• Maintain a formal, academic writing style throughout
• Look for issues with document structure or readability
• Check your referencing is clear, complete and consistent

We will even provide two copies of your edited dissertation when we’re done:

• A ‘Clean’ copy in the original file format
• An MS Word Track Changes  copy

This is so you can review and approve every change we make. And if your  chosen file format  doesn’t support Track Changes, we will adapt our process to match.

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You’ll never miss a deadline with our speedy services: our Next-Day Guarantee means we’ll return any document up to 10,000 words long within 24 hours

And if you need a faster turnaround, simply select your desired delivery speed when you submit your document. We have three options:

We can also meet custom deadlines! Just let us know what you need.

*For documents up to 8,000 words 

**For documents up to 3,000 words

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You’ll never miss a deadline with our speedy services: our Next-Day Guarantee means we’ll return any document up to 8,000 words long within 24 hours.

We can also meet custom deadlines! Just let us know what you need. 

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Our pricing is affordable and transparent – the cost is based on the exact length of your document. Check out our pricing calculator for an instant quote, and rest assured that you’ll receive the highest quality proofreading and editing for the best value on the market.

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Our editors are experts in various referencing styles, including but not limited to APA, Harvard, MLA, Chicago, and IEEE. No matter what style you’re using, they’ll make sure your citations and references are correct and let you know if any information is missing. Visit our referencing page to learn more.

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Our team includes over 750 professional editors with expertise in thousands of topics. This means we can always match you with the best proofreader for your writing, whether you need help with a dissertation in medicine or an essay on economics.

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Dissertation Proofreading Service: Perfect Your Work Fast, Affordable, Professional

Your supervisor has finally given the green light, and now it's time for the ultimate stage of refinement: dissertation proofreading and formatting, all in accordance with your institution's exact requirements. This critical step in the process ensures that your academic masterpiece, whether it's a thesis or dissertation, reaches its pinnacle of perfection.

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• Dissertation Proofreading Service: Perfect Your Work

Dissertation Proofreading: Perfect Your Final Draft Before Submitting

You're nearing the finish line of your academic journey, with your dissertation or thesis in hand. As the culmination of your hard work, it's essential to present a polished and error-free document that will make a lasting impression. Our Dissertation Proofreading and Dissertation Editing services are here to help you achieve perfection. 

As you embark on this phase, enlist the invaluable assistance of a dissertation editing and proofreading service staffed by experienced document editors who specialize in academic writing. Our professional editors are well-versed in the intricacies of academic work, and their expertise lies not only in correcting errors but also in enhancing the overall quality of your document.

The thesis proofreading services they provide extend to various aspects of your work, from ensuring clarity and coherence in your arguments to refining the flow of your writing. Their attention to detail is unparalleled, guaranteeing that your thesis or dissertation is free from any pesky grammatical and stylistic imperfections that might detract from the academic excellence you've worked so diligently to achieve.

Why Should I Choose Dissertation Proofreading by Scribendi?

Our expert editors specialize in dissertation proofreading, ensuring that your academic work shines with clarity and precision . The core of their work includes meticulous spelling and punctuation review by a native English speaker who employs tracked changes to keep you informed of every modification made. 

Furthermore, these masters of academic proofreading will help you maintain word count precision while ensuring that your document adheres to the stringent formatting guidelines of your institution. Here's how you benefit:

• Professional dissertation proofreading: We offer top-tier dissertation proofreading that addresses grammar, spelling, punctuation, and word choice errors. 
• Formatting excellence: Let our experts handle the laborious task of formatting your citations and references to meet the specific requirements of your chosen style guide.
• Academic expertise: Our editors have extensive experience across various academic fields, including master's dissertations and thesis proofreading. They've been where you are and know what it takes to succeed.
• Tracked changes: Our editing and proofreading service includes tracked revisions, allowing you to review all changes made to your document.
• Critical feedback: We provide insightful commentary on any remaining issues or concerns in your paper, helping you improve its overall quality.

Remember, a polished and error-free document can make all the difference in your academic journey. So, when it's time for dissertation proofreading and editing services, rely on professionals who understand the importance of this critical phase in your academic work and who are dedicated to elevating your research to its highest potential .

