Style guides, explained

A style guide, or style manual, is a set of rules for how a piece of writing should be put together and presented. It settles the choices that otherwise change from one writer to the next, like how you punctuate a list or cite a source. Many style guides are mandatory, so you have to follow yours before you can publish.

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They range from the big published manuals down to a short in-house guide a company writes for itself.

Style guides matter most in academic and research writing, where you have to match a required style down to the punctuation. If you’re writing a thesis or dissertation, my academic copy editing services cover APA, Chicago, or whatever guide your department sets.

What a style guide is for

No two people write exactly alike. Ask two writers to format the same date and you’ll often get two different answers, each shaped by training and habit. A style guide decides questions like that up front, so everyone writes the same way.

That matters most when more than one person writes for the same piece. Without a shared guide, your reader trips over a date in a new format here and a word spelled two ways there. With a style guide, a business keeps a recognizable voice and a journal or university holds dozens of contributors to a single standard. The longer the document and the bigger the team, the more you need one.

Types of style guides

There are several types of style guides and you can adopt a published one or write your own.

Writing and prose guides handle your language, down to how you punctuate and cite. These are the famous published manuals, and most newspapers and journals keep one of their own.

Visual guides handle how things look, from your typefaces to the spacing around a logo.

Editorial guides capture how an organization sounds: the way it talks to its readers and the tone it wants to hit.

How the major writing style guides differ

The best-known guides differ in two main ways: small points of language, and how they treat citations.

What really separates them is how you cite. Move a paper from one field into another and you can’t just reuse the references; you have to rebuild them to the new style.

• APA sets the standard for psychology and the social sciences, and uses author-date citations

• MLA rules the humanities, especially literature and languages

• Chicago dominates book publishing and history, with two citation systems to choose from; students often use its Turabian version for theses

• AP is the journalism standard, and turns up across business and marketing writing too

The sciences and medicine bring their own guides, chiefly the AMA Manual of Style in medicine and CSE in the natural sciences.

Journals are the strictest of all. Most won’t even consider your manuscript until it matches their chosen guide exactly. If your work is heading for a journal, that’s what my journal article editing focuses on.

Style guide vs style sheet

A style guide sets the rules; a style sheet records the calls I make on your specific project.

A published style guide can run to hundreds of pages. A style sheet is smaller and more specific, a short working list I build for one job. It records the decisions that come up as I edit, like an unusual spelling I’ve settled on or a heading style I’m keeping, so a long piece stays consistent with itself.

The main published style guides

Dozens of style guides are in print. Here are the ones you’re most likely to meet, grouped by where each one rules.

• Academic and research: APA, the MLA Handbook, The Chicago Manual of Style, and Turabian

• Science and medicine: the AMA Manual of Style, Scientific Style and Format (the CSE manual), IEEE style, and Citing Medicine

• Journalism and general usage: the AP Stylebook and New Hart’s Rules

• Typography and design: The Elements of Typographic Style

What I do with style guides

Most of the time, you’ll already have a guide and I edit your work to it. Let me know the one you need to follow, whether it’s a published manual or your company’s own house style, and I’ll hold every page to it, citations and reference list included. For most clients that means APA, Chicago, MLA, or AP. For medical and scientific work it’s the AMA Manual of Style. If you’ve built your own house style, I’ll follow that too.

If you don’t have a guide yet, I’ll build you one, or a shorter style sheet for a single project.

I’m Tara Foss, and I’ve spent 25+ years editing to style guides for researchers and businesses, so this is everyday work for me.

Editing to your style guide is part of my normal copy editing and proofreading. I don’t charge extra for it. To see what your project would cost, get an instant price.

Related reading

• Proofreading, explained, what proofreading is and where it fits

• Copy editing, explained, what copy editing covers

• Non-fiction book editing, for books and manuscripts held to a house or series style

Common questions about style guides

Do I need a style guide?

Probably not, if you’re a small team writing side by side. You start to need one as you grow and bring more writers on board, especially in different places. That’s when a guide gets everyone to the same standard fast. A single big document, like a thesis or a major report, is worth a short style sheet on its own.

Can you create a style guide for me?

Yes. If you don’t have one, I’ll build you a full style guide, or a shorter style sheet for a single project. I start from how you already write and the standards you have to meet, so the guide fits the way you work. If a published guide would serve you better than a custom one, I’ll tell you that too.

Which style guide should I use?

Usually you don’t choose, your field or your publisher does. Psychology and the social sciences expect APA, the humanities use MLA, and book publishing and history lean on Chicago. Journalism uses AP, and medicine uses the AMA Manual of Style. If the call really is yours, go with whatever your readers already expect.

