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Copy-editing vs. Proofreading
- Jul 17, 2021
- 4 min read
Updated: Jul 27, 2021
It’s Skilful Saturday! Let’s Talk…copy-editing and proofreading. What are they exactly, and how do they compare?
Copy-editing and proofreading are crucial stages of the publishing process. The two terms are often confused and used interchangeably as they can go hand-in-hand with one another, but there are differences between them. A book will definitely visit these stages on it’s journey, so let’s take a look.
Copy-editing
Is usually done once you are happy with the general structure and content of your manuscript. It is considered a more detailed, line-by-line edit, and if material is added or rewritten, it will need to be edited again. This is to ensure that whatever is going to appear in public is accurate, free of error, omissions, inconsistency and repetition, and that it overall is easy to follow. The copy-editing process picks up mistakes or obscurities, but it also highlights any possible legal problems that the book potentially may face.
What it involves:
checking for spelling, grammar and punctuation mistakes
creating a style sheet to follow for consistency throughout the process
ensuring text flows well, is logically ordered and appropriate for the intended audience
formatting/marking up the structure for the designer (e.g. headings, tables, quotes, lists)
checking that illustrations and figures used correspond with the text
ensuring bibliographical references and notes are correctly ordered, styled, and that none are missing
making sure you have any and all necessary introductory pages (i.e. prelims)
querying about any obvious errors of misleading information or parts that are unclear
The amount of editing required depends on:
what it’s about (subject matter and it’s complexity)
if the author has been consistent in their style, pace and general structure of the text
if following house style is a requirement (and whether the author has used this or has followed their own style)
the quality of the writing (if there are many mistakes that need changing, or unclear parts that need revising)
Proofreading
This is usually the final check for errors and layout problems before publication. Major changes are not usually made at this stage in the process. There are two forms of proofreading that publishers can use: pdf mark ups or hard copy. Some publishing companies still work with hard copy, where an editor works on a physical, printed copy using the proof correction marks, therefore, you should at least learn the main correction marks. However, more and more companies are following the pdf mark up practice of proofreading, where the editor normally receives proofs as pdfs, which are then marked up using the in-built commenting tools or the correct proof correction marks. If you are just starting out working with a publisher, it is best to check with them with method is expected.
*Proof correction marks will be a future Skilful Saturday post – so practise that keen eye and watch out for an update!
What are ‘correction marks’?
Consider them the ‘shorthand’ that copy-editors and proofreaders (and others in the industry) use, for example, it highlights the errors and gives the instructions of what needs to replace the error, how to amend the mistake, or if it needs removing altogether. The marks are set by the British Standards Institution (BSi), and knowledge of these marks are required for more than just the editorial side of the industry. Typesetters, designers and printers also need to know what the marks mean to correct the layout, format and style of the book.
Copy-editors will also need to know these marks if an editor or proofreader has given them a manuscript with them and has asked them to make the necessary edits.
Proofreading Tips:
set aside adequate time for proofreading (if you rush or have to stop/start throughout, you may lose pace, miss any mistakes or parts that are unclear)
have access to a dictionary and thesaurus and any relevant style guides (to double check spellings, use of capitals and format/design)
if possible, read through the document several times (concentrating on different aspects each time, such as tone, grammar, punctuation, is a sure way to make certain you have not missed anything)
scientific, mathematical or medical symbols can often be corrupted during the typesetting process, so make sure you double-check those!
accented characters and currency symbols can also have a similar problem
if possible, have a version of the copy-edited text to refer to whilst you proofread
So those are the differences of copy-editing and proofreading and what they entail. Which do you prefer? Let us know in the comments. Like, follow and subscribe. Don’t forget to let us know if you have any recommendations for who we should feature on Watch Wednesdays. You can find us on Instagram, or submit your recommendations through our Contacts page. Use those keen eyes of yours to stay tuned for next week’s Skilful Saturday – let’s talk then!
Book recommendations for further learning:
The Elements of Style – William Strunk Jr. & E.B. White
Self-Editing for Fiction Writers – Renni Browne & Dave King
Writers’ & Artists’ Yearbook – published annually by Bloomsbury, Writers & Artists offers advice, competitions, information about publishing companies, and knowledge that is vital for surviving the industry.
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