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In my last article, I provided an overview of the types of editing. As I stated there, knowing what type of editing you need for your book, as well as when it’s needed, will save you time, money, and energy, by preventing you from choosing the wrong type of editing at the wrong time.
Today, we’re going over copy editing, which is sometimes called “line editing,” depending on the editor and what they offer. I’ll talk more about that later. If you need an overview of the types of editing, or want more information about developmental editing, which is the first level of editing, please check out my previous article, “A Writer’s Glossary: What is Developmental Editing?”
What is Copy Editing?
While developmental editing focuses on the big-picture, macro level of your story, copy editing focuses on the narrative at a more micro level, including grammar, spelling, punctuation, consistency, etc. This level may or may not include some sentence structure or “line editing” (depending on the editor). Some editors will also include basic fact-checking.
Here is the list I provide prospective clients, telling them what’s included in my copy edits:
Spelling and grammar (including punctuation, sentence structure, tense consistency, etc.)
Basic fact checking (fiction only)
Word choice suggestions (for basic readability and flow)
Fiction: Checking for characterization consistency, continuity, syntax, wordiness, repetition, point-of-view deviations, awkward sentence structure, and timeline issues
Nonfiction: Checking for consistency, continuity, syntax, wordiness, repetition, awkward sentence structure
Minor formatting (obvious paragraph- or line-spacing issues)
Copy editing is meant to improve the reader experience, decreasing typos or other problems that may cause clarity issues or distract the reader from the story.
What Copy Editing is Not
It’s important to go into a copy-editing project with realistic expectations, so I should probably mention what is not usually included in a copy edit:
Story-level or big-picture developmental edits
Critique of the manuscript
Line editing, unless specified
Ghostwriting
Formatting and layout
Indexing, table of contents creation
Proofreading
While the above is a partial list of what isn’t included in my copy-editing services, be sure to verify with any editor you’re considering working with to see what they provide with their copy edits. Every editor is different.
For example, I’ll help with paragraph- or line-spacing issues and point out if there’s inconsistency with chapter headings or subheadings in a nonfiction book. However, I don’t fix bigger formatting issues. If you can’t do the formatting yourself, you might choose to hire a professional book formatter. (Note, I created a free “Format Your Manuscript Like a Pro” PDF, which you can get by signing up for my newsletter below.)
In terms of line editing, this is more about the “wording” than about eradicating errors. Some copy editors include line editing, but not all do. Be sure you confirm with a potential editor whether they provide help with sentence structure and wording, if that’s something you want. I generally provide line editing along with my copy edits, as I consider it part of the learning process for many newer writers.
What is Included in a Copy Edit?
Deliverables for a copy edit generally include the manuscript with markup (error correction), using Track Changes in Microsoft Word (or other software).
Many copy editors will complete a “style sheet” during the edit and may provide that to the author. A style sheet is a handy document that lists style choices, as well as some or all of the following:
spelling of unusual words
hyphenated words
proper nouns
short character profiles
timeline references
location profiles
grammatical choices, etc.
A style sheet is used to maintain consistency throughout a manuscript, or even throughout multiple manuscripts if you’re writing a series.
Occasionally, an editorial letter may be included in a copy edit, particularly if more explanation is needed about why certain changes were suggested. I’ll often throw in a tip or two regarding such things as rules for punctuating dialogue or how to manage verb-tense issues if these were found to be a concern.
Again, every editor is different, so be sure to confirm what deliverables you can expect with your copy edit.
Why is Copy Editing Important?
Copy editing is important because errors distract readers. It’s that simple. If your character’s eye color changes, they’ll notice. If there are a lot of typos or your dialogue is punctuated incorrectly, they’ll notice.
You want your reader to be able to focus on your story. Every error presents an opportunity for the reader to stop reading and focus on the error rather than the story. I’ve seen Amazon reviews where readers had actually counted typos as they read. And if they are counting typos instead of enjoying your story, your book isn’t going to be as successful as it could have been.
While not strictly necessary, as I’ll mention, if you’re going for traditional publication and you know that you struggle with the things a copy edit covers, having your book copy edited prior to submission can show a potential agent or editor that you care, that you’re professional, and that you take pride in your work.
When Should a Copy Edit Be Done?
A copy edit should be done once your story is in its final form, when all global or big-picture changes have been made. This is generally after you’ve had a developmental edit (or in conjunction with one…see below).
While a copy edit isn’t always necessary if you’re submitting for traditional publication, if you plan on self-publishing your book, a copy edit really should be mandatory. As I mentioned earlier, I’ve seen or heard of so many great stories ending up with a lot of poor reviews due to readers being distracted by all the errors in the book.
A copy edit should also be done after you’ve done your own due diligence to fix as many errors as you can. You should be self-editing prior to hiring a professional editor. Like readers, editors can also be distracted by errors, and if the editor is focusing on too many errors in a manuscript, it could mean they miss things. A manuscript requiring heavy copy editing may also cost you more than a cleaner manuscript!
