SYP's Freelance Glance
For some years I have written a column for the Society of Young Publisher's magazine, sharing my experiences and pearls of wisdom on being a freelance , book copy editor and book writer.
In this column, I lay down the differences between a book copy editor and a book proofreader.
Book copy editor and book proofreader: What's the difference?
I’m commonly asked to explain the difference between a book copy editor and a book proofreader when working with book publishers and my answer is this: A book proofreader ensures accuracy and style consistency; a book copy editor goes one step further and also improves the text. Clear as mud? Read on.
Book proofreader
Proofreading is the last stage in a book’s editorial process – the final check-through before it’s handed over to the typesetter/printer. To ensure effective proofreading, the book should be in pretty good shape when it arrives on the book proofreader’s desk, having been professionally copy-edited beforehand. Thus the book proofreader focuses on spotting those odd mistakes that have slipped through the net, rather than being inundated with a sea of errors that overloads the eyes, making it much harder to spot each and every problem.
Book proofreaders look at two areas as they read: accuracy and consistency. Firstly, a book proofreader corrects errors in spelling, punctuation and grammar: catching all the misspellings, spotting that misplaced apostrophe and sorting dodgy verb agreements. A book proofreader also checks things like page numbers, headings, formatting and references, and may be asked to verify facts and indexes as well.
Secondly, book proofreaders are sticklers for consistency. A book proofreader brings the text neatly into line, ensuring a consistent style is applied in areas such as capitalisation, italicisation, hyphenation, punctuation, spelling styles and formatting. Elements such as numbers, abbreviations, titles, bulleted and numbered lists, and tables and figures must adhere to one global style, usually laid down by the publisher.
Book copy editor
A book copy editor improves text, as well looking at accuracy and consistency in the same way as a book proofreader. There are varying levels and styles of copy-editing, and a book copy editor must be flexible and edit according to the publisher’s preferences. Work on the text may be light or intensive, restrained or hands-on. When I copy-edit, a publisher may give me free rein to roll my sleeves up and undertake major restructuring and rewriting, or I may correct only the most awkward phrasing and diplomatically suggest larger improvements in separate comments.
So what exactly does a book copy editor focus on? Well, it varies depending on the style and level of edit, but the job typically includes looking at the overall consistency and effectiveness of the plot, characterisation and structure; considering the author’s voice and its interpretation by the reader; watching out for anything that may be offensive, inaccurate or on a shaky legal footing; and, of course, addressing any weak areas of writing. A book copy editor may also be expected to take on jobs like laying out material; liaising with designers and typesetters; choosing artwork and arranging permissions; and managing budgets – it all depends on how the publisher defines the scope of the role.
Different publishers expect different things from their freelance book copy editors, and an editor must carefully follow the publisher’s instructions. This means that if the publisher commissions me as a book copy editor to do a light edit only, that’s exactly what I do – even if I’m itching to rework sections that I can see could be improved. Copy-editing with restraint is hard work at times, but just as the customer is always right in business, so the publisher is king in the world of editorial freelancing.
Keeping to editorial guidelines, however, doesn’t preclude intelligent copy-editing, by which I mean discussing with the publisher any major issues you can see that fall outside the remit of your edit. Most publishers appreciate perceptive book copy editors who flag up important issues. Laying out exactly when and how a book copy editor should do this is impossible: intelligent copy-editing is about intuitively adapting to each publisher’s style and knowing where the boundaries lie. It’s about effective communication and, above all, a careful and sensitive approach.
Book proofreading and copy-editing sound like cushy numbers – reading books for a living. But the reality for a freelance book proofreader and book copy editor is not all that easy – knowing the English language inside out; reading material several times over at an eye-wateringly slow pace; being permanently unable to turn off ‘editor mode’ when you want to read for yourself, for pleasure; and understanding when to change something, and when to steer well clear.
Both book copy editors and book proofreaders are writers at heart – they have to know how to write and what constitutes good writing in order to spot mistakes and improve others’ words. But this improvement must be made with sensitivity and respect for the author’s voice, and this is the true challenge for a book proofreader and book copy editor. Both book proofreaders and book copy editors must be chameleons – matching their style to the author’s as they work and always taking care not to tread on the author’s toes and impose their personal preferences and style on the text. We must know when to step back, when to respect the creativity of the writer, when to simply let go.
New book: How to Succeed as a Freelancer in Publishing
I'm currently co-authoring a book with Emma Murray called How to Succeed as a Freelancer in Publishing, which will be published autumn 2010 by How To Books. The book offers advice on how to build a freelancing business in your chosen publishing field – from proofreader to copy editor, ghostwriter to author, typesetter to graphic designer. So watch this space for plenty more top advice on making it in publishing.