editing and proofreading

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What Is the Difference Between Editing and Proofreading?

7-minute read

• 14th February 2023

Have you finished writing your book or thesis and aren’t sure whether you need proofreading or editing for your next steps? Or maybe you’re looking into becoming an editor and want to learn more about the differences between proofreading and editing? In this article, you’ll get a detailed description of the editing and proofreading processes and how they differ.

What Is Proofreading?

Proofreading is the final step in the writing process and involves checking for mistakes in spelling, grammar, punctuation, capitalization, and inconsistencies. It happens after the text has been written and edited and focuses on catching any remaining mistakes.

What Does a Proofreader Look for?

Proofreaders look for surface-level mistakes in the final draft of a manuscript or piece of writing. Their job is to make sure everything is consistent with things like spelling and formatting and to check for any missed grammar or punctuation mistakes.

Depending on the quality of the writing or editing, proofreaders may also catch mistakes or note organizational or structural issues. When this happens, they highlight the problem and leave a note to the writer. However, proofreaders do not make changes to the content, organization, or structure of a piece of writing. They look for mistakes and inconsistencies in:

●  Spelling

●  Grammar

●  Punctuation

●  Capitalization

●  Formatting

What Is Editing?

Editing is a broader term that encompasses a variety of tasks that improve the quality of written work. This happens before proofreading. It includes examining the content, structure, and style of the text.

It’s also important to note that there are different types of editing. This is especially important in the book publishing industry. If you look online, you’ll find several websites saying there are four, five, or even six types of editing. Regardless of how many types of editing exist, they all fall under two categories:

Substantive editing , also known as content or development editing, focuses on big-picture issues. This includes refining ideas in the text, reshaping narratives, and fixing inconsistencies in the plot or characters. This is when structure, content, and organizational changes are made.

Mechanical editing , which includes copy and line editing as well as proofreading aspects, focuses on polishing the text. After major issues in the text are corrected, editors can focus on other issues, such as smaller inconsistencies, sentence structure, and grammar issues.

If you’re editing a smaller piece of writing, such as an essay for a class assignment, you’ll most likely only need to edit one or two times. However, for larger manuscripts, such as novels or PhD theses, you may need to undergo many rounds of editing. Larger manuscripts may also need revising before editing , so be sure to evaluate your writing before starting any of these processes.

What Does an Editor Look for?

While proofreaders look for surface-level mistakes, editors are concerned with the bigger picture. Generally, editors will take a line-by-line approach to a piece of writing to ensure the meaning is clear, the content makes sense, and the overall flow of the document is smooth.

Additionally, editors can make substantial changes to a manuscript if there are major issues, such as plot or character inconsistencies, weak parts of the narrative, or organizational problems.

As mentioned in the previous section, mechanical editing also addresses grammar, spelling, punctuation, and formatting issues. However, editors are more focused on the overall coherence and cohesion of the piece, so some mistakes might be overlooked. This is why final proofreading is done after editing. Editors focus on:

●  Plot or character inconsistencies

●  Clarity and coherence

●  Structure and organization

●  Tone, style, and voice

●  Repetition and redundancy

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●  Sentence structure

●  Overall consistency

Differences Between Proofreading and Editing

While there is some overlap between proofreading and mechanical editing, such as checking for consistencies, grammar, and formatting, they are very different processes. Editing still focuses on the bigger picture of a text. For example, an editor will ask:

●  Are there plot holes?

●  Are character descriptions consistent?

●  Is the structure and organization of the text logical and easy to follow?

●  Is the tone, style, and voice of the text appropriate and consistent?

●  Is each sentence clear and easy to understand?

Proofreading focuses on making sure everything is consistent (these consistencies could be outlined in a style guide given to the proofreader) and checking for any grammar, punctuation, spelling, capitalization, and formatting mistakes. It’s the last step in the writing process.

Proofreaders may also catch mistakes missed in the editing process and leave notes for the writer if drastic alterations are still needed. Proofreaders ask:

●  Is everything consistent according to the writer’s specifications (e.g., style guide/referencing system)?

●  Is the text free of grammar, spelling, capitalization, punctuation, and formatting mistakes?

●  Do I see any lengthy, awkward, or unclear sentences I need to highlight for additional editing?

Why Both Are Important

Editing and proofreading are both integral parts of the writing process. They ensure that your writing is of the highest quality possible. It’ll be hard to get a book published that has character inconsistencies or plot holes. And journals aren’t going to publish research articles with grammar errors or missing punctuation. Editing and proofreading services ensure your writing gets to your intended audience.

The editing process is going to look different for different types of writing. For example, if you’re editing a literature paper for an English class, you’re looking for a strong thesis statement, topic sentences in body paragraphs, and supporting evidence from the text. However, book editing focuses on plot, characters, chapter organization, style, prose, and much more.

Editing and proofreading are different processes. Editing happens before proofreading and includes making content, structural, and organizational changes. Proofreading is the last stage in the writing process and happens before the writing is published or submitted. Proofreaders check for grammar, spelling, punctuation, capitalization, and formatting inconsistencies.

If you have an important text that you intend to share with a larger audience or submit to a class, editing and proofreading are essential. These processes will make sure your writing is of high quality and error-free.

