A plain-English glossary of editing terms: what editors really mean

If you’re not an editor, the terminology used to describe editing services can feel confusing – and sometimes contradictory. Terms such as copyediting, proofreading and substantive editing are often used interchangeably, even though they are traditionally understood to refer to different stages of work.

Although my own practice sits primarily within medical editing, I am stepping slightly outside that specific context here to explain how these terms are commonly used more broadly. It’s also worth noting that different editors, organisations and sectors may interpret or apply these labels in slightly different ways.

This glossary therefore aims to explain common editing terms in clear, practical language, so you have a useful frame of reference when discussing editorial services – what’s being offered, and what to expect.

Proofreading

What it really means: A final quality check before publication or submission.

Proofreading focuses on surface errors only, such as:

• typos

• misspellings

• punctuation errors

• formatting inconsistencies

• minor layout issues

What it does not include:

• rewriting sentences

• improving clarity or flow

• checking factual accuracy

• restructuring text

Proofreading is done after the document is otherwise complete. If the text still needs work at sentence or paragraph level, proofreading alone is unlikely to be sufficient.

Copyediting

What it really means: Improving clarity, consistency and correctness at sentence level.

Copyediting typically includes:

• grammar and punctuation

• sentence clarity and flow

• consistency in spelling, terminology and style

• basic fact-checking (e.g. internal consistency, dates, references)

• applying a style guide (e.g. journal or organisational style)

What it does not usually include:

• major restructuring

• developing arguments

• adding new content

Copyediting is often what clients mean when they say they want a document 'polished'.

Substantive editing (also called structural or developmental editing)

What it really means: Working on the content and structure of the document, not just the wording.

This level of editing may involve:

• reordering sections or paragraphs

• clarifying arguments or logic

• reducing repetition

• flagging gaps or inconsistencies in content

• suggesting rewrites for clarity and coherence

Substantive editing looks at the big picture – how well the document works for its intended audience and purpose.

Line editing

What it really means: Refining the language at sentence and paragraph level.

Line editing focuses on:

• tone and readability

• flow between sentences

• word choice

• removing ambiguity or awkward phrasing

There is some overlap with copyediting, but line editing tends to be more stylistic, while copyediting is more technical.

Mechanical editing

What it really means: Applying rules consistently.

Mechanical editing focuses on:

• capitalisation

• hyphenation

• abbreviations

• number formatting

• references and citations

It ensures the document follows a defined style guide consistently from start to finish.

Style guide

What it really means: A set of rules for how writing should look and sound.

A style guide covers things like:

• spelling preferences (UK vs US English)

• use of abbreviations

• capitalisation

• referencing format

• terminology choices

Editors use style guides to maintain consistency – not to impose personal preferences.

Author queries

What it really means: Questions or comments from the editor to the author.

Author queries may:

• ask for clarification

• flag possible errors or ambiguities

• highlight inconsistencies

• request confirmation of meaning

Queries are a normal and essential part of professional editing – not a sign that something has gone wrong.

Track changes

What it really means: A way of showing edits transparently.

Track changes allows you to:

• see every edit made

• accept or reject changes

• understand why changes were suggested (often via comments)

This ensures editorial decisions are visible and controllable.

House style (see also Style guide)

What it really means: An organisation’s preferred way of writing.

House style is a customised set of conventions specific to:

• a publisher

• a journal

• a company or institution

Editors follow house style to ensure documents align with brand, regulatory or publication requirements.

Plain English

What it really means: Clear, precise writing – not oversimplified writing.

Plain English aims to:

• reduce unnecessary complexity

• avoid ambiguity

• improve accessibility for the intended audience

In technical or medical contexts, plain English does not mean removing necessary terminology – it means using it carefully and clearly.

Editing vs proofreading: a quick summary

• Editing improves clarity, consistency and structure.

• Proofreading checks for final errors only.

If a document needs clearer wording or improved flow, it needs editing, not just proofreading.

Do these distinctions matter in medical editing?

In practice, I tend to use the broad term medical editing to describe the work I do. In specialist fields such as medicine and healthcare, the traditional labels used in publishing – proofreading, copyediting, line editing, substantive editing – are often less clear-cut or less useful. Medical documents frequently require a combination of approaches: attention to accuracy and consistency, clarity at sentence level, and an understanding of how structure, terminology and context affect meaning. Even so, it can be helpful to understand what these terms traditionally describe and why they exist. They provide a shared reference point and can make conversations about scope, expectations and level of input clearer for both editors and clients.