Copy Editing vs Proofreading: Which Do You Need?

What’s the difference between copy editing and proofreading?

You could say that copy editing and proofreading are the same, and no one’s scolding you for it.

(Unless of course you’re talking to your Grade 12 English teacher)

After all, they’re both a form of editing, with similarities that even an experienced editor could find difficult to distinguish.

However, copy editing and proofreading are two distinct processes with different objectives.

Before we talk about the differences between the two, let’s first understand why they’re mistaken to be the same.

They both serve as a means to clean up the text and make it more readable: Copyediting and proofreading are key to guarantee that the text is accurate, clear, comprehensive, consistent, and grammatically correct.

Both processes also involve a detailed reading of the material to be published.

Both processes go beyond correcting grammar, spelling, and punctuation errors: Copyediting looks at the content in its entirety to ensure its accuracy and relevance. A copy editor hopes to check for factual accuracy, identify inconsistencies in language or styling, flag illogical arguments, verify references, and ensure that the text follows the publishing house’s style guide.

The Differences Between Copy editing and Proofreading

But that’s about the extent of the similarities. Now let’s talk about how they’re different.

1 – Surface-Level Errors

Copy editing looks beyond surface-level errors.

One could say that copy editing is a more “in-depth” process. As such, it involves intensive corrections, i.e., restructuring sentences and paragraphs to improve clarity and flow, checking for logical fallacies and inconsistencies in argumentation, and improving the overall content structure.

• Paragraph and Sentence Restructuring – Improving clarity and readability is a copy editor’s responsibility, and restructuring sentences and paragraphs does this. A copy editor looks for active voice, parallelism in a sentence’s structure, and varied sentence lengths.
• Logical Fallacies and Inconsistencies in Arguments – There must be a verification of the content’s accuracy in copy editing. This means effectively detecting logical fallacies or inconsistencies in the arguments presented.
• Content Structure – A copy editor’s job isn’t done when the sentence and paragraph structure is fixed. They must see that the content flows logically, with a beginning, a middle, and an end. It may appear a straightforward task, but this requires an expert eye.

Proofreading is focused on surface-level errors.

Meanwhile, proofreading looks for typos and misspellings, poor punctuation, and inconsistencies in spelling or styling. Proofreading aims to guarantee that nothing has been overlooked in the editing process and that all mistakes have been addressed.

• Typos and Misspellings – Two out of five text errors are typos and misspellings, so this is the main concern of proofreaders. Typos, in particular, are the most difficult to detect and require a sharp eye. This also has to do with the number of mistakes expected in a text. Misspellings are quite common, and some people even pass them off as acceptable. But that’s not the case with experienced proofreaders.
• Punctuation – Another common error addressed by proofreading is punctuation mistakes, which can severely affect the meaning of a text. In some scenarios, these errors are not noticeable to the untrained eye, but they must be spotted and fixed, or the text will be misleading.
• Spelling and Styling Consistencies – Proofreading looks for inconsistencies in spelling or styling, i.e., the author uses different word spellings within the same text. Inconsistent styling will make a document sloppy and unprofessional, so proofreaders must address these issues.

2 – The Timeframe of the Process

Copy editing requires more time than proofreading. Copy editing, at least for the most part, will take up to a day or so, depending on the length and complexity of the text. To say it’s an extensive process is an understatement, as the copy editor must comprehensively check all the text’s aspects.

On the other hand, proofreading is much faster and can be done in a matter of hours. Since it’s focused on surface-level errors and style/spelling inconsistencies, it takes far less time to finish proofreading than copy editing. That said, proofreading still requires careful attention to detail, and the proofreader must be experienced enough to spot all errors.

3 – Level of Involvement

Copy editing is more involved than proofreading. Copy editors are expected to make changes and revisions to the text as they go along, i.e., reorganizing sentences or paragraphs, adding a section if needed, suggesting new ideas for improvement, etc. As such, copy editors are expected to carry sufficient knowledge of their subject matter.

Proofreading requires a basic understanding of the text’s content. Proofreaders must be able to identify errors and inconsistencies but are not expected to make any changes or suggest alternative ideas for improvement. The main goal of proofreading is to detect mistakes that may have been overlooked in the editing process.

Copy Editing and Proofreading in Publishing

Of all the types of written work, it’s often said that manuscripts are the most difficult to edit. Copy editing and proofreading both hold indispensable value in publishing, especially when it comes to manuscripts. But they have very different roles in the process.

A copy editor’s job is to see that the manuscript is ready for publication. The copy editor must check that the manuscript is free of errors and written following the publisher’s standards. In other words, no manuscript proceeds for printing without a copy editor’s approval.

As an author, the copy editor is your best friend right before your manuscript progresses for publication.

They’ll see that everything looks shipshape and polished, ready for the public eye. For them, it’s not strictly from the standpoint of using impeccable grammar or language. It’s more about making sure that the text is meaningful, logical, and consistent with itself. In other words, copy editors want your manuscript to tell the best story possible.

Copy editors will scrutinize the most minute details while looking at the big picture. They’ll go through the entire text, ensuring that every element is balanced and cohesive.

One of the biggest challenges of copy editing is that the editor must be able to look at the text through the lens of a reader while also making sure everything meets industry-specific standards. For one, overarching plot details must be organized, and the text should flow logically.

But remember that copy editors don’t have the same job description as an author’s general editor.

It’s a common misconception that copy editors are the same as “general editors.” But this isn’t true. Copy editing only focuses on the technical side of things and doesn’t involve content-related changes or suggestions.