Can I get a discount on Dissertation Proofreading services?

Enhancing your academic work has never been more affordable with our exclusive student discount for Dissertation Proofreading services.

Our team of expert editors is ready to take your thesis to the next level. Whether you're a PhD student or pursuing a master's degree, we understand the importance of a well-crafted dissertation. With our 10% student discount , you can enjoy substantial savings while receiving top-notch proofreading services for your dissertation. 

Our experienced dissertation proofreaders are well-versed in academic writing and can help you refine your work, focusing on aspects like style, English proficiency, and adherence to university guidelines. Don't miss out on this limited-time offer to improve the quality of your thesis while saving on Dissertation Proofreading services.

Simply use the coupon code on our Student Discount page to start improving your writing today. Our proofreading service for dissertations is dedicated to helping students like you succeed in their academic journey.

Take advantage of this opportunity to elevate your thesis or dissertation to its highest potential with our discounted Dissertation Proofreading services.

What will you receive with the Dissertation Proofreading service? 

• A revised document in which misspellings, grammar errors, and typos have been corrected
• Changes and suggestions to help improve clarity, flow, structure, and readability
• Formatting of your citations and references to the style guide of your choice, if desired
• Tracked revisions so that you can see and review all the changes that have been made
• Critical commentary on any remaining issues or concerns in your paper 
• A short summary of the work that has been done and any major concerns

What types of documents can you use the Dissertation Proofreading service for?

• Dissertations
• Thesis and dissertation proposals

Note: Proofreading is for final drafts of documents that have already been edited at least once. If you would like help with word choice, sentence structure, and the overall organization and clarity of the content and writing, our Dissertation Editing or Structural Editing services can provide everything you need and more!

Generative AI has become increasingly relevant in academia and can impact academic services at Scribendi; click here to see Scribendi’s policy on generative AI .

Your work's confidentiality and your personal information's security are paramount to us. Our platform ensures safe and encrypted uploads and downloads. We accept a wide range of file formats to accommodate your needs. 

Getting started is simple. Receive an instant quote below and place your order today to perfect your dissertation and make a lasting impression on your supervisor and faculty.

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Dissertation proofreading services faq, what is dissertation proofreading.

Dissertation proofreading is a crucial phase in the academic journey of every scholar, whether you're working on a dissertation or thesis. This meticulous process involves a comprehensive review and editing of your scholarly work to ensure that it adheres to the highest academic standards. In essence, it's the final touch that can make a world of difference in the quality and impact of your research.

Why does my dissertation need proofreading?

Dissertation proofreading guarantees its clarity, coherence, and professionalism. Like other types of editing and proofreading services (e.g., Personal Statement Editing ), it ensures your work is free from errors, enhancing its credibility and the impact of your research. 

In essence, your dissertation is not only a testament to your academic prowess but also a foundational document that may shape your future research opportunities and career prospects. Ensuring that it meets the highest academic standards through meticulous dissertation proofreading is an investment in your success, providing a document that is free from errors and fully ready to make a significant impact in your academic and professional journey. 

How do I make sure my dissertation is proofread efficiently?

Efficient dissertation proofreading involves a systematic review for grammar, spelling, formatting, and content. It's often best to hire a professional editor with expertise in academic writing to ensure a thorough and error-free review.

Efficient dissertation proofreading also requires careful planning, the use of professional services, native English-speaking editors, a collaborative approach using tracked changes, attention to word count guidelines, a thorough review of spelling and punctuation, and a deep focus on the overall quality and consistency of your academic writing. 

What are the advantages of hiring an editor to proofread your dissertation?

Hiring an editor for dissertation proofreading brings numerous benefits, including polished writing, improved clarity, adherence to academic standards, and confidence in the quality of your research. It not only ensures error-free content but also enhances the overall quality, professionalism, and impact of your work. With the guidance of expert editors, your dissertation becomes a powerful representation of your research, positioning you for success in the academic world.

Reference management. Clean and simple.