Whatever guide your work follows, I’ll apply it cleanly from your first page to your last. Tell me what you’re working on whenever you’re ready.

Proofreaders, explained

A proofreader is the last set of eyes on a piece of writing before it goes out. Their job is to catch the small mistakes still left in the work that earlier rounds of editing leave behind, like a misspelled word or a comma in the wrong place. This is different from copy editing. A copy editor reshapes a piece so it reads well and does its job; a proofreader works at the surface, making sure the mechanics are right. Once a piece has been proofread, it should be clean enough to publish.

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I’m a professional proofreader and copy editor, and every project gets copy editing and proofreading as standard.

What does a proofreader do?

A proofreader reads a finished piece slowly and carefully, looking for anything that’s still wrong. Proofreading is the last step before a piece is finalized, so the questions of style and structure have already been answered. What matters now is whether the writing is correct on the page.

Often, that’s the whole job: read it closely and hand it back clean. But a proofreader also checks that a document is consistent with itself and with other versions of itself. They might set an author’s manuscript against the publisher’s galley proof, or make sure an article reads the same in print as it does online.

Proofreading as an activity, and how the process works from start to finish, has its own guide in proofreading, explained.

Proofreader, copy editor, or fact checker?

These three jobs get mixed up, but they’re not the same. A copy editor takes time to understand what a piece is for and shapes it to fit, working on how it reads and whether it makes sense. A fact checker confirms the facts against outside sources. A proofreader works at the surface, on the spelling and punctuation that have to be right whatever the writing is.

The difference is easiest to see in one sentence. Take “Barack Obama was, ellected President in 2009.” A fact checker would look it up and change 2009 to 2008. A copy editor would weigh whether the sentence earns its place in the piece and might change it. A proofreader would catch the stray comma and the misspelled “elected,” and leave the rest alone.

Some copy editors do proofread as part of the service. The fuller comparison between copy editing and proofreading sits in copy editing, explained, and what a copy editor does has its own guide in copy editors, explained.

What to look for when hiring a proofreader

Start with education and a wide base of reading. Most professional proofreaders have a degree in English or something close to it, like journalism or communications. There are proofreading courses and certificates too, and they don’t hurt, but the more useful signal is a real grounding in the language and years of reading widely. That’s what builds the instinct for knowing when something’s off.

Then look at experience, which matters at least as much. A proofreader’s eye is built over time, on a lot of different writing, and both speed and accuracy come with the miles. Proofreading a first-grade math textbook is not the same job as proofreading a 100,000-word novel, and someone who’s done plenty of both will be steadier with yours.

It’s worth understanding why experience matters so much, because proofreading looks more mechanical than it is. In theory the rules never change: punctuation is punctuation, and a misspelled word is misspelled whether it’s in a novel or a text message. In practice, a proofreader is always reading for context. The conventions on a national news site are not the conventions of a company’s website or a PhD thesis, and the language itself keeps shifting under everyone’s feet. A good proofreader keeps up, and knows which rules apply to the piece in front of them.

It also helps to find someone who knows your kind of writing. A fiction proofreader is at home with dialogue and the rhythm of narrative; a non-fiction proofreader keeps a closer eye on the facts and the formatting. Someone who has worked in your subject will bring the right instincts to it.

What it costs comes down mostly to length, since a longer piece takes longer to do properly, and every job is a little different. The simplest way to find out what yours would cost is to ask for a quote.

Related guides

• Proofreading, explained: proofreading as an activity

• Copy editing, explained: the wider editing craft

• Copy editors, explained: what a copy editor does

I’m Tara Foss, and I’ve been editing professionally for more than 25 years. Whatever you send me, I do the work myself.

FAQs about proofreaders

Is “proofreader” one word or two?

One word, these days. “Proofreader” is the standard spelling, and so is the verb, “proofread.” You’ll still come across the two-word “proof reader” and the hyphenated “proof-reader,” especially in older or British writing, but the single word is now the norm.

Can I proofread my own work?

You can, but you may not be the best person for it. We tend to read what a sentence is meant to say and slide right over our own mistakes, so a second reader will catch what you’ve stopped seeing. A trained proofreader also spots the things you’d miss, and keeps spelling and punctuation consistent throughout.

How many times will a proofreader read through a piece?

It depends on the proofreader. Some go through a piece once; others read it twice or more. For anything important or complex, more than one pass is usually worth it.

How long does proofreading take?

