The Ultimate Glossary of Proofreading and Editing Terms

Every new skill brings with it a host of new terminology. For disciplines as complex and varied as proofreading and editing, that terminology can sometimes be overwhelming. But fear not! In this blog post, we present to you The Ultimate Glossary of Proofreading and Editing Terms – our guide to the language of the trade.

Why Is a Proofreading and Editing Glossary Helpful?

Using the correct terminology is important in freelance proofreading and editing. You need to understand what a client expects when they set out the scope of a project, and you need to be sure they understand what services you are offering. Additionally, you need to be able to take on feedback and leave comments with a clear understanding of what is being discussed.

This doesn’t mean that you have to memorize every single term (though it can’t hurt), but it does mean you need access to a good stock of proofreading and editing terms that you can use to guide your work. 

Proofreading and Editing Glossary

Abbreviations

Shortened versions of words or phrases. These include acronyms, initialisms, and contractions.

Abstract 

A concise summary of a longer piece of writing – such as a research paper, thesis, or report – which highlights its key objectives, methods, findings, and conclusions. 

Active Voice

In an active sentence, the subject performs the action, e.g., Jamie fixed the typo. This is the opposite of the passive voice.

Acronyms

Abbreviations made from the first letters of a phrase pronounced as a word (e.g., NASA, PIN).

Adjective 

A word that describes a noun or pronoun. For example, in the sentence the flower is pink, the adjective pink modifies the noun flower. 

Adverb 

A word that describes or modifies a verb, an adjective, or another adverb. For instance, in the sentence he ran quickly, the adverb quickly modifies the verb ran. Adverbs often end in -ly but not always. 

Articles

Words that define a noun’s specificity – a, an (indefinite), and the (definite).

Back Matter

Material that appears at the end of a manuscript, after the main text. Examples of back matter (also called end matter) can vary depending on the publication but might include:

• Acknowledgments
• An author biography
• Copyright permissions
• Reading group questions
• An appendix or addendum
• A bibliography or reference list

Bibliography

A list of sources consulted or referenced during the writing of a document. This generally includes every work the author looked at when writing, not just those quoted directly.

Block Quote

A long quotation (typically 40+ words) set apart from the main body of the text by applying different formatting.

Body Text

The main content of a book or article, located between the front and back matter.

Brief

The client’s instructions and preferences for an editing or proofreading project. A brief usually covers:

• The level of editing required 
• Whether the client has used a particular style guide or style sheet
• Any specific requests in terms of style and formatting
• Logistical details (e.g., deadline, remuneration, planned feedback process) 

Character

A person, animal, or other being in a story. In some genres (such as fantasy), characters may not be human, but the term still applies.

Citation

Notation indicating where a quotation or idea originates, often used in academic writing. For example: What follows is a citation (Jones, 2016).

Clean Copy

An edited version of a document without markup showing. Proofreaders will often provide one clean copy and one with tracked changes. The clean copy has the same edits as the track changes copy, but it is clear of markup and ready to use.

Clipping

The process of (or the word formed by) shortening a longer word by dropping one or more syllables. Examples include app (from application), ad (from advertisement), and flu (from influenza).

Comment

Notes added to a document using a word processor to suggest changes, explain edits, or ask questions. For example, Microsoft Word allows you to easily add comments to documents. 

Compare

A function of Microsoft Word that allows the user to compare two versions of the same document, generating a track changes copy that shows all changes.

Contractions

A type of abbreviation that combines words by omitting letters (e.g., do not becomes don’t)

Copy Editing

This is a light edit, typically focusing on removing errors and inconsistencies. It’s sometimes grouped together with line editing, but while copy editing focuses on spelling, grammar, and punctuation, line editing looks at style and phrasing. Copy editing may also involve improving readability and ensuring the document is fit for purpose.

Developmental Editing

This is a term that varies in use, but it typically involves helping an author to develop a manuscript, often from the very start of the project. A developmental editor may help the author establish the concept, content, and structure of the text and assist them in the writing process.

This is not always the case, however. When a publisher engages a freelancer for developmental editing, they may do so once the author has already written the first draft, particularly if the manuscript needs significant revision.

Displayed Matter

Any text that is presented outside of the running text, such as headings, tables, lists, and block quotes.

