Copyeditor or Proofreader, Which One Do You Need?

Copyeditor or proofreader. Aren’t they the same thing?

It’s weird.

For a profession that deals with words we have quite a few names for the same thing. Most of it’s down to location, for instance US and UK editors have their own, slightly varying, terminology. But Hell, we can’t even settle on copy editor, copy-editor or copyeditor. It actually shows what a difficult job we all have. There is often no one true way.

And it can be pretty tricky for the uninitiated, those writers and business owners who need the services of a wordsmith, perhaps for the first time.

The questions I get asked most from clients, and those requesting a quote, are:

‘What is the difference between a copyeditor and a proofreader?‘

and, more often than not

‘I’m not sure, but do I need my work edited or proofread?‘

Copyeditors and proofreaders offer different services.

Well the simple answer is that editing happens after the manuscript (or copy) has been written and before it’s typeset. The proofreading happens as a final check through, after the book, brochure, website (or any other format you happen to work with) has been set out and is ready to go.

Simply put: copyediting makes sure the writing works and proofreading is that final check to make sure that the writing and layout works.

What do copyeditors do?

Once you have your writing finished you should seek out a copyeditor. But first make sure:

• there are no plot holes if it’s fiction
• you have asked beta readers or colleagues to read it over if possible
• you’ve addressed any issues brought up by your readers
• if you have hired a developmental editor you’ve addressed any comments from them
• you’ve read it one final time and you’re happy that you’ve taken it as far as you can.

A professional copyeditor will carry out a number of checks and corrections to the text. Each text will have its own needs –  some writing needs a ‘heavy’ edit, where more needs to be changed, and some texts are almost perfect, so need little intervention.  Some of the issues addressed can be:

• structure and content
• style and consistency
• making sure the language is suitable for the intended audience
• illustrations and tables are in the right places and captioned correctly
• grammar, spelling, formatting are checked and altered where needed
• quick fact-checks are carried out where needed
• style sheets are crated for each client or job.

The copyeditor may also carry out a line edit and go through the manuscript line-by-line to address stylistic and language choices and flow. The term ‘line editor’ is common in the US, especially for fiction editors,  and is becoming more common in the UK. Your edit may be a straightforward copyedit or include a line edit, so you should always check with your editor which type of edit you are going to get.

Copyeditors fix the issues that an author can become blind to after spending weeks, months or even years with their own writing. They often work to house style guides if the publisher has one, or can help you create one, ensuring that the text throughout the document is consistent. If you are a self-publisher, or a business looking for help, you may decide to forego a developmental editor, but you should always hire a copy-editor.

You can find more information on how copyeditors work on the CIEP website on the page ‘What is copyediting’.

What do proofreaders do?

A proofreader should be one of the last people to look at your manuscript.

Once the work has been copyedited it is usually sent to a designer or typesetter to be made ready for publication.

A professional proofreader does not edit but makes final alterations for consistency on the typeset document (usually in PDF format), looking at spelling, headings and format, page numbers, style, tables and illustrations, and captions. They make sure that everything is as it should be and that no errors have been introduced during the formatting of the manuscript.

They carry out a thorough check of the document and pick up on any final errors missed by the copyeditor or designer, using minimal intervention, and really are the last in line to make sure all is as it should be. There’s no such thing as ‘a quick proofread’ as the text has to be dissected and read carefully to make sure the document is ready for publication, but they do not copyedit.

You can find more information on how proofreaders work on the CIEP website on the page ‘What is proofreading’.

 

So, do you need a copyeditor or a proofreader?

Put simply:

You need a copyeditor if you have finished your document, have had feedback from trusted readers (if you can), and are sure you have taken your writing as far as you can.

You need a proofreader if your document has been copyedited and has been turned into the final document type, before being published. Usually this will be in the form of a PDF or another type of file that will be sent to the printer or uploaded online.

If you need your words copyedited or proofread, contact me for a no obligation quote.