Rosedove Writing

What is the difference between copyediting and proofreading?

The biggest misconception that most people have about these corrective methods is thinking that proofreading and copyediting are the same.  While they are similar, they are also very different.

Proofreading is done after a body of work is completed, but before it goes to publication or is distributed.  It’s the final step taken in the completion of a work.  A proofreader’s job is to scan the piece for grammar, syntax, and punctuation errors. The meanings of words and terminology are not important to a proofreader.  Their main job is to focus on the accurateness of the text and the layout in a body of work that is otherwise finished and ready to go “out the door.”

While proofreaders concentrate on the final and overall presentation of the body of work,

copyeditors concentrate on the details and terminology in a manuscript or draft.  They also check for spelling, grammar, and punctuation errors in a text that hasn’t yet been formatted. But it goes many steps further.

Copyeditors do fact checking and question sentences that raise doubt or that aren’t familiar.  Although a copyeditor doesn’t always implement the changes, they always note them for the author to make.  They also look to make sure there is consistency.  For example, if a nanny is referred to as a nanny in one chapter, the copyeditor makes sure that the author does not switch to babysitter when making references to the same person in subsequent chapters.

There are three types of copyediting:  baseline (light), medium and substantial (heavy).

Baseline Copyediting:

In this type of editing, you will:

• Correct spelling, punctuation and grammar.
• Correct incorrect usage of words and verifying cross-references
• Make sure that spelling, grammar, capitalizations, abbreviations, etc. are all consistent.
• Make sure that lists are in the proper sequence, such as in alphabetical order.
• Make note of the first references to figures and tables.
• In baseline copyediting, you only check content to detect spots where copy is missing or inaccurate, such as misspellings or misuse.  You do not rewrite or add text to accomplish smoother transitions or to help with structure.

Medium Copyediting:

In this type of editing, you will do everything listed for baseline editing plus:

• Change the text and headers for parallel structure (parallel structure is expressing similar ideas in similar ways).  The following sentence is an example of parallel structure.  She liked to dance, sing and act.  The next sentence is not parallel structure.  She liked to dance, sing and acting.)

• Make note of inappropriate figures of speech.
• Check that previews or summaries match the main content.

• In fiction manuscripts, make sure the plot progresses and check the consistency in character traits and story lines.

• Enforce style and tone throughout an entire body of work.
• Change passive voice to active voice when it’s required.
• Make note of incorrect statements.

Substantive Copyediting:

In this type of editing you will do everything listed for baseline and medium plus:

• Improve the flow of text and contribute to the overall quality of the writing.
• Suggest actual changes rather than just making note of problems.
• Enforce a tone if the author or publisher requests it.
• Remove wordiness.
• Make transitions smoother and rearrange sentences to make the text easier to read.
• Suggest additions and deletions both at the sentence and paragraph level.
• Participate in the actual re-writing of the text, if author and publisher agree.

At Rosedove, we are happy to provide both proofreading and all types of copyediting mentioned in this article.

We serve clients here in my home town of Nyack, NY, Manhattan and around the globe!