For instance, a general editor works with an author to develop the story, plot points, and characters.

Copy editors don’t get involved in those aspects but look into grammar and formatting issues. So it’s not their job to change your story or its direction.

Now, how about a proofreader’s role in a book manuscript? How does it differ from a copy editor’s?

Proofreaders don’t have to look into the big picture of the manuscript; they only need to identify any errors that the writer or copy editor may have missed.

This involves checking for typos, punctuation mistakes, spelling errors, incorrect formatting, and factual inaccuracies.

Most people don’t realize it, but a proofreader’s job only begins after printing the final copy of the manuscript.

The proofreader must check the page proofs for any errors before the manuscript is ready to be published.

Only after a proofreader’s approval can you be sure your book won’t have any glaring mistakes or inconsistencies when it reaches the reader’s hands.

A book going into mass production can no longer be edited. So, it’s crucial to ensure that the manuscript is accurate and error-free before printing. Proofreaders will take the original edited copy and the proof to ensure the two versions match.

It’s the proofreader’s job to guarantee no printing errors, typos, or inconsistencies between the two versions.

Indeed, proofreaders often do some editing, i.e., improper use of grammar, typos, punctuation mistakes, etc. That’s because they must ensure that the final version of the manuscript matches the copy editor’s corrections.

However, a proofreader is no copy editor, meaning that if the former sees too many mistakes, the proof will have to be returned for more editing.

In a way, proofreaders represent a publisher’s quality assurance. Publishers can’t afford to publish a book with typos or other errors, more so mass producing it. After all, such mistakes can cost them their reputation.

How Copy Editing and Proofreading Come into Play in Self-Publishing

Whether you’re writing a book for traditional or self-publishing, copy editing and proofreading are critical steps. The same goes for any written material, from articles to essays, press releases, to blogs.

Self-publishing authors, in particular, need to take extra care in the editing process.

For one thing, they don’t have access to a publisher’s resources or editing department.

Moreover, self-publishing authors are responsible for marketing their books, and mistakes in the manuscript will ultimately damage their book’s reputation before it even reaches the shelves.

Unfortunately, some self-publishing authors skip professional editing and proofreading, thinking they can do it themselves. However, this is a risky move as editors and proofreaders are trained to spot inconsistencies that even the most skilled authors may miss.

Even those who decide to have their manuscript professionally copyedited may choose not to have the same proofread it. This is a mistake, too, as no copyeditor can guarantee a perfect manuscript without proofreading.

A copyeditor will spot an incorrect use of grammar, i.e., a misplaced comma or missing article. But it’s the proofreader who will check whether that same error was repeated throughout the entire book. So, even with a copy editor, it doesn’t mean that you don’t need a proofreader.

Copy Editing and Proofreading in the Digital Age

The digitization of books has changed the editing and proofreading process. While physical books still need to be printed, digital versions don’t. Nonetheless, there remains a need for copy editors and proofreaders.

A comprehensive editing process is more pressing than ever, even in eBooks. With digital books, authors make corrections easier and faster than before. That said, traditional editing and proofreading processes still apply.

While there’s an ever-increasing reliance on tools like spellcheckers or grammar checkers, remember that they won’t catch all mistakes. Automated tools aren’t designed to detect inconsistencies between the original copy and the proof. A proofreader needs to check for such discrepancies manually.

Varying Roles in Digital Content Marketing

Copy editing and proofreading offer value to any written material, including digital content marketing.

A copyeditor’s role in this arena is to ensure that the final version of the content meets the highest standards of quality. Meanwhile, a proofreader could check for typos, formatting problems, and other errors that the copy editor will likely miss.

Copy editors must detect typos, grammar, and other errors while ensuring consistency with the original content.

Beyond that, they’ll also need to check if all the links are working correctly.

But because digital content doesn’t carry the same high standards as printed material, one could easily assume that hiring a proofreader isn’t necessary.

It could be true, but you can’t also ignore the value of having a proofreader on your side, especially for these reasons:

Reason 1 – A proofreader sees that your audience will understand your web copy. This is quite true if you’re in a niche market and jargon or industry terms are used.

Reason 2 – You no longer worry about being correct (or incorrect!). A proofreader will help improve your creativity, making your work more powerful and effective.

Reason 3 – You’ll quickly identify inconsistencies or mistakes, thus avoiding any embarrassing situations.

Academic Writing

Book manuscripts must go through an editorial process; the same is true for academic writing. Copy editors and proofreaders also play an important role in this area.

It’s a copy editor’s job to see that a paper meets the high standards of quality expected from academic research.

A copy editor scrupulously scans the work, verifying if the content is organized logically and free of grammar, punctuation or spelling mistakes.

Likewise, copy editors double-check all citations for correctness and accuracy. Citations are a big deal in academic writing because they reflect the author’s credibility and expertise. Remember that academic journals are quite strict regarding plagiarism and must always cite factual sources.

Proofreading serves as the last step in the editorial process.

Here, the proofreader examines if there are inaccuracies or inconsistencies between the original content and its final version. The goal of proofreading is usually to pick any errors the copy editor has overlooked, just like what they’re supposed to do in manuscripts and content marketing.

Final Thoughts on Copyediting and Proofreading 

Whether academic writing, book manuscripts, or digital content marketing, editing and proofreading are and will always be necessary. Finding editing and proofreading services with experienced professionals is key in this process.

Higher concept edits can never be substituted by AI tools or self-proofreading; a trained eye is still the most reliable way to ensure accuracy, clarity, and consistency.