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Quality Control Guide for Proofreading Materials

Whereas each book presents a unique situation, there are nonetheless certain considerations that are important for all books.  This is not an exhaustive list, but should provide you a good idea of what we are looking for. 

When a volunteer proofs a book, the procedure is as follows:

  1. Book to proof is requested/assigned.
  2. Manuscript pages are sent to volunteer with return postage.
  3. Volunteer proofs the pages in colored ink (not black).
  4. Volunteer returns the pages via USPS Priority Flat Rate (flat rate envelope) using the postage sent with manuscript.  Priority Flat Rate envelopes are available for free at the U.S. Post Office.

Consistency of Formatting

  • Font face, size, and formatting are consistent throughout the work. 
    • Be especially cognizant of headings and subheadings. 
  • Margins are consistent throughout the work.
  • When pages are flipped, the headers, footers, top margin, and page numbers are in alignment with their respective counterparts.  Page numbers are faced outward on the page:
    (left page = even page number = left-aligned; right page = odd page number = right-aligned)

Spelling and Grammar

  • Page is free of superficial and advanced spelling and grammar errors
    • Run-on sentences
    • Misspellings
    • Subject-verb agreement
    • Proper italicization and capitalization
    • Proper punctuation
  • Words that are referred to are italicized or in quotes (e.g., The phrase "id est" is Latin.)
  • Book titles in italics or quotes.
  • Other


  • Page references to other materials suppressed (do not list page numbers).
    • "See X material."
  • Internal page references are correct and formatted consistently.
  • Prices of other materials are suppressed.
    • "For current prices, visit or order a catalog."
  • Contact information is correct.

    AVKO (Educational Research) Foundation
    3084 Willard Rd.
    Birch Run, MI 48415
    810.686.9283 (phone)
    810.686.1101 (fax)
    info [at] avko [dot] org

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