The difference between copy editing and proofreading lies in which components of a written work each role focuses on. Copy editing streamlines the copy for clarity and polishes it to ensure that the reader receives the information without any confusion. The final chance to find errors and fix visual consistency issues, however, is during proofreading.

Editing is typically thought of as the last stage of writing before publication. However, there are various types of editing that are done during the editing phase, all of which are meant to make the written work clearer and error-free.

Proofreading and copy editing are two types of editing that are frequently used interchangeably. While both types of editing improve writing, they each bring something unique to the table. Continue reading.

The Editing Process

Before we look at copy editing or proofreading, we should establish the two levels of editing:

• Substantive– Substantive editing is concerned with high-level issues such as the structure and content of a document, which may involve making major changes to a text. Here, the overall document is the main concern rather than specifics.
• Mechanical – The final touches on a text are done during mechanical editing, which includes both copy editing and proofreading. It takes place after any substantive editing, although you may skip straight to the “mechanical” level for shorter, simpler documents.

So, towards the end of the editing process, both copy editing and proofreading take place. Additionally, they frequently focus on topics that are comparable (e.g., spelling, punctuation, grammar).

What precisely is the difference, then? Traditionally, copy editing is done first and places more of an emphasis on readability and clarity, whereas proofreading only focuses on fixing errors. Let’s examine each task in turn to provide a clearer explanation.

Copy Editing (Tidying Up Writing)

The goal of copy editing is to make a text understandable. This may involve:

• enhancing grammar, punctuation, and spelling mistakes.
• sentence revisions for greater precision or clarity.
• looking for errors in tone, spelling, formatting, etc.
• ensuring appropriate word choice.
• ensuring that the document adheres to the style guide the client has selected.

Additionally, some people make a distinction between copy editing, which concentrates on things like spelling, grammar, and punctuation, and line editing, which concentrates on style and phrasing. However, neither would entail substantially altering the ideas or organization of a text.

The important thing to note is that we are here working to refine a document’s final draft. In the publishing industry, this happens before a manuscript is sent for typesetting.

Proofreading (The Final Check)

Once a manuscript has been typeset, a publisher will create a “proof” copy or galley proof. For the purpose of proofreading the text before printing, this is a test copy of a book.

As a result, proofreading has traditionally focused on correcting errors made during typesetting or overlooked during the final copy edit. This may involve looking for:

• Punctuation, capitalization, grammar, and spelling mistakes.
• formatting and font problems
• contradictions in the aforementioned.

These would often be recorded on hard copy using proofreader’s marks, though many publishers now create digital proofs instead (e.g., as a A list of corrections is then forwarded to the typesetter, who will make the necessary adjustments.

Any changes made during proofreading must, however, be minor because it can be costly to make significant changes to a typeset text. Additionally, you should get in touch with the publisher if you are working on a proof and discover any significant problems so they know it needs more editing.

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Copy Editing Vs. Proofreading

Both copy editing and proofreading fall under the mechanical editing category, so there is some overlap between the two processes. There are significant differences between them, despite the fact that they share some steps, like fixing typos and poor grammar.

The goal of copy editing is to maintain the content’s accessibility for the intended readership while ensuring that sentences flow logically from one to the next. The gatekeepers who uphold the tone and style conventions of a publication are also copy editors. They enforce coherence both within a single work and among all works included in the publication.

In contrast to copy editing, proofreading is tasked with fixing any mechanical errors that were missed during the editing process. It is more important for proofreaders that the words on the page appear as they should than that the statements and ideas are coherent and fluid.

Understanding the difference between copy editing and proofreading can help you hone your editing process, whether you’re self-editing your work, sending your draft to editors for review, or looking over an author’s draft.

Copy Editing & Proofreading Examples

Here’s an illustration of copy editing and proofreading in action using the same piece of writing with edits highlighted in red.

Copy Editing

Example:

Sometimes I speak my thoughts aloud, but I forget the initial motivation for doing so. Frequently, people who pass me on the street assume that I am posing an arbitrary, pointless question to them. However, there is always a reason—they just aren’t aware of it. “But does that really make sense at this point?,” I’d cry out. And the young, college student sitting on on the same park bench responds, “What doesn’t make sense?”

Copy edited version:

I think aloud sometimes but lose track of why I did so in the first place. Passersby often think They are being subjected to an arbitrary question from me. But there’s always a reason—they just don’t know it.

“But does that really make sense at this point?” I’d cry out.

“What doesn’t?” the young college student sitting on the same park bench responds.

Proofreading

Example:

Sometimes I speak my thoughts aloud, but I forget the initial motivation for doing so. People who see me often assume that I am questioning them irrationally and out of the blue. However, there is always a reason—they just aren’t aware of it. “But now do you see why that is absurd?,” I’d say out loud. And the young, college student sitting on on the same park bench responds, “What doesn’t?”

Proofread version:

Sometimes I think aloud, but I can’t remember why I first did it. People who see me often assume that I am addressing them inanely and without justification. But there’s always a reason—they just don’t know it.

“But now do you see why that is absurd?” I’d cry out. And the young college student sitting on the same park bench responds, “What doesn’t?”

Which Service Do I Need?

Editing your manuscript is one of the tasks you’ll need to handle if you’re an independent author looking to self-publish a book. You can quickly locate knowledgeable and experienced copy editors and proofreaders using online marketplaces like Reedsy. Choosing the right time to hire them is the real challenge.

Copy Edit After Your Structure is Finalized

As a copy editor will be concentrating on the specific sentences and paragraphs in your manuscript, you’ll first want to confirm that you are happy with the organization of your book. Don’t hire a copy editor just yet if you think you’ll remove chapters, insert new ones, or change a few passages. You’ll either need to pay a professional to edit something that won’t make it into the finished book or get another copy edit later.

Get a Separate Proofreader After the Copy Edit

To catch errors made by the copy editor and author, there are qualified proofreaders. Some copyeditors also offer proofreading services, but it’s frequently preferable to get a new set of eyes for that job. There is a good chance that a proofreader will miss a mistake that a copyeditor initially missed (no editor is 100% faultless). Employ a separate copy editor and proofreader if you can.

Once you’ve completed the proofreading phase of your book, you’re almost ready to publish it. And with the assistance of these two reliable experts, you can publish your masterpiece with absolute assurance that it has realized all of its potential.