Proofread vs Copy Edit - Which One Do You Need?

Proofread vs Copy Edit – Which One Do You Need?

From blog posts to web copy and DMs – before you send content out into the world, it pays to check, check and check again (or have your agency check for you). But what exactly does your content need – a proofread or a copy edit? These two terms are often used interchangeably, but in fact they address quite different aspects of your copy. So if you’re working with an agency, what should you ask for? Here’s a quick guide to help you decide.

What’s a proofread?

Proofreading is the final stage of the editing process. It involves a meticulous review of your document to catch surface-level errors including:

• Typos
• Grammatical mistakes
• Punctuation issues
• Formatting inconsistencies

A proofreader ensures your document is clean, error-free, and ready for publication. They’ll also ensure that style points, like date formats for example, are being using consistently. Think of proofreading as the quality control step. It’s not about rewriting or restructuring; it’s about precision and polish.

What’s a copy edit?

Copy editing, on the other hand, is a more in-depth process. A copy editor doesn’t just review your content for grammar and punctuation. They’ll also be looking at:

• Clarity
• Consistency
• Tone
• Style

A copy editor might suggest rephrasing awkward sentences, improving word choice, or even taking out certain points that don’t add weight and putting others in. They may also make changes to better capture your brand voice and a tone that’ll resonate with your audience. In a nutshell, copy editing will ensure your piece is fit for purpose and has the best possible chance of achieving its aim.

When you’re 95% there, ask for a proofread

If your copy’s already well-written and it’s been through a few rounds of editing, a proofread is the final touch you need. It’s ideal for polished drafts that are almost publication-ready but need a keen eye to catch small errors.

These errors can make you look unprofessional, but more importantly, they’re distracting for the reader and can even cause misunderstandings. Think about this example:

I like cooking my family and pets.
vs
I like cooking, my family and my pets.

As we editors like to quip, you’re only ever one comma away from a jail sentence.
A professional proofread is particularly important if you’re planning to print hard copies. We’ve heard horror stories of money down the drain from companies who’ve had to reprint thousands of copies because of an awkward typo.

When you’re 70% there, ask for a copy edit

If your document’s still in the developmental stages or you’re not sure about its overall quality, a copy edit is the right choice for you. Here are some situations when it’s a good idea to ask for professional copy editing support:

Multiple contributors
• When a document’s created collaboratively by team members, a copy edit’s needed to unify the voice, smooth the flow, remove repetition and ensure the final product feels cohesive.

Tight deadlines
• When a team’s working under pressure and doesn’t have much time to review their work, they might ask for a copy edit to whip a piece into shape quickly, while they focus elsewhere.

New brand guidelines
• If a company has recently updated its brand guidelines and the team’s still getting familiar with them, it’s worth getting professional support to sure copy captures the new brand voice and key messaging.

Translation or localisation projects
• After a document’s been translated or localised into another language, a copy edit can ensure the text reads naturally in the target language and is free from awkward phrasing or cultural clashes.

These are just a few instances that call for a copy edit. A simple rule of thumb is, if in doubt, you probably need a copy edit!

Understanding the differences between proofreading and a copy editing will ensure you get the right level of support to make your work shine. But whatever you choose, make sure you don’t skip these vital final stages. Excellence, as they say, it in the details.