Speeds vary, but a useful rule of thumb is around 1,500 to 2,000 words an hour, or somewhere between 10,000 and 14,000 words a day. A longer or more technical piece takes more time to do properly, so the timing is always worked out per project.

If you’ve got a piece that needs a careful final read, tell me about it and I’ll let you know how I can help.

Proofreading, explained

Proofreading checks and corrects errors in spelling and grammar, along with punctuation and word use. It runs through the whole document, down to the footnotes and captions that often get missed. A final proofread gives you confidence that your writing is free from mistakes.

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If you’d like that final pass handled for you, I offer professional proofreading for writing that has to be right.

What does proofreading check and correct?

A proofread looks for the small mistakes that might be left in a finished piece. Some are easy to picture, like a typo or a missing comma that changes what a sentence means.

The harder ones are the words that are spelled correctly but used wrongly. “Its” and “it’s” are the classic pair. So is a word left in twice after an edit, where a stray “the the” sits in the middle of a line and the eye reads straight past it.

These slips look correct to the writer who has read the sentence a dozen times. A careful proofread is what spots and corrects them.

What proofreading doesn’t cover

A proofread stays close to the surface and leaves the substance of your writing alone. It won’t restructure your document or change your wording for style. It leaves your facts and your sources as you’ve written them, and it doesn’t reach the layout or design of the page.

The bigger work of shaping an argument or strengthening the prose happens earlier, in copy editing. By the time a piece reaches proofreading, those decisions are already made, and the job is simply to make it correct.

Where proofreading fits

Proofreading comes last, after the writing and the copy editing are done. Once you’ve written your content and had it copy edited, a proofread is the step that follows.

Copy editing and proofreading are different kinds of work. A copy editor shapes and strengthens the writing itself, working on clarity and structure with you as the piece develops. A proofread is the final review once that work is finished, catching what the writing and the editing left behind. Anything going out to readers usually needs both, and you can read more about the earlier stage in copy editing, explained.

How a careful proofread is completed

A proofread works through the whole document line by line, with the aim of catching every error. The most reliable approach is to make several passes, each one looking for different kinds of mistake. One pass for punctuation and spelling, another one for formatting, and so on. Hunting for everything at once is how errors slip by, because you can only take in so much at a time.

If you’re proofreading your own work, a couple of habits help. Leave a few days between finishing the writing and checking it. Your eye fills in what you meant to say, so a short gap lets you come back and read what’s actually on the page. It also helps to read a sentence aloud when it feels off.

Consistency and style

Alongside the outright errors, a proofread keeps the small choices in a document consistent from start to finish. Spelling out numbers or writing them as figures, capitalizing a job title or keeping it lowercase: these are the kinds of details that drift over a long document, especially when more than one person has worked on it.

If your writing follows a particular style guide, a proofread checks that the text holds to it. The same goes for a style sheet, the running list of decisions kept for a single project, so that “email” doesn’t quietly become “e-mail” three pages later.

Is a spellchecker enough?

A spellchecker helps, and it’s a sensible first step, but it reads letters where a person reads meaning.

Run a spellchecker and it will pass a word that’s spelled correctly even when it’s wrong for the sentence. “Bear” and “bare” both clear the check. So do “their” and “there.” A person reading the line sees what the tool can’t.

When I proofread your work, I read every line myself. Every call about what to change, and what to leave, is mine to make.

What you get when I proofread your work

You get your document back corrected and ready to use, and you can see every change I made.

I work in tracked changes, so you can read each correction and accept or query it. If you keep a style guide or a style sheet, I follow it. If you don’t, I keep your own choices consistent throughout. We agree on a deadline at the start, and I meet it. I do every proofread myself, from the first line to the last.

Pricing is by the project and based on word count.

Related reading

• Copy editing, explained, the stage that comes before a proofread

• Academic editing, proofreading and copy editing for dissertations

• Business editing, for the content that gets seen by your clients

I’m Tara Foss, and I've spent more than 25 years proofreading and copy editing for academics and businesses with real expertise.

Frequently asked questions

Is it “proofreading” or “proof reading”?

Both spellings are used, and they mean the same thing. “Proofreading” as one word is the more common form. You’ll still see it written as “proof reading,” and the verb as “proof read.” Whichever you use, the work is the same.

What kind of writing should be proofread?

Any finished piece that's going out to readers, from an academic paper to the copy on a company’s website. If it has your name on it and people will read it, it’s worth a proofread.

If you’ve got a finished piece that needs a careful eye before it goes out, I’d be happy to proofread it for you.

Website copy editing, explained

Website copy editing is the process of reviewing and editing the words and language on your business or personal website. The aim is to remove errors and make the writing read clearly and naturally for an online audience.

