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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Completing Proofreading

Once you have reviewed the galley and submitted your corrections, there are a few final steps to make sure the workflow moves forward smoothly. This page covers how to verify your work is complete, how to give formal sign-off, and what to do if the Layout Editor sends revised galleys for a second check.

Verifying All Corrections Are Reported​

Before notifying the team that you are done, run through this checklist to confirm nothing has been missed.

Pre-Sign-off Checklist​

  • Every galley format assigned to you (PDF, HTML, XML) has been reviewed.
  • All corrections — critical, major, and minor — are included in the discussion thread.
  • Each correction is clearly described with page/location, the erroneous text, and the suggested fix.
  • The annotated galley file (if prepared) has been attached to the discussion thread.
  • You have re-read your corrections list to check for unclear or incomplete entries.
  • You have checked that figure/table numbers and the reference list are included in your review.
A second pass helps

After compiling your corrections list, do a quick final skim of the galley alongside your list to confirm you have not accidentally skipped a page or section.

Notifying the Layout Editor and Editor​

When you are satisfied that your corrections list is complete, post a sign-off message in the same Production Discussions thread where you submitted your corrections.

What to Include in the Sign-off Message​

A clear sign-off message lets the team know proofreading is finished and tells them what to expect next.

Example message:

Subject: Proofreading complete — PDF galley

Hi [Layout Editor name],

I have completed proofreading of the PDF galley (v2, downloaded [date]).
All corrections are listed in my previous message and the annotated PDF is attached.

I found 3 critical, 2 major, and 5 minor corrections. Please let me know if you need any clarification.

I am available to review the revised galley once corrections are applied.

Best regards,
[Your name]

Adding Participants to the Notification​

Make sure both the Layout Editor and the Editor (if required by your journal's workflow) are listed as participants in the discussion thread so they both receive the sign-off notification.

RecipientWhy to include
Layout EditorNeeds to know corrections are ready to act on
EditorMay need to approve the corrected galley before publication
Managing EditorInclude only if your journal requires editorial sign-off at this stage
info

If the discussion thread participants were set when you first posted corrections, you do not need to change them — everyone already listed will be notified of your reply automatically.

What to Do After Corrections Are Applied​

In many journals the workflow ends once you have submitted your corrections and the Layout Editor applies them. However, some journals ask the Proofreader to review revised galleys before the submission is approved for publication.

If You Are Asked to Review Revised Galleys​

  1. The Layout Editor will post a reply in the discussion thread with the revised galley attached or will upload a new galley version in the Galleys section of the Production panel.
  2. Return to the submission in your Dashboard → My Queue (or follow the link in the notification email).
  3. Download the revised galley.
  4. Focus your second check on:
    • Confirming each correction from your list has been applied correctly.
    • Checking that no new errors were introduced by the editing process.
  5. If all corrections have been applied correctly, proceed to Confirming Final Sign-off.
  6. If there are outstanding or newly introduced errors, post them as a new reply in the same discussion thread using the same structured format.
note

Limit your second check to the specific corrections you requested and any areas the Layout Editor touched. A full re-read of the entire galley is generally not necessary at this stage unless you have been specifically asked to do so.

Tracking Which Corrections Were Applied​

As you review the revised galley, work through your original numbered corrections list:

#CorrectionStatus
1"recieve" → "receive" (PDF p. 2)✅ Applied
2Bold missing from Table 2 header✅ Applied
3Figure 3 caption reads "Figure 2"❌ Not yet fixed

Mark each correction as applied or outstanding. If any corrections are outstanding, list only those in your follow-up message — do not re-send the full list.

Confirming Final Sign-off​

When you are satisfied that the galley is ready for publication, post a final sign-off message in the discussion thread.

Example final sign-off:

Subject: Proofreading sign-off confirmed

Hi [Layout Editor name],

I have reviewed the revised galley and confirmed that all corrections have been applied correctly. The galley is ready for publication from my end.

Best regards,
[Your name]

Keep your sign-off message brief

The Layout Editor and Editor know the context. A short, clear confirmation is preferable to a lengthy message at this final stage.

After Sign-off: What Happens Next​

Once you have confirmed sign-off, your role in this submission is complete. The typical next steps are:

StepWho is responsible
Final editorial approval of galleyEditor
Scheduling the article for an issueEditor / Managing Editor
Publication and DOI assignmentJournal Manager / Editor
Author notification of publicationOJS automated email

You will not typically receive further notifications about this submission unless the Editor contacts you directly.

Common Questions at Completion​

What if I notice an error after signing off?
Post a new reply in the Production Discussions thread as soon as possible. Clearly mark it as a post-sign-off correction and flag it as urgent if the submission is close to publication.

What if the Layout Editor does not respond to my corrections?
Wait two to three business days, then post a polite follow-up in the same discussion thread. If you still receive no response, contact the Editor directly via the discussion thread.

What if I disagree with how a correction was applied?
Post your concern in the discussion thread with a clear explanation. The final decision rests with the Layout Editor and Editor, but your input is important.

Further Reading​