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Who do I need revealed: a proofreader or a copy-editor?




While putting together an Introduction to Proofreading workshop for a client, a few questions came up that I wanted to share.

What’s the difference between copy-editing and proofreading?

There’s a huge difference, so make sure you know before you commission any work!
Think of proofreading as the absolute final stage of the publishing process, after the author, editor and designer have done their jobs – a fresh pair of eyes to spot any mistakes others might have missed.

A proofreader generally checks to ensure that:
  •  Text matches the original
  • Page numbers and headings are correct
  • Spelling and other aspects, such as use of capital letters, are consistent
  • Chapter headings match the contents table
  •  Photos and illustrations are correctly captioned.

If you require copy, images or layout to be checked for house style, you need copy-editing. A copy-editor will ensure that all text is in line with the publisher or organisation’s house style and that any facts are checked and queried with the author, looking out for potential legal issues along the way. Seldom expected to rewrite work completely, they aim to maintain the style of the author and publication.

A copy-editor makes sure that:
  • Text is well written and logically structured
  • Correct grammar and spelling
  • Text is in line with the publisher's house style
  • Facts are correct and raise any queries with the author
  • Any potential legal problems are discussed with the publisher
  •  Illustrations and captions are correct.

How can I keep proofreading costs down?

To keep costs down for my clients I always request I’m given a sample of the copy to be proofread. Then I’m able to see what stage it’s at: final proofs for the printer or earlier, then give an estimate of the time it will take. To keep costs as low as possible, I always suggest sign off of copy content and design by all parties before the proofreading process starts. It’s inevitable changes will be made somewhere along the line but it helps the proofreader tremendously if the client can get as close to the final version as possible.

Any tips for working with a proofreader?

  • ·      At first stage proofing, provide A3 colour proofs for clarity
  • ·      Email the latest version by PDF – this helps the proofreader to check for consistency in spelling and house style
  • ·      Provide a style guide
  • ·      Always notify proofreader of any changes that are made to copy, layout or images
  • ·      Flag up any concerns you have with the copy
  • ·      Have regular contact to ensure any queries are addressed.






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