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My website copy editing page covers what’s included and how I work.

What does website copy editing cover?

Website copy editing covers all the public-facing writing on your site. The work enhances your main landing pages, including the home, about, product, service, benefits, pricing, and sales pages. It also edits and corrects your blog articles, newsletters, and anything else connected to your online presence.

When editing for an online audience, I:

• Shorten and simplify sentences so your content is easier to read

• Edit for shorter attention spans, since visitors tend to scan rather than read every word

• Keep in mind the people reading on a phone or tablet

• Edit to what your audience actually needs from the page

• Sharpen your calls to action and the words around them

A business website is there to share what you do and present what you offer. My job as your copy editor is to make that message clear and professional, so the writing reads well for the people you want to reach.

Is website copy editing the same as copywriting?

No. A copywriter writes your website content from scratch; a website copy editor takes the words you already have and makes them stronger. If you have a draft, whether you wrote it yourself or had it written for you, copy editing is what turns that draft into clear, polished web copy. I edit your words and keep your voice, so the finished page still sounds like you.

Why is your own website the hardest thing to edit?‍ ‍

Your own writing is the hardest to edit, which is exactly why a second reader helps. It’s particularly difficult to edit your own website writing, as we all tend to gloss over simple mistakes when we’ve written the words ourselves. Even a highly educated or experienced writer benefits from a careful outside read.

What does a website copy editor actually change?‍ ‍

A website copy editor works at several levels at once. I look closely at your titles, making sure they’re accurate and clear, and at your subheadings, where there’s often room to bring in the right terms for how people search. Like every kind of copy editing, the work catches spelling and grammar errors. Above all, I shape the content so each page reads well and keeps your reader engaged.

How does website copy editing work?‍ ‍

The work runs in passes, from the basic errors through to a final polish. The first pass proofreads a draft of your content for the basics: misspellings, typos, grammar, and punctuation. From there I analyze the overall structure of the writing, check the language and word use, add clarity and consistency, and make sure the words flow together naturally. The final pass is the polish, where I work the copy until the page reads cleanly and draws in your audience.

Using the same website copy editor across your main website, related blogs, reports, guides, newsletters, and email campaigns helps you develop a clear voice that carries across all your communications. I treat this as a collaborative, long-term professional relationship, and aim to become a reliable part of your team.

What a project costs depends on the length of your content and the state of the draft. You can get an instant price for your project.

How do you choose a website copy editor?

Look for someone who specializes in web content and has the skills the work depends on. Website copy editing calls for a detail-oriented person with specific skills in analysis, grammar, spelling, and word usage. Ideally, your editor will also have real experience reading and editing web content, since editing for the web is its own discipline. Most businesses treat their website as an important channel, and a good website copy editor helps that website read clearly and look more professional.

Related: website proofreading is the proofreading side of the same work, the final check for errors once the copy is settled. For sales and campaign copy, see marketing copy editing.

FAQs about website copy editing

What’s the difference between a general copy editor and a website copy editor?

‍When you hire a copy editor, look for someone who specializes in the type of writing you’re developing. An excellent fiction editor won’t have the right background to edit the copy of a branded website. Website content has a specific job, and it helps when the editor understands how people read online and how search-readable structure works.‍ ‍

Will website copy editing help with SEO?

Website copy editing isn’t the same as SEO work, but the two support each other. Clear, well-structured writing with accurate titles and subheadings is easier for readers and for search engines to follow. I edit your copy so it reads well first, with how people find and scan a page kept in mind, rather than writing for algorithms at the reader’s expense.‍ ‍

How do I work with a website copy editor?‍ ‍

Once you’ve found the right editor for your content, agree a schedule with due dates and milestones, and keep communication clear and open. Provide a rough draft and be open to the edits and suggestions that come back. Editing is a back-and-forth collaboration that helps you arrive at the right end product.‍ ‍

If your website needs a careful, professional read, tell me about your project and what you’re working on.

Business editing, a complete guide

Business copy editing involves editing business writing so it reads clearly and stays consistent. A business copy editor polishes your writing and sharpens your key points, clearing away the errors and getting it ready for your reader. Business editing works across many types of content from reports and proposals to websites and marketing copy. Your writing comes back clear and ready to use.

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You send your business writing, and I make it read clearly and consistently. I bring out your key points and remove the duplication and ambiguity. I also edit for flow and consistency, so each point follows the last.

If you have a document that’s ready now, see my business copy editing services.

What’s included in a business editing service?