How do proofreading and editing differ in terms of their processes and goals?

Proofreading is the last step in the writing process and focuses on surface-level mistakes, such as grammar, spelling, and formatting mistakes. Editing takes place before proofreading and focuses on big picture issues, such as content, structure, and organization.

How do you know if you need proofreading or editing services?

You need editing services if you just finished writing and have a first draft. However, if you’ve done some editing on your own and aren’t sure which service you need next, talk to a professional. They’ll evaluate your writing and give you suggestions.

What are the advantages and disadvantages of using a proofreading and editing service?

Proofreading and editing services result in high-quality and error-free writing from trained professionals. The disadvantage of proofreading and editing services is having to pay for them.

Are you in need of editing or proofreading services for your essay, novel, or business proposal ? Our experts are here to make sure your writing is error-free and ready for publication. Try our free trial today!

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Editing and Proofreading

What this handout is about.

This handout provides some tips and strategies for revising your writing. To give you a chance to practice proofreading, we have left seven errors (three spelling errors, two punctuation errors, and two grammatical errors) in the text of this handout. See if you can spot them!

Is editing the same thing as proofreading?

Not exactly. Although many people use the terms interchangeably, editing and proofreading are two different stages of the revision process. Both demand close and careful reading, but they focus on different aspects of the writing and employ different techniques.

Some tips that apply to both editing and proofreading

• Get some distance from the text! It’s hard to edit or proofread a paper that you’ve just finished writing—it’s still to familiar, and you tend to skip over a lot of errors. Put the paper aside for a few hours, days, or weeks. Go for a run. Take a trip to the beach. Clear your head of what you’ve written so you can take a fresh look at the paper and see what is really on the page. Better yet, give the paper to a friend—you can’t get much more distance than that. Someone who is reading the paper for the first time, comes to it with completely fresh eyes.
• Decide which medium lets you proofread most carefully. Some people like to work right at the computer, while others like to sit back with a printed copy that they can mark up as they read.
• Try changing the look of your document. Altering the size, spacing, color, or style of the text may trick your brain into thinking it’s seeing an unfamiliar document, and that can help you get a different perspective on what you’ve written.
• Find a quiet place to work. Don’t try to do your proofreading in front of the TV or while you’re chugging away on the treadmill. Find a place where you can concentrate and avoid distractions.
• If possible, do your editing and proofreading in several short blocks of time. Your concentration may start to wane if you try to proofread the entire text at one time.
• If you’re short on time, you may wish to prioritize. Make sure that you complete the most important editing and proofreading tasks.

Editing is what you begin doing as soon as you finish your first draft. You reread your draft to see, for example, whether the paper is well-organized, the transitions between paragraphs are smooth, and your evidence really backs up your argument. You can edit on several levels:

Have you done everything the assignment requires? Are the claims you make accurate? If it is required to do so, does your paper make an argument? Is the argument complete? Are all of your claims consistent? Have you supported each point with adequate evidence? Is all of the information in your paper relevant to the assignment and/or your overall writing goal? (For additional tips, see our handouts on understanding assignments and developing an argument .)

Overall structure

Does your paper have an appropriate introduction and conclusion? Is your thesis clearly stated in your introduction? Is it clear how each paragraph in the body of your paper is related to your thesis? Are the paragraphs arranged in a logical sequence? Have you made clear transitions between paragraphs? One way to check the structure of your paper is to make a reverse outline of the paper after you have written the first draft. (See our handouts on introductions , conclusions , thesis statements , and transitions .)

Structure within paragraphs

Does each paragraph have a clear topic sentence? Does each paragraph stick to one main idea? Are there any extraneous or missing sentences in any of your paragraphs? (See our handout on paragraph development .)

Have you defined any important terms that might be unclear to your reader? Is the meaning of each sentence clear? (One way to answer this question is to read your paper one sentence at a time, starting at the end and working backwards so that you will not unconsciously fill in content from previous sentences.) Is it clear what each pronoun (he, she, it, they, which, who, this, etc.) refers to? Have you chosen the proper words to express your ideas? Avoid using words you find in the thesaurus that aren’t part of your normal vocabulary; you may misuse them.

Have you used an appropriate tone (formal, informal, persuasive, etc.)? Is your use of gendered language (masculine and feminine pronouns like “he” or “she,” words like “fireman” that contain “man,” and words that some people incorrectly assume apply to only one gender—for example, some people assume “nurse” must refer to a woman) appropriate? Have you varied the length and structure of your sentences? Do you tends to use the passive voice too often? Does your writing contain a lot of unnecessary phrases like “there is,” “there are,” “due to the fact that,” etc.? Do you repeat a strong word (for example, a vivid main verb) unnecessarily? (For tips, see our handouts on style and gender-inclusive language .)

Have you appropriately cited quotes, paraphrases, and ideas you got from sources? Are your citations in the correct format? (See the UNC Libraries citation tutorial for more information.)

As you edit at all of these levels, you will usually make significant revisions to the content and wording of your paper. Keep an eye out for patterns of error; knowing what kinds of problems you tend to have will be helpful, especially if you are editing a large document like a thesis or dissertation. Once you have identified a pattern, you can develop techniques for spotting and correcting future instances of that pattern. For example, if you notice that you often discuss several distinct topics in each paragraph, you can go through your paper and underline the key words in each paragraph, then break the paragraphs up so that each one focuses on just one main idea.

