Difference Between Copy Editing & Proofreading

Copy editors and proofreaders ensure your book lacks typos and errors.

Copy-editing and proofreading are two pieces of the same puzzle -- though they are fundamentally different jobs, they are both essential steps in the production of materials such as periodicals, advertisements and books. While the duties of the two positions can change depending on the specific product, the most essential difference is that copy editors focus solely on the words while proofreaders must ensure the accuracy of the finished product.

Definition of Copy-Editing

Copy-editing involves editing "for publication, esp. for punctuation, spelling, grammatical structure, style, etc.," according to dictionary.com. A copy editor sometimes checks facts in the text and changes the copy to improve flow and consistency. Copy editors typically work in word-processing programs on computers and keep track of their changes.

Definition of Proofreading

A proofreader's job is "to read (printers' proofs, copy, etc.) in order to detect and mark errors to be corrected," according to dictionary.com. Proofreaders mark directly on the proof any typos and check for formatting errors on the entire document, not just the copy. A proofreader works after the copy editor has finished and checks the changes made by the copy editor.

In the Journalism Industry

Copy editors, especially on newspapers, typically write headlines and photo captions as well as reading the copy before it is placed on the page. Copy editors read the copy after another editor approves it, so they may not be tasked with checking facts and may not be allowed to change certain aspects of the copy. The proofreader reads the page, looking for typos and errors introduced in the copy-editing process as well as focusing on the display copy provided by the copy editor.

In the Advertising Industry

Copy-editing in advertising rarely involves dramatically changing the text, as words have been carefully chosen to target specific audiences. Copy editors mostly look only for typos and grammatical errors in advertising copy. Proofreaders are very important for advertisers, as they look at the ad itself and ensure there are no errors in the formatting, images or any other aspect of the ad. They would be responsible, for instance, for ensuring the image in the ad is actually the product being advertised.

In the Book Publishing Industry

Copy editors are extremely important in the book publishing industry, as they work on lengthy texts to ensure the copy is consistent and grammatically perfect. A book's main editor works with the author throughout the writing process and focuses almost entirely on substance, so the copy editor might be the only person who reads the book looking for inconsistency in character development or style, for example. A proofreader for a book generally just checks the copy editor's changes to ensure no errors were entered, as formatting is relatively simple. Sometimes authors act as their own proofreaders.

Vagaries of the Positions

Some offices do not follow these general guidelines, but knowing them will help you decipher what the differences might be during a job interview. For instance, some smaller newspapers have their designers copy-edit the stories and write display copy while they design the page, then ask the proofreader to take on part of the copy-editing load as well. If you are interviewing for a copy editor or proofreader position, ask how the office splits duties between the two positions and be ready to discuss the general differences.

References

• Wiley: Checking Copyediting and Proofreading
• Writing With Vision: What's the Difference Between Proofreading and Copy Editing?
• Dictionary.com