What Is the Difference Between Copyediting and Proofreading?

If you’ve completed a piece of writing and want to make sure it’s polished, you may be wondering whether you need copyediting or proofreading. While the two terms are often used interchangeably, they refer to different stages in the editing process.

Knowing the distinction can help you choose the right level of support—and make more efficient use of your editing budget.

What Does Copyediting or Line Editing Involve?

Copyediting, also known as line editing, is a detailed sentence-level review that focuses on clarity, tone, grammar, and consistency. It’s typically the first round of professional editing that follows your own revisions. A copyeditor works line by line to smooth out awkward phrasing, tighten the structure, and ensure your writing communicates clearly and effectively.

This stage often includes:

• Correcting grammar, punctuation, and spelling

• Improving word choice and sentence flow

• Maintaining consistency in terminology, formatting, and usage

• Applying a style guide such as The Chicago Manual of Style or AP

• Noting anything unclear, repetitive, or potentially misleading

Copyediting can also involve light fact-checking (making sure names, dates, and terminology are used correctly) and can help writers avoid common issues like unintended repetition or shifting tone. It’s often the right choice for manuscripts, long-form articles, and any writing meant for public or professional use.

I offer copyediting for books as well as content editing for blog posts, articles, and digital writing.

Proofreading looks closely at the small stuff

What Does a Proofreader Check For?

Proofreading comes later in the process—after the writing has been copyedited and formatted. At this stage, the focus is on accuracy and presentation. A proofreader carefully reviews the final version of the document to catch surface-level errors and formatting issues before it goes live.

This final review includes:

• Spelling and punctuation fixes

• Minor grammar corrections

• Layout consistency (headings, spacing, page numbers)

• Identifying visual issues or formatting glitches

  
  

Proofreading is also where accidental typos often get caught, even after multiple rounds of revision. It's easy to overlook small errors when you're close to your work, and proofreading provides a final, objective pass. This service is especially useful when you're preparing materials for publication or distribution.

I offer proofreading and formatting checks for professional documents, including reports, handouts, and digital assets.

When Should You Choose Copyediting or Proofreading?

Think of copyediting as your first line of editorial support—it helps refine the writing itself. Proofreading, by contrast, is for content that’s already been shaped, revised, and (ideally) professionally edited.

If you’re working on a first draft or have made substantial changes to your writing, copyediting is likely the better option. It ensures that your sentences are clear, correct, and cohesive before you finalize anything. On the other hand, if your document has already been through the editing process and is close to publication, proofreading is the natural next step.

Some clients also benefit from a hybrid approach—starting with copyediting, then doing a final proofread after formatting. If you're unsure which stage you're in, I can help assess that based on a sample of your writing.

You’ll find more information about each option on the main services page.

Common Misconceptions About Editing Services

Many people assume proofreading and copyediting are interchangeable. In actuality, skipping copyediting and going straight to proofreading can leave big issues unresolved.

Proofreading doesn’t revise for clarity or address confusing structure—it focuses on the small stuff. Similarly, assuming that a copyedit will catch every typo isn't realistic if there hasn’t been a final proofreading pass after the layout stage.

Understanding the editorial process can help you plan ahead, especially if you're working toward a deadline. For example, if you're self-publishing a book, you'll need copyediting before formatting and proofreading after layout. If you’re submitting professional materials, you may want copyediting first, then a light proofread just before distribution.

Knowing which way to go is half the battle

Need Help Deciding Where to Start?

If you're unsure about the type of editing your project requires, feel free to reach out. I offer free consultations and will review a short excerpt to help you figure out whether you're ready for a final proofread or could benefit more from a full copyedit. 

Whether you’re polishing a manuscript, tightening up digital content, or preparing materials for professional review, I can help you take the next step with clarity and confidence.

Contact me here to start the conversation.