With my experience of proofing more than 200 theses and dissertations over two decades, I’ve found that everyone – whether you’re a native English speaker or international student – benefits from having another pair of eyes look over their work. When it comes to thesis and dissertation proofreading, the consequences of errors going unchecked can be severe.
What Doctor Edit’s proofreading services do for your thesis or dissertation
1. Correct spelling, grammar and punctuation
- Typos
- Misspellings
- Incorrect verb tense
- Subject-verb agreement
- Sentence fragments
- Run-on sentences
- Comma splices
- Apostrophe misuse
- Correct punctuation in citations and references
2. Consistency checks
- Terminology consistency (e.g., ‘e-mail’ vs ‘email’)
- Formatting consistency (e.g., bold, italics, headings)
- Capitalisation rules (proper nouns, terms like ‘Chapter 4’)
- Hyphenation (long-term vs long term)
- NZ/UK vs US English consistency
- Number usage (e.g., 10 vs ten)
3. Citation and referencing accuracy
- Consistent citation style (APA, Chicago Manual of Style, etc.)
- Correct order of reference list
- Punctuation within citations
- Italics for titles where appropriate
- Checking in-text citations match reference list entries
- Ensuring page numbers for quotes
Note: I won’t fact-check references but will flag obvious inconsistencies.
4. Improve clarity and readability (light touch)
- Awkward phrasing
- Word repetition
- Overly long sentences
- Misused words (e.g., affect vs. effect)
- Missing or extra words
- Clunky transitions within paragraphs
- Misplaced modifiers
Note: This is not rewriting – it’s about smoothing rough edges without changing your voice or meaning.
5. Formatting checks
- Table of contents accuracy
- Figure and table numbering
- Heading hierarchy
- Page numbering
- Line spacing
- Margin consistency
- Widows and orphans (stray lines at
top/bottom of pages) - Placement of tables and figures
6. Academic style checking (light touch)
- Avoiding contractions (e.g., can’t → cannot)
- Formal tone
- Correct use of abbreviations/acronyms
- Latin phrases (e.g., et al., ibid.) formatted correctly
- Consistency in tense (past/present)
How do you know when your thesis or dissertation is ready for proofreading?
You’ll know your thesis or dissertation has reached the proofreading stage when the following are true:
1. Structural edits are done
- Your argument flows logically from start to finish.
- Sections and chapters are in the right order.
- You’re not moving big chunks of content around anymore.
2. Content edits are done
- All evidence, citations, figures and tables are in place.
- You’ve fully answered your research question(s).
- No gaps, no ‘I’ll add this later’ notes left.
- No missing references or placeholders like [citation needed].
3. Stylistic edits are done
- You’ve worked on clarity, tone, and academic voice.
- Sentences are as concise and clear as you can make them.
- You’re not rephrasing whole paragraphs anymore – just tweaking.
4. Feedback is incorporated
- Supervisor/committee feedback is addressed.
- You’ve resolved any flagged issues or comments.
- There are no ‘waiting for feedback’ parts left.
5. Formatting is mostly complete
- Referencing style is consistent (APA, Chicago Manual of Style, etc.).
- Headings, subheadings, figures and tables follow style guidelines.
- Page numbers, margins and fonts are correct.
When you’ve ticked off as many of the above as possible, you can feel confident that you’ve reached the proofreading stage of your academic journey!
Four gut-feeling signs your thesis or dissertation is ready for proofreading
- You’re sick of reading it but not changing much.
- Feedback now says things like ‘Looks good!’ or ‘Minor edits only.’
- You find yourself fixing commas instead of content.
- The document feels stable – nothing’s moving anymore.
Sadly, numerous students whose thesis or dissertation I have proofread were badly let down by their supervisors long before they got in touch with me.
Many supervisors seem to think that a student being able to hire a professional proofreader absolves them from the normal advisory duties connected with the production of the intellectual content and text of your thesis or dissertation.
Your supervisors are required to provide you with guidance on content and structure, research design, and academic language throughout your thesis or dissertation journey. Never feel awkward about asking them for help in these areas, which go beyond the remit of professional proofreaders.
How to get the most out of your thesis or dissertation supervisors
The Golden Rule: Don’t just hope for good supervision – actively manage the relationship.
1. Be clear about what you need
Supervisors aren’t mind-readers. Tell them exactly what kind of feedback or help you want:
- Big picture? (structure/argument/logic)
- Specific chapter feedback?
- Line edits or just general thoughts?
- Are you stuck or just checking in?
Example email line: ‘Could you let me know if the argument in Chapter 3 flows logically? I’m not looking for line edits yet – just structural feedback.’
2. Always send agendas for meetings
Respect their time = get more useful input. Example agenda for a one-hour meeting:
- Quick update on progress
- Issues I’m struggling with
- Specific questions for you
- Next steps/deadlines
Send it 1–2 days in advance. Bring it printed or on-screen to the meeting – and stick to it.
3. Ask for feedback on drafts, not ideas in your head
Supervisors respond best to something concrete. Even messy drafts give them something to work with.
If you’re brainstorming → bring bullet points or diagrams.
If you’re lost → bring your outline and say: ‘Here’s what I have – what’s missing?’
4. Be open, but not defensive
The goal isn’t praise; it’s growth.
When feedback is harsh:
- Take notes quietly.
- Ask clarifying questions.
- Don’t argue in the moment.
- Reflect afterwards.
- Decide what to take on board.
Professional writers use the following motto: Feedback is data, not identity.
5. Keep a running list of supervisor advice
In a document or notebook, write down:
- Their repeated phrases
- Their pet peeves
- Style or formatting preferences
- Their feedback patterns
You’ll start to ‘pre-correct’ for their style over time.
6. Follow through (reliability = trust)
Whatever they suggest:
- Try it out
- Report back
- Show progress
Supervisors love students who act on advice – even if it doesn’t always work.
7. Manage expectations around response time
Supervisors are busy people. The typical response timelines for drafts is:
- Short document = 1–2 weeks
- Chapter = 2–4 weeks
- Full thesis = 4–6 weeks (sometimes longer)
Always ask: ‘Would it be reasonable to expect feedback by [date]?’
8. Clarify roles if you have multiple supervisors
Avoid mixed messages, and ask them to clarify:
- Who reads what?
- Who gives feedback first?
- Should you copy both in on emails?
- Are meetings joint or separate?
9. Be proactive with communication
- Update them even when things are slow.
- Ask for meetings when needed.
- Let them know about life stuff (sick,
burnout, family stuff) early.
Supervisors worry most when students go silent.
10. Be kind – they’re human too!
Academics are often stretched thin and under pressure.
Be respectful, professional and patient. And always say thank you.
BONUS TIP: Document everything, from the very beginning of your postgraduate study right up until your thesis or diossertation needs proofreading.
Keep an email trail or notes of:
- What was agreed in meetings
- Deadlines set
- Feedback given
- Resources promised
This protects you and helps with clarity later.
Proofreading services tailored to your thesis or dissertation
While ensuring your thesis conforms to the style guide prescribed in your tertiary institution’s guidelines (an example can be found here), I’ll also draw up a detailed style sheet to make your document as internally consistent as possible. The style sheet will include things like preferred spellings; punctuation; hyphenation; how numbers are treated; and how, if at all, abbreviations are used.
When I return the finished job, I’ll include the style sheet so you can clearly see the proofreading decisions I have made.
I charge on a case-by-case basis and tailor my fees to your individual requirements. My quote – your Doctor Edit prescription – is always free and carries no obligation.
