Your 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. You’ll find a clear definition of each key term, along with practical tips on applying it in your work.

Why Proofreading and Editing Terminology Matters

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, but it does mean you need access to a good stock of proofreading and editing definitions so that you can use the right term in your work.

Learning the language of the trade also supports your professional development. Clients and publishers trust freelancers who speak their language. When you can talk confidently about line editing or page proofs, you show that you know the work. That confidence helps you win better projects and grow your career as a freelance proofreader or editor.

Common Style Guides Used in Proofreading and Editing

A style guide sets the rules for how a document should look and read. Most professional projects follow one, so you’ll meet the same few guides again and again.

The Chicago Manual of Style is one of the most widely used guides in book publishing. Publishers use it for fiction and nonfiction titles. Many academic writers in the humanities also follow it, especially for history papers. Its guidance on punctuation in Chicago style and citations is detailed, which makes it a trusted reference for long manuscripts.

The AP Stylebook is the standard guide for journalism. News outlets and PR teams use it to keep articles concise and consistent. Many marketing teams follow it for press releases and web content, too.

Other common guides include APA Style for the social sciences and MLA Style for literature and languages. Many organizations also have their own house style. Before you start any project, check which guide the client uses. If they don’t have one, ask which guide they would like you to follow.

Your Proofreading and Editing Glossary

If you’re new to the field, editing jargon can sound like a foreign language. Terms like stet and page proofs have precise meanings. This glossary explains the proofreading terminology beginners are most likely to meet. Each entry gives a clear definition and practical tips to help you apply it. You’ll also find the essential proofreading symbols and their meanings under Proofreader’s Marks.

Abbreviations

Shortened versions of words or phrases. The main types are:

• Acronyms
• Initialisms
• Contractions

Abbreviations save space, but they can confuse readers when used carelessly. Editors follow a few key rules:

• Spell out the full term on first use, unless the abbreviation is very well known.
• Use each abbreviation the same way throughout the document.
• Follow the conventions of the relevant style guide, such as Chicago or AP Style.

Common abbreviation errors include inconsistent formatting and missing periods. Proofreaders also see incorrect plurals, such as an apostrophe added before the s.

Use this quick checklist when you proofread abbreviations:

• Is each abbreviation expanded on first use?
• Is it written the same way every time?
• Does it follow the client’s style guide?
• Is the plural form correct?

Abstract

A concise summary of a longer piece of writing, such as a research paper or a thesis. An academic abstract usually covers four key elements:

• Objectives: What the study set out to do. Check that the aims match those in the introduction.
• Methods: How the research was carried out. Make sure the details are brief and accurate.
• Findings: What the research discovered. Confirm that any results match the main text.
• Conclusions: What the findings mean. Check that they don’t claim more than the paper supports.

Common errors in abstracts include:

• Details that don’t match the main text
• Text that goes over the word limit
• Missing key sections

To proofread an abstract effectively, read it alongside the full document. Check that every claim appears in the paper. Then verify the word count against the journal or university guidelines. Finally, read it once more for clarity and tone. An abstract should be clear enough to stand on its own.

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.

To identify the active voice, find the verb and ask who performs the action. If the subject comes before the verb and does the action, the sentence is active. If the subject receives the action, the sentence is passive. For example, The typo was fixed by Jamie is passive.

The active voice is usually clearer and more concise than the passive voice. It tells the reader who did what. That’s why many editors recommend it for business writing and web content. The passive voice still has a place, though. Scientific writing often uses it to focus on the process rather than the researcher. Knowing the difference helps you advise writers on which voice suits their document.

Acronyms

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

Proofreaders should check that acronyms are used consistently throughout a document. Look for uniform capitalization. For example, a document shouldn’t switch between NASA and Nasa. Also check that each acronym is defined on first use, with the full term written out before the short form.

Major style guides handle acronym formatting in different ways. APA and Chicago both give guidance on when to spell out an acronym. They also advise on whether to use periods between letters. Oxford style has its own preferences. Always follow the style guide your client uses. If there isn’t one, choose a clear approach and record it in your style sheet.

It’s also helpful to know how acronyms differ from initialisms.

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.

To identify adjectives, look for descriptive words that come before a noun (e.g., the pink flower). You can also look for words that follow a linking verb such as is or seems (e.g., the flower is pink).