The work a copy editor does on your content usually includes:

• Light rewriting of sentences and paragraphs to bring out your most important points

• Reordering sections so the writing flows from one point to the next

• Reading for your audience and context, so the copy lands with the right people

• Clearing up confusing or ambiguous language, and explaining jargon and unfamiliar terms

• Tightening the writing by cutting words that are not earning their place

• Strengthening the structure so the piece covers what your readers need

• Updating headings and formatting so the content is easy to scan

• Editing to your brand or house style guide, or to a standard like Associated Press

• Keeping you updated, so you always know where your work stands

• Meeting your deadline and returning your work on time

• Proofreading the work as part of the same job, so it comes back error free

The two things running through all of it are clarity and consistency: clarity so each point reads cleanly, and consistency so everything your business publishes holds to one standard.

What’s not typically included in business editing?

A few things sit outside business copy editing:

• Arranging or “flowing” content into new formats or designs: copy editing will tidy headings and lists, but it won’t put your content into a design template, which is a designer’s job

• Localizing content for another language or region (e.g. US English to Australian English): for that, you’d need a specialist localization editor

• Fact checking: copy editing assumes you’ve already checked the facts in your business copy

• Writing from scratch: copy editing is for content that’s already written and needs polishing

• Checking for copyright or plagiarism

• Indexing of content

• Large structural changes, like moving entire chapters or sections, that’s developmental editing

Why do you need business copy editing services?

Most business writing is done by people who know their subject and are short on time. You write the report or the proposal, and after hours with it, the small errors and rough edges are hard to see in your own work. A professional read fixes that. I come at your writing from the reader’s side and catch what you can’t see when the words are your own, making it clear and consistent along the way.

What is the difference between business copy editing and business proofreading?

Business copy editing and business proofreading do slightly different jobs:

• Business copy editing works on the whole piece: how it’s structured, and whether it reads clearly and makes your points

• Business proofreading checks and corrects for errors: grammar, spelling, word usage, and punctuation

Both make sure your business writing is clear and error free before it goes out. My business copy editing services include business proofreading as part of the editing service, at no extra charge.

What business copy editing does for your writing

A careful business copy edit does a few things for your content:

• Context: I read your work thoroughly and edit it so it makes sense to your internal or external audience

• Accuracy: I check that your terminology and wording follow standard English

• Clarity: I remove duplication and ambiguity, and explain complex business or industry terms

• Focus: I strengthen and highlight the most important content and key points

• Consistency: I keep your copy consistent, with the same word usage and formatting within and across your content

• Direction: I make sure the writing leads the reader clearly to the next step, whether that’s reading on or getting in touch

How can business editing improve my work?

Business copy editing works on almost any document your business produces.

Advertising. Editing checks that your advertising reads correctly and is free of errors, and suggests small wording changes that make it clearer.

Blog posts and articles. A good edit makes your articles and posts read clearly and hold together, so they make your points well.

Business documents. Your memos and internal documents come back consistent, so your key points reach colleagues and partners.

Business letters. Your correspondence comes back easy to read and understand.

Business plans. A clear edit brings out the important facts about your business and states them concisely.

Business reports. Editing sharpens a report and orders the supporting detail, so readers can follow the facts and figures and use them.

Case studies. A case study reads well and shows your work clearly once it’s edited.

Company profiles. Editing makes your profile read clearly and consistently, and say what makes your organization distinct, whether it’s on your website or your LinkedIn page.

Marketing materials. Your collateral and campaign copy come back polished and consistent with the rest of your brand.

Newsletters and email. Editing strengthens your newsletters and email campaigns so they read clearly and go out error free.

Policies and processes. Editing removes confusion and ambiguity, so readers know exactly what’s expected.

Presentations and slide decks. A tighter edit makes your most important points clear on the slide.

Press releases. A clean edit makes a release easy for a busy journalist to read.

Product descriptions. Editing makes each description read clearly and explain what the product does, in a style that stays consistent across your range.

Proposals and tenders. Editing tightens the writing and helps you put your case clearly.

Requests for proposal (RFPs). Editing makes an RFP clear, so the vendors responding understand exactly what you need.

Social media. Your posts come back sharper and consistent with your brand.

Staff and employee handbooks. Editing makes your handbooks easy to read and use, so staff know what’s expected.

Training materials. Your lesson plans and courses come back clear and straightforward.

Websites. Editing sharpens every page, from your home page to your product pages, so the whole site reads clearly and consistently.

Whitepapers. Editing keeps a whitepaper clear and well structured, and makes sure it covers your key points.

Are there other areas where a business editing service can help?

