Copyediting vs Proofreading — Which is Right for You?

Ask this question and a copy editor or proofreader will go on and on explaining the (obvious) differences. Ask a writer about this and many will think copyediting and proofreading are the same.

The difference between copyediting and proofreading is easier to understand than you might think. Copyediting is the stage where you’re still editing your copy to make it flow better and to get rid of errors. Proofreading is the stage after that where the proofreader reads through your copy as a final glance to catch typos or other mistakes before being printed or published.

Think of it like asking over family for Thanksgiving. You vacuum, arrange the furniture, and set the table (editing). Right before your relatives arrive, your mother runs through the house to give the pillows on the sofa an extra fluff and move the forks a millimeter to the right (proofreading).

What is Copyediting?

Copyediting is a type of editing that edits copy for errors and inconsistencies as well as readability. To get super specific, copyediting checks for:

• Errors in syntax, spelling, punctuation
• Consistency errors
• Formatting, content, and structure errors (including style)
• Ambiguity and anomalies

When an editor finishes editing a manuscript, it’s sent back to the author to be rewritten (or argued about). When the author is done, the manuscript is tossed back to the editor. This manuscript ping pong match can go on for a while until the work is perfect or someone drops out with a dramatic sigh of surrender.

One thing a copy editor is not, is a glorified, coffee drinking spell checker. A copy editor also isn’t just another version of a ghostwriter who will happily rewrite your thin writing into Margaret Atwood levels of amazing.

One thing that makes editing particularly hard to understand is that it comes in different flavors. And just like if you were standing at a Baskin Robbins, it just makes things harder instead of easier.

To be honest, there are about a bazillion different divisions into types of editing depending on who you ask, but manuscript editing can generally be broken down into:

• Developmental editing
• Copy editing
• Line editing
• Substantive editing

No wonder writers start to feel a migraine coming on when trying to wrap their heads around all the different types of editing.

Copyediting is the standard go to since it’s the type of editing that is focused most on getting rid of all the errors and inconsistencies in your content.

Some writers tiptoe around copyediting since it’s more “invasive” than proofreading is. There’s some notion that editors are sitting around with sharp, red pens in their hands and tearing writing to shreds, cackling like some discount Wicked Witch of the West. True, your work might come back with thousands of comments, but it’s not to tell you that your writing sucks; it’s to tell you how to make your writing even better.

Seriously, approach your editor as a partner and not as an enemy; you’ll be the better for it.

What is Proofreading?

Proofreading is a review of edited copy to find any remaining errors in the text or formatting. Proofreading is the last step before the manuscript goes to publication; you can think of it as the final quality check.

Proofreaders read your work looking for typos, formatting errors (e.g. page number order), or other mistakes that might have been overlooked by everyone else in the publishing process (we’re only human) or just appeared when setting up the manuscript to be published.

Let me guess, that sounds just like copyediting, doesn’t it?

The last step here is crucial. It’s not just a step. When a proofreader takes a manuscript into their hands, they’re expecting it to have already been edited (probably several times).

Proofreading isn’t Grammarly or the Hemingway app. Do they help? Sure. But they can only do so much. A proofreader will have a wider view in terms of format and any style considerations that need to be taken into account for publication.

Proofreaders are not just “cheaper editors” who can just edit and proofread your work all at once and just one time. The human mind loves playing tricks on everyone it can, so you really need this fresh set of eyes to look over your manuscript to catch any errors that tired eyes unconsciously missed.

Copyediting vs Proofreading

Yes, there is definitely some overlap in copyediting and proofreading, but for the most part their focus and place in the publication process is different.

The difference between copyediting vs proofreading also goes beyond just their responsibilities. Copyediting usually takes up more time since the editor is tackling the raw text (especially if it’s full of data and tables and such). That’s also why editing usually costs more. Proofreading takes up less time since the text is already edited and should be as close to error free as possible. Hence proofreading is usually cheaper.

And this is where the problems start.

You might be thinking that this is all just a bunch of overkill, you’ve self edited your content or book, you’re fine, you can just skip your merry way straight to proofreading.

Sure. My question is just why do you spend a quarter of an hour picking the right filters for your Instagram photo, but you’re willing to skimp on your manuscript?

Of course, no one’s putting a gun to your head and forcing you to go through several rounds of editing and proofreading if you don’t want to. But remember that you get what you pay for. Unedited or badly edited manuscripts just don’t sell well. And they’re pretty embarrassing.

Some writers might opt for going straight to proofreading because of a tight budget. Self editing can help a little since you can weed out the glaring errors which might lead to fewer rounds of necessary editing and so less dinero coming out of your pocket.

If money’s an issue, feel free to let the editor know. Many editing and proofreading services offer package deals or payment installment plans to make it all a little easier on your wallet. It never hurts to ask.

Popular “proofreading/editing services” ads don’t help since they often offer both services under the same name or as a package as if they can be molded together and done in one go. This is the part when many writers run straight for a proofreader like they think they found a secret shortcut and beat the system. Sorry, you haven’t.

In this case, the system is your friend, my dear author. Writers don’t become better because they avoid editors and books don’t become bestsellers because their content was only proofread once.

So what should you choose? That really depends on where you’re at with your content, book, or manuscript. If you’ve just finished writing it, it definitely needs to go to an editor. Period.

Have you self edited? That’s great and your writing should still go to a professional editor.

If your work has already been through the wringer with a professional editor and you feel confident that it’s ready for publication, ship it off to a proofreader.

Recap

Copyediting vs proofreading should never be a battle, both are important in the life of a manuscript and its writer. Always give your raw work to a copy editor to look for errors, inconsistencies, and style. When you feel your work is ready for publication, have a proofreader go over each page for that last quality check.