Proofreading

Proofreading is the final stage of the editing process, focusing on surface errors such as misspellings and mistakes in grammar and punctuation. You should proofread only after you have finished all of your other editing revisions.

Why proofread? It’s the content that really matters, right?

Content is important. But like it or not, the way a paper looks affects the way others judge it. When you’ve worked hard to develop and present your ideas, you don’t want careless errors distracting your reader from what you have to say. It’s worth paying attention to the details that help you to make a good impression.

Most people devote only a few minutes to proofreading, hoping to catch any glaring errors that jump out from the page. But a quick and cursory reading, especially after you’ve been working long and hard on a paper, usually misses a lot. It’s better to work with a definite plan that helps you to search systematically for specific kinds of errors.

Sure, this takes a little extra time, but it pays off in the end. If you know that you have an effective way to catch errors when the paper is almost finished, you can worry less about editing while you are writing your first drafts. This makes the entire writing proccess more efficient.

Try to keep the editing and proofreading processes separate. When you are editing an early draft, you don’t want to be bothered with thinking about punctuation, grammar, and spelling. If your worrying about the spelling of a word or the placement of a comma, you’re not focusing on the more important task of developing and connecting ideas.

The proofreading process

You probably already use some of the strategies discussed below. Experiment with different tactics until you find a system that works well for you. The important thing is to make the process systematic and focused so that you catch as many errors as possible in the least amount of time.

• Don’t rely entirely on spelling checkers. These can be useful tools but they are far from foolproof. Spell checkers have a limited dictionary, so some words that show up as misspelled may really just not be in their memory. In addition, spell checkers will not catch misspellings that form another valid word. For example, if you type “your” instead of “you’re,” “to” instead of “too,” or “there” instead of “their,” the spell checker won’t catch the error.
• Grammar checkers can be even more problematic. These programs work with a limited number of rules, so they can’t identify every error and often make mistakes. They also fail to give thorough explanations to help you understand why a sentence should be revised. You may want to use a grammar checker to help you identify potential run-on sentences or too-frequent use of the passive voice, but you need to be able to evaluate the feedback it provides.
• Proofread for only one kind of error at a time. If you try to identify and revise too many things at once, you risk losing focus, and your proofreading will be less effective. It’s easier to catch grammar errors if you aren’t checking punctuation and spelling at the same time. In addition, some of the techniques that work well for spotting one kind of mistake won’t catch others.
• Read slow, and read every word. Try reading out loud , which forces you to say each word and also lets you hear how the words sound together. When you read silently or too quickly, you may skip over errors or make unconscious corrections.
• Separate the text into individual sentences. This is another technique to help you to read every sentence carefully. Simply press the return key after every period so that every line begins a new sentence. Then read each sentence separately, looking for grammar, punctuation, or spelling errors. If you’re working with a printed copy, try using an opaque object like a ruler or a piece of paper to isolate the line you’re working on.
• Circle every punctuation mark. This forces you to look at each one. As you circle, ask yourself if the punctuation is correct.
• Read the paper backwards. This technique is helpful for checking spelling. Start with the last word on the last page and work your way back to the beginning, reading each word separately. Because content, punctuation, and grammar won’t make any sense, your focus will be entirely on the spelling of each word. You can also read backwards sentence by sentence to check grammar; this will help you avoid becoming distracted by content issues.
• Proofreading is a learning process. You’re not just looking for errors that you recognize; you’re also learning to recognize and correct new errors. This is where handbooks and dictionaries come in. Keep the ones you find helpful close at hand as you proofread.
• Ignorance may be bliss, but it won’t make you a better proofreader. You’ll often find things that don’t seem quite right to you, but you may not be quite sure what’s wrong either. A word looks like it might be misspelled, but the spell checker didn’t catch it. You think you need a comma between two words, but you’re not sure why. Should you use “that” instead of “which”? If you’re not sure about something, look it up.
• The proofreading process becomes more efficient as you develop and practice a systematic strategy. You’ll learn to identify the specific areas of your own writing that need careful attention, and knowing that you have a sound method for finding errors will help you to focus more on developing your ideas while you are drafting the paper.

Think you’ve got it?

Then give it a try, if you haven’t already! This handout contains seven errors our proofreader should have caught: three spelling errors, two punctuation errors, and two grammatical errors. Try to find them, and then check a version of this page with the errors marked in red to see if you’re a proofreading star.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Especially for non-native speakers of English:

Ascher, Allen. 2006. Think About Editing: An ESL Guide for the Harbrace Handbooks . Boston: Wadsworth Cengage Learning.

Lane, Janet, and Ellen Lange. 2012. Writing Clearly: Grammar for Editing , 3rd ed. Boston: Heinle.

For everyone:

Einsohn, Amy. 2011. The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications , 3rd ed. Berkeley: University of California Press.

Lanham, Richard A. 2006. Revising Prose , 5th ed. New York: Pearson Longman.

Tarshis, Barry. 1998. How to Be Your Own Best Editor: The Toolkit for Everyone Who Writes . New York: Three Rivers Press.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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Editing vs. proofreading: what is the difference between proofreading and editing.

