Proofreading involves checking for errors in spelling, grammar, punctuation, usage, and consistency. Proofreaders may also ensure adherence to style guides, and in some cases, review layout and formatting. Unlike more comprehensive forms of editing, proofreading doesn’t involve rewriting, rewording, rearranging, or verifying facts and data. Though proofreaders may suggest improvements if the project scope allows, our focus remains on the technical accuracy of the copy rather than its overall impact. Proofreading is an essential task that should always be the minimum level of review for any project. It requires laser-like precision and a meticulous eye for detail across any length of text.

Here the term “copy editing” is used as a catch-all term for a range of editing tasks. Copy editors go beyond proofreading, tackling line editing (word choice, syntax, tone) and developmental editing (big picture, themes, organization) while scanning for language mechanics and style. Unlike proofreaders, copy editors rewrite or rearrange text for improved clarity, impact, and flow. They might do fact checking to ensure accuracy, cross reference cited sources, and make sure footing is correct. Copy editors use their expertise to suggest improvements, and ensure all content is effective and appropriate for the target audience.

Technical writing goes beyond just explaining technical concepts. It's about conveying complex information or processes in a digestible way that the reader can easily absorb and retain. Think instruction manuals, process documentation, wikis, training materials, proposals, white papers—anything where the end goal is educating the reader. Top-notch technical writing employs a top-down approach, revealing objectives and key concepts up front before drilling down into the details, enabling readers to build upon their understanding as they progress through the text. A good tech writer will meet readers where they are, whether beginners or seasoned learners, and guide them down a linear and logical path, ultimately empowering them to make intelligent decisions in real-world application.

Quality assurance (QA) involves rigorously checking details and testing performance to ensure that quality standards are upheld in a finished product. While the QA title is often associated with product testing engineers in the SaaS space, proofreaders and editors in various fields have long held QA roles as well. For instance, a QA in the transcription biz listens to audio files while reading transcripts to ensure that the typed words match the spoken words, all while adhering to style guides and language mechanics. In email marketing, QAs proofread campaigns, test links, and verify visual rendering across email service providers (ESPs). Financial QAs ensure that spelling is correct, numbers match, and calculations are accurate. Regardless of their niche, all QAs share an otherworldly attention to detail and a commitment to producing error-free work using the best practices of their industries.