Copy Editing vs Proofreading: What Indie Authors Need to Know.

What’s the Difference Between Copy Editing and Proofreading?

One of the most common questions I get from authors is: What’s the difference between a copy editor and a proofreader?

It’s a great question—and the truth is, there’s often a bit of overlap between the two. Both roles play an important part in getting your manuscript ready for publication, but they focus on different levels of detail.

What a Copy Editor Does

A copy edit happens before proofreading. The copy editor digs deep into the language and structure of your manuscript to make sure it reads smoothly, consistently, and clearly.

Here are some of the key things as a copy editor I do:

• Checks for clarity and flow, making sure sentences are easy to read and make sense.

• Improves readability by varying sentence structure and tightening wordy phrases.

• Spots repetition of words or phrases you might not have noticed in your own revisions.

• Ensures consistency in style, tone, and formatting.

• Creates a style sheet detailing preferences such as British vs. American spelling, punctuation choices, and grammar conventions.

• Tracks character details (names, nicknames, eye colour, hair colour) for consistency.

• Builds a timeline sheet to make sure the sequence of events makes sense.

• Logs place names or fictional settings, especially if you’ve created multiple worlds.

• Checks hyphenation, capitalisation, and other fine details of language.

• Ensures your manuscript aligns with its intended genre and audience expectations.

In short, a copy editor makes sure your story not only works—but reads beautifully.

What a Proofreader Does

Proofreading is the final polish before publication. It’s about catching the small errors that might have slipped through the previous rounds of editing.

As a proofreader I will:

• Correct spelling, grammar, and punctuation errors.

• Check for typos, double spaces, or missing words.

• Ensure consistent use of hyphens, dashes, and quotation marks.

• Review formatting and layout issues (like headings, italics, or paragraph breaks).

• Verify that all style sheet decisions have been applied correctly.

• Double-check page numbers, headers, and footers.

• Spot any inconsistencies that survived copy editing.

While a proofreader works with a keen eye for detail, they’re not there to rewrite or restructure—the goal is to make the manuscript clean, consistent, and error-free as possible.

Why Both Matter

If your budget allows, having both stages—copy editing and proofreading—gives your book the best possible chance of shining. A copy editor shapes your manuscript into its best form; a proofreader ensures it’s ready for readers’ eyes. If you would like to know more about the stages of publishing, I have just the blog post for you here. For recommendations of other levels of editing, such as developmental, you can search the CIEP (Chartered Institute for Editors and Proofreaders) database;

where you can also find me!

Ready to Polish Your Manuscript?

If you’re an indie author preparing to publish, I can help you take your manuscript from draft to publish-ready with professional copy editing and proofreading support.

You can download my Self-Editing Checklist – Part One for free by signing up for my newsletter. Just head to my website to start refining your writing today, or get in touch for a no-obligation sample edit to see how professional editing can elevate your work.

— Deborah Taylor 

Copy Editor & Proofreader | The Blue Pencil