Proofreading vs. Copyediting … What’s the Difference?

“Proofreading vs. copyediting… How are they different?” If you work in the editing business, you probably hear this question a lot from outsiders. Let’s set the record straight.

For a lot of us, hearing, “What do you do?” is quite the loaded question.

And it’s totally understandable! Unless you have a job that has a clear-cut, easy-to-imagine day in the life, it can be hard to explain to people just what exactly you do for a living.

For example, my mom is a nurse and my dad is an engineer. Pretty simple and to the point, huh? My brother, on the other hand, has the current title of Solution Consultant, and although he’s definitely told me on more than one occasion, I have to admit that I’m not really sure exactly what he does (whoops!).

I found myself in the same boat when I was working in public relations. Every time I said, “I work in tech PR,” people were just… “Huh?” Or, more accurately, they went, “Oh, like marketing!”

No, it’s not like marketing.

(If you’re really curious about what it’s like working in PR, check out my conversation with PR Daily’s Ted Kitterman—or just send me a note and ask!)

Since I’ve left my PR days behind to found my own company, I find myself fielding this question more often than ever—and the answer is becoming less and less clear-cut.

Working as a writer is more or less pretty self explanatory, but when I tell people I’m also a proofreader and copyeditor? That’s when things get confusing.

So, let’s get the story straight.

Proofreading vs. Copyediting

To put it most simply, a proofreader takes a final, critical eye to a near-complete document to ensure that it is 100% ready for publication. This might include flagging typographical errors that need correction, like misspelled words, grammar mistakes, and formatting inconsistencies.

Copyediting, on the other hand, is more substantive. A copyeditor assesses writing for things like clarity, continuity, and style. For example, this may include editing sentences to improve syntax, correcting dangling modifiers, fact-checking, and making sure the content of the document, overall, makes sense to the reader.

Proofreading: the fine-tooth comb

My favorite way to describe proofreading vs. copyediting is to think of a fine-tooth comb and a wide-tooth comb.

Proofreading is the fine-tooth comb. It’s the last step in the process before your writing meets its readers, and it’s the proofreader’s job to make sure that no error makes it to print. While proofreaders play a key role in polishing writing to perfection, it’s important to remember that they do not actually edit the text. Instead, proofreaders typically annotate documents, flagging areas that need to be corrected by the copyeditor and/or writer.

If the document is really riddled with mistakes, don’t be surprised if your proofreader sends it back to you for another pass. Remember: The proofreader is there to review writing that is as final as can be, so they can catch the errors that are the last, nitty-gritty stragglers. The rougher the draft is, the more errors there are for the proofreader to flag and the less likely the final draft will be 100% clean.

Copyediting: The wide-tooth comb

While the proofreader is the fine-tooth comb that catches the tiny errors at the end of the writing process, the copyeditor is the wide-tooth comb who works with the writer to help iron out the bigger kinks in the writing.

As NY Book Editors says, “The copyeditor focuses on both the small details and the big picture.” Sure, they proofread mistakes along the way, but their primary focus is to help the writer tell his/her story clearly.

Here are some things a copyeditor would be on the lookout for:

• Continuity: Are all the points you mentioned in the beginning adequately explained by the end of the text?
• Consistency: Are the same spellings used throughout the text? Do you write “gray” on page three but “grey” on page ten? Do you spell out “ten” half the time and use the digits “10” the other half?
• Fact-checking: Are all names, dates, places etc. that are mentioned accurate

Basically, the copyeditor helps make sure the reader “gets” the message that the writer is trying to convey. After reading through the text, would the reader be confused? Which parts don’t make sense? Where is more (or less) explanation needed?

While a proofreader checks for errors, a copyeditor dives deeper to make substantive suggestions to bring your writing from just being “good” to being great.

Proofreading vs. Copyediting: What do you need?

Understanding proofreading vs. copyediting is the first step to getting the final polish on your writing. Next you need to think, “What’s right for my needs?”

You need proofreading

If your writing has already gone through a rigorous editing process, you need proofreading. Proofreading is the last step you’ll need to make sure your writing is ready to be put in front of readers’ eyes.

You need copyediting

If you are producing a lot of content and/or are working with other writers, you need copyediting. Copyediting is the must-have secret weapon for your writer’s toolbox.

Imagine, for example, when you’re writing blog posts.

You’re a good writer, and you’re fast. But while your speed is a huge asset, it can also be your biggest enemy at times—and that’s okay. Everyone makes mistakes. Consider: Do you have a favorite phrase (e.g., “moreover,” “for this reason,” “in this way”) that you can’t help but find yourself overusing? Is grammar not your strong suit? Do you tend to dump out all your ideas quickly and need a good second look to help make sure things are coming out as clear on paper as they are in your head?

Working with a copyeditor helps you fine-tune your writing, cutting out issues like dangling modifiers, improving syntax and word choice where needed, and ensuring your piece reads smoothly from start to finish.

Copyediting really comes through in the clutch when you’re working on a blog with a handful of other writers where different voices may be at odds with one another. A copyeditor’s critical eye will comb through each blog post with a wide-tooth comb to ensure every writer’s voice remains distinct and authentic but is also in harmony with the rest of the team.

More questions on proofreading vs. copyediting? Disagree with my comb analogy? I want to hear it all!

Let me know at meredith@meredithshubel.com.