Freelance editor or colleague? Who's the best proofreader for your project?

If you're juggling publishing deadlines and worried about quality, you might be wondering whether you should run your file past someone in your team or send it to a professional freelance proofreader. (Don't even think about Artificial Intelligence in this context – it's exactly that, artificial. I'm talking about the 'Actual Intelligence' of a human.)

Yes, I run a proofreading business, but I don't accept or recommend every job is contracted to a freelancer – why, because ultimately, we want you to know that you are working with professionals who care about your work as much as you do. Of course there are benefits to either option, but choosing the right approach will depend on your project, budget and long-term goals.

Reasons to choose a freelance editor

• Flexibility: Freelancers work on demand. Need a quick proofread of an article or your content? A detailed edit of a report? A freelance editor can jump in whenever you need them.
• Cost-effective: Freelancers are paid per project or hourly, which can save you money if your editing needs are irregular or seasonal.
• Specialist expertise: Freelancers often specialise in particular niches, whether that’s marketing, technical writing, or creative content. You can find someone with the exact skill set you need.
• Fresh perspective: Freelancers bring an outside viewpoint, which can help catch errors and inconsistencies an in-house team might miss. For me, this is a particular pitch point – I've lost count of the times clients have thanked me for picking up what they couldn't see.

Reasons to keep the work in-house

• Consistency: Running the file past someone in your team means they’re deeply familiar with your brand voice, style and processes. Although, if you have a regular proofreader on speed dial, they will likely be just as familiar with how you do things.
• Collaboration: Working on the project with other team members often speeds up turnaround times – assuming your colleague can fit it in comfortably around their own schedule.
• Availability: They’re just down the corridor (or a message away), ready to handle urgent changes or last-minute fixes – unless they are too busy, then back to Plan A!

Which option is best?

If your content needs fluctuate or you’re a small to medium-sized business, using a reliable freelance editor often makes the most sense. You get professional help without the overheads of employing someone full-time.

If your organisation produces a high volume of short-form content daily and needs fast, ongoing support, then it would be easier to keep it in-house.

A hybrid approach to proofreading

Some of our clients use a mix of both options – in-house marketing staff for day-to-day content and using our professional editors for specialist projects or overflow work. This combination offers flexibility without sacrificing consistency.