How to proofread your thesis

1. Review your institution's guidelines

2. take a break before you read anything, 3. determine how to proofread your thesis, 4. use online tools, 5. read your thesis in a different order, 6. read your thesis out loud, 7. reach out to your peers, frequently asked questions about proofreading your thesis, related articles.

Now that you've finished your thesis , it's time to proofread it. You'll need to do this several times to ensure that you submit a solid thesis that's free of grammatical mistakes and typos. We've put together a few tips that can help you optimize the proofreading stage of your thesis.

Your institution will likely have specific guidelines for formatting your thesis. Be sure to double-check the guidelines for layout and format issues, including:

• paper size and margins
• running head
• page numbering
• line spacing

Take time to read through the guidelines again and keep them handy as you proofread your thesis.

The proofreading stage is also a good time to check your citations or references . Whether you're using Harvard, APA (American Psychological Association), MLA (Modern Language Association) or some other citation style, make sure that your citations are correct.

Give yourself some time off before you start proofreading your thesis. This allows you to return to your work with fresh eyes. Ideally, you should plan to take a break of several weeks before you begin proofreading; however, even a short break can help you refocus and catch more mistakes.

Some people like to proofread their thesis on screen, while others like to print it out and read it on paper. Whichever method you choose, be aware that you can't read it all at once. Rather, make a plan for how you want to approach proofreading and stick to it. You'll generally want to break up your process by chapter or section.

Consider breaking down your thesis proofreading process in one of these ways:

• by paragraph

Several online tools can help you with proofreading and some of them are even free. Use tools like Grammarly or Proofread Bot for proofreading or Readable.com or Slickwrite to critique your grammar and writing. A quick Google search will show you that there are dozens of tools out there that can help you with your thesis!

Week 1 : Read a chapter a day, watching out for major issues in argumentation, use of evidence, and organization.

Week 2 : Complete substantive revisions and check that all citations are correct. Use a reference manager like Paperpile to create accurate citations and bibliographies.

Week 3 : Re-read each chapter, checking for any additional surface errors. Double-check that your formatting aligns with your department’s thesis requirements.

Try reading your work backwards or in a random order. This approach often works better than reading your work from beginning to end.

By switching up your expectations, you will catch more errors. Plus, starting at the end allows you to keep your conclusions in mind as you read and helps you to verify that you've proven your thesis statement.

The best way to catch grammatical, stylistic, and organizational mistakes is to read your work aloud to yourself. Hearing your own words greatly increases your ability to find typos and errors.

Keep your eye out for the following common errors:

• subject-verb agreement
• faulty predication
• misplaced modifiers
• tense changes
• incorrect citations

If you have friends or peers who are also writing theses, or who have completed them, reach out for advice and help. For instance, blogger Pat Thomson suggests setting up a proofreading deal with a friend.

Also, you might find it useful to join or start a writing group. These groups build accountability and provide writers with support for all stages of the research and writing process.

The length of the proofreading process depends on the length of the thesis. Plus, you should plan to take a couple of weeks off before you start proofreading. It's also a good idea to break up longer projects by chapter or section.

Always double-check your institution's guidelines for the general layout, including:

If you know someone who is willing to proofread your thesis, then definitely ask! Friends and peers who are also working on theses, or who have recently finished, can provide you with useful insights about the grammar, style, and structure of your thesis.

As part of your proofreading plan, you should create a checklist of items that you want to watch out for while proofreading your thesis. Your checklist might include:

• Spelling and typos
• Verb tenses and subject-verb agreement
• Sentence structure
• Layout and formatting
• Citations and/or references
• Consistency of style
• Organization
• Overall flow

You should plan to proofread your thesis as many times as it takes to ensure that you submit a polished and professional work. Typically, however, most thesis writers proofread their work around three to four times.

