How to hire a copy editor/proofreader

How to hire a copy editor/proofreader, step by step

Here's a step-by-step copy editor/proofreader hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a copy editor/proofreader job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new copy editor/proofreader
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The copy editor/proofreader hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a copy editor/proofreader to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a copy editor/proofreader that fits the bill.

   This list presents copy editor/proofreader salaries for various positions.

   Type of Copy Editor/Proofreader	Description	Hourly rate
   Copy Editor/Proofreader		$21-56
   Service Writer	A service writer is an employee who acts as an informative middleman between a business owner and its customers in the automotive sector. To develop this relationship, service writers must provide successful management of product or service delivery to their customers... Show more	$11-29
   Editor	An editor is the one responsible for polishing and refining a story, article, and any material for publication in newspapers, magazines, books, or websites. Editors have the power to either accept or reject a material as they need to ensure that every manuscript which will be offered for publishing is at the best version as it can be... Show more	$16-37

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Proofreading
   • Web Content
   • Press Releases
   • SEO
   • Fiction
   • House Style
   • Website Copy
   • Journal Articles
   • Grammatical Errors
   • HTML
   • Promotional Materials
   • News Stories
   • PowerPoint
   • Adobe Indesign

   Check all skills

   Responsibilities:

   • Collaborate with managing editor and editor-in-chief to develop and post news coverage and multimedia projects.
   • Implement SEO and social media best practices.
   • Update site database and CMS; edit HTML code.
   • Work closely with project drivers and document authors through all stages of development regarding copywriting and graphic design changes.
   • Edit fiction and non-fiction book manuscripts, academic transcriptions, manuals, annual reports, proposals, newsletters and business communications.
   • Freelance copy-editing and proofreading on a manuscript for publication.

3. Make a budget

   Including a salary range in your copy editor/proofreader job description is a great way to entice the best and brightest candidates. A copy editor/proofreader salary can vary based on several factors:

   • Location. For example, copy editor/proofreaders' average salary in hawaii is 48% less than in california.
   • Seniority. Entry-level copy editor/proofreaders earn 62% less than senior-level copy editor/proofreaders.
   • Certifications. A copy editor/proofreader with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a copy editor/proofreader's salary.

   Average copy editor/proofreader salary

   $72,246yearly

   $34.73 hourly rate

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   Entry-level copy editor/proofreader salary

   $44,000 yearly salary

   Updated December 14, 2025

4. Writing a copy editor/proofreader job description

   A good copy editor/proofreader job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a copy editor/proofreader job description:

   Copy editor/proofreader job description example

   Unit Description
   
   Sodexo is currently searching for a Proofreader to join our Creative Services team. The Creative Services Department is the epicenter of excellence for Sodexo's sales proposal messaging. We are looking for those that are excited to be a part of the changes ahead and what that means for the future of Sodexo.
   
   This is a Remote role! Candidates can live in any state!
   
   Is this opportunity right for you? We are looking for candidates who can:
   
   * Understand and consistently reflect the brand voice of the company in writing styles.
   * Rewrite content to make it flow more naturally.
   * Determine whether proposal questions have been adequately answered.
   * Make suggestions for rewrites when necessary
   * Ensure accuracy in all written documents, proposals and other sales and marketing items, that will be sent to our clients and other external and internal individuals.
   * Proofread proposals for grammatical, spelling and layout errors.
   * Proofread documents for continuity of language and communication throughout the proposal.
   
   The ideal candidate will have:
   
   * Prior copy editing experience preferred.
   * Prior experience proofreading in a high volume.
   * AP Style experience
   * At least two years of professional experience as an editor/ proofreader.
   * Excellent writing and editing skills.
   * Bachelor's degree required in English or communications related field.
   
   The budgeted salary target for this position is between $55,000-65,000 based on geography and experience.
   
   Click here for more information about Sodexo's Benefits.Not the job for you? At Sodexo, we offer executive careers that lead our business in Corporate, Schools, Universities, Government and Agencies, Healthcare, Personal and Home Health Services, Senior Living, Sports and Leisure, and Benefits and Reward Services. Positions are located across the United States. Continue your search for Executive positions.
   
   Position Summary
   
   To ensure accuracy in all written documents, proposals and others, that will be sent to our clients and other external and internal individuals. Proofreads proposals for grammatical, spelling and layout errors. Proofs documents for continuity of language and communication throughout the proposal.
   
   Qualifications & Requirements
   
   Basic Education Requirement - High School Diploma, GED or equivalent Sodexo is an EEO/AA/Minority/Female/Disability/Veteran employer.

   Copy this example

   

5. Post your job

   To find copy editor/proofreaders for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any copy editor/proofreaders they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level copy editor/proofreaders with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your copy editor/proofreader job on Zippia to find and recruit copy editor/proofreader candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting copy editor/proofreaders requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new copy editor/proofreader

   Once you've decided on a perfect copy editor/proofreader candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   To prepare for the new copy editor/proofreader first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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