Common adjective errors include double comparatives, such as more better. Writers also use incorrect superlative forms, such as most biggest. Overusing adjectives is another problem, since too many can weaken prose.

Misplaced adjectives can change the meaning of a sentence. Compare a hot cup of coffee with a cup of hot coffee. The second version is clearer, because it’s the coffee that’s hot. When you spot a misplaced adjective, move it next to the noun it describes. The order of adjectives matters, too.

Editors also need to distinguish adjectives from adverbs. Adjectives modify nouns and pronouns. Adverbs modify verbs and adjectives, as well as other adverbs. For example, in She is quick, quick is an adjective. In She ran quickly, quickly is an adverb.

Adverb

A word that describes or modifies a verb or an adjective. It can also modify 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.

Proofreaders identify adverbs by looking for words ending in -ly or words that modify verbs and adjectives. They then assess whether each adverb is needed and correctly placed.

Common errors include using an adjective where an adverb is needed (e.g., He ran quick instead of He ran quickly). Misplaced adverbs and double negatives are also frequent.

To spot redundant adverbs, ask whether the adverb adds meaning. In very unique or completely finished, the adverb only intensifies a word that is already absolute.

Key adverb rules for professional proofreading include:

• Place adverbs close to the words they modify.
• Avoid “squinting” modifiers that could apply to two different words.
• Limit adverbs in formal writing.

Articles

Words that define a noun’s specificity. A and an are indefinite articles, while the is the definite article.

The choice between a and an depends on sound, not spelling. Use a before a consonant sound (e.g., a university) and an before a vowel sound (e.g., an hour). Use the when you refer to something specific or already known to the reader (e.g., the report I sent yesterday).

Some nouns don’t need an article at all. These include many plural nouns and uncountable nouns used in a general sense (e.g., Editors love coffee). Most proper nouns also go without one.

Common article errors proofreaders look for include:

• Using a before a vowel sound (e.g., a hour)
• Leaving out an article before a singular countable noun (e.g., She wrote report)
• Adding the before proper nouns that don’t need it (e.g., the Microsoft)

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

When formatting back matter, check that page numbers continue correctly from the main text. Each section should use the same heading style. The order of elements, such as the appendix and bibliography, should follow the client’s style guide.

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.

Formatting conventions for bibliographies vary by style guide. Each style guide, such as APA or Chicago, has its own rules. Proofreaders check that every entry follows the chosen style consistently.

Common bibliography errors proofreaders flag include:

• Inconsistent formatting between entries
• Missing publication details
• Author names in the wrong order
• Entries that don’t match the in-text citations

When proofreading a bibliography, first confirm which style guide the client has specified. Then check each entry against that guide. Finally, cross-check the entries against the in-text citations. Every cited source should appear in the list, and each entry should be complete and accurate.

Block Quote

A long quotation (e.g., 40+ words in APA style) set apart from the main body of the text by applying different formatting.

Each major style guide sets its own rules for block quote formatting. Guides such as APA and MLA set the word or line count that triggers a block quote. They also set the spacing around the quotation. In most styles, block quotes don’t use quotation marks, because the indentation already shows that the text is quoted.

Indentation is one of the key features to check. A block quote is usually indented from the left margin, and the exact measurement depends on the style guide. When proofreading, make sure every block quote in the document uses the same indentation. Check the font size and line spacing for consistency, too. Finally, confirm that each block quote includes a citation in the correct format.

Body Text

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

When proofreading body text, check that font and paragraph styles are consistent. Look out for widows and orphans, which are single lines stranded at the top or bottom of a page. Make sure the heading hierarchy is correct, too.

Editors also monitor body text for consistency in terminology and tone. Check that the tense stays the same unless there’s a reason to change it. Formatting conventions should be consistent throughout. For example, numbers and hyphenated terms should be styled the same way from start to finish.

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)

A clear brief is important for proofreaders. It sets out exactly what the client expects, so you can avoid misunderstandings. It also helps you deliver work that meets the client’s needs the first time. If anything in the brief is unclear, ask the client before you start.

Character

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

In proofreading, character has a second meaning. It also refers to any single letter or symbol in a text. Numbers and spaces count as characters, too. Character counts and character limits both rely on this meaning.

