PEG’s website has a nifty visual and FAQs, presumably for clients, which explains the difference between a proofread and an edit. I realised recently that, as editors, we may need to check our understanding too. In this blog, I share with you my thoughts on the difference between the two and why it’s important to stick to what’s asked.

How to distinguish between an edit and a proofread

Contract. Scope. Expectations. There’s a fundamental difference between working on the draft that reaches you first from the author and the draft that has been through other types of editors before it reaches you. You can clarify these questions when engaging clients, so that you know what the task is and what can be expected:

Is the work completed on a PDF or a Word document?

When working on Word documents, you will copy-edit using the track changes and comment functions. This allows the author to see what you have done, to approve or reject your edits and to respond to any queries raised. At this stage, you will be expected to identify mistakes in grammar and punctuation but also to highlight issues related to structure or gaps in the text, a lack of flow and inconsistency in style, formatting and tone – several things, in fact.

When asked to work on a PDF, it is more than likely that you will receive a draft that has already been edited and needs to be proofread for style compliance and any errors that were missed during copy-editing (even editors can miss things). Or you may have to check for errors that were intruded during the design and layout process, such as incorrectly or poorly hyphenated words at the ends of lines, missing line spaces and inconsistent heading styles. This requires a different focus.

Has the draft been edited by anyone before you?

It’s important to ask who has worked on the author’s text before it reaches you. In some cases, you may be the first copy editor, but in other cases, you might be the final stop as a proofreader. You could also fall anywhere in between – some publishers and authors understand the value of several rounds of editing and proofreading. Your job is to know your job, and then you should stick to executing either a copy-edit or a proofread.

With whom will you liaise to complete the work?

If you get to work directly with the author or via an intermediary who liaises with the author on your behalf, this requires a level of back-and-forth communication, which suggests copy-editing as the primary role. When you work with a project coordinator, production editor or another person not directly involved in making changes to the text, you need to understand in what format you will receive the text, how or whether you and the author will communicate and how many times the document could be returned to you. In some cases, a coordinating contact person manages the workflow to ensure that the process runs smoothly. This could involve requests to copy-edit a Word document, with or without further rounds and with or without direct author contact. Or you could be required to proofread a PDF in a single round, which the author may not even see.

What happens if you cross the line?

Crossing the line causes chaos! If you are clear on the contract, scope and expectations, you (and everyone else) will enjoy an organised and efficient process. Clients often ask for a proofread when they mean a copy-edit – let’s not add to that misunderstanding!

If you do a copy-edit instead of a proofread, here is what could happen:

1. The PDF is returned with changes that have to (or should) go back to the author.

2. This could affect layout and design.

3. There could be delays in the production line.

4. Extra work is created for all parties involved, some of whom assumed their work was done.

OR:

5. Your suggestions are ignored and your credibility as a proofreader is reduced (because you did not follow the brief).

If you do a proofread instead of a copy-edit, here is what could happen:

1. The author is given the incorrect impression about the role and value of copy editors.

2. The quality of the copy is compromised because of insufficient attention to the many aspects of editing that extend beyond basic punctuation and grammar.

3. The work of the proofreader (or possibly a second copy editor) is increased, causing their roles to be both confused and overextended.

4. The targeted readers could be left disappointed as they may not have been adequately considered.

5. Your services may not be requested again because you did not do what was requested.

Respect the boundaries

It’s very easy for the lines to become blurred between editing and proofreading. Confident editors itch to make changes, showing off their know-how. Proofreading is sidelined. But sometimes it’s incorrectly favoured (maybe to save time; maybe to save face – neither of which is realised). These impulses should be reined in and our skills used appropriately. This would better serve authors, readers and all those with whom we work and from whom we seek to secure work.