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Why copywriters, copy editors & proofreaders are vital for great B2B content

Ruth Taylor

I have a confession to make. After all my years in marketing, I didn't really understand what copy editors and proofreaders did. But guess what? After speaking to some clients and fellow marketers, it turns out I wasn't the only one. It wasn't until I recently completed a diploma in proofreading and copy editing (shameless brag – I was awarded a distinction!) that I understood just how skilful and essential these roles are.


grey pencils on a yellow background  with the words Copywriter + Copy Editor + Proofreader = Great B2B Content

As a copywriter and content writer, I've always been very particular about typos, spelling mistakes, etc. I assumed that's what a proofreader's role was - to spot bad grammar, spelling and typos. And a copy editor did just what the title says: edited the copy so it reads well. I was so wrong.

 

There's so much more to these professions. The terms might seem interchangeable, but they are distinct roles, each contributing unique value to the writing process.


What does a copy editor do?


Copy editing takes place before proofreading a piece of content. A copy editor's job is to refine the copy's overall flow, clarity and coherence. So they'll read through the copy word by word, paragraph by paragraph and make changes to improve it. They might rewrite sentences, reorganise paragraphs, or suggest alternative words to convey your message better. They're looking not just at individual words and sentences but the overall piece and its effectiveness.

 

A copy editor checks factual accuracy. This can be basic fact-checking, such as verifying phone numbers and names or making sure the copy isn't misleading. Think fake news! They will also check the content for potential legal problems like copyright infringement, data protection breaches, or libel.

 

Before starting, a copy editor will agree on what level of editing you want. Not everyone wants a full edit of their copy, so all parties need to agree on the type of editing before a copy editor begins to work their magic.

 

This could be basic corrections such as spelling and grammar and editing some text. You might want something more in-depth that includes additional editing to ensure the copy is written for the reader and is clear and well-structured. Sometimes copy can be written by several people, so the language will need checking for consistency. Or, you might want the full works, which includes rewriting and restructuring the copy so it flows better and is easily read.  


To edit copy effectively, a copy editor needs to understand your audience, your tone, what the copy is for and how it will be used. Is it a blog, news story, or leadership article, or will it be published in the trade press?

 

For example, if you've written a blog post for the construction sector, a copy editor would ensure the language is relevant to the audience, consistent throughout the copy, that technical terms are used correctly and explained where necessary, and that the post flows logically from the introduction to the conclusion.



Person editing some text in red pen

What does a proofreader do?


Proofreading is the last stage in the writing process. A proofreader is your final safety net that catches errors before your content is published. It's all about making sure your text is error-free, polished and professional. In other words, catching those annoying typos, grammatical slip-ups and formatting inconsistencies that have managed to sneak through earlier drafts.

 

A proofreader will look for the following:


  • Correct style: Ensuring your house or recognised editorial style guides are followed, such as font type and size, headings type (e.g. bold, caps, font size), job descriptions in lowercase (general manager) or times (10am or 10AM?)


  • Spelling mistakes: Typos, homophones (think "their" vs "there" vs "they're" or "accept" vs "except") or other common errors.


  • Punctuation: Ensuring commas, full stops, and quotation marks are in the right place.


  • Grammar: This includes ensuring that subjects and verbs match (singular subject, so singular verb), ensuring tense consistency, and using proper conjunctions.


  • Consistency: Are you using UK or US English? (this is a personal pet hate if you're writing for a UK audience, then get rid of the "z" so "specialise" not "specialize!"), is the brand name capitalised?


  • Formatting: Are indents and spacing between lines and paragraphs correct? Do page numbers and table of contents match?


The thing to understand is that proofreading is not about changing the content or structure of the copy. It's not about rewriting sentences for clarity or making style changes. It's the fine-tooth combing of the document before it's published online or in print.



Person correcting mistakes on  a document in red pen. Proofreading

Where does this fit in with copywriting?


Copywriting is its own distinct discipline, but it overlaps with the work of copy editors and proofreaders. A copywriter comes in at the beginning of the writing process by bringing your products, services, or ideas to life. They are responsible for creating the content itself, which could be a blog, case study, website copy, email or social media post. Copywriting is about crafting compelling, persuasive content that encourages action, builds brand awareness, or communicates key messages.

 

Once the copy is written, the copy editor and proofreader come in.

  

So, there you have it. In a nutshell, a copy editor corrects and revises while a proofreader checks for errors. In the real world, these roles can overlap, but it's still important to understand the different disciplines that come into play when creating copy.


It pays to invest in the professionals


When it comes to B2B content, where accuracy and professionalism are essential, the roles of copywriter, copy editor and proofreader are crucial. It doesn't matter if you're publishing a white paper, sending out a client newsletter, posting a blog or updating your website; your content represents your business. Boring copy, poor grammar, unclear messaging, inconsistent formatting or branding can harm your credibility and reputation.

 

So, it pays to have a professional involved in each stage of the process.

 


I'm a professional copywriter, copy editor and proofreader. If you need help creating impactful content, editing or proofreading your current content, get in touch, and let's talk; I'm here to help.


 



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