Special characters and symbols need careful checking. These include accented letters and mathematical symbols, as well as currency signs. Zoom in to check that each one is correct, since similar symbols can be easy to confuse. Make sure they display properly in the final format, too. Some fonts don’t support every symbol.

Proofreaders use specific marks to correct single characters on hard copy. A transposition mark shows that two characters should swap places. A deletion mark shows that a character should be removed. You’ll find more examples in the Proofreader’s Marks entry below.

Citation

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

Editors frequently encounter APA and MLA styles. Chicago and Harvard styles are also common. Different disciplines favor different styles. For example, APA is common in psychology, while MLA is common in literature.

In-text citations and reference lists work together. The citation appears in the text and points to a source. The reference list gives the full details of that source at the end of the document. Editors check both and make sure they correspond.

When proofreading in-text citations, check that each one is accurate and formatted correctly for the relevant style guide. Then confirm that it matches an entry in the reference list.

Citation errors to look for when editing include:

• Missing page numbers for direct quotations
• Incorrectly spelled author names
• Dates that differ between the citation and the reference list
• Inconsistent formatting

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) and ad (from advertisement). Flu (from influenza) is another example.

In linguistics, clipping is one of the ways new words form. Many clipped forms are so common that we no longer notice them. Others still sound informal. Proofreaders should check whether clipped forms suit a document’s register. For example, lab may be fine in a blog post but not in a formal report. The client’s style guide may also state a preference.

Comment

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

Use comments rather than direct edits when content is ambiguous and you need to query the author. Comments are also useful for flagging issues outside your remit.

To use comments effectively:

• Keep them short and clear.
• Frame queries as questions.
• Avoid unnecessary comments that may overwhelm the author.

Comments open a dialogue between editor and author. They help the author understand your changes and respond to your queries. This builds a stronger working relationship.

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.

Compare is especially useful when an author has edited a document without Track Changes switched on. It lets you see exactly what changed between drafts, so no edit goes unnoticed.

On hard copy, proofreaders rely on marks rather than software to show spacing changes. The close-up mark (two curved lines, one above and one below) shows that a space should be removed. The insert-space mark (a hash sign, #) shows that a space should be added. Both marks help you show spacing adjustments precisely, much as Compare shows digital changes.

Contractions

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

Contractions are often confused with possessives. It’s is a contraction of it is or it has. Its is a possessive meaning belonging to it. This is one of the most common errors proofreaders find, and it’s one of many easy-to-miss apostrophe errors.

Other examples of incorrect contraction use include:

• Your instead of you’re (e.g., Your welcome)
• Their instead of they’re (e.g., Their coming later)
• Who’s instead of whose (e.g., Who’s book is this?)

When you find one of these errors, correct it directly. You don’t need to query the author for a clear mistake. You should also check whether contractions suit the document. Many formal and academic texts avoid them altogether.

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 the mechanics of writing (e.g., spelling and punctuation), line editing looks at style and phrasing. Copy editing may also involve improving readability and ensuring the document is fit for purpose.

Freelance copy editors often apply a style guide and check facts for consistency. They may also liaise with authors or publishers about changes.

The main differences in copy editing vs. proofreading are timing and depth. Copy editing usually comes before proofreading. It involves more intervention, since a copy editor may rework sentences. A proofreader makes a final check for errors that remain.

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 and structure of the text. They may also shape its content and assist the author 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.

The developmental editing process usually begins with a manuscript assessment. The editor then writes a feedback report on the text’s strengths and weaknesses. The author revises the manuscript, and there may be several rounds of feedback and revision.

Displayed Matter

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

When proofreading tables and figures, check the alignment of rows and columns. Make sure every table and figure has a clear label and caption. Also confirm that each cross-reference in the main text points to the right item.

Common errors in displayed matter include:

• Inconsistent heading styles
• Misaligned table columns
• Missing or inconsistent punctuation in lists
• Figures numbered out of order

Displayed matter also follows formatting rules. Headings at the same level should use consistent capitalization. List items should share a parallel structure, so each one starts the same way. Captions should follow the same format throughout the document.

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, and a single editor may handle multiple parts of the process.

The purpose of professional editing is to make a text clear and accurate. It also makes sure the writing meets the needs of its intended audience. An editor improves the content and keeps it consistent. They also work closely with the author throughout the process.

