Comparison of Tasks for Proofreading,
Copy Editing & Substantive Editing

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Below is a detailed comparison of the tasks performed in our Proofreading, Copy Editing and Substantive Editing services so you can decide which service you require. A PDF version of this page is also available.

Proofreading

corrects errors of:

  • grammar
  • punctuation
  • spelling
  • typography

checks document completeness:

  • preliminary matter (title page, copyright page, foreword and preface)
  • body of document (text, tables, illustrative material, footnotes and endnotes)
  • endmatter (appendixes, abbreviations, glossaries, references and bibliographies)

checks consistency in:

  • alignment and spacing
  • font styles and font sizes
  • glossaries, indexes, contents and tables
  • heading hierarchies
  • hyphenation, capitalisation and abbreviations
  • numbers, dates, percentages, symbols and equations
  • page layout and formatting
  • page numbers and headers and footers
  • referencing (bibliographies, footnotes and endnotes)
  • spelling, grammar and punctuation
  • word and line spacing and paragraph indentation
  • word breaks at end of line

ensures:

  • accurate cross-references
  • content list matches headings, pagination and figures and tables
  • correctly inserted amendments
  • proofreading marks incorporated from previous copy
  • web links are working

Copy Editing

ensures language consistency in:

  • parallel structure of words and phrases
  • terminology
  • spelling
  • capitalisation
  • hyphenation
  • abbreviations
  • expression of numbers

ensures visual consistency in:

  • typography
  • heading hierarchies
  • page and screen layouts
  • tables
  • illustrations
  • captions
  • references
  • figures

checks accuracy of:

  • cross-references within text
  • cross-references between text and figures
  • cross-references between content lists and body of document
  • links to illustrations and tables
  • textual and bibliography references and quotations

ensures:

  • sources have been acknowledged
  • meaning is clear
  • clarity of language
  • conformity with style sheet
  • functionality of on-screen publications

corrects errors of:

  • grammar
  • punctuation
  • spelling

checks document completeness:

  • preliminary matter (title page, copyright page, foreword and preface)
  • body of document (text, tables, illustrative material, footnotes and endnotes)
  • endmatter (appendixes, abbreviations, glossaries, references and bibliographies)

Substantive Editing

evaluates the document's structure in terms of:

  • the intended audience
  • the publication's purpose

establishes whether changes to the document are required in these areas:

  • content
  • structure
  • language
  • style
  • presentation

advises when the following required:

  • additional material, such as illustrations, cross-references, glossaries, summaries, abstracts, hyperlinks, indexes and appendixes
  • charts or tables more appropriate in text format or vice-versa
  • diagrams more appropriate as descriptive passages
  • dialogue better suited as narrative text
  • lengthy digression better suited as dialogue or an appendix
  • rearranging, expanding or abridging content for structure and audience
  • referencing, such as citations, bibliography, list of references, endnotes, footnotes, margin notes, cross-references, glossaries and indexes

checks:

  • academic language used appropriately
  • accuracy of cross-references and quotes
  • accuracy of material in tables and figures against textual references
  • all sources are referenced
  • argument appears fallacious
  • headings and links are user friendly
  • material could present legal problems
  • referencing suited to document type

ensures:

  • active voice used instead of passive
  • awkward phrasing eliminated
  • cohesive and varied paragraphs and sentences
  • verbose writing condensed
  • conformity with style sheet
  • consistency in tone and writing style
  • consistency with referencing style throughout document
  • correct list formatting
  • correct use of numbers, dates, percentages, measurements, statistical data
  • gender neutral writing where appropriate
  • information and arguments presented clearly and unambiguously
  • jargon and cliches removed
  • links to web sites are appropriate
  • long paragraphs converted to short paragraphs
  • long words converted to short words
  • meaning is clear and nothing can be misunderstood
  • no inconsistencies, no irrelevant material, no repetitions, no unnecessary words
  • symbols, abbreviations and terms explained
  • title and headings accurately illustrate contents
  • writing style matches targeted audience

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