It’s also best to have a copy edit done prior to any professional formatting. A formatter will want the book to be as clean as possible before they make formatting choices. After formatting is done, you may choose to have a final proofreading round to ensure that no additional errors have been introduced in earlier rounds of editing. More on that later.
When is Copy Editing Unnecessary?
If you’re still working on your story or the organization of your nonfiction book, you’re not ready for a copy edit. If you haven’t finalized the structure and story, there’s no need for a copy edit yet. Paying an editor to look at the little stuff, while there are still problems with the big stuff, is just a waste of your time and money.
If you have a very good handle on spelling, grammar, etc., and you plan to submit to agents or editors, you may not need to hire a copy editor. Most of these professionals are able to overlook a few typos in favor of the story. And should you retain an agent, who eventually sells your book to a publisher, it’s highly likely that the publisher will have their own developmental and copy editors to work with you.
What Happens After a Copy Edit?
The main deliverable with a copy edit will be your manuscript, marked up using Track Changes in Microsoft Word, which is fairly standard. Be sure to confirm, prior to hiring an editor, regarding the manuscript file type needed and what software will be used, to be sure you’re compatible.
Once you get the manuscript back, it’s your turn. I typically advise my clients to read all comments first (along with the editorial letter, if one was provided). That way, they know what to expect and have advance notice of any surprises I may have found.
Once you’ve reviewed the letter and comments, it’s time to get to work accepting or rejecting each change to the manuscript. Each recommendation for change should be reviewed carefully! If you’re not sure how to work with Track Changes, you can find some great instructional videos on YouTube.
Remember, this is your manuscript and your words. You can choose to reject changes recommended by your editor (called “steting” in traditional publishing), but give it some thought before you reject something, as the editor likely had a reason for the suggestion. I usually offer my reasoning in a comment the first time I make a change, so the author can make an informed choice, but not all editors do that.
You’ll go through the manuscript until there are no remaining corrections, making sure to delete each comment (unless you have a specific reason for keeping one). If you’re going the traditional route, you’re likely now ready to submit. If you’re an indie author, your next steps will likely be formatting/print layout, followed by a round of proofreading.
Copy Editing versus Proofreading
While the terms “copy editing” and “line editing” might be used interchangeably and/or be part of the same level of editing, “proofreading” is not copy editing and should not be considered interchangeable, even though both are looking, on the surface, for errors and typos.
The term proofreading specifically refers to reviewing the “proofs,” the final version of a formatted manuscript, right before it goes to print (or before it’s published, in the case of self-publishing).
Proofreading is done after all other levels of editing are completed and the book is formatted, at which point, there should be few, if any, errors left. I’ll write another article about that soon, but suffice it to say, don’t request a proofread when you really need a copy edit.
Combination Editing
When it comes to traditional publishing, each level of editing is commonly done completely separately, often by different editors. This editing progression might look something like this (depending on the publisher):
Developmental edit done by an editor, followed by review and editing by the author.
Line editing (if separate from developmental or copy editing), followed by review and editing by the author.
Copy editing done by a copy editor, followed by review and editing by the author.
Formatting and print layout done by the publisher.
Final proofreading, which may be done by the author or by a proofreader, after which the author will need to approve changes.
While traditional publishers have a lot of lead time from purchase to publication, indie authors often don’t have that kind of time. It’s also quite expensive to pay for all those levels of editing separately. As a result, some editors offer “hybrid” or combination edits.
For example, I offer a combination developmental and copy edit. This works well for authors with more writing experience, who have their stories really dialed in. If an author is really concerned about their story, then I’ll likely recommend a developmental edit by itself first.
I think this combination edit, in particular, is becoming more popular. My reason for offering this is that I understand the goals of indie authors, as well as the costs involved. By combining these two edits into one round, there’s a cost savings. Additionally, indie authors often feel the pressure to produce faster, and combining edits can save them a substantial amount of time.
That said, there’s no way to predict how much story-level editing might be necessary until the edit is completed. While I provide the copy editing along with the story-level editing, if a major rewrite is needed afterward, this may introduce further errors, which might require another round of copy editing. However, for a lot of my clients, this one combo round is often enough.
If you’re interested in this type of combination editing, check with your potential editor to see if they offer this. Not every editor feels comfortable doing both at the same time, and others only offer one type of editing or the other. For example, many skilled developmental editors hate copy editing and vice versa. I just happen to love both!
To summarize:
Copy editing covers the micro-level components of your book, including spelling, grammar, consistency, timeline verification, capitalization, hyphenation, etc.
Copy editing should be done once all story-level editing has been completed (after the developmental edit) and before any formatting of the manuscript.
You’ll receive your manuscript back with changes noted and be responsible for accepting or rejecting each change individually.
Following a copy edit, you’ll determine what your next steps are based on whether you are pursuing traditional or indie publishing.
If you’re interested in talking to me about getting one step closer to publication with a copy edit or developmental/copy edit combo, please reach out below. I’d be happy to talk about your editing needs!
Work with me!
Whether preparing to self-publish or to start the submission process, I’m here to help! You can Request a Quote today. If I think we might be a good fit, I’ll provide a 3- to 5-page sample edit of your manuscript to show you what I can do for you!