You can find more on my business editing across several areas:

• Editing and proofreading for business operations, customer, and marketing topics

• Editing and proofreading for HR and employment topics

• Editing and proofreading for software and technology topics

• Editing and proofreading for finance and investment topics

What are the main principles of editing for business?

A business copy editor reads your writing several times and works it from a draft to a final, polished piece. A copy editor is not a ghostwriter, and may ask you to make substantive changes or revisions so the content is right.

An editor looks at several aspects of your work, asking questions and making changes against these principles:

• Purpose and context: What is the writing for? What are the key points you want to land? What is the context?

• Audience: Who is reading this, and how do you want them to act once they have?

• Introduction: Does the opening draw the reader in and set up the rest of the piece?

• Organization and flow: Is the writing well ordered, and does it move smoothly from one part to the next?

• Concise versus extraneous: Can the writing be sharpened, with fluff and overwrought language reined in?

• Focus and clarity: Does the piece get its most important ideas across efficiently?

• Tone and style: Are person and tense consistent? Does it read as one voice rather than several?

• Content length: Are the piece, its paragraphs, and its sentences the right size for the job?

• Wrap up and conclusion: Does the writing end well, with a clear next step where one belongs?

• Guidance and feedback: Would comments and advice help you take the work further?

What is the business editing process?

A good business copy editing service follows some version of this process:

• We agree what you need and any special instructions, including your intended audience

• I read your writing to understand its purpose and key points, from your reader’s point of view

• I copy edit a first pass, strengthening clarity and consistency as I go

• I ask questions where the meaning is unclear

• I add comments and advice where they help

• I proofread on a second read for grammar, spelling, punctuation, and word use

• I track all changes, normally in Microsoft Word, and return a tracked version and a clean version by your deadline

I provide editing and proofreading together as standard, at no extra charge. I also offer aftercare: if you change something because of my comments or questions, I’ll re-check those parts, with no additional fee.

How much does business editing cost?

Pricing is simple and all-inclusive, with no add-ons or surprises. What you pay depends mainly on the length of the work and how much editing it needs. A tight turnaround can affect it too. Because I include proofreading with every copy editing job, there’s no separate charge for it.

Most editing like this is priced per project rather than by the hour, so you get a fixed quote up front and can budget with no surprises. You can get an instant price from my calculator, or send me the work and I’ll quote it.

Related guides and pages‍ ‍

• For the person who does the work, see what a business copy editor does

• For your website specifically, see website copy editing‍ ‍

A word on who edits your work‍ ‍

I’m Tara Foss. I’ve spent more than 25 years copy editing business and professional writing, and I do every edit myself, so you always know who is working on your words.‍ ‍

Business copy editing: common questions

Will business editing completely change my initial work?

No. Business editorial services are designed to enhance your existing content so it reads better and flows well. A good business copy editor will strengthen your piece while keeping your brand voice and style intact.

Can I edit my own business content?

If you’re confident in your own writing and editing, then you can copy edit your own work. In most cases, though, it’s wise to have a professional look over your content. A business copy editor has likely worked on hundreds or thousands of pieces and can bring editing and feedback you can’t easily give your own draft. Hiring a business copy editor will be money well spent.

Shouldn’t I get the cheapest option when choosing an editing service for my business?

When it comes to good editing, the cheapest is rarely the best. A good business copy editor understands editing for businesses and what their readers are looking for. You will pay a little more for that expertise, but you’ll get more polished, more consistent work.

Ready when you are

‍When a document carries your business’s name, it’s worth getting the writing right. Whenever you’re ready, tell me what you’re working on.

Copy editing, a complete guide

Copy editing is a professional service, often provided by a freelancer, that reviews and revises your written content so it reads clearly and correctly. “Copy” is a general term for almost any written work: blog articles, websites, journal articles, documents, theses, reports, and other content meant to be read by others. A copy edit improves the clarity and consistency of your writing, and it keeps your own voice and wording.

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A copy edit will:

• Improve the accuracy and readability of your writing

• Remove errors and inconsistencies

• Sharpen your focus and key points

• Make your content clearer for your audience

If you’d like a copy edit for your own work, here’s an overview of my professional copy editing services.

In this guide:

• What’s included in copy editing?

• What’s not included in copy editing?

• Will copy editing fix every error in my copy?

• What are the benefits of copy editing?

• What are the different types of copy editing?

• What are the main principles of copy editing?

• What is the difference between copy editing and proofreading?

• What is the copy editing process?

• Can I copy edit my own writing?

• Will copy editing change my writing?