Get science-backed answers as you write with Paperpal's Research feature

Proofreading Dissertations: Key Strategies to Optimize the Process

Importance of a well-structured PhD dissertation

If you are reading this, you might have just finished writing or are in the process of finishing your PhD dissertation/thesis. Congratulations are in order, but before submitting your work for review, it’s essential to check your work, focusing on the content and readability. Examiners often tend to be consistent in their practices and recommendations; they review your PhD dissertation based on the contribution to knowledge, critical and analytical dimensions, and good language without typographical or grammatical errors. 1    

Good writing is a continuous process involving modification and revision, and proofreading is fundamental to this. But PhD students often underestimate the importance of proofreading the dissertation and skip this step, usually due to deadline constraints.  

But language is as equally important as content. I have come across papers that have been rejected even before peer review because of poor English. This is because, like any reader, reviewers are likely to be annoyed by errors in writing and structuring. 2 Proofreading is a final review before your dissertation is presented to the reviewer and the public. It involves reading content with caution and marking surface errors if any.   

Proofreading vs. Editing

Editing and proofreading are different steps in revising your dissertation. Editing comes first, immediately after you finish writing your PhD dissertation, and involves major changes to content, structure, and language. Proofreading is the final stage of checking your dissertation before you submit it. It is less ambitious and focuses on correcting minor errors, especially before you decide to print it. It is also an opportunity for you to recognize the most common errors you make in your writing so you can avoid them in the future. The table below gives the main differences between proofreading and editing. 

Table: Differences between proofreading and editing

Tips for effectively proofreading dissertations

Create checklists: It is a good practice to keep a checklist of items to review. 3 Common errors to look for and tips to avoid them are listed below. 

Inconsistencies in the use of UK and US English: Set the language of your document for your preferred version of English, and perform a quick spell check using the spell-check tool.  

Spelling or Typographical errors: Spell check is useful but ineffective in avoiding homophones or malapropism. Look for subtle differences in sound or the context of the text when proofreading your manuscript. 

Inconsistent abbreviations: This will require developing a basic understanding of rules relating to abbreviations, such as avoiding them in abstracts or headings and avoiding contractions. 

Punctuation errors: Consistency and proper use of apostrophes, quotation marks, colons, hyphenation, etc., requires a basic understanding of punctuation rules.               

Grammatical errors: A common tip to identify grammatical errors involves reading your sentences backward (i.e., reading the last sentence, then the one before that, and so on), reading out loud, etc. Other methods include using a Spell Checker, hiring a proofreader, or using language and grammar checking tools like Paperpal . 

Formatting errors: Familiarize yourself with your PhD program’s formatting rules before writing your dissertation. Avoid formatting mistakes, especially in the preliminary pages of your writing. You can also check for and use the dissertation template provided by the program. 

Avoid distractions: A quiet environment with no disturbances is important when sitting down for proofreading. 

Take frequent breaks: It is suggested to leave a decent period between finishing the writing and proofing it so that you approach it with a fresh mind. 

Get outside help: We’ve all seen those memes where you can somehow read words with jumbled-up letters. An outside perspective will help better identify errors, if any. 

Proofreading is the last step in the dissertation writing process. However, it is not something you should skip. Submitting a dissertation that hasn’t been proofread can damage your reputation as your work will almost certainly contain errors. Proofreading dissertations can be the difference between an outstanding and mediocre submission.  

1. Chetcuti, D., Cacciottolo, J., Vella, N. What do examiners look for in a PhD thesis? Explicit and implicit criteria used by examiners across disciplines. Assessment & Evaluation in Higher Education, 1-16 (2022), DOI:  10.1080/02602938.2022.2048293   

2. Golding, C., Sharmini, S., Lazarovitch, A. What examiners do: What thesis students should know. Assessment and Evaluation in Higher Education, 39(5), 563–576 (2014). DOI:  10.1080/02602938.2022.2048293   

3. Harwood, N., Austin, L., & Macaulay, R. Proofreading in a UK university: Proofreaders’ beliefs, practices, and experiences.  Journal of Second Language Writing ,  18 (3), 166-190 (2009). DOI: 10.1016/j.jslw.2009.05.002  

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• Proofreading Tips

Proofreading Checklist: Thesis or Dissertation

• Jun 27, 2021
• Academic Editing
• Proofreading Resources

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Whether at master’s or PhD level, theses and dissertations are complex documents. This can make them difficult to proofread . With that in mind, though, we’ve prepared this handy proofreading checklist you can use when working on a thesis or dissertation.

