How to Determine Which Type of Editing Your Project Needs

Does this problem sound familiar?

You have a draft blog post for your business that needs to be published. You have the basic idea of what you want to say, but you’re not entirely sure how polished and professional it is. You think it would be nice to have a second set of eyes review it.

But who?

Sure, you could ask your Aunt Rose, a retired English teacher, for help. But you’re trying to run a professional business—maybe that’s not the best plan.

You could also run it through an online grammar checker and call it a day, but that doesn’t sit well with you, either; sometimes the tool makes suggestions you aren’t sure are correct.

You realize there is probably a professional who could help you out. So you start googling or check Upwork.

Quickly you come across all kinds of services: Proofreading, copy editing, developmental editing, copywriting…but which one do you need for your project?

A good editor will understand that even if they are hired on by a client as a “proofreader,” they may need to switch to “copy editor” mode if the text or document needs some work with phrasing or word choice.

It can be difficult to understand and keep straight the various types of proofreading and editing services in the marketplace today. Today we’ll take a look at the different kinds of editing and what separates one from the next.

Proofreading

Proofreaders look for and fix basic errors in the text.

Proofreaders look for and fix basic errors in the text. This includes things like spelling, punctuation, and grammar.

Sometimes—especially when it comes to books or other publications—proofreaders also check for formatting issues such as consistent font usage, image alignment, and page numbers.

Proofreaders are also often the last set of eyes to review a piece of content before publication.

Copy editing (or copyediting)

Copy editors fix basic spelling and grammar errors but also suggest minor rephrasing or rewriting in the text.

Copy editing goes hand in hand with proofreading. In essence, you could consider copy editing “proofreading on steroids.” Copy editors look for and address basic spelling and grammar errors, but they also suggest minor rephrasing or rewriting within the text itself. Usually, this entails enhancing short phrases or single sentences.

The first two types of editing—proofreading and copy editing—make up the bulk of professional editing services in most business settings.

The goal of copy editors is not to change the essence of the writer’s message but rather to help the writer communicate it more clearly and correctly.

It’s important to note that the first two types of editing—proofreading and copy editing—make up the bulk of professional editing services in most business settings.

Line editing

Line editors make suggestions to wording to improve consistency, tone, and flow.

Line editing most often comes into play when working on books.

Line editors aren’t concerned with catching all the minutiae; their goal is to address overall clarity, style, and flow.

Outside of the world of publication, a copy editor can likely perform any minor line editing required as a normal part of their review.

They may rewrite sentences or even paragraphs to be more engaging and precise. They are looking to find the best way to say something. For example, they may suggest more descriptive adjectives throughout a piece of content or delete redundant words or phrases.

Outside of the world of publication, a copy editor can likely perform any minor line editing required as a normal part of their review. (But note that a project requiring major revisions will cost more.)

Substantive editing (or developmental editing)

Substantive editors look at copy at a high level, focusing on overall clarity, flow, and style.

Substantive editors are usually hired by authors and publishers, not businesses.

Their job is to look at copy at a higher level. They aren’t so concerned with catching all the minutiae; their goal is to address overall clarity, style, and flow. They may rewrite sentences or even paragraphs to be more engaging and precise.

Substantive editors are usually hired by authors and publishers, not businesses.

Developmental editors also dive into the overall structure of a (typically lengthy) text and make suggestions on the flow of ideas and elements. They identify plot holes, storyline discrepancies, and inconsistencies. Their ultimate goal is to ensure the text makes sense.

They also look at the text early on in the writing process, whereas copy editors and proofreaders do their reviews at the end of the creative process.

Bonus term: copywriting

Copywriters write copy, often marketing material and advertisements.

Although not a function of editing, copywriters often get lumped in with editors, and some clients do confuse the two terms.

Copywriters, as the name implies, are hired to write copy. Often copywriters are focused on writing marketing material and advertisements. Their job is to help the client sell products and get leads.

They work with clients to create content, not edit it, and thus should not be confused with copy editors.

What it all means 

The project at hand will determine the type of editing that needs to be done.

The main types of editing listed above (excluding copywriting) are not completely distinct, however; there is overlap between them. The project at hand will determine the type of editing that needs to be done.

A good editor will understand that even if they are hired on by a client as a “proofreader,” they may need to switch to “copy editor” mode if the text or document needs some work with phrasing or word choice.

Likewise, in a typical business setting, an “editor” is expected to catch errors even if their primary duty is to focus on style or clarity. (As a bonus, a really good editor may even be able to step in as a copywriter in a pinch.)