Proofreading Versus Copy Editing

proofreading-serviceIn publishing there is a significant difference in proofreading versus copy editing. However, in the world of business writing and copy writing, the lines between proofreading and copy editing gets a little blurred. To help clear up the matter, here is an explanation of proofreading versus copy editing.

Copy editing defined

Copy editors look at content in manuscript form, or rather, when it’s still in a word document and before it’s been formatted for printing/publication. During copy editing, the editor either uses track changes (sometimes called redline) in a word processing program or the copy editor will look at the content on hard copy. In this second scenario, the copy editor uses a series of specific copy editing marks to indicate errors or concerns.

During the copy editing phase, the author and the editor work closely to ensure accuracy and consistency throughout the document. Sometimes there are several rounds of edits to accommodate text changes made during previous revisions.

It’s not the copy editor’s job to write the manuscript or change the meaning of any one sentence. Rather, it’s the role of the copy editor to suggest changes to the content so that it is as well-written as possible while maintaining the author’s voice.

Copy editors are instructed to edit content according to the five c’s:

  1. Clear
  2. Correct
  3. Concise
  4. Comprehensible
  5. Consistent

The same rules apply to copy editors of books and copy editors of business and marketing materials. Copy editors don’t write, they refine.

Proofreading defined

It is the role of the proofreader to compare a manuscript to the galley proofs, or the pages that will be sent to the printer and turned into the actual book. A proofreader is not looking to make serious changes to the text, the proofreader only wants to check for errors that might have been missed by the copy editor or that might have been incorporated by the typesetter (the person who turns the manuscript into the galley proofs).

A proofreader is not responsible for major changes to the text. Rather, the proofreader checks for things such as correct paragraph and page breaks, formatting, typos, and so on.

Copy editing versus proofreading – not one in the same

In publishing, copy editors and proofreaders are not one in the same. But in business, some do use these two words interchangeably and that’s okay as long as you know what you are asking for. Here is how the No. 2 Pen differentiates between proofreading and copy editing.

1. A copy editor will suggest substantial changes to content of any length.

2. A copy editor suggests edits to ensure there are no errors in your content as it appears in a word document.

3. A proofreader reviews your content for minor text and formatting errors.

4. A proofreader double checks to make sure your document is ready for publication.

So, who do you need? A copy editor or a proofreader?

When deciding between proofreading versus copy editing, think about the level of change you are looking for. Do you want a second set of eyes to review the content just to be sure there are no errors? Then, a proofreader is your choice.

Do you want someone to make sure the meaning and the mechanics of your writing is correct? If so, and you are ready to make significant changes to your content, then a copy editor is right for you.

No. 2 Pen offers a rewriting and ghost writing service too. Visit our copy editing services page or contact us to learn more.

ps - A few of you noticed that we spell “copy editing” two ways: copy editing and copyediting (two words versus one word). Copy editing (two words) is the correct spelling. However, the majority of Internet searches on the topic contain the one word spelling. We use both “copyediting” and “copy editing” on our site to make sure those interested in our editing service can find us through the search engines. To learn more about why we spell some terms incorrectly, read this post: Misspell Your Way to Better Web Site Traffic.


The No. 2 Pen is a full-service writing and communications company. Contact us to discuss your writing projects and editing needs.