Editing or proofreading: what does your manuscript need?

Start with structure when the bigger questions are open

Developmental or structural editing considers how the book works as a whole. In fiction, the discussion may concern character motivation, scene order or pacing. In nonfiction, it may concern the argument, chapter sequence or information a reader needs earlier. The deliverable might be an editorial report, annotated manuscript or an agreed combination.

For example, if a practical guide repeats its introduction across several chapters, correcting punctuation will leave the repetition in place. Resolve the structure first. Ask whether the editor will recommend changes, make them directly, or discuss alternatives for you to implement.

Separate sentence work from consistency checks

Line editing usually concentrates on expression at sentence and paragraph level: rhythm, emphasis, clarity and voice. Copyediting concentrates on language accuracy and consistency, including spelling, punctuation and agreed style choices. Some scopes combine these tasks. The name alone does not tell you how much rewriting or intervention to expect.

A style sheet records decisions such as preferred spellings, capitalization, recurring names and treatment of numbers. It becomes a reference for later checks. Ask whether one is included and identify any specialist terminology, dialect or intentional stylistic choices that should remain intact.

Use proofreading for the final prepared pages

Proofreading checks the proof: the prepared edition approaching publication. As well as remaining textual errors, the reviewer can examine problems introduced or revealed by layout, such as an inconsistent heading or a missing caption. Its purpose is a final check, not a fresh structural rewrite. Define whether print pages, ebook files or both are included.

Imagine that an editor approved a chapter heading in the manuscript, but the layout now splits it awkwardly across lines. That is a useful proof-stage correction. Replacing the whole chapter at this stage can alter pagination, contents and the print spine, creating additional production work.

Use a representative sample to set the scope

Send the current word count, genre, intended reader and revision history with your inquiry. A representative extract is more informative than a highly polished opening alone. Include a typical difficult passage, especially if the manuscript contains dialogue, references, tables or technical explanations. Ask how the sample assessment affects the proposed scope and fee.

• Which editorial stage is proposed, and what problem will it address?
• Will you receive tracked changes, comments, a report, a clean file or a style sheet?
• How many review rounds are included, and what counts as new material?
• Are fact-checking, permissions, references or specialist reviews included or separately scoped?

Plan time to respond to the work

Read the editorial explanation before accepting every change. Work through comments and queries, keep a backup of the received file, and use one master manuscript for decisions. If a proposed correction changes your meaning, raise it. An editor needs context for facts, chronology and terminology that only you can confirm.

Return consolidated responses rather than several conflicting file versions. After substantial author revisions, agree whether another editorial pass is needed before layout. A deadline that includes your review time is more useful than one that ends when the editor sends the first file.

Compare deliverables and boundaries, not labels alone

An editorial quote should identify the manuscript version, the tasks, fee, payment stages and delivery assumptions. Ask what happens if the word count changes or additional revision is requested. Editing and proofreading are paid services; they do not purchase publishing-platform access, transfer your copyright by themselves, or guarantee acceptance or sales.

Publishing Core scopes editorial support around the material supplied and the work agreed. Book formatting is a separate production task unless your written scope includes it. Keep your editorial decisions and final approval documented so the designer receives the manuscript you actually intend to publish.