Editing

A broad term that covers everything from refining grammar and style to making significant structural changes. In publishing, this workflow may include:

1. Developmental editing
2. Substantive editing
3. Line editing
4. Copy editing
5. Proofreading

In freelance editing, these stages can blur – a single editor may handle multiple parts of the process.

Furthermore, in a publishing house, an acquisitions editor might acquire manuscripts and oversee the entire editing process. However, the work itself may be delegated to different editors.

Endnotes

Supplementary notes that usually appear between the end of the main text and the bibliography or at the end of individual chapters.

Final Proofs

The version of a manuscript approved for publication, incorporating all prior edits and changes.

Find and Replace

A useful function in Microsoft Word’s editing suite that allows you to search for a word or phrase and replace it en bloc with something else. Other word processing tools, such as Google Docs, have similar functions.

Font

The specific design and format of characters in a document. The term is sometimes used interchangeably with typeface, but there is a slight difference between them. The typeface is the style of lettering (e.g., Arial or Comic Sans), while the font is this style plus the extra details of size and weight.

Formatting

Formatting includes all aspects related to the presentation of a document, such as layout, line and paragraph spacing, margins, headings, tables and images, fonts, tables of contents, and page numbering.

Front Matter

Material at the beginning of a manuscript, before the main body text. This can include the following:

• Title page
• Table of contents
• Foreword
• Preface
• List of figures

Hard Copy

A printed version of a document.

Hard-Copy Editing

Editing a printed document using proofreading marks or annotations as opposed to digital tools. This is less common today due to on-screen editing, but it is still used in some parts of the publishing industry or by more traditional clients who prefer working with a printed copy.

Heading Style

A selection of features (collated into one function in Microsoft Word) that gives consistency to headings, including font and paragraph features.

House Style

The set of stylistic conventions used consistently across an organization’s written materials. It can include instructions on factors such as spelling, punctuation, abbreviations, and capitalization.

Initialisms

Abbreviations made from the first letters of a phrase, with each letter pronounced separately (e.g., FBI, BBC).

Keyboard Shortcut

A combination of keys used to perform a task quickly on a computer, typically omitting the need to use a mouse or open a menu – for example, Ctrl + C to copy or Ctrl + V to paste on a Windows device or Command + C and Command + V on a Mac.

Line Editing

A level of editing that focuses on the style, tone, and phrasing of sentences to improve readability and flow. Line editing falls somewhere between substantive and copy editing. While it is sometimes conflated with copy editing, it focuses on more than just the mechanical aspects of writing (e.g., spelling, grammar, punctuation).

Macro

A macro is a small program or script used in word processors to automate and speed up an editorial task.

Manuscript

The original document submitted for editing or publication.

Marking Up

Annotating a document with suggested changes or corrections. There are many ways to mark up a document, but two of the most common are to use:

• Traditional proofreading marks on a printed copy or PDF
• On-screen tools like Microsoft Word’s Track Changes

Mechanical Editing

Mechanical editing focuses on:

• Correcting spelling, grammar, and punctuation errors
• Fixing issues to do with clarity or consistency
• Applying instructions from a given style sheet or guide to a document
• Ensuring the language in a document is suitable

It does not involve making substantial changes to content or structure. Copy editing and proofreading are types of mechanical editing.

Noun

The most common type of word in English. Nouns can describe a person (e.g., girl), a place (e.g., beach), an object (e.g., sandwich), or an idea (e.g., freedom). There are many types of nouns, which have different purposes and meanings, including attributive nouns, collective nouns, concrete nouns, and abstract nouns.

On-Screen Editing

Editing a digital document using a word processor rather than marking up a printed copy.

Page Proofs

The initial typeset version of a publication that is checked for final errors before printing.

Passive Voice 

This is when the subject of a sentence is acted upon by the verb (e.g., The text was revised by the editor). Passive voice is the opposite of active voice.

Plagiarism

Plagiarism is when an author uses someone else’s work without attribution. This can be intentional, but it can often happen by mistake when an author forgets to reference quotations or other information from a source. 

It can also happen if a student submits academic work that someone else has written for them and can result in severe penalties, such as the student being refused their degree. For this reason, it’s important that proofreaders of academic work know how much they can alter student work without crossing the line into plagiarism.

