You’ve probably heard the terms copy-editing and proofreading bandied about, but have you ever wondered what the difference is?

While a copy-editor and proofreader can often be the same person, the work is different and requires a different set of skills. Price also varies between the two services; copy-editing is more involved and takes longer so will cost more.

It is quite common for businesses to seek a proofreader when really what they need is a copy-editor, illustrating that often the difference between these two roles is misunderstood. Knowing the difference means that you can save time and money by getting the right level of editing required from the outset.

Proofreading

Proofreaders work on the final proofs, meaning that the text is ready for publication and has been edited, laid out and designed. Changes at this stage are expensive so they will only suggest those that are absolutely necessary and will confirm if the material is ready for publication.

A proofreader will check things like spelling, grammar, punctuation, format, style and consistency (e.g. do headings match what’s on the contents page?).

Copy-editing

Copy-editors work with the draft and so enter the process much earlier on and make more substantial revisions to the text than a proofreader does. As well as spelling, grammar and style, copy-editors work on structure, tone, consistency and chronology. They will also do fact checking to make sure information is accurate (e.g. names and web links are correct).

Keep in mind that copy-editors do not do substantial rewriting or original copy; for this you will need a copywriter.

When deciding whether to hire a copy-editor or proofreader, consider at what stage the project is. If it still needs some prodding and poking to get it into shape then hire a copy-editor. If it has already gone through the editing stages and is all set for publication then hire a proofreader for a final check.