Copy Editing vs. Proofreading: What You Need to Know
Copy editing and proofreading are both types of editing that take place toward the end of the writing process to get a text ready for publication. But while these terms are often used interchangeably, they aren’t quite the same thing.
To make matters even more confusing, many freelance editors offer a blend of both services. So what exactly sets them apart? In this post, we’ll break down the key differences between copy editing vs. proofreading – and show you how each plays its role in refining a piece of writing.
What Are the Steps of the Editing Process?
Before we look at copy editing or proofreading, we should establish the two broad levels of editing that a text may go through:
- Substantive – Substantive editing is concerned with high-level issues, such as the structure and content of a document, which may involve making more significant changes to a text. The focus here is the document as a whole, not just the small details.
- Mechanical – Mechanical editing, which includes copy editing and proofreading, is about putting the final touches to a text. It takes place after any substantive editing, although you may skip straight to the mechanical level for shorter, simpler documents.
Typically, the steps of the editing process happen in this order:
Developmental editing > Substantive editing > Line editing > Copy editing > Proofreading
However, the amount of editing required depends on the nature of the writing. For a big project, such as a novel, the writer may work with a developmental editor to get the concept off the ground. Then, the first draft might go through a round of substantive editing, followed by line editing on the next draft. Finally, the almost-finished text will go through copy editing and/or proofreading to catch and correct any last errors. This means that multiple editors may work on the text in distinct stages.
In contrast, a smaller writing project, such as a piece of marketing copy or a blog article, will likely only need one round of review in which a single editor will tidy the text, correcting both editing and proofreading issues.
This means that copy editing can be a stage in a longer process or it can be the entirety of the process itself! Either way, it is useful to know how copy editing and proofreading differ and where you draw the line between the two tasks.
What Is Copy Editing?
Copy editing is the act of checking a text after any substantive edits have been made but before the final proofread.
It means making sure a piece of writing is free from mistakes, but it doesn’t just mean fixing spelling and grammar errors.
A copy editor will look out for:
- Issues with tone (e.g., being overly or insufficiently formal)
- Excessive wordiness and redundancies
- Vocabulary that’s unclear, incorrect, or inappropriate
- Sentence order and syntax errors
- Inconsistencies in tone, style, or word choice
- Anything that goes against the chosen style guide
A copy editor’s role is to ensure that words, sentences, and paragraphs work together to properly express the author’s ideas while maintaining the author’s voice.
What Is Proofreading?
Once a manuscript has been typeset, a publisher will create what is called a “proof copy” or “galley proof.” This is a test version of a book created to check the text for errors before printing. Traditionally, this was a physical copy, with any required changes being recorded on the page using proofreader’s marks.
Nowadays, however, it’s more likely to be a digital copy in a format such as a PDF. Whether the proof is physical or digital, a list of corrections is then sent to the typesetter, who will make the required changes.
As such, proofreading has traditionally been about fixing typos introduced during typesetting or missed during the final copy edit. Changes at this stage need to be minimal, as it used to be costly and time-consuming to make many changes to a typeset text.
Proofreading involves looking for and correcting:
- Spelling mistakes or typos
- Grammatical issues
- Misused or missing punctuation
Proofreading can also involve noting any formatting errors (e.g., incorrect page numbering or heading inconsistencies). However, a freelance proofreader can also offer formatting corrections as a separate service (with its own fee!).
Copy Editing vs. Proofreading
Let’s quickly review the traditional differences between copy editing and proofreading:
- Copy editing is about making sure a text is clear, readable, and error-free. In the publishing industry, this is the final edit before a manuscript is typeset.
- Proofreading is about correcting minor errors in a proof version of a typeset text. This is the final step in the review process before a book is printed and published.
Let’s take a look at an example text to show these two levels in action. Below, we have an original text, followed by a proofread version and then one that has been copy edited.
Original Text
Proofread Version
Copy Edited Version
You can see that, while the processes have some overlap, copy editing and proofreading are two different tasks with different results. Proofreading focuses on definite errors according to the rules of English. Copy editing goes a little further and aims to more clearly and concisely convey meaning, as well as correcting any grammatical mistakes.
However, in modern freelance proofreading, where you are most commonly working on a digital copy of the text, this distinction is less clear. So, to finish, let’s look at how copy editing and proofreading overlap.
Modern Proof-Editing
The distinction above still applies in some cases, especially in the publishing industry. But many modern freelancers blur the lines when it comes to copy editing vs. proofreading.
This is possible because of Microsoft Word and other word processors that allow editors to track changes in documents. It is therefore easier to make minor edits to the phrasing of something than it is when working with a printed, typeset proof document.
Consequently, many freelancers offer a light copy edit as part of their proofreading service, and clients often assume this is the nature of a “proofreading” service!
However, if you want to offer distinct, separate services, you could distinguish between them as follows:
- Proofreading is a very light edit that focuses on typos and other definite errors.
- Copy editing is a slightly heavier edit where you also tweak the text for clarity and concision.
It’s important to note that neither involves making major changes to a text. And it’s essential to establish the extent of the edits you should make with each client before starting work.
Learn to Proofread and Edit
If you want to learn more about proofreading vs. copy editing, our comprehensive Becoming A Proofreader and Becoming An Editor courses will teach you all about the different levels of editing and much, much more!
If you’re ready to jump in, you can get a 15% discount with our course bundle. Plus, if you pass the final assignment in each course with a score of 80% or above, you can access guaranteed work with our proofreading partner, Proofed. Sample two free lessons to try the courses out today!
Updated on March 25, 2025
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