Essential skills for a professional editor include:

• A strong command of language
• Attention to detail
• Knowledge of style guides
• Clear communication

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.

In proofreading and editing, endnotes need the same care as the main text. Proofreaders verify their accuracy and formatting. They also check that every cross-reference works.

Endnotes and footnotes serve the same purpose, but they sit in different places. Footnotes appear at the bottom of the page, so readers can see them straight away. Endnotes are grouped at the end of a chapter or document. With footnotes, check that each note sits on the same page as its callout. With endnotes, check that the notes appear in the right place and under the right heading.

To check endnote numbering and consistency:

• Confirm that the numbers run in sequence without gaps.
• Check that each in-text callout matches its corresponding endnote.
• Look for duplicate numbers.
• Make sure numbering restarts (or continues) as the style guide requires.

In academic documents, check that endnote citations follow the required style, such as APA or Chicago. Make sure source details are complete. Each note should also be consistent with the bibliography.

When editing endnote citations, confirm that author names are accurate. Check publication dates and titles, too. Everything should be formatted the same way throughout the document.

Final Proofs

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

In the publishing workflow, the typesetter produces final proofs after earlier rounds of corrections. The publisher and author then review them before the book goes to print or digital release.

A final proofread is critical before publication. It’s the last opportunity to catch errors before readers see them. Once a book is printed, mistakes are costly to fix.

Use this checklist at the final proofs stage:

• Page numbers are correct and in sequence.
• Running heads match the chapter titles.
• Image captions are accurate and correctly placed.
• No typesetting errors remain, such as missing text or awkward breaks.
• All corrections from earlier proofs have been made.

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.

Proofreaders can use advanced options to work faster and more accurately:

• Match case: Finds only words with the exact capitalization you enter.
• Find whole words only: Stops the tool from changing a word that appears inside a longer one.
• Use wildcards: Lets you search for patterns rather than exact words.

Find and Replace is also useful for enforcing style consistency. For example, you can standardize a spelling across a long document in seconds. Use it with caution, though. A global replacement can change words you didn’t intend to change. Review each change one by one where possible.

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.

Font choice affects how easy a document is to read. A decorative font may look striking, but it can be hard to read in long passages. Proofreaders should flag fonts that make a document difficult to read.

Common font errors proofreaders check for include:

• Unintentional font switches mid-paragraph
• Incorrect use of bold or italics
• Inconsistent character spacing

It’s also important to check that font sizes are consistent. Body text should be the same size throughout. Headings should also be consistent, and so should captions and footnotes. Flag any deviations from the client’s style guide.

Formatting

Formatting includes all aspects related to the presentation of a document. These include:

• Layout
• Line and paragraph spacing
• Margins
• Headings
• Tables and images
• Fonts
• Tables of contents
• Page numbering

Common formatting errors proofreaders fix include inconsistent heading styles and irregular spacing. Misaligned tables and incorrect indentation are also common.

To check formatting consistency, compare every heading against the style guide. Check that paragraph spacing is the same throughout. Keep a style sheet to record the formatting decisions you make. Word’s formatting tools can help you spot and fix problems quickly.

Professional documents usually follow a formatting standard. This might be a published guide, such as Chicago or APA. It might also be the client’s house style. Proofreaders apply these guidelines to make sure the document meets the required standard.

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

Front matter brings its own proofreading challenges:

• Page numbering: Front matter often uses a separate numbering style from the main text. Check that it follows the publisher’s conventions.
• Table of contents: Make sure every entry matches the actual chapter headings. Check the page numbers against the final layout.
• Title page: Verify that the title and author name are spelled correctly. Check any subtitle, too.

Hard Copy

A printed version of a document.

For editors, hard-copy proofreading means reviewing a printed document for errors before it is finalized. Some errors are easier to spot on paper than on screen, which is why many professionals still print documents for a final check.

To proofread a hard copy, read slowly and carefully, line by line. Use a ruler or a blank sheet of paper to keep your place. This stops your eyes from skipping ahead.

To mark corrections on hard copy, use standard proofreading symbols. Place a mark in the text to show where the change goes. Then add a matching mark in the margin to show what the change is. This system keeps your corrections clear for the author or typesetter.

