What’s the Difference Between Copy Editing and Proofreading?

October 30, 2025

Hey, folks!

Copy editing and proofreading aren’t always understood outside of the editor sphere, and sometimes get used interchangeably as a result. But did you know they’re actually two completely different things?

But how are they different?

Copy editing

(Rather happy there’s a Star Trek gif for this.)

Not only does a copy editor check grammar and spelling but also consistency, cohesiveness, and clarity of wording, as well as fact checking. It may sound like it overlaps with proofreading, and in a way, it does – but copy editing is ultimately more in-depth. Even when it comes to grammar!

In proofreading, if something looks like it might be off but works as is, a proofreader will often just ignore it. And in traditional publishing houses, they’re even more likely to ignore things – including minor spelling errors – because it can impact production costs to change things at that stage. A copy editor, on the other hand, will likely either change those things or make suggestions on how to do so.

So if you want someone to thoroughly look at grammar and spelling, as well as continuity (in details and in timeline), correctness of facts, the clarity and cohesion of ideas… you’re after a copy editor!

Proofreading

This is the final check for outlying errors. Proofreading concerns itself only with grammar and spelling, and possibly – depending on the edit/editor – formatting errors. Make sure to ask when hiring what a proofread will entail.

Like I said, sometimes minor errors and/or spots with slightly better alternatives will be left alone. Generally, when you hire a freelance editor yourself, minor errors don’t get left behind, but the alternative suggestions probably will (unless the proofreader finds that the current phrasing/punctuation makes it hard to understand; then they might point it out).

But it will not include checks into continuity, word choice, sentence structures, or anything other than those lingering errors.

Can they happen at the same time?

Proofreading CANNOT be done at the same time as copy editing. Copy editing still plays with words and sentences, and until those are 100% locked in, there’s no point proofreading, because they may change again. It’s only after the wording is totally done being worked on that proofreading can occur.

That means your copy editor will edit, you’ll revise and make the appropriate adjustments, and then a proofreader can work on it. (Unless you’re getting a second round of copy editing done. In that case, the first two steps are repeated.)

Can the same editor do both?

If they offer both, then yes! You can definitely hire the same person to be both copy editor and proofreader. But again, they can’t do both at the same time. If they say they can, it’s a red flag.

But it’s always important to know which one you need!

By knowing what you’re looking for (even if it’s both), you and the editor are more likely to start off on the same page. The editor can quote you an accurate price and they can work you into their schedule properly, and you’ll get what you were looking for in the first place.

If you want more information on each type of editing, you can check out my Types of Editing 2.0 blog post.

Key takeaways

• Copy editing looks at spelling and grammar in a more in-depth and thorough way than proofreading. It also looks at things like clarity, continuity, and facts.
• Proofreading is a final check for lingering errors – some of which could have been made during copy editing.
• The two cannot be done simultaneously.
• Know which one you need when you’re looking for an editor to make the process smoother on both of you.

Looking for a copy editor or proofreader?

I edit novels, poetry, and picture books! I’m currently actively booking for 2026, so make sure to send me a message as soon as possible. I can’t wait to work with you!