If sentences need clarification and consistency needs attention across the manuscript, ask about copyediting. If the text is settled and needs a final error check, ask about proofreading. Describe the problems you see rather than trying to choose a label alone.
Understand the difference
Copyediting usually happens before the book is laid out. It addresses matters such as grammar, punctuation, consistency and unclear wording within the agreed scope. Proofreading traditionally follows editing and layout, checking the near-final text and catching remaining errors, including those visible only on the page.
Service names are not completely uniform. Some authors also request a text-only proofread before formatting. Ask whether the quote covers an editable manuscript or the final designed pages, and whether a later proof check is included.
| Question | Copyediting | Proofreading |
|---|---|---|
| What is the focus? | Sentence-level correctness, clarity and consistency. | Remaining errors in text that is close to publication. |
| How much changes? | Wording may change and questions may need an author’s decision. | Usually small corrections rather than substantial rewriting. |
| What should I clarify? | Whether deeper sentence work, fact-checking or references are included. | Whether layout checks and a review of corrected pages are included. |
See a small editing example
Consider a past-tense scene in which the character is called Leah throughout the chapter.
Illustrative example created for this guide, not a passage from a client’s manuscript.
Before
Lea opens the envelope and read the letter twice. Its the answer she had been waiting for.
After
Leah opened the envelope and read the letter twice. It was the answer she had been waiting for.
The edit restores the character’s established name and past tense, and replaces the incorrect “Its” construction. If the tense change was intentional, an editor would query the intention rather than assume.
A short passage cannot show everything an edit involves. Names, dates, recurring terms and voice need to be considered across the book. The point is to make each decision serve the manuscript, not to replace every unusual sentence with a more ordinary one.
Match the service to your stage
Before choosing a service, write down three things you want help with. “I may have spelling mistakes” is a different brief from “readers lose track of my argument halfway through chapter four”.
- The chapters or argument still need reshaping: discuss a structural or developmental review before paying for a final proofread.
- The structure is settled, but sentences feel uneven: ask about copyediting and whether line editing is needed within the scope.
- The manuscript has been edited and you are checking the final pages: ask about proofreading.
- You are uncertain: share a representative sample and explain the feedback you have received so far.
You do not need to book every service by default. A sample and an honest discussion about the manuscript’s condition help identify a sensible next step. Avoid requesting a light proofread while expecting substantial rewriting; that mismatch makes a quote less useful.
Agree what the edit includes
A useful quote should describe the work and the handover, not just a rate. Before booking, confirm:
- Which file is being edited and the word count used for the quote.
- Your preferred English variant and any existing style preferences.
- How changes and questions will be presented for your review.
- Whether you will receive a style sheet or other supporting notes.
- What happens after you answer editorial questions.
- Whether the scope includes a final check after formatting.
Also identify specialist expectations. Reference checking, permissions work, indexing and detailed fact-checking should not be assumed to be part of a general edit. If one matters to your book, raise it explicitly.
Reserve time to review the editor’s suggestions. You may need to decide between alternative phrasings or clarify something only you know. Keep those decisions together so the next production stage starts from one agreed version.
What to send for a quote
Start with your genre, word count, publishing plan, deadline and a short description of the help you want. Mention whether the manuscript has already been edited and whether it is in Word or laid-out pages.
When sample pages are requested, choose a passage that represents the book as a whole. A highly polished opening may not reveal the kind of work needed later. For a book with dialogue, references or exercises, include an example of that material too.
You can explore the studio’s editorial work or ask for a recommendation through the project enquiry form.
Further reading
The Chartered Institute of Editing and Proofreading explains what copyediting involves and how it differs from proofreading. Your project agreement should still define the particular service you are booking.