Tag: copy editing

Why Are There Different Types of Editing?

My last three posts have explained the differences between the three types of editing: content editing, copy editing, and proofreading. In these posts, I stressed the fact that each type of editing should be completed separately. But why is that? And why are they completed in such a particular order?

The main reason each level of editing ought to be completed separately is so the editor’s efforts are focused.

Another important reason for each stage of editing to be completed separately is to prevent double-ups from occurring. For example, if an editor completes copy editing before or alongside content editing, they’ll likely have to redo the task anyway. Content editing includes rewriting, rearranging, adding, and omitting text, which means if that text was copy edited already, all that hard work will be undone.

The separation of these tasks also means that an editor can focus on a specific set of elements without getting sidetracked. Editing structure and content takes a lot longer if the editor stops to think about every comma and dash along the way. Keeping the stages of editing separate makes it easier to do each job thoroughly, because the editor isn’t trying to do too many things at once.

Another reason the three stages happen in this order is that, once a piece of work has been put in the design file, making changes like adding or removing words creates a lot more work for the designer than you might think. Keeping the stages separate ensures that each level of editing is completed thoroughly, without distraction, to minimise having to redo tedious work.

Types of Editing: Copy Editing

An infographic about copy editing with dot-point examples. Image text: Copy Editing. Working at the sentence level. Editor works independently and only engages author if required for clarification. Spelling conventions and consistency. Grammar and usage (e.g. tenses). Syntax and sentence structure. Vocabulary. Punctuation. Formatting (e.g. dates, times, use of bold and italics). Other stylistic choices (e.g. numbers presented as numerals or spelled out as words). These are general examples and not a complete list.

In my previous post, I gave an overview of the first stage of editing, which focuses on improving the overall structure and content of written work.

This post will provide a similar overview to the second stage of the editing process: copy editing.

What is copy editing?

Copy editing occurs once all significant structural changes to the writing have been applied and finalised. You can think of copy editing as a way of ‘cleaning up’ the writing itself by honing in on the sentence level. A copy editor will pay close attention to the mechanics of the text (e.g., spelling, grammar, punctuation), stylistic consistency (e.g., words with variable spellings, presentation of numbers and measurements), and elements that affect readability (e.g., wordiness and the nuance of word choices).  

What happens during copy editing?

A copy editor can work independently from the author (or publisher) after they have been briefed. A copy-editing brief might include the provision of an existing house style and/or spelling sheet if decisions have already been made (e.g., whether to use single or double quotation marks). The copy editor may contact the writer or publisher to clarify preferences that were not already specified. Personally, I prefer to use tracked changes when copy editing so that the author can review the corrections.

The copy editors will build on the spelling sheet if one was provided, or create one if not. This is where they will record decisions and create a point of reference for things like words and names with unique or variable spelling, and other decisions that have been applied or made consistent in the text. In addition to the spelling sheet and aforementioned house style, an editor should also have a dictionary and thesaurus. Depending on the type of writing, an editor might also need a referencing guide or a specialised dictionary for a specific subject. These resources help copy editors work efficiently and effectively to perfect every word on the page.

When any form of writing is being edited for publication, copy editing is the last chance to ensure everything is correct before the text is sent to the designer. Once the writing has been placed into a design file and typeset, it becomes harder to make changes without undoing somebody else’s hard work. While copy editing is not the final stage in the editing process, it is an integral step and should be done with diligence.