Copy editing vs proofreading: What are their key differences?

Valuable online resources and websites all have a common trait—they don’t take the importance of high-quality texts for granted. One of the ways they produce top-notch web content—such as news articles, blog posts, ad copies, and press releases—is by adding crucial steps before publication, such as copy editing and proofreading.

Depending on one’s needs, both processes may be necessary. Nevertheless, there are cases where either will do. But how do you know if copy editing vs proofreading is more apt for your draft? Let this guide help you decide as it dissects their similarities and differences.

What is copy editing?

Copy editing, also known as sub-editing, refers to correcting a copy’s mistakes in order to make it grammatical and easily digestible. Copy editors do not just try to catch errors in grammar and spelling during the editing process; they also aim to make the reading experience delightful by improving a copy’s readability, flow, and tone.

Moreover, they ensure that a copy adheres to the right style guide and does not have inaccurate or outdated content. Throughout the process, a copy editor is responsible for retaining the writer’s voice.

What is proofreading?

Proofreading involves checking a copy and removing its capitalisation and punctuation errors, misspellings, grammatical lapses, and other mechanical errors. A proofreader must also correct any layout and formatting inconsistencies, which may involve fixing headers, font usage, spacing, and visual elements like diagrams and tables.

Proofreading vs copy editing: Which is better for your needs?

As shown above, there are differences between what a copy editor does and what a proofreader does. This section elaborates more on how these two tasks are not interchangeable:

In terms of timing

During content production, a copy typically undergoes various editing stages. These include substantive or developmental editing, which focuses on helping writers with their work’s general themes and structure. After a copy has gone through a substantive edit, it will be submitted to line editing, which entails checking its flow, tone, and structure at the sentence and paragraph levels.

The next phases are copy editing and then proofreading, which serves as the final step in the editing process.

In terms of focus/scope

Proofreading focuses on errors that can be easily noticed and rectified. Meanwhile, copy editing goes beyond the surface and tackles other elements that lead to good writing, including accuracy of information, readability, logical flow, and structure.

In terms of level of detail

To see the level of detail each process involves, let’s take the following passage as an example: ‘The dog went out in the crate and then ate and then slept.’

The proofread version will look something like this: ‘The dog went out of the crate, ate, and then slept.’

Meanwhile, the copy edited version may appear as follows: ‘After leaving its crate, the dog ate some food and consequently fell asleep.’

Evidently, copy editing is more detailed and comprehensive than proofreading since it aims to improve a copy holistically.

In terms of tool/software requirements

In recent years, several kinds of free and paid tools have cropped up to aid with the copy editing and proofreading processes. These include more intelligent spell checkers in word processors, as well as web software and browser extensions for writing and editing, like Grammarly, Quillbot, and the Hemingway App.

Recommendation: If you are leaning towards a process that is compatible with more tools and technology, you cannot go wrong with either copy editing or proofreading.

In terms of style guide adherence/dependence

Both copy editors and proofreaders may require the use of an in-house, regional, or academic style guide, like the popular New Oxford Style Manual. Other references that they may use are dictionaries, such as A Dictionary of Modern English Usage.

However, copy editors tend to rely on these resources more since the scope of their work is greater and more substantial.

In terms of Google rank impact

The Google algorithm takes authoritativeness and trustworthiness into account when ranking websites in its search results. As such, copy edited pages and sites—whose accuracy has been verified by their copy editors—are likelier to rank higher than proofread ones. 

In addition, web content that has gone through copy editing tends to contain more credible sources since checking the references is also part of the process.

In terms of service cost

In 2023, the Chartered Institute of Editing and Proofreading published minimum rate guidelines for different types of professional editing services. According to the nonprofit, £33.30 per hour is a fair rate for copy editing, while £28.65 is good compensation for an hour of proofreading.

Polish your web content with Airtasker

Do you have a piece of writing that you want to be checked by a different set of eyes in case you overlooked some errors? You came to the right place since Airtasker has professional editors and proofreaders who can help you improve your written work.

Begin the search by posting a task on the platform that details what you need to be done, your budget, and your deadline.