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.

The hard-copy editing process follows a few simple steps. First, read through the document. Next, apply standard marks to show each correction. Then return the annotated copy to the client or typesetter.

Consistency is the key best practice. Use the same symbol for the same correction every time. Follow a standardized notation system that your client will recognize. Write clearly, so no one has to guess what a mark means.

Heading Style

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

Consistent heading styles matter for editors. They help readers navigate a document and understand its structure. They also make long documents easier to read.

To proofread heading styles effectively, check that the correct style is applied at every heading level. All Heading 1s should match each other, as should all Heading 2s.

Common heading style errors proofreaders check for include inconsistent capitalization and the wrong font size. Misapplied style levels are another frequent problem. For example, a subheading may be formatted as a main heading.

House Style

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

House style is important in editing because it keeps a brand’s materials consistent. It also reduces ambiguity, since editors don’t have to make the same decision twice.

For a proofreader, house style is the main reference guide. You use it to decide which corrections to make. You also use it to support any queries you raise with the client.

Examples of house style rules include:

• Whether to use the Oxford comma
• Preferred date formats
• Specific spelling variants (e.g., -ize or -ise endings)
• How to write job titles

Initialisms

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

The difference between initialisms and acronyms is how they are said. Acronyms are pronounced as words (e.g., NASA). Initialisms are not. Instead, you say each letter (e.g., F-B-I). This matters for proofreading, because it can affect the article that comes before the abbreviation. For example, it’s an FBI agent, not a FBI agent, because FBI starts with a vowel sound.

Each letter in an initialism is typically capitalized. Some initialisms use periods between the letters, while others don’t. This depends on the house style or style guide. Check which approach the client prefers, and make sure it is applied consistently throughout the document.

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, you can use Ctrl + C to copy or Ctrl + V to paste on a Windows device or Command + C and Command + V on a Mac.

Keyboard shortcuts can make proofreading much more efficient. Microsoft Word has shortcuts for many proofreading tasks. These include opening Find and Replace and running the spelling and grammar check. There are also shortcuts to switch Track Changes on and off.

Learning a handful of shortcuts can save you hours over a long project. You can also set up custom shortcuts for the tasks you use most.

Line Editing

A level of editing that focuses on the style 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 and grammar).

Key elements of effective line editing include:

• Sentence rhythm
• Word choice
• Clarity
• Consistency of tone
• Transitions between ideas

A good line editor enhances readability while preserving the author’s unique voice. They respect the author’s stylistic choices. This makes line editing less prescriptive than copy editing, which applies fixed rules.

Macro

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

Macros can handle many repetitive editing tasks. Examples include:

• Finding repeated words
• Enforcing style guide rules
• Standardizing formatting
• Flagging common errors

Many editors build up a library of macros over time. These save hours on long documents. They also reduce the risk of missing an error through fatigue. You don’t need to know how to code to use them, since many editors share ready-made macros online.

Manuscript

The original document submitted for editing or publication. For proofreaders, this means any unpublished text submitted for review.

A manuscript moves through several stages in the editing process:

1. Draft submission
2. Developmental or structural editing
3. Copy editing
4. Proofreading
5. Final approval

It helps to know the difference between a manuscript and a book. A manuscript is the unpublished working document. A book is the finished, published product.

Proofreaders often encounter common manuscript formatting requirements. These include consistent font and double spacing. They also include page numbering and set margin sizes. Publishers ask for a standard manuscript format because it makes the text easier to read and mark up. A consistent layout also helps proofreaders spot errors more quickly.

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 the technical accuracy of a text. Use this checklist to cover the key elements:

• Correct spelling errors.
• Correct grammar and punctuation errors.
• Fix issues to do with clarity or consistency.
• Apply instructions from a given style sheet or guide.
• Check hyphenation.
• Check capitalization.
• Check number formatting.
• Ensure the language in the document is suitable.

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

Common mechanical errors include misplaced apostrophes (e.g., the dog’s bowls for several dogs). Subject-verb disagreement is another (e.g., The results was clear). Editors also correct inconsistent capitalization. In each case, the editor fixes the error directly so the text follows the rules of standard English and the style guide.

On hard copy, proofreaders mark mechanical errors with standard symbols. You’ll find examples in the Proofreader’s Marks entry below.

