I have to admit something that’s just a little bit very nerdy: I love proofreading. I love diving into sentences, eradicating stray punctuation marks and comma splices. I also enjoy editing, where I have the power to rewrite entire sentences if need be. (And I do mean need—I have been on the receiving end of an overzealous editor’s red pen, and it isn’t fun.)
However, there is one sentence I dread. It usually comes in an email from a client. The email explains that the client has a project with a translator already lined up. And then the dreaded sentence:
“I am looking for a proofreader.”
What’s so wrong with that request? Shouldn’t I like hearing that my clients need me? Of course I should, and I do. But not everyone has the same idea of what it means to edit or proofread a translation. That one sentence doesn’t tell me what the client actually needs me to do. In other words, we end up wasting time trying to define what we both mean by “editing” and “proofreading.”
What is Editing?
Think of editing as the big picture process. The translation is compared to the original (source) text, and the translated text is reviewed as a whole. The editor should check for things like word choice, clarity, conciseness, consistency, jargon, and register. This editing process should answer a few simple questions:
- Does the translation accurately convey the meaning of the source text?
- Does the translation use the appropriate terminology and style for its intended audience?
- Is the translated text consistent? (This is especially important when more than one translator was involved.)
A Word of Caution: Think twice before using a Spanish/English editor who offers “edition services.” The Spanish word for editing, edición, is sometimes mistranslated as the word “edition.” This kind of word choice error is exactly what a good editor should be watching out for!
What is Proofreading?
If editing is looking at the big picture, proofreading is like getting out the magnifying glass and doing a careful inspection. At this stage, the goal is to clean up the text; the source text is forgotten and the translated text must stand on its own. Issues to consider:
- Style Guides: In-house guide and/or professional guides (such as The Chicago Manual of Style)
- Mechanics: Spelling, capitalization, punctuation, abbreviations, numbers
- Sentence Structure: Run-on sentences, comma splices, sentence fragments
- Regional Differences: UK v. US English spelling and punctuation
A proofreader may have specific duties that depend on the kind of document or the client. My favorite client sends a checklist to all proofreaders, to ensure that our work is consistent and covers everything the client needs. After proofreading, the translation should be ready to use.
Who is the Editor/Proofreader?
So who do you contact for editing, proofreading, or both? Most translators include some amount of editing and proofreading in their workflow. For example, when I translate a document, I always compare my translation with the original document. I check it for accuracy, and then I rewrite any part that doesn’t flow well in English. After that, I proofread the entire document for mechanical and formatting errors.
For some documents, this process is sufficient. If the translation will only be distributed internally, you probably don’t need to get bogged down in additional editing. However, even the best translators won’t catch every error in their own work. If you are translating marketing materials or other documents to be published, an independent editor and/or proofreader will help create a polished product.
The editor should be an expert in both languages, while the proofreader may be monolingual. The editor should also know the subject matter deeply—nothing wastes your money like having errors introduced in the editing stage after paying top dollar for an expert translator. Proofreaders may or may not be experts on the subject, but they should be experts on the writing style guide used in-house and in your field.
When requesting editing and proofreading services, be clear what it is you need. Define the service you are looking for and your requirements for the person who carries it out. When it doubt, ask your language services provider to explain what is included in each service. Spending a little extra time at the outset will ensure a more accurate quote and the best translation for your needs.
7 Comments
Interesting article. But what you describe as proofreading is actually copy editing.
It is often difficult to make clients realize that they need to use the correct term to define the scope of work they actually want/need done. This creates a problem for editors/proofreaders because the speed at which different editing tasks can be done can differ dramatically. If they ask for a proofread, which technically means just checking copy (just before publication) that has already been edited and corrected (at X number of pages per hour) but they actually expect 100% of errors to be hunted down and fixed (which would take a lot longer) because the document has yet to be edited, you have a problem.
I find the information in this link very useful when it comes to educating my clients:
http://www.editors.ca/hire/definitions.html
Poppy, you’re absolutely right. I thought about discussing copy editing here, but I decided against it. Why? Because most people I work with in the translation industry only talk about editing and proofreading (meaning copy editing). I have adopted those two terms to fit into the most widely-used definitions in this industry. I suppose that could be a poor decision in the long run, based on the broader difference between copy editing and proofreading. However, it’s easier for my personal interactions with clients on a daily basis.
Hi Rachel,
If it works for you, I certainly have no objection. A rose by any other name…
Just make sure that whatever they call it, if they expect more than what the traditional definition of proofreading entails, they are willing and prepared to pay you for the time required to do it. I am certain that you, like most of us in this business, feel compelled to do a thorough job. It is always nice if we also get paid for our complete level of effort.
Great post!!
I don’t mind editing or proofreading. In fact, I prefer edition because it allows us more changes and get a final result that looks great.
However, what I dread the most is when they tell you they need a proofreading, so they pay you less, and then you realise that you are actually editing, because the whole translation is a mess… Or even worse, you are not editing but retranslating… That is what I hate (and yes, I meant hate, not the Spanish “odio”, which is kind of “less hateful”)
I like your division of edition and proofreading… Maybe I should keep the link just in case I have to send it to any agency that doesn’t know the difference
I usually provide editing/proofreading services at an hourly rate, specifically to avoid that situation. I’m happy to provide a more tailored quote if the client has the text ready for me to look at, but if I am agreeing to a project before it has been translated I usually just provide an estimate based on my hourly rate. (Obviously, it’s important to talk to the client if the text requires heavy editing when the client was expecting proofreading. But that ensures that I get paid for the work I am putting in, and the client knows what to expect of that translator in the future.)
Hi Rachel,
Great article and great comments. I always believe that translation, editing and proofreading of a piece of text should be handled by separate persons. Then it is up to the client to go for any of the three layers of cost. In most cases, a client who is not happy with the translated text looks for a low-cost fix, not caring what editing or proofreading means. By both, a client means “fix” the text. So it is up to us, the professionals, to help the client clarify what he wants.
I have one small recommendation to fellow professionals who have or are likely to have difficult time with clients who tend to confuse editing and proofreading: Simply ask the client whether the text has been edited by somebody after the translation is completed. If the answer is no, it is almost certain that the client expects you to do editing, while mistakenly advertising for a proofreading job. In short: always accept a proofreading job only after it is confirmed edited, otherwise it is surely an editing job.
Another great article here! You were able to differentiate well what is editing and proofreading.
One Trackback
[...] Language Translation Ten good reasons why you should validate your translated terminology The Difference between Editing and Proofreading a Translation Lost In Translation: Five British Stereotypes That Are Myths The Continuing Saga & Evolution of [...]