• Articles , Get Published
• November 10, 2023

Effective writing is an art that demands attention to detail and precision. In the writing process, two crucial stages play a pivotal role in ensuring your work is error-free and polished: editing and proofreading. While these terms are often used interchangeably, they serve distinct purposes. While editing techniques aim to enhance the readability of your text, proofreading involves surface-level checks such as elimination of grammatical, punctuation, and spelling errors to ensure precision.

It is important to understand the difference between editing and proofreading to improve the quality of your writing.

Editing: Definition and Meaning

Editing is the first step in refining your written content. It entails an in-depth examination of the content and may also involve utilizing subject-specific expertise to clarify text and verify the accuracy of facts.

Editors ensure that the intended meaning and ideas are effectively communicated to the target audience. While they do address grammar and punctuation errors, their primary focus is on the presentation of the content.

The key aspects of editing include:

• Content and Organization: Editors evaluate the content’s relevance, flow, and logical progression. They may make major changes to sentence structure or word choice and also suggest adding or removing sections to enhance the overall flow.
• Clarity and Conciseness: Editors help ensure that your ideas are expressed clearly and concisely. They may rephrase sentences for clarity and eliminate redundancies.
• Tone and Style: Editors work on the tone and style to match the target audience. They may offer guidance on the use of formal or informal language and jargon.

Proofreading: Definition and Meaning

Proofreading comes after the editing stage and is the final quality check of a document. It involves rectifying language errors at both word level (such as typographical errors and inconsistent terminologies) and at sentence level (such as improper syntax, incorrect modifiers), and other grammatical errors.

Proofreading encompasses:

• Grammar and punctuation checks: Proofreaders meticulously scan the document for errors in grammar, punctuation, and spelling. Errors such as subject-verb agreement and misplaced commas can be fixed at this stage.
• Spelling and typo checks: Proofreaders identify and rectify spelling mistakes and other typographical errors.
• Consistency and format check: Proofreaders ensure consistent formatting and adherence to style guides. This includes consistent capitalization, numbering, and citations.
• Layout: They also review the document’s layout, making sure headings, fonts, and line spacing are consistent and visually appealing.

In Summary: Editing vs Proofreading

In summary, while editing focuses on the content and overall structure of your writing, proofreading is the final stage that scrutinizes the text for mechanical errors. Both require meticulous reading and attention to detail and are essential for producing high-quality, error-free work, and they complement each other perfectly.

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NSK is a project manager with a Ph.D. in Plant Biotechnology and Genetic Engineering from University of Madras and has published articles in the fields of plant genetic engineering and molecular biology. In her current role as Manager, Scientific Editing and Journal Services, NSK plays a pivotal role in facilitating communication between journals and authors, ensuring a seamless publication process.

Proofreading: The Silent Hero of Scholarly writing

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Copy Editing vs. Proofreading: What’s the Difference?

Broadly speaking, editing is considered the final step in the writing process before publication. However, the editing phase includes multiple types of editing, all of which are intended to refine the written work into an easy-to-understand and mistake-free version.  

Two types of editing that are commonly used interchangeably are copy editing and proofreading. Both types of editing clean up writing, but each has its distinct contribution to the process.

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What is copy editing?

Copy editing takes place after a substantive edit but before proofreading. The objective of copy editing is to polish the copy so that it’s clear while retaining the author’s voice and meaning. Copy is defined as “matter to be printed,” and a copy editor is responsible for this polishing step. They comb through a written work to identify and correct: 

• Tone and style deviations
• Clunky transitions
• Confusing syntax
• Problematic or misused words
• Uneven flow

After a copy edit, the copy should be a cohesive, readable piece that adheres to the publication’s tone and style guidelines.

What is proofreading?

Proofreading takes place after the copy editor has completed their work and before the work is published. This step gets its name from the traditional typesetting process. Before multiple book copies were printed, a test version of a manuscript or book, called a “galley proof,” would be created. Proofreaders would read through these proofs to spot and fix mistakes before moving them forward to printing.

A proofreader is a specialized editor who’s tasked with reviewing the mechanical elements of the copy. They are the final set of eyes to address issues involving:

• Punctuation
• Capitalization
• On-page layout

In addition to correcting mechanical, fine line oversights that might have slipped through the editing process, proofreaders are responsible for fixing on-page elements. These might include inconsistent headers and subheads, page numbers and breaks, placement of visual assets like a table or chart, and other formatting issues.  

Copy editing vs. proofreading

There is some overlap between copy editing and proofreading in that both steps fall under mechanical editing. Although they have some steps in common, such as rectifying misspellings and incorrect grammar, there are notable differences. 

Copy editing aims to ensure that statements logically flow from one sentence to the next while keeping the content accessible to its intended readership. Copy editors are also the gatekeepers that uphold a publication’s tone and style rules. They enforce cohesion within an individual work as well as across all works under the publication.

Proofreading differs from copy editing in that it is charged with cleaning up mechanical inconsistencies overlooked throughout the editing process. Proofreaders aren’t as concerned about whether the statements and ideas are fluid and cohesive; rather they care that the words on the page look as they should.

Whether you’re self-editing your work , submitting your draft to editors for review, or reviewing an author’s draft, understanding the difference between copy editing versus proofreading can help you fine-tune your editing process. 

