People often request a proofread of their project when it actually needs editing and proofreading. A budget-friendly option is to hire a proof-editor. Whereas, the aim of a proofreader is to ensure that a piece of writing is clear, the aim of a proof-editor is to also improve the reader’s experience (similar to an editor). This blog explains the difference between the two services to help you decide which would benefit you more.

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 publication online, as an e-book or printed copies. (Sometimes an author uses two proofreaders for two different points in the process – once to check the Word file and once 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 copyediting/stylistic editing, and some developmental/substantive editing (high-level editing). This means you can expect a service that could include the following:

• proofreading corrections (as listed above)
• changes to structure to strengthen argument and messaging
• changes to paragraphs, sentences and words to make the writing clearer
• reduce repetition
• improvements to weak areas, e.g. the conclusion
• suggestions for gender-neutral language where needed
• 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

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 still not common. It’s fairly new and has come about from the rise of the ‘self-publisher’ in the widest sense of the word (i.e. people who publish online from writers of e-books, bloggers, 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.

When is a proof-edit useful?

A proof-edit is best used for:

• online content (websites, blogs)
• newsletters
• brochures and flyers
• zines
• business documents
• educational resources
• those who need a quick turnaround
• individuals and businesses with small 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)

A proof-edit is not good for:

• manuscripts (including e-books)
• magazines

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. This is not a problem for most types of content but if you are writing a book that you want to sell and make a profit from, it is best to hire a developmental/substantive editor, a copyeditor, and a proofreader separately. The quality of your book will improve vastly and is more likely to meet the expectations of your readers.

Furthermore, a trained copyeditor will identify legal issues e.g. copyright infringement or potentially libellous statements within the text. 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 copyeditor and a proofreader (i.e. two pairs of fresh expert eyes) reduces the rate of error in the text.

Costs

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 copyeditor, but it will be more than their typical proofreading fee because more time and skills are needed to suggest improvements.

Summary

A proofread is a basic and essential service. However, a proof-edit, which incorporates proofreading, can be more beneficial if you need help with the quality of your writing for online content. It’s a low-cost option compared to using separate writing services and many proofreaders offer proof-editing as an option.

There are limitations to using a proof-editor – a copyeditor can offer more feedback and expertise in your field, but if you’re on a tight budget and need a quick turnaround, proof-editing is a good option.

If you wish to self-publish a book, it is better to budget and pay for an editor and a proofreader to create a polished book. (You can find my blog on the different types of editors here and business writing services here)

---

Need help?

At a loss? Have more questions? Get in touch. I’m happy to help and point you in the right direction – no hard sales from me, I promise!