Pronoun 

A word that replaces a noun or noun phrase in a sentence to avoid repetition. Common pronouns include:

• Singular: he, she, it, you
• Plural: we, they, us, you
• Possessive: his, her, their, our

Proofing Language

The language and dialect used by the spellchecker (e.g., UK English, US English, or Australian English) in Microsoft Word or another word processor. A proofreader should adjust the proofing language to match the dialect used in the document.

Proofreader’s Marks

A system of symbols and abbreviations used to mark up a hard copy. Before computers became ubiquitous, editing and proofreading were done by adding proofreading marks in the text and in the margins. While this has largely been replaced by on-screen tools such as Microsoft Word’s Track Changes, it is not entirely obsolete. Some clients may still ask for hard-copy proofreading.

Proofreading

In traditional publishing, proofreading is the final stage of editing. Proofs are checked for errors missed during previous rounds of editing or introduced during typesetting. 

Modern freelance proofreading outside of the publishing industry, though, often involves working directly on a draft document and combines aspects of both traditional proofreading and copy editing.

Proofs (Page Proofs, Revised Proofs, Final Proofs, Galley Proofs)

These are test versions of a document produced before mass printing. Traditionally, a proofreader checks these to ensure that no errors were introduced during typesetting. Proofs can come in stages:

• Page proofs are the initial typeset version.
• Revised proofs are a revised set incorporating changes from the first proof.
• Final proofs are the last set approved by the publisher and author before printing.
• Galley proofs is a term derived from the “galleys” once used in printing, representing early proofs that help spot layout issues.

Query

A question or comment left by an editor or proofreader for the author. Sometimes, an author will also leave a query to ask about a change to a manuscript made by an editor or proofreader.

Quotation

Any words taken from a source and used in a text. Quotations in academic writing should be properly cited and referenced.

Redundancy

The unnecessary repetition of words or meaning, such as ATM machine or whispered quietly.

Reference

Details of a source cited in a text, typically listed at the end of an academic paper or book.

Reference List

A complete list of all sources quoted, paraphrased, or summarized in a text. Each entry provides the full bibliographic details of the work that was cited in the text.

Style Guide

A set guide providing advice on writing style, formatting, structure, and/or referencing. Many editing and proofreading projects will involve following a particular style guide.

There are many types of style guides, including:

• Regional or dialect-specific style guides (e.g., A Dictionary of Modern English Usage)
• Academic style guides (e.g., APA Style)
• Journalistic style guides (e.g., the AP Stylebook)

Many organizations also have their own in-house style guides that must be used to ensure consistency in their materials. 

Style Sheet

A list of stylistic preferences used by an author or organization to maintain consistency. Editors and proofreaders may need to create style sheets for some projects, particularly when working on a long document or multiple documents for the same client.

Substantive Editing

A broad term covering any type of editing that involves making significant changes to the structure, content, or style of a document.

Track Changes

A function in Microsoft Word that shows changes that have been made to a document. Proofreaders will usually provide a clean copy and one with tracked changes applied so that the customer can see what has been edited.

Typeface

The overall design concept for a set of letters, numbers, and symbols that share consistent visual features (e.g., Times New Roman). A font is a specific variation of that typeface in a particular size, weight, and style (e.g., Times New Roman, 12-point, bold). However, the terms are sometimes used interchangeably.

Typesetting

Preparing a manuscript’s text and images for printing. This was traditionally done with moveable type (hence the name), but modern typesetting is done by digitally arranging type on screen.

Word Styles

Groups of text formatting specifications that are used to define, for example, headings, paragraphs, and lists.

Ready to Learn More?

We hope this glossary has helped clarify the key terminology involved in proofreading and editing!

While having a glossary to hand is useful, the best way to become a successful proofreader or editor is through professional training and hands-on experience. At Knowadays, we offer self-paced, CPD-accredited courses that give you in-depth instruction on every aspect of proofreading and editing – including fixing common errors, using different editing techniques, how to approach different writing styles, and how to use Microsoft Word effectively.

If you pass both our Becoming A Proofreader and Becoming An Editor courses with a score of 80% or more, you’ll be eligible for a paid work trial with our partner company, Proofed. And if you decide to purchase both courses together, you’ll save 15% on the total price! 

Ready to get started? Sign up for two free lessons from each course to get a taste of what you’ll learn.

Updated on April 15, 2025