• How much does copy editing cost?

• How to choose a copy editing service

What’s included in copy editing?

Copy editing sharpens and focuses your content so you present your work in the best possible way. I review your writing and edit it so it makes sense to your audience and presents your key points clearly and correctly.

A copy edit typically includes:

• Clarifying your work by adjusting sentences and paragraphs

• Moving sections so your writing flows and guides the reader through the piece

• Setting the context and positioning so your content engages your audience

• Reviewing for confusing or ambiguous language, and explaining jargon or unfamiliar terms

• Tightening your writing by removing unnecessary or duplicated wording

• Strengthening the structure so it covers what your readers need

• Updating headings and formatting so the content is easy to scan

• Editing to a style or brand guide, whether in-house or an established guide such as the Associated Press Stylebook

When you work with me, I keep you updated as I go, I meet your deadline, and I include a proofread at no extra charge, so your work is checked for spelling, grammar, punctuation, and word choice as well.

Copy editing is language-specific. I edit in English, in both US and UK styles.

What’s not included in copy editing?

Copy editing has clear boundaries, so it’s important to know what may not be included:

• Arranging or “flowing” content into new formats or designs: I’ll handle simple formatting inside the document, such as headings and spacing, but fitting your content into a design template is a job for a designer

• Fact-checking: I assume the facts in your copy have already been checked

• Checking for copyright or plagiarism

• Indexing

• Major developmental work, which needs a developmental editor

I’m not a ghostwriter, and I don’t write or create content from scratch. I edit work you’ve already written, and I keep your voice and wording.

Will copy editing fix every error in my copy?

A copy edit looks for and fixes mistakes, but its main focus is the bigger picture of style and structure. An edit makes sure your content is ready for your audience and for publication, while concentrating on the changes that make your writing read well.

If you want every spelling and grammar error caught, you can hire a proofreader to review and fix those mistakes or choose a copy editing service that includes proofreading. When you ask me to copy edit your work, I’ll also proofread it at no extra charge. Your work will read well and I’ll check it for spelling, grammar, punctuation, and word choice.

What are the benefits of copy editing?

A copy edit gives your content several clear advantages:

• Context: I read your work as your audience will, and I flag where extra information would help

• Accuracy: I check that your terminology and wording follow standard English

• Clarity: I remove duplication and ambiguity, and explain complex terms or jargon

• Focus: I sharpen your key points so they stand out

• Consistency: I keep your word choice and formatting consistent throughout

What are the different types of copy editing?

Copy editing covers a wide range of content, and most editors specialize. The main types include:

• Academic editing for theses, dissertations, essays, personal statements, and other education-related work

• Business editing for reports, proposals, case studies, white papers, marketing materials, and other business writing

• Website and online editing for home pages, about pages, landing pages, product descriptions, and blog content

• Non-fiction editing for manuscripts, ebooks, and other long-form work

• Fiction editing for novels, short stories, and other creative writing

Beyond these, there are specialist forms of editing, including developmental editing, line editing, localization editing, and in-depth reviews. I edit academic, business, website, and non-fiction content. I don’t edit fiction. I also include aftercare at no extra charge, so if you change your work after my edits, I’ll check those changes too.

What are the main principles of copy editing?

A professional editor reads your work several times and applies a consistent set of principles, using their skills to take it from a draft to a finished piece. A copy editor isn’t a ghostwriter, and may ask the author to make substantive changes where the writing needs them.

An editor looks at several aspects of your writing and asks questions like these:

• Purpose and context: What is the writer trying to achieve, and what are the key points?

• Audience: Who are the readers, and how does the writer want them to respond?

• Introduction: Does the opening draw the reader in and set up the rest of the work?

• Organization and flow: Does the text move logically from one part to the next, so the reader always knows where they are?

• Concision: Can anything be tightened, with fluff and overwritten language removed?

• Focus and clarity: Do the most important ideas come across in the clearest way?

• Tone and style: Is the voice consistent, and are tense and point of view handled correctly throughout?

• Length: Is the piece the right length, and are sentences and paragraphs sized to carry the information?

• Conclusion: Does the work feel complete, and does it end on something worth remembering?

• Guidance and feedback: Would extra comments help the writer take the work further?

What is the difference between copy editing and proofreading?

Copy editing improves how your writing reads, while proofreading is the final, word-by-word check for errors. A copy editor might catch a few mistakes while editing, but that isn’t the main job.

Copy editing makes your work clear and readable by improving sentence and paragraph structure, word choice, tone, style, and consistency. Proofreading usually comes after editing and checks for misspellings, grammar, punctuation, and other slips.

