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A basic approach to copy editing. Here’s a rundown of workshop learnings, gathered through SFU’s Certificate in Editing program, led by esteemed professional editor Barbara Tomlin.

For a comprehensive description, check out  Professional Editorial Standards, from the Editors’ Association of Canada.

Why Hire a Professional Editor?

Presentation is everything. Effective and precise communication is all! Also, versatility, time, money, clarity, and good looking docs go a long way!

What is Copy Editing?

Copy editors work to guarantee the quality and readability of content.

Four main concerns:

1. Correctness: spelling, punctuation, grammar, usage, logic
2. Consistency: editorial style, spelling, capitalization, hyphenation, numbers, facts, references, visuals, notes…
3. Completeness and Accuracy: names, titles, quotes, citations
4. Communication: communicating edits properly via markup, notes, queries, style sheet…

10 THINGS I LEARNED ABOUT COPY EDITING

1. Reference Books are Gold

Copy editors can’t know all the answers, but do need to know where to find them.

• Dictionary: Oxford English Dictionary, Canadian Oxford Dictionary…
• Style Manual: Chicago Manual of Style, Canadian Press Style Book, AP Style Guide…
• Usage Guide: Fowler’s Modern English Usage
• Other helpers: The Copyeditor’s Handbook, Editing Canadian English

2. The Copy Editor’s Responsibilities

Successful projects (and relationships) depend on understanding everyone’s roles in the editorial/publishing process.

A copy editor’s primary responsibilities:

• Identify and correct errors
• Maintain consistent editorial style
• Ensure material is complete and accurate
• Check facts
• Identify changes with markup symbols (or track changes)

3. Planned Attacks Succeed 

Personal preference presides, but copy editing benefits from a structured approach.

Here’s a sample strategy:

1. Style Sheet – Review the provided style sheet, or set the outline for a new one.
2. Big Picture – Consult your text and look at the big-picture elements (i.e. format, structure).
3. Headings – Check for consistency and style.
4. Table of Contents – Crosscheck with headings and actual content. Does everything match up?
5. Text
   1.  Mechanical editing:  spelling, hyphenation, capitalization… 
   2. Language editing: grammar, syntax, usage, diction…
   3. Content editing: querying and fact checking…
6. Internal References + Non-text Materials – Tables and charts, figures and diagrams; it all needs to be reviewed.

4. Style Guides Save

Organizations regularly producing content should have a House Style Guide in place. For copy editors, style guides are critical systems for referencing and organizing textual elements  in perfect consistency. Here’s a sample style guide from @hubspot aimed at internet marketing: LINK.

5. Check The List  

Checklists monitor work flow and remind copy editors of any easily missed items. Lists can cover the components mentioned above, or just a simple list of key elements to watch out for (common grammar errors, spellings, caps, headings…).

6. Don’t Fix What Ain’t Broken

A fine line, but copy editing shouldn’t involve unnecessary rewriting or changes based on personal preference. Most importantly: DO NOT INTRODUCE NEW ERRORS.

7. Punctuation Evolves

Language changes—or is changing. Flexibility and open minds are essential for editing according to the situation and audience at hand. The goal: prevent misreading and facilitate reading; audiences shouldn’t notice punctuation.

8.  Grammar Gaffes

Some of the most common grammar pitfalls to watch out for:

• Modifiers: dangling and misplaced…
• Agreements: subject/verb…
• Usage… affect vs. effect…
• Tense: shifting tenses, as well as voices, numbers, and persons…

Also: faulty parallels, fragments, redundancies (pairs, modifiers, categories)…

Style and usage change; the audience and the goal of easy reading should be kept in mind. Another good @hubspot post regarding grammar: 15 Common Grammar Mistakes We All Need to Stop Making.

9. The Friendly Query

Writer queries should be friendly. Champion the text and author!

Three principles:

1. Queries should be precise and explained fully.
2. Queries should be tactful.
3. Queries should be clearly marked or identified within the document.

10. Tables and Graphs

Non-text material can be dense and unapproachable, critical analysis is important.

General Tips:

• Totals and percentages should be verified, and ideally referenced with original sources.
• Design, layout, rules, indents, and columns should be reviewed and aligned.
• All notes and internal references should match up.

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Other Resources

• Editors.ca – The EAC website offers valuable resources and a directory of professional editors if you’re looking to hire a copy editor.
• American Copy Editors Society