Noun

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

Common noun errors include incorrect plurals and misused proper nouns. Proofreaders also fix incorrect possessive forms.

Agreement is another challenge. A noun must agree with its verb and any pronoun that refers to it. Collective nouns and compound subjects cause the most trouble. For example, The team is ready treats the team as one unit.

Editors also need to know the difference between countable and uncountable nouns. Countable nouns can be counted (e.g., one book, two books). Uncountable nouns cannot (e.g., advice). This affects article use: you say a book but some advice. It also affects verb agreement.

On-Screen Editing

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

Best practices for on-screen editing include:

• Use Track Changes so the client can see every edit.
• Keep formatting consistent as you work.
• Take regular breaks to avoid screen fatigue.

On-screen editing brings some common challenges. Eye strain is one. Try increasing the zoom level and adjusting your screen brightness. Errors can also be easier to miss on screen. To solve this, change the font or read the text aloud. Distractions are another challenge. Close your email and turn off notifications while you work.

To apply style guides effectively during on-screen editing:

• Keep the style guide open in a split screen.
• Use macros to check common style rules.
• Update your style sheet as you go.

Page Proofs

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

Elements to check in page proofs include:

• Typography
• Page numbers
• Headers and footers
• Widows and orphans
• Image placement

The proofreader is responsible for marking every correction accurately. They also need to communicate clearly with the typesetter, so each change is made correctly.

To mark corrections on page proofs, use standard proofreading marks on a printed copy. Alternatively, use digital annotation tools on a PDF. Either way, make each correction clear and easy to follow.

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.

Editors often flag or reduce the passive voice. Active sentences are usually clearer and more direct, which helps keep readers engaged. The passive voice can also hide who performed an action, which may confuse readers.

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.

Common types of plagiarism include:

• Direct plagiarism: Copying text word for word without credit.
• Mosaic plagiarism: Mixing copied phrases with original writing.
• Self-plagiarism: Reusing your own previous work without acknowledgment.
• Accidental plagiarism: Forgetting to cite a source or citing it incorrectly.

Editors can spot plagiarism in a few ways. Look for sudden changes in writing style. Check for unusual or missing citations. Detection tools can also help flag potential issues. Turnitin and Copyscape are popular options, and Grammarly offers a plagiarism checker, too.

If you suspect plagiarism, don’t rewrite the text yourself. Flag the issue to the client with a clear comment instead. Professional bodies such as the CIEP publish guidance on ethical editing that can help you handle these situations.

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

Common pronoun errors include using the wrong case (e.g., Me and Sam went instead of Sam and I went). Writers also misuse reflexive pronouns (e.g., Send it to myself).

Pronouns must agree with their antecedent, the noun they replace, in number and gender. For example, Each writer submitted their draft uses singular they for a person of unknown gender.

Watch out for ambiguous pronoun references, too. In Sam told Alex that he was late, it’s unclear who he is. Editors fix this by repeating the noun or rewording the sentence.

Gender-neutral pronouns, such as singular they, are widely used today. Many style guides, including The Chicago Manual of Style, now address them. Check the client’s style guide to see which approach it recommends.

Proofing Language

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

The term also describes the language professionals use when they proofread. Good proofing language is precise and neutral. Queries and comments should be clear, with no room for misunderstanding. The tone should suit the document type. For example, a comment on a novel may be warmer than one on a legal contract. Professional proofing language also follows the conventions of the relevant style guide.

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.

Common proofreading symbols and their meanings include:

• Caret (^): Insert a letter or word. It can also insert a punctuation mark.
• Delete mark: A line through the text with a loop, showing the text should be removed.
• Close-up mark: Two curved lines that show a space should be removed.
• Insert-space mark (#): Add a space.
• Stet: Ignore the correction and keep the original text.

Professional proofreaders use standardized sets of marks. The most common are based on BSI standards in the UK and Chicago style in the US. It’s worth keeping a reference chart of these marks nearby when you work on hard copy.

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.

The goal of proofreading is an error-free final text. It applies to all kinds of documents, from novels to business reports. A proofreader checks spelling and grammar. They also check punctuation and formatting, as well as consistency.