Parts of the Thesis/Dissertation

Theses and dissertations typically comprise several parts, including:

• A strong title that clearly reflects the content of the document.
• A cover page with the title, author’s name, and any extra details required by the examining institution (e.g., name of school, date of submission).
• An acknowledgements page thanking people who helped the author.
• A clear, concise abstract that summarizes the full document.
• A table of contents, plus lists of charts, figures, and abbreviations where applicable.
• An introduction, the main body of the document, and a conclusion. For experimental work, this will usually follow the IMRAD format . In other cases, it should comprise a series of chapters, each covering part of the overall argument.
• A bibliography or reference list (as per your client’s chosen citation style).
• Any appendices or supplementary material required.

However, the details here can vary depending on the degree level and subject area. As such, you should check your client’s style guide for advice on what the thesis or dissertation should include, plus guidelines for each section (e.g., cover page details, abstract length).

Mechanical Issues

Spelling, grammar, and punctuation are the starting point of any proofreading job. When proofreading a thesis or dissertation, then, you will need to look for:

• Basic spelling errors, plus issues related to proper nouns, technical terms, neologisms and other words that the spellchecker might miss.
• Incorrect or unclear grammar and punctuation.
• Inconsistencies in punctuation style, capitalization, and terminology.
• Any additional mechanical requirements in your client’s style guide.

These should all be obvious points for an experienced proofreader. But it’s easy to overlook a few inconsistencies or typos in longer documents, so make sure to be thorough!

Academic Writing Style

Theses and dissertations typically focus on complex ideas or topics, with a dry, academic tone. However, good academic writing is also easy to read. When proofreading, then, you should help your client maintain a scholarly tone while making sure the document is clear.

In practice, this typically means looking out for the following:

• Correct use of technical terminology for the subject area (while also highlighting issues with excessive jargon or unnecessarily convoluted phrasing).
• A formal writing style throughout, with no colloquial or informal language.
• Unnecessary wordiness and repetition that makes text difficult to follow.
• Undefined or incorrectly introduced acronyms and abbreviations.
• Unnecessarily gendered or biased language.
• Inappropriate use of the first person or other subjective language.
• Over reliance on the passive voice where the active voice would be clearer.
• Awkward phrasing or transitions that detract from the flow of the text.

Keep in mind, too, that a thesis or dissertation is the culmination of years of study. Ensuring an academic tone is thus a very important aspect of proofreading.

Referencing Issues

As they are longer than standard essays and research papers, theses and dissertations will typically include a lot of references. When proofreading, then, you should:

• Make sure you are familiar with the referencing style your client is using.
• Check that all citations in the main text are clear and consistent.
• Look for issues with quotations and block quotes .
• Check that the reference list/bibliography is correctly formatted.
• Make sure all sources cited in the main text are present in the reference list, that all entries are correctly formatted for the source type, and that all entries are complete.
• Check that repeated author’s names and book titles are consistent and correct.

However, be careful about editing references directly. Minor corrections to inconsistencies or typos are fine, but making substantial changes could lead to accusations of plagiarism . On a purely practical level, moreover, it’s often difficult to be certain about any changes you make to references unless you have access to the same sources as your client.

As such, it is usually better to comment on referencing issues than correct them directly.

Images and Charts

Many theses and dissertations have images, tables, or charts. If this is true of the document you’re proofreading, you will need to check that:

• Images, tables, and charts all have captions with clear, error-free labels.
• All images, tables, and charts are listed (either together or separately, depending on how many of each type the document contains) after the table of contents.
• Captions are consistent between lists of figures and the main text.
• Visual elements of the same type are labelled consistently, typically with a sequential numbering system for ease of reference in the main text.
• The relationship between visual elements and the main text is clear (e.g., that mentions of images in the text are clearly labelled with “see figure X” or similar).
• All images from sources (e.g., an existing technical illustration) are cited correctly.

Make sure to check your client’s style guide for advice on presenting images and charts, too.