Copy editing and proofreading examples

Below is an example of copy editing and proofreading in action, using the same copy with edits shown in red for illustrative purposes.

Copy editing

I think out loud sometimes but lose track of why I started thinking out loud in the first place. People who pass me by often think I’m asking them a question out of nowhere and for not reason. But there’s always a reason, they just don’t know it. “But that doesn’t make sense, now does it?,” I’d cry out. And the young, college student sitting on on the same park bench responds, “What doesn’t make sense?”

Copy edited  version :

I think out a loud sometimes but lose track of why I started thinking out loud did so in the first place. P assersby eople who pass me by often think I’m asking them a question out of nowhere and for no t reason. But there’s always a reason , — they just don’t know it. 

“But that doesn’t make sense, now does it? , ” I’d cry out. 

“What doesn’t? , ” the young , college student sitting on on the same park bench responds . ,  

Proofreading

I think out loud sometimes but lose track of why I started thinking out loud in the first place. People who pass me by often think I’m asking them a question out of nowhere and for not reason. But there’s always a reason, they just don’t know it. “But that doesn’t make sense, now does it?,” I’d say out loud. And the young, college student sitting on on the same park bench responds, “What doesn’t?”

Proofread version:

I think out loud sometimes but lose track of why I started thinking out loud in the first place. People who pass me by often think I’m asking them a question out of nowhere and for no t reason. But there’s always a reason , — they just don’t know it. 

“But that doesn’t make sense, now does it? , ” I’d cry out. And the young , college student sitting on on   the same park bench responds, “What doesn’t?”

Copy editing vs. proofreading FAQs

Copy editing is a step in the editing process that typically occurs after substantive editing. It involves identifying and fixing errors related to spelling and grammatical typos, tone and style inconsistencies, awkward syntax, and poor word choice. The goal of copy editing is to create cohesion while maintaining the integrity of the author’s voice and meaning.

Proofreading is the final step in the editing process and is done before a written piece moves on to publication. Proofreaders are the final line of defense against surface-level typos and on-page formatting inconsistencies. In addition to performing the last scan for spelling, grammar, and punctuation, they are responsible for verifying page counts, the placement of page breaks and other visual assets within the text, header format, and more. 

What’s the difference between copy editing and proofreading?

The difference between copy editing and proofreading lies in which components of a written work each role focuses on. In copy editing, the copy is tidied up for conciseness and polished so that the information is delivered to the reader clearly. Proofreading, however, is the last opportunity to catch errors and correct inconsistencies relating to how the page looks.

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Editing and Proofreading

Editing and proofreading are distinct but complementary stages in the writing process.

Editing encompasses a broader scope, involving a comprehensive review of content, structure, style, and organization. Editors focus on refining clarity, coherence, and overall effectiveness, often making substantial changes to enhance the quality and impact of the paper.

Proofreading, on the other hand, is a narrower task concentrated on correcting surface-level errors like grammar, spelling, punctuation, and formatting. Proofreaders meticulously examine the text for typographical mistakes and inconsistencies, ensuring the document adheres to formatting guidelines.

While editing involves content enhancement, fact-checking, and style refinement, proofreading ensures the final polish and accuracy of the work. Both stages play vital roles in producing a polished and professional piece of writing.

Separating the Editing and Proofreading Stages

Generally, you should separate the editing and proofreading processes into distinct stages rather than attempting to do them at the same time. Editing and proofreading require different approaches, and combining them can lead to missing errors or missing opportunities for content improvement.

Here's why it's often better to edit and proofread separately:

Focus and Objectives : Editing involves evaluating the overall content, structure, and style of your writing. It requires a focus on clarity, coherence, and effective communication of ideas. Proofreading, on the other hand, focuses on the correctness of grammar, spelling, punctuation, and formatting. Attempting to switch between these two different objectives in a single pass can lead to mental fatigue and reduced effectiveness in both tasks.

Attention to Detail : Proofreading requires a meticulous examination of the text to identify subtle errors. Trying to proofread while in an editing mindset might cause you to skim over errors or miss inconsistencies. And you don't want to miss anything!

Efficiency and Quality : Separate stages allow you to approach each task with the specific focus it requires. By dedicating specific time to editing and proofreading, you're more likely to produce higher-quality work in both aspects.

Revision Cycles : After editing, you might make substantial changes to your content, which could render some proofreading efforts irrelevant. By first completing the editing process and then proofreading, you can ensure that the final text you proofread is consistent and reflective of your content improvements.

Individual preferences and circumstances can vary. Some writers might find a hybrid approach that combines light proofreading during the editing process to be effective. Others may have distinct processes for editing and/or proofreading. The key is to maintain a clear distinction between the two tasks and avoid compromising the quality of either. The most important thing is to approach both editing and proofreading with fresh eyes and a dedicated focus, which is more achievable when they are performed as separate and distinct steps in the writing process.