Proofreading catches errors such as:

• Typos
• Punctuation mistakes
• Inconsistent spelling
• Formatting issues

The scope of proofreading depends on the project. Traditional proofreaders check the proofs against the edited copy. Freelance proofreaders may also carry out light copy editing tasks.

Proofreading differs from other editorial stages. Copy editing comes earlier and involves more changes to the text. Developmental editing focuses on the content and structure of the whole manuscript.

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 of the text taken before it was made up into pages.

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.

The main purpose of a query is to flag content that is unclear or inconsistent. It also flags content that may be wrong. A query brings the issue to the author’s attention without the editor making a change on their own.

Examples of effective queries include:

• “It’s unclear whether ‘she’ refers to Anna or Maria here. Could you clarify?”
• “This statistic may need a citation. Do you have a source?”
• “You’ve spelled this name ‘Katherine’ in Chapter 2. Which spelling is correct?”

Quotation

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

When proofreading direct quotes, check the punctuation carefully. Style guides differ on whether commas and periods go inside or outside the closing quotation mark. Chicago and Oxford styles, for example, take different approaches. Make sure the document follows its chosen style consistently. Quotation mark errors are easy to miss, so read each one closely.

Quotes within quotes need attention, too. Most styles alternate between double and single quotation marks. Which comes first depends on the style guide.

There are two main types of quotation. A direct quotation uses the exact words of the source in quotation marks. An indirect quotation paraphrases the source without quotation marks. With direct quotes, proofreaders check that the wording matches the source. With indirect quotes, they check that the source is still cited.

Redundancy

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

To identify redundancy, look for modifiers whose meaning is already contained in the word they modify. In whispered quietly, quietly adds nothing, because a whisper is already quiet. In ATM machine, the M already stands for machine.

Other common examples include end result and past history. Advance planning and free gift are redundant, too. Removing these phrases makes writing more concise. It also helps to cut fluff, so every word earns its place.

Reference

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

Cross-referencing is a key proofreading task. Proofreaders check that every in-text citation corresponds to an entry in the reference list. They also check that every entry in the list is cited in the text.

To verify references, check author names and dates. Confirm page numbers, too. Then check that each reference is formatted according to the chosen style guide.

Reference List

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

Key elements of a reference list entry usually include:

• Author name
• Publication year
• Title
• Publisher
• DOI or URL (for online sources)

Common errors in reference list formatting include inconsistent styling between entries. Missing details and incorrect author order are also common.

A reference list is not the same as a bibliography. A reference list includes only the sources cited in the text. A bibliography may also include sources the author consulted but didn’t cite.

Style Guide

A set guide providing advice on writing style and formatting. Many style guides also cover structure and 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 guides are especially important for freelance editors. Knowing several guides expands the range of clients you can work with. It also helps you deliver consistent, professional work on every project.

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.

To create a style sheet, record each decision as you make it. Useful categories include:

• Spelling preferences
• Punctuation
• Capitalization
• Formatting conventions

A style sheet is different from a style guide. A style guide is a published or formal reference, such as APA. A style sheet is a project-specific document tailored to a particular author or client.

Substantive Editing

A broad term covering any type of editing that involves making significant changes to the structure or content of a document. It can also involve major changes to style.

The main goals of substantive editing are to improve clarity and logical flow. It also aims to make the document coherent and easy to read.

Substantive editors may:

• Reorganize sections
• Cut or expand content
• Improve the structure of an argument
• Ensure a consistent tone

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.

A typical Track Changes workflow looks like this:

1. Enable Track Changes before you start editing.
2. Make your edits and add comments where needed.
3. Share the marked-up document with the client.
4. The client reviews each change and accepts or rejects it.

If the author didn’t use Track Changes, you can use the Compare function to see what changed.

Typeface

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

Typefaces fall into two main categories. Serif typefaces have small strokes or “feet” at the ends of letters (e.g., Times New Roman). Sans-serif typefaces have clean edges without these strokes (e.g., Arial). Serif faces are often used for long-form print reading. Sans-serif faces are common on screens. Editors should recognize both, since the choice affects readability.

Some typeface features matter when you proofread. These include:

• X-height: The height of lowercase letters. A small x-height can make text harder to read.
• Letter spacing: Tight spacing can make letters run together and hide typos.
• Stroke contrast: High contrast between thick and thin strokes can make small punctuation hard to see.

