Here's what I've discovered after working with dozens of business clients and self-publishing authors: few know the difference between copyediting and proofreading.
It's not surprising. Copyediting and proofreading are used interchangeably – or together – all the time. But here's a newsflash: they're not the same thing and they shouldn't be done at the same time (or by the same person).
When I first started freelancing, clients would often ask for ‘a quick proofread’, but what they really wanted was a copyedit. They weren’t trying to dupe me (fyi, proofreading is a cheaper service). They just didn’t know how much work was required.
Plus, most of them hadn't worked in the book publishing industry, so they weren't familiar with the different stages of editing – or what was involved.
Unfortunately, I didn’t correct them at the time, which is where I went wrong, and where most editors go wrong. And that’s probably why the confusion exists. These days I make sure authors know exactly what they're getting. Why? For three main reasons: to avoid misunderstandings, to deliver the right service and to price the job correctly.
So if you're confused about the copyediting vs. proofreading debate, here's a quick overview:
What is copyediting?
Copyediting is the process of reviewing a text to improve its readability and accuracy. It's a line-by-line check that includes:
correcting grammar, syntax, punctuation and spelling
removing wordiness and repetition
lightly recasting sentences to enhance clarity
applying house styles (including US/UK spelling and usage)
checking facts, names, dates, places and links
checking for non-inclusive language or legal issues
correcting formatting issues
requesting clarifications or light rewrites.
What is proofreading?
Proofreading is a final check to ensure there are no outstanding errors in a text. This stage often occurs after copyediting and layout. It includes:
checking for typos, misspellings or introduced/overlooked errors
checking that page numbers match the Contents list
checking running heads, captions and images
checking for formatting and typographical errors
ensuring that heading hierarchies are correct
highlighting unusual page/line breaks, spaces or missing content
ensuring that house styles have been applied.
Copyediting vs. proofreading: An overview
As you can see, copyediting is about clarity, consistency and accuracy, while proofreading is about quality control. One involves detailed work. The other is a pre-publication check.
Of course, the lists above aren't exhaustive. Tasks may depend on the type of content you’re editing and where it’s going to appear (e.g. print or online). But if you’re briefing a freelancer, make sure you’re aware of these distinctions and budget accordingly.
Note: You may be tempted to use the same editor to copyedit and proofread, but I don’t recommend this. It’s hard for copyeditors to be objective after they've spent weeks with your book, and they may overlook errors. Instead, hire a separate proofreader – and supply your copyeditor's style sheet to make sure any style choices are retained.
What about levels of editing?
Just because you know what service you need, doesn't mean you're done. The next step is to find out if your text needs a light, medium or heavy copyedit.
If a book has been through a few rounds of self-editing, it might only need a light copyedit, but it's hard to know. (We can never see the shortcomings in our own work.) The only way to find out is to request a sample edit. This helps the editor gauge how heavy the edit will be so they can price their service accordingly (more work means more time).
Proofreading can also be classified as light, medium or heavy, depending on how much copyediting (if any) was done beforehand. If text is laid out before it's been edited, an editor may need to perform a heavy proofread or what is often described as a 'proof edit'. But this isn't ideal as editors are limited by what they can change, which may allow some language errors to slip through (see Self-publishing your book? Don't make this rookie mistake).
Copyediting vs Proofreading: Summing up
As you can see, copyediting and proofreading are separate services that involve very different processes – and they're priced differently too. When in doubt, refer to the list above and brief your editor accordingly, keeping in mind that some writing may require light, medium or heavy editing. If you're not sure, get in touch for a no-obligation chat or sample edit!
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