What’s the Difference Between Proofreading and Editing?
Proofreading and editing are not the same thing
I get this question all the time.
Writers looking for proofreading and editing services want to understand the difference so they can also understand why there is a price gap. Editing involves more work and a broader range of skills, and it usually takes longer to edit a piece of written material than it does to proofread.
Both proofreading and editing are critical steps in the writing and publication processes. Writers should always proofread and edit their own work before submitting it to agents or editors and before self-publishing. However, when it comes to proofreading and editing, nothing beats a second set of eyes.
Proofreading
Proofreading is the task of correcting a piece of writing. Traditionally, proofreading involved checking for typos (typographical mistakes), but modern proofreading includes checking for grammar, spelling, and punctuation as well as typos.
In order to proofread, one must be objective, clear-minded, and focused. It takes practice and training to proofread effectively because when we read, our minds will add missing words and letters and it will correct typos, putting the proofreader at risk for missing some typos altogether. This is especially true for writers who proofread their own work. The mistakes are there, but our minds may not register them.
Proofreaders almost always use a style guide. Grammatical standards provide the rules, but many issues arise in writing that are not addressed by these rules (for example, the serial comma). A style guide ensures consistency and offers best practices (I use The Chicago Manual of Style). If you retain proofreading services, be sure to find out which style guide your proofreader uses and make sure it’s the same (or compatible) with your target publication’s style guidelines.
Editing
Editing is a pretty general term and editors in general possess a wide variety of responsibilities. For example, an editor of an anthology collects written works from a group of writers and puts them together in a book. Newspaper editors may be involved in laying out pages. For the purpose of our discussion on the differences between proofreading and editing, we’ll focus on editing as the act of revising, also called technical editing or copy editing.
First, it’s important to understand that editing includes proofreading, or the process of checking written work for correctness. The rules of grammar and style-guide protocol are included in editing.
But editing goes further. In editing, the work involves more than checking for mechanical errors. An editor checks for syntax and readability and may also provide fact-checking. Words and sentences are often added, cut, or rearranged. In some cases, editing involves a full revision – an overhaul of the original piece.
Whereas proofreading is technical, editing involves more creativity and a closer relationship with the original material. The editor often works closely with the writer and therefore must possess strong interpersonal skills. Some editors will include notes with edited copy; these editorial notes are designed to explain revisions that were made and help the writer produce a more polished piece next time.
Professional Proofreading and Editing
It’s not always feasible to hire someone to proofread or edit your work, particularly if you’re a struggling writer trying to get a piece published or looking for an agent. Some agents fulfill the role of editor and will work with a writer on revisions. Publishing houses and both print and online publications (magazines, journals, etc.) may have in-house editors who will review your work before it goes to press. But don’t count on it. Some literary magazines clearly state (in their submission guidelines) that work will be published as-is.
Any time you hire or work with a proofreader or editor, make sure that the artistic integrity of your written material is maintained. This is especially crucial for creative writers. A responsible proofreader or editor understands both the writer’s intent and the intended readership and then edits accordingly, even if it means bending (or breaking) the rules of grammar. Your work should also be marked up in a manner that allows you to accept or reject each correction or edit (Microsoft Word’s “track changes” feature is ideal for this, and all writers should learn how to use this feature).
Knowing the difference between proofreading and editing is important, but the lines are blurry. Often, you’ll sit down to proofread and end up editing. That’s fine. Both proofreading and editing are steps in the revision process, and they both ultimately lead to better writing, whether you do it yourself or hire someone to do your proofreading and editing for you.
Melissa Donovan is a website designer and copywriter. She writes fiction and poetry and is the founder and editor of Writing Forward, a blog packed with creative writing tips and ideas.
Ah, this is very clear. Now I know the difference better.
Oh, and I am curious about how much back-and-forth is going on. Do editors edit something, let the writer do some re-writes, and then get it again for the second edit?
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Kelvin, it depends on the situation. If a writer works for a newspaper or magazine, it’s work for hire. The editor has final say and the publication usually owns the copyright (that doesn’t include written works sent in as submissions by freelance writers). If a writer hires an editor specifically, then it’s going to be up to the writer how much back and forth there is. I encourage clients to review, make their own changes, and send it back to me for another proof/edit. I also include comments, notes, and markup so writers can see what I’ve done understand why. I include two revisions with every project, but that’s just me.
Beautiful distinctions.
One of the differentiators I’ve noticed between bad, good, and great editors is their ability to carry the ball forward. Some are just good at finding things wrong. Others are great at making things right. It’s subtle but a huge difference. I see this pattern time and again. This alone can dramatically change the value of the role.
I agree J.D. A really good editor can pinpoint what’s not working and can also point the writer in the right direction. Editors are teachers, in a way. At least, the good ones are.
Exactly, Melissa.
I often chuckle with my regular clients that I’m doing myself out of work as I observe the improvement in their writing because they’re taking notice of my edits and comments.
Thanks for highlighting the intricacies of editing and proofreading.
Ha! I know what you mean. Thanks Desolie.
Informative post, i think it is essential to edit and proofread separately for best results!
I couldn’t agree with your point more- there really is nothing better than a second pair of eyes when it comes to proofreading, another thing that I learned whilst studying Journalism was that printing out your work is better for proofreading than reading from a computer screen.
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Yes, I used to print everything, but it’s just not feasible anymore. I found that with practice, you can learn to proof and edit onscreen. It’s just one of those new technologies that we have to get used to. Like laptop keyboards and trackpads.
I guess an editor is also expected to know something about the market the book will be targeting so that they can make suggestions as to what to include or exclude from the book to better appeal to that market. Does the editor also make suggestions on how to promote the book?
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Yes, the editor should know who the target reading audience is. Usually, it’s obvious from the material itself. Sometimes, the editor has to help the writer define the audience. “Who is going to read this?” is a question I ask my writing-coach clients from time to time. An editor is an expert in the craft of writing. Marketing and promotion is an entirely different field. However, today’s writers need to learn how to market and promote their own work, especially book authors, since publishers just don’t provide much marketing anymore. That’s why many authors hire PR specialists. Still more do the marketing themselves. Not really an editor’s job though. Agents, maybe will help with some promos.
Nice post. Points are all very good. There are a few sites that I’ve registered at in order to comment, but they are few and far between
Thanks! Proofreading and editing may be the final, polishing steps in the writing process, but they are absolutely essential!
Proofreading and Editing are like twin brothers;
they work better together.
Ha! I agree with that.
I am a translator, but I get some proofreading work sometimes, plus that I proofread for myself. What do I need to do to be a better proofreader? Please suggest some good books for grammar and style.
Hi Bishoy, There’s a page of recommended resources here: http://www.writingforward.com/recommended-writing-resources. The book I use most for proofreading is the Chicago Manual of Style. You’ll find a detailed review on the resource page.
Great post. We covered this same topic on our editing and proofreading blog a few years ago. It’s important to know the difference between editing and proofreading. As an freelance editor, you need to be sure the client is not looking for editing when they ask for proofreading. People who don’t know the difference can be disappointed.
I find that a lot of people who ask for proofreading actually need deep editing. So, it’s also important for writers to know what their work needs