Copy Editing vs. Proofreading: The Importance of Being Human

Written by Rachael Lammie, February 27, 2022.

Copy editing and proofreading are two critical steps in the publishing process. So what is the main difference between copy editing and proofreading? Why is proofreading so important in business? I explore the answers to these questions in this blog post. I will also describe why you should never rely solely on a computer to edit your most essential documents; another pair of human eyes is needed!

Copy Editing vs. Proofreading: The Main Difference

Copy editing is the process of checking for mistakes in accuracy, clarity of meaning, and formatting. On the other hand, proofreading is the process of correcting grammar, punctuation, and spelling in a given text. Proofreading is typically the final step toward completion, and often occurs after a round or two of copy editing. While proofreading is inherently part of the copy editing process (editors cannot help themselves), a “final proof” should always be given once all content and copy editing revisions are made.

Why is Proofreading Important in Business?

Proofreading is essential in business because it ensures that your documents are error-free. This makes you look professional and trustworthy to your clients. If you submit a document with errors, it can reflect poorly and may even cost you the contract. A business document, or any sort of important communication, should go through much more than a simple spell check before being sent to a client. Editing is a skill set. Editors are thrilled to take on the challenge of perfecting your document so that you can focus on your own set of skills and abilities.

What is the Main Purpose of Proofreading a Paper?

The primary purpose of proofreading a paper is to correct any mistakes so that the text is error-free. This allows the reader to understand the article's content without being distracted by errors. The writing process itself is often a source for creativity. During the writing process, many academics and business professionals generate new ideas as the words flow. While the creative process shouldn't be interrupted, a final proofread is essential when getting ready for publication or distribution. Academic research and business writing are high-stakes and documents get rejected due to residual grammatical errors or if the meaning is at all unclear.

What is the Main Action a Writer Takes When Proofreading?

When proofreading, a writer's main action is to read through the text carefully and identify any mistakes. They then correct these mistakes using the appropriate tools (i.e. grammar checker, spellchecker, etc.). Often this is performed by the writer themself. However, hiring a professional proofreader and copy editor will ensure your final product is both error-free and appropriately communicates your intended message. The type of editing you need will depend on the importance of your document. Hiring a professional for copyediting and proofreading is often a critical step that should not be skipped.

Are Online Plagiarism Checkers Trustworthy?

Many online plagiarism checkers are not trustworthy because they often produce false positives. This means they will report plagiarism even when it is not present in a text. Examples are common sentences or clauses used frequently but not specific to the text at hand. Furthermore, these checkers are not 100% accurate, so it is always best to proofread your documents yourself.

Another reason to watch out for online plagiarism checkers is that they only look for semantically identical phrases and structures. Artificial intelligence software programs can take an entire document and change exactly enough words to pass a plagiarism checker with only the click of a button. However, if it is still content that has been copied and duplicated; it's just different enough to pass a computer algorithm.

Do Artificial Intelligence Programs Proofread as Well as a Human?

No, artificial intelligence programs do not proofread as well as a human because they cannot identify all errors. For example, they may miss small grammar mistakes or typos. Furthermore, they cannot provide the same level of feedback and guidance as a human. However, suppose all you need is simple spellcheck, or your document's importance is low. In that case, you'll be fine with whatever program you use.

If however, your document requires context, culture, or nuance to be factored into its meaning, or if it is a high-stakes piece of writing that could affect your future or your business, then you need a human brain to consider it in its entirety.

This is why it is always best to have your documents edited and proofread by a professional copy editor or proofreader.

Reasons Not to Rely Soley on a Computer to Edit Your Most Important Documents

There are several reasons why you should never trust a computer to edit your most important documents:

• Computers cannot identify all errors.

• They can produce false positives, which means they will report plagiarism even when it is not present in a text.

• Artificial intelligence programs are getting better at copying and duplicating texts. However, they still do not proofread as well as a human.

• If you need a document to be contextualized or nuanced, then a computer will not be able to do this for you.

• A computer cannot provide the same level of feedback and guidance as a human.

How Do You Know When Your Document is Proofed and Ready?

While there is overlap in the editorial process, copy editing vs. proofreading is an important distinction to make when polishing your writing or when seeking an editor’s assistance. It is important to know what stage of the writing process you are in so that you know how to move forward. Computers should only be used as supplements to human judgement - never substitutes!

So how do you know when your document is ready?

It is a deliberate and intuitive process regarding the flow of syntax during the final read-through. It is much easier to determine when my clients' writing is successful in comparison to my own. The second pair of eyes is crucial to the writing process. Clarity, context, and voice are important aspects of writing that can be overlooked when relying solely on AI technology for editing purposes.