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.

Typesetting affects the proofreading workflow. Proofreaders often work after typesetting is complete. Their job is to check that the typesetting process hasn’t introduced new errors, such as missing text.

Common typesetting errors for proofreaders to identify include:

• Widows and orphans
• Incorrect line spacing
• Font substitutions
• Text reflow problems
• Rivers of white space running through paragraphs

Word Styles

Groups of text formatting specifications that are used to define elements such as headings and paragraphs. They can also define lists.

Professional proofreaders use Word Styles to spot inconsistent formatting quickly. They check whether the correct style has been applied to each element.

The Styles pane in Microsoft Word is a useful tool for this. It shows which style each part of the document uses. This makes it easy to spot deviations from the style guide.

Inspecting Word Styles saves time. Instead of checking formatting manually line by line, you can find inconsistencies across the whole document at once. You can then apply the correct style in a few clicks.

Key Differences Between Proofreading and Editing

This glossary of common proofreading terms covers the core vocabulary of the trade. It ranges from grammar basics, such as nouns and pronouns, to publishing terms like page proofs and typesetting.

Some terms relate more to proofreading, such as widows and galley proofs. Others relate more to editing, such as developmental editing and substantive editing. Knowing which is which helps you find your way around the glossary. It also helps you understand which services a client needs.

Proofreading and editing are closely related, but they differ in scope.

Editing improves the content and style of a text. An editor may rework sentences and restructure sections. They may also suggest changes to the author’s argument. Proofreading is a final check for errors. A proofreader looks for typos and formatting issues that earlier stages missed.

There are also different levels of editing. Developmental editing works on the big picture, such as structure and content. Copy editing focuses on the mechanics of writing and consistency. Proofreading comes last and makes the fewest changes.

So, does editing include proofreading? In the traditional publishing workflow, proofreading is one stage of the wider editing process. But it’s a separate task with its own skills. In freelance work, the line can blur. Many freelance proofreaders carry out some light copy editing as well. That’s why it’s important to agree on the scope of each project in the brief.

Follow These Proofreading Tips and Best Practices

Good proofreading relies on clear strategies. These tips will help beginners and experienced freelancers alike.

• Take a break before you start. Fresh eyes spot more errors.
• Read slowly. Try reading the text aloud to catch mistakes your eyes skip over.
• Check one thing at a time. Do separate passes for spelling and formatting.
• Use your tools. Macros and Find and Replace can speed up repetitive checks.
• Keep a style sheet. Record your decisions so you apply them consistently.
• Watch for common errors. Homophones and commonly misused phrases are easy to miss.

Professional freelance proofreaders also follow the client’s brief closely. They meet deadlines and communicate clearly. To build your skills, try some writing samples to practice proofreading.

Make a Career Change Into Proofreading and Editing

Now that you know the language of proofreading and editing, the next step is learning to put it to work.

Are you thinking about a career change? Proofreading and editing are ideal for people who love language and have a keen eye for detail. What matters most is a strong command of English and a commitment to accuracy.

Transitioning to an editing career takes a few clear steps:

1. Complete professional training to build your skills.
2. Build a proofreading portfolio to show clients what you can do.
3. Find clients, or join an editing company like Proofed.

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 courses that give you in-depth instruction on every aspect of proofreading and editing with guaranteed work. You’ll learn how to fix common errors and use different editing techniques. You’ll also learn how to approach different writing styles and use Microsoft Word effectively.

If you pass both our Becoming A Proofreader and Becoming An Editor courses with scores of 80% or more, you’ll be eligible to start taking on freelance work 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.

Frequently Asked Questions About Proofreading Terms

Which proofreading terms are most often misunderstood?

Proofreading and copy editing are the most often confused, since many people use them to mean the same thing. Font and typeface are also often mixed up, as are bibliography and reference list.

Is proofreading the same as editing?

No. Editing improves the content and style of a text. Proofreading is a final check for errors before publication. In freelance work, though, a proofreader may also do some light copy editing.

Do proofreaders always use Track Changes?

Most on-screen proofreaders use Track Changes in Microsoft Word, since it lets clients see and review every edit. Many also send a clean copy with all the changes accepted. Some clients prefer comments only, so always check the brief.