What’s the Difference Between Proofreading and Editing?

I get this question all the time.

Clients inquiring about 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. 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 notes are designed to explain revisions that were made and help the writer produce a more polished piece next time.

Hiring an Editor for Editing Services

It’s not always feasible to hire someone to 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.

In business, editing can be essential in guaranteeing that written business and marketing materials are clear (readable) and free of grammatical errors and typos. An editor can protect an organization’s professionalism.

Any time you hire or work with an editor, make sure that the artistic integrity of your written material is maintained. This is especially crucial for creative writers. In business writing and editing, the tone of the company’s brand must be protected through the editing process. For these and other reasons, a responsible 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.

If you would like hire an editor, then visit the Editing Services page to learn about my editing process and to check out the rates I offer. These services are available for creative work. business and marketing collateral, and technical documentation.