When it comes to proofreading vs. editing, it is important to understand a number of terms. Not only will you see these words in various proofreading jobs for hire, but your clients will use them as well.
There is a great deal of confusion regarding these terms, which is understandable because there is significant overlap in their meanings. Your client might ask for line editing when they really want copyediting or vice versa.
Understanding the differences can help ensure that you provide the client with what they need, even if it doesn’t exactly line up with the terms they use to describe what their needs.
There are four distinct, but related tasks involved in editing a book; blog post; or other pieces of content: proofreading; copyediting; line editing; and developmental editing. We will take a look at each of them in turn.
Proofreading vs. editing terminology
Proofreading
Proofreaders look for and fix basic errors in the text. These include mistakes in areas like spelling, punctuation, and grammar.
Sometimes—especially when it comes to books or other publications—proofreaders also check for formatting issues such as consistent font usage, image alignment, and page numbers.
Proofreaders are often the last set of eyes to review a piece of content before publication.
Proofreading is considered to be the most granular review of content. Proofreaders find any remaining, minor errors at the end of the editing process. The term, however, is also often used as a catch-all for any aspect of editing. This is because, in practice, proofreading vs. editing is a false dichotomy. Most clients will want a blend of the two services.
Copy editing (or copyediting)
Copy editors fix basic spelling and grammar errors but also suggest minor rephrasing or rewriting in the text.
Copyediting goes hand in hand with proofreading. In essence, you could consider copyediting to be “proofreading on steroids.” Copy editors, as explained earlier, offer small rephrases or rewrites within the text. This, usually, entails enhancing short phrases or single sentences.
The goal of copy editors is not to change the essence of the writer’s message; it is to help the writer communicate it clearly and correctly. A copy editor is looking to verify that the text adheres to all of the standard rules of grammar and any in-house style guide requirements.
Once the copy editor is finished, the work is passed off to a proofreader for a final review. In practice, these tasks are often performed by the same person and at the same time.
It is important to note that the first two types of editing—proofreading and copyediting—make up the bulk of professional editing services in most business settings. This includes works such as blog posts, podcast descriptions, and white papers.
Line editing
Line editors offer suggestions in regarding wording in order to improve consistency, tone, and flow.
This type of editing most often comes into play when working on books. Line editors aren’t concerned with catching all the minutiae; their goal is to address the overall clarity, style, and rhetoric. They might rewrite sentences or even paragraphs to be more engaging and precise. Line editors are looking for the best way to say something. For example, they may suggest placing more descriptive adjectives throughout a piece of content or deleting redundant words or phrases.
Outside of the world of publication, a copy editor will likely perform any required line editing as a normal part of their review.
Substantive editing (or developmental editing)
Substantive editors view copy at a high level, focusing on the overall structure of the work.
These kinds of editors are usually hired by authors and publishers rather than businesses.
Developmental editors dive into the general structure of a (typically lengthy) text and make suggestions on the flow of ideas and elements. He or she identifies plot holes, storyline discrepancies, and inconsistencies. Their ultimate goal is to confirm that the content makes sense.
They also look at the text early on in the writing process. Copy editors and proofreaders, by contrast, do their reviews at the end of the creative process.
In most business settings, developmental editing is not necessary. This job is typically reserved for editors working on full-length books for publication.
Bonus term: Copywriting
Copywriters, as the name implies, are hired to write copy. Often, they are focused on writing marketing material and advertisements. Their job is to help the client sell products and get leads.
Although not a function of editing, copywriters often get grouped together with editors; some clients confuse the two terms.
They work with clients to create content, not edit it, and thus should not be confused with copy editors. These two jobs are distinct and require different skill sets.
Summing it up: Proofreading vs. Editing
The typical editing process begins with developmental editing (which is generally reserved for books). It then continues with line editing, moves on to copyediting, and ends with proofreading. The work goes from high level to more granular as the flow progresses.
In practice, a proofreader or editor may be called upon to do one or more of these tasks concurrently.
Regardless of the terminology that is used (i.e., proofreading vs. editing), the project at hand will determine what needs to be done.
A good proofreader will understand that even if they are hired on by a client to proofread, they might need to engage in copyediting if the text needs some work with phrasing or word choice. Likewise, in a typical business setting, an editor is expected to catch grammatical errors even if their primary duty is to focus on style or clarity.
The bottom line is that understanding the difference between proofreading, copyediting, line editing, and developmental editing will help ensure that you provide the desired results for your client.