Dissertation and Thesis Formatting

The correct formatting for a dissertation or thesis will depend on the examining institution, so make sure to check your client’s style guide! However, you will usually need to ensure:

• Consistent uses of fonts, styles , and spacing options in different parts of the text.
• All headings and subheadings are formatted to appear in the table of contents .
• Captions are formatted so they’ll appear in lists of charts/figures .
• Correct use of indentations (e.g., block quotes).
• That the layout matches your client’s style guide (especially margin sizes).
• Correctly formatted page numbers (e.g., theses and dissertations often use roman numerals for introductory pages and arabic numerals for the main text).
• Use of section breaks between chapters (in line with your client’s style guide).
• Running headers match the chapter titles in each section.

Many theses and dissertations are bound when finished, so correct formatting can be very important (e.g., making sure the document has a gutter margin for binding).

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• Revision vs. Proofreading

by acburton | Apr 30, 2024 | Resources for Students , Writing Resources

Somewhere towards the end of the writing process , you’ll be ready for revision. Or proofreading? Or both!

You see, revision and proofreading are two different things. Revision is the process of reviewing and improving our writing for clarity, conciseness, and to make sure it fits the prompt/serves our purpose as well as seems accessible to our target audience. It focuses on global, or overarching, concerns in our writing: things like organization, argument, evidence, continuity, clarity, and flow. Proofreading on the other hand is all about double-checking local, or minor, concerns like grammar, spelling, syntax, and word choice. While both are essential, they represent two separate stages in the writing process. Revision should happen after initial drafting, while proofreading occurs as a final step before turning in a piece of writing.

The “Intuitive Sequence”

Harris ( How To Do Things with Texts ) describes the “labor of writing” as involving three steps:

• “Drafting, or generating text.”
• “Revising, or working with the text you’ve created, rethinking and developing what you want to say.”
• “Editing, or working on your text as an artifact, preparing the final version of your document.”

These steps form the “intuitive sequence”; the process of transforming ideas into words on the page, reconsidering, revisiting, and reworking what you have written, and, lastly, editing, formatting, or in other words, proofreading your final document.

It is important to remember however, that, in practice, much of this work overlaps. Many, if not most, writers revise and edit as they move through their draft, although as Harris notes, it is not usually recommended to spend too much time “polishing” a draft before you are even sure it will make it to the final cut (or version) of your essay. Sometimes, revision can include drafting new material to incorporate into your paper, or editing can lead you right back to the revision stage if you find your paragraphs, sentences, or arguments could use some rearranging.

Remember! Aim for good enough, not perfect. No piece of writing will ever be perfect, which means we’re always aiming for ‘good enough.’

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This is not an exhaustive list! For example, in both stages, you’ll want to be sure that you are appropriately citing the work you get from another author or authors.

• As you begin revising, start by taking a “funnel approach”: begin with general concerns and gradually move to those more specific.
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• Check out the language used; is it too wordy? Redundant? What is your tone? Are your arguments clear to an external reader?

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• Avoid relying only on spelling and grammar checkers. They make mistakes too, so you will need to double and triple check your work, even with software helping your writing.
• Fix one error at a time. This will help you avoid having to skim or reread to catch errors that weren’t addressed the first time you caught them.
• Read the text backwards. Sometimes the brain automatically corrects written mistakes!
• Ask a native English speaker to read your paper out loud. This will help you catch minor grammatical errors you might have missed, as well as allow you to hear the ‘flow’ of your essay.
• Double-check. It’s always a good idea to read through your draft at various stages of the writing process.
• Know when to stop working on it! You’ll reach a point at which you’re not substantially revising or improving a piece of writing, just tinkering with it or nit picking (which generally isn’t helpful). It’s important to know when a piece of writing is good enough.

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Visit the Writing Center for additional help during all stages of the writing process!

https://www.unr.edu/writing-speaking-center/writing-speaking-resources/editing-and- proofreading-techniques https://www.grammarly.com/blog/revise/ https://www.jstor.org/stable/j.ctv1vbd212.8 How To Do Things with Texts by Joseph Harris (Chapter 5).

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