Some people may think editing and proofreading are synonymous. This is not true – they are distinct tasks for separate purposes.
Others may not be quite sure what either actually entails, and may be surprised when their document is returned by a proofreader or editor.
A writer may ask for a document to be proofread, and then wonder why a particular fact wasn’t checked, or a passage made more concise, or a certain point wasn’t explained for a layman audience.
On the other hand, a writer might appoint an editor, thinking their work will simply be checked for spelling and grammar, and be upset to find portions of their work rewritten, rearranged or cut out entirely.
So, what is the difference?
Simply, editing is a thorough check and, if necessary, rework of a document, whereas proofreading is a superficial touch-up. That’s not to say proofreading isn’t as important – it absolutely is, albeit for different reasons.
Let’s take a look at what each service involves.
EDITING
This is a thorough assessment and even overhaul of a document. Editing does as a matter of course include spelling and grammar checks, but it does so much more than that. The editor will look to improve the flow of the narrative, to shape it for a specific audience, to reduce or expand word count as required, to eliminate repetition and redundancy, to maintain consistency, to check facts, to improve clarity, and to raise and resolve any queries the text throws up. In other words, editing is aimed at improving a piece of writing and getting it into publishable shape or to fit a specific remit.
Why do you need an editor?
A lot of writers may be tempted to think they don’t need an editor. In some cases, that may be true, and a proofreader would be a better option, but they would be in a small, accomplished minority. And even they may sometimes require an editor for a different purpose. For example, if they have written a story for a particular title and it needs to be repurposed for a different audience.
You should also consider the nationality of your target title or reader. Even if you are an established writer in your own country, you might not realise there are better, more effective or more resonant ways of saying something elsewhere.
Similarly, if you are writing in a language that is not your mother tongue, you really should consider employing an editor who is a native speaker of that language. Even if you are fluent in that language, you might miss certain nuances that a native-speaking writer or editor could employ, and which a native-speaking reader might expect. Simply, just because you’re good at English doesn’t necessarily mean you’re a good English writer.
If you’re a freelance writer, an editor might be the difference between being published or being passed over. Yes, any publication worth its salt will have its own editors, but if you are not staff, your chances of a successful pitch will improve if the material you supply won’t take up too much of their time.
If you intend to self-publish, then it’s even more important to employ an editor. While self-publishing means quality control is no barrier to publication, you should still want your work to be of a professional standard. Your sales, credibility and reputation depend on it. A good editor should leave your work looking just as professional as anything traditionally published.
Furthermore, no writer should ever edit their own work. The simple fact is you will almost certainly miss your own mistakes – and before you imagine you simply won’t make mistakes, absolutely anybody can hit an errant keystroke.
Who needs an editor?
- Anybody who intends to submit a story to a commercial publication that they don’t have an existing relationship with.
- Book writers seeking to pitch it to traditional publishers.
- Anybody who intends to self-publish anything.
- Writers aiming outside of their area of expertise, or for a different audience than they are accustomed to.
- Anybody writing in a language other than their mother tongue, or for a country other than their own.
- Writers desiring feedback, input and advice along the way.
Who doesn’t need an editor?
- Staff or contracted writers, or regular freelancers who have an established relationship with a publication.
- Authors who already have a publishing agreement – editing will come as part of the deal.
- Students, researchers, job applicants or anybody else who will be assessed on the quality of their work – these may use proofreaders, but employing an editor to improve a piece of work which is to be judged on its own merits would be disingenuous.
PROOFREADING
This is a “lighter touch” type of editing, for when a piece of writing can stand on its own merits and/or doesn’t require artistic fine-tuning. It is essentially a “peace of mind” service prior to submission or publication. The proofreader will look for spelling mistakes (especially those that spellchecking software will miss), grammatical errors, inconsistencies and, if necessary, formatting problems. The proofreader will not change word counts, make changes to the style or flow of a document, or otherwise make artistic amendments, though they may offer comments and suggestions to do so without applying them. Fact-checking is not typically part of the proofreader’s remit, though they would fix obvious mistakes (for example saying Paris is the capital of England, or 300g is half a kilo).
Often, a document can be given to a proofreader and returned without discussion or collaboration. It is certainly a quicker and cheaper option than editing.
Why do you need a proofreader?
It’s all too easy to miss your own mistakes when you are familiar with the copy. Errant keystrokes can trip up even a spelling bee champion or grammar nerd. Revisiting a story to add new info or quotes increases the chance of introducing new typos. And even the most capable and confident writers can sometimes be tired, distracted or rushed. Getting a proofreader to go over your work will give you the benefit of a fresh, focused and neutral pair of eyes and grant you the peace of mind that every box has been ticked.
And, please, do not be tempted to rely on computer spellcheckers or grammar apps. These are far from infallible, and they lack the human touch of nuance and intangible quality that is core to any good writing.
Who needs a proofreader?
Simply, anybody who’s written anything for a professional or academic purpose. To be more specific, if the question is who should employ a proofreader rather than an editor, that would be the following:
- Experienced writers.
- Students and academics.
- Writers of reports, manuals and similar.
- Writers of business materials such as brochures, websites, catalogues, leaflets, press releases, adverts, menus, labels and displays.
- Jobseekers, visa applicants, proposal writers or anybody who must submit a formal letter or statement to a company or authority.
- Anyone working to a tight budget and/or deadline that precludes a full edit.
Who doesn’t need a proofreader?
Very few writers would not benefit from proofreading as a bare minimum, but it’s not necessary to appoint an external one if you are staff or a regular contributor to a publication, or you already have a publishing agreement in place.
It would likely not be appropriate for a student or job applicant to have their writing proofread when their grade or appointment is subject to the quality of their English – for example, courses or jobs in which you must personally demonstrate high standards.
Still not sure?
If you still don’t know which service would best suit your needs, just get in touch and Rivers Editorial will give you an honest recommendation.
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