• Scope and Focus : Editing encompasses a broader range of tasks and involves reviewing the content, structure, and overall effectiveness of the writing. It goes beyond surface-level errors to address the clarity, coherence, organization, and presentation of ideas.
• Content Review : During editing, you evaluate the logical flow of ideas, the strength of arguments, the relevance of supporting evidence, and the overall structure of the paper. You may make substantial changes, such as reorganizing paragraphs, clarifying complex concepts, and refining the overall message.
• Style and Tone : Editing includes improving the writing style and ensuring a consistent tone throughout the paper. You might suggest changes to sentence structures, rephrase sentences for better clarity, and enhance the overall readability.
• Content Enhancement : Editing involves adding, deleting, or revising content to improve the quality and impact of the paper. You might expand on ideas, provide more examples, or strengthen weak arguments.
• Fact-Checking and Accuracy : Editors often verify the accuracy of facts, data, and references used in the paper to ensure that the information presented is reliable and credible.
• Substantive Changes : Editing can involve making substantive changes that impact the overall meaning and structure of the paper. It requires a deep understanding of the subject matter and the goals of the writing.

Proofreading

• Scope and Focus : Proofreading is a narrower task focused on identifying and correcting surface-level errors, such as grammar, spelling, punctuation, and formatting. It's the final quality check before the document is considered complete.
• Error Correction : During proofreading, you meticulously review the text to correct typographical errors, misspellings, incorrect punctuation, and formatting inconsistencies.
• Content Evaluation : Proofreading does not involve evaluating the content, structure, or organization of the paper. It focuses solely on the correctness of the text.
• Line-Level Review : Proofreading is often done on a line-by-line basis, carefully examining each sentence for errors and inconsistencies.
• Formatting and Layout : Proofreaders ensure that the document adheres to the required formatting style (such as APA, MLA, or Chicago) and that headings, subheadings, fonts, margins, and spacing are consistent.
• Final Check : Proofreading is typically the last step before the document is considered final and ready for submission or publication.

Tips for Editing

• Take a Break : Yes, kind of like the song from Hamilton the musical.  Instead of "run[ning] away for the summer," step away from the document for a while before starting the editing process. This break allows you to approach the text with fresh eyes and a clear mind.

Read Aloud : Read the document aloud. This technique helps you catch awkward phrasing, unclear sentences, and errors that might be missed during silent reading. For an added layer, record yourself and use this as presentation practice.

Focus on Content First : Begin by addressing content issues such as clarity, argumentation, coherence, and organization. Make sure your main points are effectively communicated and supported with relevant evidence.

Check for Consistency : Verify that terminology, abbreviations, formatting, and style choices are consistent throughout the document. This is absolutely essential for all documents, but particularly important in technical and professional writing.

Simplify Sentences : Aim for clarity by simplifying complex sentences and avoiding unnecessary jargon. Use clear and concise language to convey your ideas. Think about your audience. What do they need? How simple do your sentences need to be for them to follow along?

Check Transitions : Ensure smooth transitions between paragraphs and sections. Use transitional phrases to guide the reader through your content.

Eliminate Repetition : Remove redundant information or repeated phrases. Every sentence should contribute something new to your argument. This is best found through reading aloud. 

Be Critical : Sometimes, people say to "be ruthless" in your editing. What they mean is that you need to be critical and cut whatever is not needed. Don't hesitate to cut unnecessary content, even if you spent time writing it. Focus on the most relevant and impactful information.

Fact-Check and Verify References : Confirm the accuracy of facts, statistics, and references. Make sure all sources are correctly cited and reliable. Yes, this is where you double-check your citations. (You definitely didn't wait until the "end" to do your citations, right? You did them as you wrote your paper, right? Right?)

• Get Feedback : If possible, have someone else review your document. Fresh perspectives can help identify issues you might have missed. This is what the staff of the Writing Lab is trained for! We're here to help! 

Take Your Time : Editing requires patience and attention to detail. Allocate sufficient time for the process to ensure thoroughness. You should finish your draft before the deadline with enough time to spare for revisions, editing, and proofreading.

Use Tools Wisely : While grammar and spell checkers are helpful, don't rely solely on them. Manual review is essential for accurate editing. Sometimes, those tools can provide incorrect suggestions.

Multiple Rounds : Consider going through several rounds of editing, focusing on different aspects with each pass.

Tips for Proofreading

• Take Breaks : Divide your proofreading session into shorter intervals and take breaks in between. This helps maintain your concentration and prevents fatigue. (We won't make the same  Hamilton joke here.)

Change Your Perspective : Alter the way you view the document by changing its font, size, or color. This can help you notice errors that you might have overlooked in the original format. This also helps to break up the monotony of the writing process.

Read Slowly : Read the document slowly and carefully. Pay attention to each word, and avoid rushing through the text.

Focus on One Aspect at a Time : In each proofreading pass, focus on specific elements such as spelling, punctuation, or formatting. This prevents you from getting overwhelmed by trying to catch everything at once.

Read Aloud : Reading the text aloud or whispering it can help you catch errors that you might not notice when reading silently. If you struggle with this, there are several reader tools in word processors and online.

Proofread Backwards : Start from the last sentence and work your way backward through the document. This technique disrupts the flow of the text and makes it easier to spot errors. (This is Dr. Murdock's go-to strategy!)

Check Punctuation Carefully : Pay close attention to punctuation marks such as commas, periods, semicolons, and quotation marks. Verify that they are used correctly. You likely have habits in your writing, such as forgetting commas in certain places or using semicolons too often. Make sure each use is meaningful.

