What Is the Difference Between Proofreading and Editing?

If you’ve spent any time in the world of writing, you’ve probably heard the terms proofreading and editing used interchangeably. And if you’re a new proofreader, you might not know that they’re two distinct tasks. But what exactly is the difference between proofreading and editing? And why is it important to know? Read on to find out.

Editing vs. Proofreading

Editing and proofreading are both ways to polish a piece of writing. However, they serve different functions and occur at different stages of the document publication process.

Editing is a very broad term that can cover everything from rewriting and restructuring a text to tweaking the phrasing of individual sentences. There are, therefore, many types of editing. And while the terminology can vary (meaning it is important to check exactly what level of editing a client requires), we can roughly divide it into four main categories:

• Developmental editing, where an editor helps an author to plan and draft a document.
• Comprehensive editing, which involves making substantive changes to a document, potentially including to its structure, content, tone, and style.
• Line editing, which refers to revising a document on a line-by-line level to improve the flow and quality of writing (e.g., rewriting sentences for clarity and impact, but leaving the overall structure, style, and content unchanged).
• Copy editing, which traditionally refers to editing a document to apply a mechanical style.

A document may go through multiple rounds of editing, from the first draft through to the finished product, with each step seeking to refine the writing and address any outstanding problems, especially for longer or complex works (e.g., a novel or non-fiction book).

Proofreading, on the other hand, usually takes place after all other stages of editing have been completed and, traditionally, once a manuscript designed for print has been typeset. In these cases, it is simply a case of checking for issues missed during editing and errors introduced during the typesetting process.

There is often more of an overlap between proofreading and copy editing in a modern context, especially outside of the publishing world. For example, if a client asks you to proofread a letter or essay, they will likely want you to work directly on the document in a word processor, correcting any typos you spot and making other small changes to refine the writing.

However, as we’ve discussed in a previous post, proofreading and copy editing are still distinct tasks. As such, you should always check the type and level of changes your client requires before you start editing or proofreading a document.

Key Editing and Proofreading Tasks

The exact work an editor or proofreader will perform will depend on the specifics of the job at hand. Generally, though, an editor will be expected to:

• Ensure that a document’s overall structure makes sense and flows well.
• Check the content and word choice are appropriate for the intended audience.
• Edit wording and sentence structure to improve clarity.
• Work closely with the author to make substantial changes to the text.

A proofreader, meanwhile, will usually focus on:

• Correcting typos, grammatical mistakes, and incorrect punctuation.
• Making sure spellings, capitalization, and typeface are consistent.
• Checking that the document follows the relevant style guide.

Keep in mind that there are also tasks specific to the type of document you work on. If you are editing a novel, for example, you may be expected to fix continuity issues. And if you’re proofreading an academic essay, you should pay attention to how your client presents their citations and references. This is why you should establish a clear brief with each client.

Providing the Right Service for Your Clients

It’s common for freelance proofreaders to also offer editing services. Keep in mind, though, that clients may be unaware of the difference between proofreading and editing.

Before agreeing to work on a document, then, it’s important to make sure your client understands what service they are requesting. Find out if the document has been edited before and to what level. You can also ask to see a sample of the writing to get an impression of the level of edits needed and advise the client accordingly.

If you have a website, direct the client to your service descriptions. And finally, remember to agree on a brief and quote an appropriate rate!

It’s not recommended to proofread a document that you’ve already edited, as this can make it harder to spot mistakes, especially in long documents that you may work on for prolonged periods. If a client asks you to proofread and edit the same text, then, it may be best to say that you’re happy to do one and then recommend another freelancer for the other task.

Becoming A Proofreader

If you want to find out more about proofreading and copy editing, our comprehensive Becoming A Proofreader course has you covered. Sign up for a free trial and try it out today!