Proofreader cover letter (with template and example)

Updated 3 February 2023

Proofreaders are responsible for checking textual documents and content to make sure it's to a high standard, which usually includes fixing spelling mistakes and might also involve rephrasing full sentences. This role often requires a robust set of skills, so the hiring manager may ask you to include a cover letter if applying for this position. By knowing how to write an effective cover letter, you could easily get the hiring manager's attention and are more likely to receive an interview. In this article, we explain proofreader cover letters and describe how to write one, with an example.

Please note that none of the companies, institutions or organisations mentioned in this article are affiliated with Indeed.

What is a proofreader cover letter?

A proofreader cover letter is a document that you include alongside your proofreader application. Typically hiring managers specifically request one, but adding one regardless can make your application more memorable. Cover letters typically consist of three paragraphs which elaborate upon why you applied for the job and give further information about your qualifications. This is a chance to confidently proclaim the benefits you could bring to the hiring organisation, with full sentences that complement your CV. Across different roles, cover letters generally follow a similar structure, but a good proofreader cover letter emphasises your strong literacy skills.

How to write a cover letter as a proofreader

Writing a good cover letter with a high standard of literacy helps you to enhance your application and demonstrate your suitability for this role. When companies post openings for a proofreader position, they often have an idea of the candidate they hope to hire and quickly scan cover letters to find them. The typical steps for writing a successful cover letter include:

1. Give the hiring manager your contact details

The first step for any cover letter is to make sure the header or just the top of the document, contains contact information that the hiring manager could use to get in touch with you. Include several types of contact information so can contact you via whatever format's most comfortable for them. Usually, cover letters include a candidate's full name, email address, mobile phone number, town or city and perhaps a link to your profile. Make sure this appears professional, is accurate and is consistent with the contact information already on your CV.

2. Add a friendly yet formal greeting

How you start the letter may contribute to a hiring manager's first impression of you as a candidate. Begin with a formal greeting that shows both respect and friendliness, as this allows you to begin building up a rapport. If you know the hiring manager's name, add this to the greeting, as it provides another layer of connectivity. Finding their name, if you don't currently know it, could be evidence that you researched the hiring organisation in advance.

3. Introduce yourself in the first paragraph

The first paragraph of a cover letter is an opportunity to immediately showcase what makes you a strong candidate for the proofreader role. Maintain a good standard of literacy in every sentence you write, because your letter might be a testament to your proofreading skills. The first few sentences may even determine the outcome of your application, so introduce yourself and show why you applied as a proofreader while showing your enthusiasm for the job. Maintain a level of formality, but try to show more of your personality, as this demonstrates who you are to hiring managers.

4. Detail your experience and skills

Your second paragraph is more about your qualifications, including experience, skills and education. You may use this section to discuss the skills your qualifications and experience helped you develop. Even if your previous experience doesn't relate to proofreading, your skills in prior roles might still be relevant, such as strong attention to detail. State how this skill allowed you to improve your previous workplace, as this shows how you might help the hiring company as a proofreader.

5. Tailor your writing to the job posting

The second paragraph is also your opportunity to match the job description and emphasise that you're a good candidate that meets the organisation's requirements. You could do this by checking the posting to see which skills and qualities they explicitly or implicitly mention and incorporating them into your cover letter. For example, if they want specific experience in written communication, you could talk about a time managing social media accounts or sending emails. Look for certain keywords and add them to the cover letter, as this shows you paid attention to their job posting.

6. End your cover letter

The conclusion to your cover letter summarises your skills and suitability for the role. For proofreader positions, this also shows your written communication skills, as many of the documents or writings you check in your role require a good conclusion. Thank the hiring manager for their time at the start of your third paragraph, which shows respect and continues to build rapport. Say you look forward to hearing from them, which reminds the organisation to contact you and sign off with a salutation of some kind, such as Sincerely, alongside your name.

Related: How to end a cover letter

Cover letter template for a proofreader

Here's a template to use when writing a cover letter:

[First name] [Last name], [Degree or certification if applicable]

[Phone number] | [Email address] | [City]

[Date]

[Organisation name]

Dear [Hiring manager's first name] [Hiring manager's last name],

[Express excitement for the position, including the role title and the organisation's name]. [Introduce yourself by explaining why you're applying for the job and how the job aligns with your career goals and what specifically draws you to the organisation].

[Explain your relevant experience and qualifications without repeating what's in your CV]. [Highlight one to two relevant achievements with facts and data when possible]. [Explain why you'd be a good fit for the organisation]. [Optional - address employment gap or career transition].

[Express gratitude]. [Summarise qualification]. [Restate interest in the role]. [Call to action + availability and preferred contact method] [Complimentary close],

[Full name]

[Signature if appropriate]

Example cover letter for a proofreader

Here's an example of a complete cover letter for a proofreader:

Ryan Hope, MA (Hons) in English Literature
07123456789 | rhope98 @example.com | Blackburn

December 2022

Copyproof

Dear Jack Malt,

I was excited to see an opening for a proofreader position at Copyproof. As a recent English Literature graduate, I've been searching for opportunities to use the skills I acquired throughout my degree and believe the work that your organisation does is exactly what I'm looking for my career.

While studying for my distinction-grade master's degree in English Literature at the University of Devonshire, I particularly excelled in writing compelling essays with few mistakes. This stands as a testament to my attention to detail and my rigorous proofreading. I have since taken a part-time job as the social media manager for a local theatre company, which helps me use my written communication skills constructively, for which I earned a commendation from my boss. I know many of your clients are marketers and I would enjoy a chance to edit and improve upon their content.

Thank you for taking the time to read this and considering my application. I believe that my most recent degree, alongside my experience in writing marketing text, would serve me well as a proofreader at Copyproof. I hope to hear from you soon, preferably over the phone, so we could further discuss my application.

Sincerely,

Ryan Hope