Check Numbers and Symbols : Double-check numerical values, dates, and symbols to ensure they are accurate and properly formatted. Make sure your data matches the actual data of your project. If you incorrectly report data points, that can negatively impact your entire document!

Look for Homophones : Homophones are words that sound the same but have different meanings (e.g., "their," "there," "they're"). Be vigilant in identifying and correcting these.

Check Capitalization : Verify that proper nouns, titles, headings, and the beginning of sentences are capitalized correctly. For example, "Clemson" should always be capitalized.

Use Tools Judiciously : Utilize spelling and grammar checkers, such as Grammarly, but remember that they might not catch every error. Manually review their suggestions to ensure correctness.

Print It Out : Proofreading a physical copy of the document can help you spot errors more easily than on a screen.

Seek a Second Pair of Eyes : If possible, ask someone else to proofread the document as well. Fresh eyes can catch errors you might have missed. This is what the Writing Lab staff is trained for and we're here to help! 

Use Style Guides : Consult style guides (such as APA, MLA, or Chicago) for specific rules on formatting, punctuation, and citations. For example, APA has guidance on use of singular "they" and anthropomorphism in their style guide.

Editing and Proofreading Resources

Grammarly Premium is provided by Clemson University as a resource for editing and proofreading. While helpful, it can provide incorrect suggestions so use it wisely.

Purdue OWL is the resource everyone (scholars and teachers in writing studies) suggests for resources regarding proofreading.

Purdue Online Writing Lab College of Liberal Arts

Editing & Proofreading

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

This resource covers process and strategy, not correctness rules. For help there, see our many resources on grammar,    mechanics ,  and punctuation .

There are multiple levels of editing, and terminology surrounding editing is often used interchangeably and fluidly. These levels have some overlap between each other, rather than being totally discrete stages; similarly, developmental and substantive editing are more closely related to the "revision" step of the writing process. The four editing levels are:

• Developmental editing: looking at the overall development of the piece, for instance looking for organizational patterns, missing information, inaccurate information, or anything that might confuse a reader
• Substantive editing: making changes to ensure sections (all the way down to paragraphs and sentences) flow logically from one to the next, ensure each paragraph's topic sentence is present and accurate, adding new necessary material to make connections between ideas, removing unnecessary material
• Copyediting: addressing sentence level issues such as style inconsistencies, subject-verb agreement, confusing or wordy phrasing, missing words, missing or inaccurate citations, and any other mechanical or grammatical issues that may be present
• Proofreading: usually the "last pass" before submission or publication; ensuring everything is correct and no lingering errors such as typos, missing words, missing punctuation, etc. remain.

In general, writers should follow this list down in order when revising and editing, from higher order to lower order concerns (in other words, from bigger or more impactful issues to smaller and less impactful issues).

While many writers edit alone at some point during the process, many writers also edit with a partner or writing group. Working with others is strongly recommended when editing; typically, this stage of the writing process comes last or close to last, meaning that writers are more likely to overlook mistakes or potential opportunities (because they have been working on the text for so long). It can be hard for writers to imagine other possibilities beyond what they have already written. A partner or group brings fresh perspective and a real audience who can offer feedback and tell the writer more about what it's like to read their writing. 

If you're intrigued by the idea of a writing group but not sure where to start, you might check out these resources: 

• OWL Vidcast: Writing Groups & How to Form Them
• Writing Groups Toolkit from University of North Carolina - Chapel Hill

Editing Before Submission

When you're ready to edit, it's important to start with higher order concerns and move down to lower order concerns (as stated above). For higher order concerns, see the editing and revision tips on our Organization and Structure page. For lower order concerns (and sometimes higher order concerns — you might realize something about organization while reading carefully for sentence level issues!), here's a list of strategies that our tutors recommend in sessions with graduate writers. They're usually adaptable to different preferences you might have about working digitally vs. on paper, or working alone vs. with a partner or group. Be creative to find what works for you!

• Read aloud. You can do this yourself, get your computer to read your text out, or ask a friend. Hearing your writing read aloud can help identify places where sentences are confusing or difficult to read, highlight missing words, and create some distance between you and your writing so you can more easily evaluate it.
• Color code. You might do this by highlighting or changing font colors on your screen, using markers on paper, or even without color using font styles and sizes. This technique is useful for various applications, including identifying parts of sentences, identifying particular words or phrases you repeat often, or categorizing sentences by idea to check organization.
• Pick individual issues. When you read through with your focus on only one thing, like correcting comma errors or looking for all the places you write "the ways in which," you're less likely to miss instances of that error by getting distracted with other issues.
• Use checklists. Venues such as journals and conferences often have checklists for authors to use when preparing manuscripts; if you don't have a checklist from a professor, you can sometimes use these checklists to help guide your editing for writing for courses as well. You can also keep a checklist of known issues that your writing partners, professors, tutors, or mentors have mentioned on previous writing assignments to help you look for things you know you do (for instance, one former tutor always put her topic sentences at the ends of paragraphs — she keeps this item in a revision and editing checklist and it's one of the first things she addresses when she edits).

Editing with Feedback

Often, graduate students will be writing or editing with some type of feedback. This could be from peers in a class, from an instructor or mentor, or from a peer reviewer at a conference or journal. If you're in this situation, please see our resources on writing with feedback for more strategies and tips.

