Proofreading and editing are jumbled up in many people’s minds as “something to do with writing”. If I say I do both, then one of the first questions I’m asked is: “What’s the difference?”
You might think that a proofreader checks for mistakes, and of course that’s true. But there’s a lot more to it than that. And if that’s what a proofreader does, then what’s an editor?
Proofreading
This use of the word ‘proof’ comes from the world of publishing – it means a copy set out in the way the final document should look, ready for checking. Before computers, these proofs were always actual copies on paper.
By that time, a copy-editor would have (or should have) already checked spelling, grammar and punctuation, and sorted out factual gaffes or clumsy phrasing. The final check was to weed out any mistakes in physically typesetting onto the page.
So proofreading was originally meant to be the last thing done before publishing. And it still should be. However, outside the publishing world, ‘proofreading’ usually means a combination of copy-editing and proofreading done at the same time. But what exactly gets checked?
Yes, never fear, a proofreader or copy-editor will make corrections to wayward spelling, punctuation and grammar. (Although what is ‘correct’ is not always clear-cut; one size does not fit all. You might like to take a look at my blog How to break with convention, one word at a time for more on this topic.)
A proofreader will also sort out things that may not be errors but still need changing. These include inconsistencies in name spelling (eg, McDougall or MacDougal), date style (7th July or July 7th), heading style (capitals or lower-case), bullet point style, section spacing… The list goes on.
This is not done for the sake of being picky – it’s to make life as smooth as possible for your reading audience.
Editing
Editing looks at flow and style. The writing may be correct, but is it clear? Is it suitable? Does it make sense?
There are different levels of editing. Structural or developmental editing is about the overall content. In novels, this might involve changes to chapter order, or the development of the plot or characters. In non-fiction, it’s about the logical order, what needs to be included or discarded, or the overall tone. It’s ‘big picture’ stuff.
Line editing is at a smaller scale – suggesting changes to word choice, paragraphing or text order to help the writing flow in a way that is suitable for the audience.
Editing often involves reducing unnecessary text. But it’s not done for our own sake – the whole point of writing is to communicate a message, and my job is to make that message as clear as possible for the people reading it.
To sum up…
Proofreading corrects written language errors and inconsistencies. Editing looks at the bigger picture, sorting out logic, style and flow. Editing should come first.
You may hear other terms being used (copy-edit, line edit, structural edit…). In practice, I offer two levels: straightforward final proofreading if you are confident with your content, or editing, which will usually include broader advice and proofreading corrections in one service.
Your writing is out there for all the world to see – it’s important for it to be at its best.
Is writing your own material a bit daunting? Could you do with a fresh pair of eyes? Please get in touch for a chat.