Understand the difference between proofreading and proof-editing

Proof-editing is more beneficial than proofreading for people who self-publish digital content. It’s a budget-friendly option which combines light copy-editing and proofreading to create a more well-rounded piece of writing. On the other hand, proofreading is a process of ensuring a piece of writing is clear through the reduction of errors.

This blog explains the differences between the two services to help you understand what works best for you.

Proofreading

A proofreader’s aim is to ensure that a piece of writing is clear by reducing errors and inconsistencies.

Proofreading happens at the final stages of the writing process: after designing but before publishing content online, printed copies or e-books. If an author has the budget, they will use two proofreaders at two different points in the process – once to check the text file (usually on PDF, MS Word or Google Docs) and a second time to check the designed file.

A proofreader will check for:

spelling mistakes
typos
punctuation
hyphenation
consistency of formatting
correct page references
factual inconsistencies (this is not the same as fact-checking)

A professional proofreader is not expected to, nor should they, interfere with the content and style of writing. If they do suggest changes or additions, it should be presented as a query/suggestion and backed up with a good reason.

(You can read more about what a proofreader does here.)

Proof-editing

The aim of the proof-editor is to improve a reader’s experience. Proof-editing incorporates proofreading, some developmental/substantive editing (high-level editing) and some copy editing/stylistic editing, This means you can expect a service that could include the following:

proofreading corrections (as listed above)
changes to structure to strengthen argument, logic or flow
changes to paragraphs, sentences and words to make the writing clearer
deletion of repetition
improvements to weak areas, e.g. the conclusion or summary
suggestions for gender-neutral language or clear English
fixes to where author’s voice (or Tone of Voice in branding-speak) drops within the text
important recommendations, e.g. to use an authenticity reader or fact-checker

Like all editors, proof-editors need to have an eye for detail and offer clear reasons for any changes that they are suggesting.

The category of ‘proof-editor’ is not common. It’s fairly new and has come about from the rise of the ‘self-publisher’ in the widest sense of the word – people who publish e-books, blog posts, influencers, small businesses, entrepreneurs, non-profits etc.

People who want to produce high-quality content and develop their brand benefit from using a combined service like proof-editing and many non-fiction proofreaders offer this service. However, the best option is to hire a copy editor or digital content editor and a proofreader.

When is a proof-edit useful?

A proof-edit is best used for:

digital content (websites, blogs, newsletters, courses)
brochures and flyers
zines
business documents
educational resources
those who need a quick turnaround
individuals and businesses with tight budgets
small businesses, consultants, non-profits, entrepreneurs, bloggers and influencers who produce a lot of content but do not have a team to assist with the quality and consistency of their writing
academic work (students also benefit but there are ethical issues surrounding this and is a large topic in itself)

What are the limitations of a proof-edit?

A proof-edit combines many types of edits but does not come with the same level of depth you can expect from using specialised editors for separate tasks. For most types of content, this is not a problem but if you are writing a book, even an e-book, that you want to sell and make a profit from, it is best to hire a developmental/substantive editor, a copy editor, and a proofreader separately. Consider it an investment. The quality of your book will improve vastly and is more likely to meet the expectations of your readers.

Furthermore, a trained copy editor will identify legal issues such as copyright infringement or potentially libellous statements within the text. They can also offer fact-checking and indexing as part of their services. Proof-editors do not typically incorporate this service.

A proof-edit also means that your work is only seen by one pair of fresh expert eyes. Using the traditional process of a copy editor and a proofreader (i.e. two pairs of fresh expert eyes) reduces the rate of error in the text.

Costs and finding the right person

The obvious benefit of using a proof-editing service is cost. The service entails more for less money. You can expect a proof-editor to charge less than a copy editor, but more than a proofreader because more time and skills are needed to suggest improvements.

There are many ways to find a copy editor, proofreader and a proof-editor. The best place to begin is to ask your network or look for people on LinkedIn. Alternatively, you can try the Chartered Institute of Editing and Proofreading directory and freelancer websites like Reedsy.com.

Summary

Proofreading is a basic and essential service. However, a proof-edit, which incorporates proofreading and elements of copy editing, can be more beneficial because it can raise the quality of your writing for online content. It’s a low-cost option compared to using two separate writing services and many proofreaders offer proof-editing as an option.

There are limitations to using a proof-editor – a copy editor is more skilled at creating quality writing and can offer more services if needed. A proof-editor also cannot raise the quality of a manuscripts and a copy editor and a proofreader works best when creating high quality self-published books.

Can I help you?

If you have any questions about this blog, or you would like to know more about my services, simply get in touch by emailing hello@nazneenes.com.