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Proofreading vs editing: What's the difference?

Evelyn Levisohn

Apr 10, 2019

Just finished writing your dissertation or essay? Congratulations! However, there's still a little way to go before you can hand it in. It's always essential to check over any piece of work to make sure you have the best chance of success. But should you edit your essay, or proofread it, or both? Many people use these terms interchangeably, however proofreading and editing don't quite mean the same thing - and they won't produce the same results. 

Proofreading is the correcting of surface errors such as grammar, spelling and punctuation. While it still requires a nuanced understanding of the English language, it differs from editing, which seeks to improve the overall quality of writing by enhancing flow, readability and structure. 

Here's a deeper look at what each involves. 

Proofreading

Proofreading is often considered a science. Proofreading checks work to identify all errors in spelling, punctuation and grammar. It also picks up instances of inconsistent terminology, formatting and referencing. Proofreading tends to result in minor, aesthetic adjustments to text rather than big changes. 

However, proper proofreading still requires specialised knowledge and experience to be effective (and certainly goes far beyond what your computer's spell-checking software can do). This is because the human brain is very good at correcting errors automatically, so when you look at a piece of writing you may not register its mistakes, especially when it comes to your own work. We've all seen those memes where some letters are jumbled up inside words, but you can still somehow read them!

Any assignment should include a proofreading stage to ensure it is error free before it's marked. Proofreading is also an opportunity for you to start recognising errors you make consistently so that you can avoid those mistakes in future . 

If proofreading is a science, editing is an art. Editing is the process of improving the overall quality of writing to make an essay the best it can possibly be. It uses much more creativity and often considers the feelings of the work's audience. As such, editing can cause extensive changes to text, bringing up questions such as:

• Have you chosen the most appropriate words to convey your meaning effectively?
• Have you used the passive voice?
• Is the tone right for the audience?
• Are there unnecessary words or overlong sentences?
• Can the structure of the essay be changed to make the argument more persuasive ?

Editing is all about making sure the meaning and  ideas  in a piece of work are conveyed in the best possible way, for the audience. Editing might also involve looking more closely at the content itself, using specialist knowledge of the subject to clarify text, and often check facts as well. In addition, it's another chance to look closely at spelling and grammar, just as with proofreading. 

When editing your own work, it's best to put it aside for a day or two so you can look at it with a fresh perspective (or with the added help of feedback from someone else). Otherwise, you are usually too attached to the assignment to be able to make objective decisions about the words on the page and the structure that you've used. 

A popular technique of the drafting process is to edit first and proofread last, as a final, final step before you hand in your work. And definitely reach out for help during this process, if you can. A second set of eyes can be invaluable, for both editing and proofreading.

Online essay feedback in less than 24 hours

Studiosity's Writing Feedback service  helps with both editing and proofreading your own work.  When you have read and re-read your writing over and over, it can be very hard to find mistakes or to see clear ways to improve your overall assignment. 

Our writing specialists are available 24 hours a day, 365 days of the year to review your written drafts. Their feedback will help you identify spelling and grammatical errors (including ones you might be making often without realising), structural issues, punctuation, and other core areas of academic literacy such as referencing that could be preventing you from getting your best marks.

With a detailed written guidance and pointers alongside highlighted, in-text annotations throughout your actual document, our specialists use examples from within your own work to illustrate their feedback. It can help you tackle both the editing and proofreading stages of improving your work before you hand it in for marking. And what's more, we'll send your draft back to you in under 24 hours, so you can meet even the tightest deadlines!

The best part? You may already have access to Studiosity for free , thanks to your education provider!

Topics: Students , English , Writing , Formative feedback

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Writers Workshop

Editing and Proofreading

As you prepare your final draft, you’ll want to leave time to edit and proofread. Editing strategies focus on making your text more readable by assessing clarity, style, and citations, while proofreading strategies focus on eliminating errors and mistakes in grammar, punctuation, spelling, and formatting. Follow the steps below to edit and proofread your draft.

Editing Strategies

• Make it a verb (e.g. customize).
• Revise the sentence to have a clearer subject and verb.
• Make it active (e.g. “The committee prepared the report”).
• Simplify that sentence’s subject.
• Consider breaking up sentences longer than 3 lines.
• Combine them.
• Replace it with an active verb.
• Be more specific.
• Determine: Are they necessary? Can they be more specific?
• Pick one to use instead.
• Determine: Do you need this? Is there another word you could use?

Proofreading Strategies

Proofreading is usually the very last step in the writing process, providing a final check for any errors or issues before the writing is shared. Remember that while editing may occur throughout the writing and revision process, proofreading focuses on more sentence-level elements toward the end of the process. Here, you’re looking for issues like spelling errors, typos, incorrect or missing punctuation—really, anything that doesn’t look or sound right. Here are some tips for getting started:

• Take time away from your paper
• Look for one error or issue at a time
• Print it out
• Circle every punctuation mark
• Read backwards
• Use a different font
• Change your location
• Swap papers with a friend
• Use “Search” for common errors
• Use a blank sheet of paper to cover up lines below

Visit the Purdue OWL for more tips about editing and proofreading

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