Proofreader
Proofreading vs. Copy Editing: What's the Difference?
By Ben Long
When it comes to fixing drafts of your text, there are many terms that get thrown around that all sound similar. It's easy to wonder about "what is proofreading vs. copy editing?" Or you might ask, "what is line editing?" We'll break it all down and make it simple to follow.
While the two terms often overlap, copy editors have more authority to make larger changes. This could involve adding and removing sections of the text, or changing their order. Proofreading, on the other hand, focuses on the small details. Think of it as the final stage of writing when you read through your text and fix minor issues. It's the final chance to get your grammar and formatting perfect.
TL;DR:
- Copy editing and proofreading are similar terms that are often confused.
- While both proofreading and copy editing involve looking for grammar and spelling issues, copy editing often involves larger editorial changes.
- Both proofreading and copy editing are essential for crafting reliable, clear text.
What is copy editing?
Like we mentioned above, copy editing and proofreading often overlap. This is because they're both focused on polishing your writing and removing errors. In fact, many people often use the terms interchangeably (though not always correctly.)
Copy editing is a term that emerged from the traditional publishing world. As you can imagine, no one wants to publish thousands of copies of text containing mistakes. So, the copy editor's job is to double-check a writer's manuscript and call out any errors they see. While this includes smaller spelling and grammar issues, the copy editor also focuses on larger concepts like tone, flow and transitions. Here's a full list of what copy editors cover:
- Grammar and punctuation
- Spelling and typos
- Consistent use of names, terms and stylistic choices
- Clear and consistent tone
- Clarity and readability
- Factual accuracy
- Formatting
- References and citations
What is an example of copy editing?
Original text:
The company has been performing very good over the past few months, with profits that are higher than the prior period. They have managed to reduce the cost of production by implementing a variety of different strategies, which, together with a increase in sales, has led to better than expected results. The team, who have been working on this project since last year, should be proud of their accomplishments and continue to persue these efforts in the coming months.
Copy edited text:
The company has been doing well over the past few months. Their profits were 20% higher than the previous period. They have reduced production costs by using various strategies like outsourcing and automation. Paired with higher sales, the results were better than expected. The team, who have worked on the project since last year, should be proud of their work. They should continue these efforts in the coming months.
What is proofreading?
Just like copy editing, proofreading is a term that emerged from the publishing industry. However, their work came after the copy editor approved the writer's manuscript.
During the early days of printing, each page had to be manually typeset. A printer would work by hand to lay out each letter and symbol used on the page. As you can imagine, this often led to errors.
Once the typesetter was finished, the publisher would print off a test copy called a "galley proof." Before printing off thousands more, they used this copy to spot any discrepancies from the approved manuscript. The proofreader's job was to read through both documents together. When they spotted an error, they used proofreading marks as a shorthand for the change to make.
Proofreaders and editors both exist today, and some aspects of their roles overlap. However, the biggest difference between the two is that proofreaders often lack the authority of an editor. They aren't empowered to question the content of the text or suggest larger changes. Instead, they focus on spelling, grammar, and punctuation issues. For this reason, they are often the last person to check a document before it's shared widely. If someone asks you to proofread their work, they likely want a quick check for these errors. If they ask you to edit their work, they may want larger suggestions about the content of the work.
What is an example of proofreading?
Original text (without proofreading)
The teams project went better than expected. The bosses recognized there contribution on the all hands call.
Proofread text (with highlighted changes)
The team's project went better than expected. The bosses recognized their contribution on the all-hands call.
Why are editing and proofreading important?
From the earliest days of publishing, people saw the need for clear, error-free text. For one, this ensures that the text is as digestible and compelling as possible. Even minor problems with spelling and grammar can confuse or even mislead readers. Imagine spending hours crafting the perfect document only for a small error to ruin its effect. This problem happens more than you might think.
Another issue comes down to how the work is perceived. For most types of writing, the author's goal is to inform or to persuade their readers. For this reason, readers look for text that is authoritative and professional. They want a trustworthy source whose information they can rely on. All it takes is a few spelling or grammar issues to break a reader's trust. After all, if a writer couldn't be bothered to fix minor mistakes, they could have made even larger ones.
What's the best way to proofread or edit my writing?
As you can imagine, manually proofreading a document can be a long and laborious process. Plus, there's always a chance that you'll miss a crucial mistake. To fix these issues, Hemingway's free online proofreader is a great resource.
Hemingway Editor automatically checks your documents to find common writing errors. These include spelling and grammar issues and complex sentences. Hemingway also highlights weakeners, including passive voice, adverbs, and complex language.
FAQ
What is proofreading vs copy editing?
Proofreading and copy editing are terms that often overlap. While both check for spelling and grammar issues, copy editors often have more authority to make editorial decisions about the text.
What is line editing vs copy editing vs proofreading?
Line editors focus less on grammatical issues and more on style, sentence structures, and flow. They typically examine a document for inconsistencies, awkward phrasing, and areas to add or remove text.