Whether we’re proofreading, copy-editing or rewriting, our principle aim is always to retain the ‘voice’ of the original. The skill of editing is to improve your content, not change it beyond all recognition!

A vital part of our development process is – and always has been – editing. We offer different levels of editing, from proofreading to copy-editing and rewriting. The lines between these levels are often blurred, which means the differences between them are not always clear.

Here’s a breakdown of the different levels and the tasks they include.

Proofreading

When the content is nearly finished, the proofreader checks it closely for typographical and formatting errors such as margins and point size, and advises the client of any issues.

The proofreader will:

  • Check page/screen numbers and page headings.
  • Check the table of contents or index against chapter/section titles, page numbers and end matter (appendices, index, etc).
  • Ensure consistent styles, particularly of spellings and hyphenation, by following the client’s style guide (if supplied) or by compiling their own.
  • Watch out for omissions and inconsistencies in typography, layout and content.
  • Judge the need for changes in view of the budget and schedule.
  • Identify necessary changes and mark the proof (on paper or on screen).
  • Check or insert cross-references where feasible.
  • Eliminate inelegant or confusing word, column and page breaks.
  • Ensure that illustrations, captions and labels correspond with each other and with the text.
  • Check that the content looks right and is logically arranged.
  • Liaise with the editor to resolve queries, or advise the client of any issues.
  • Collate the author’s amendment with any others, including the proofreader’s own changes, rationalising or querying conflicting instructions.

Copy-editing

Copy-editing focuses on the details of the language, sentence by sentence. For a light to medium copy-edit, the copy-editor will:

  • Correct grammar, spelling, punctuation, capitalisation and problems with syntax.
  • Ensure that singular pronouns represent singular nouns and plural pronouns, plural nouns.
  • Put the work in the proper format (using heading levels, styles, etc).
  • Make style decisions based on the client’s style manual regarding punctuation, whether to spell out numbers or leave them as numerals, capitalisation, abbreviations, foreign words, job titles, use of italics, quotation marks, etc).

Editing

Editing focuses on the meaning of the content. In a comprehensive edit, the editor will:

  • Perform the copy-editing tasks above.
  • Rewrite if necessary to fix any problems with wordiness or jargon, and to ensure the project follows the client’s style guide.
  • Restructure if necessary to improve flow and clarity.
  • Check for accuracy and consistency.
  • Revise and polish sentences to get rid of repetition, clumsy wording, overuse of the passive voice and convoluted sentence structure.
  • Check the correct terminology is used and any names, dates and other facts are accurate.