You might wonder whether you need both. It depends on how polished the final work has to be. A separate proofreader can catch anything the editor missed, and some copy editors include a proofread once they finish editing. You can read more in proofreading, explained.

What is the copy editing process?

A good copy edit follows a clear, repeatable process from brief to delivery. Here is how I work:

• I talk with you to understand what you need and what you want from the finished work

• I gather any special instructions, including who the content is for

• I read through your writing to understand its context and key points from your reader’s perspective

• I make a first pass, copy editing as I go to strengthen the content so it reads well and does its job

• I ask questions where I need to clarify your meaning

• I add comments and advice where they help

• I proofread on a second read, correcting grammar, spelling, punctuation, and word choice

• I track every change, normally using Track Changes in Microsoft Word

• I keep you updated on progress

• I return your finished work

I include a combined copy edit and proofread as standard, at no extra charge. I also offer aftercare: if you change your work because of my comments or questions, I’ll re-check those parts, with no additional fee.

Can I copy edit my own writing?

You can, but it’s hard to edit your own work well. The person who wrote the copy has a hard time seeing their own mistakes. A good copy editor has the training to spot specific flaws, and the experience to strengthen your content in ways you may not have considered. Most writers aren’t trained editors, so it’s worth working with someone who has the right approach and expertise. A copy editor reads your work as your audience will, and polishes it for the people you’re writing for.

Will copy editing change my writing?

No. A copy edit is designed to improve your existing content so it reads better and flows well. A good copy editor strengthens the piece while keeping your own tone of voice and approach.

How much does copy editing cost?

The cost of a copy edit depends mainly on how much work your content needs. A few things affect the price:

• How many words you need edited

• The type and depth of editing your content needs

• Whether you need proofreading as well

Most editors don’t charge by the hour. Instead they quote for the specific piece, which gives you a fixed figure and makes it easier to budget. I charge a flat rate per project. For a figure for your own project, use the instant price form.

How to choose a copy editing service

A few checks help you find an editor who’s right for your work. Price isn’t the best guide: detailed work by an experienced editor takes time, and the lowest quotes often mean a lighter touch.

When you’re comparing copy editors, it helps to:

• Look at their experience and the topics they’ve worked in

• Check for relevant qualifications or training

• Read their testimonials or reviews

• Ask whether they specialize in your kind of content

Good editing also takes time, so plan for it and choose someone who’ll give your work their full attention.

I’m Tara Foss, and I’ve been a professional copy editor for 25+ years. My clients are professionals and businesses whose writing carries real expertise.

Common questions about copy editing

Is copy editing the same as copywriting?

No. Copywriting is writing new content from scratch, usually to promote or sell something. Copy editing works on content you’ve already written, improving how it reads while keeping your words and your meaning. I copy edit, so I won’t write your content from scratch, but I’ll make what you’ve written as clear and polished as it can be.

Can you copy edit in both US and UK English?

Yes. I edit in English in both US and UK styles, so I can match the spelling and conventions your readers expect. If your work needs to move from one variety of English to another, tell me before we start and I’ll confirm how I can help.

How long will copy editing take?

It depends on the length and complexity of your work, and on how deep an edit it needs. I don’t set a fixed turnaround. Instead, I agree a realistic date with you for each project, and I return your edited work as soon as it’s ready, with no surcharge for quick work.

If you’d like me to copy edit your work, tell me about your project and I’ll take it from there.

Related guides‍ ‍

• Copy editors, explained

• Proofreading, explained

• Proofreaders, explained

• Website copy editing, explained

Copy editors, a complete guide

A copy editor is a trained professional who improves written work so it reads clearly for its audience. A copy editor sharpens accuracy and flow, and clears away the ambiguity and jargon that can get in a reader’s way. Writing and editing are different skills, so authors of every kind bring in a copy editor to turn a strong draft into a finished piece.

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If you’d like a freelance copy editor to refine your own writing, that’s what I do, with every project edited personally by me.

What does a copy editor do?

A copy editor reviews your writing and improves it line by line, so it reads clearly and is ready for your readers. A copy editor will typically:

• Refine sentences and paragraphs to strengthen accuracy and clarity

• Reorder sections so the writing flows and guides the reader through it

• Clear away confusing wording and explain any unfamiliar terms

• Cut repetition and padding so the writing is more concise

• Strengthen the structure so the piece is easier to follow

• Format headings and lists so the content is easy to scan

• Edit to your style guide or brand guide, whether in-house or a standard such as AP

What a copy editor won’t do

A copy editor improves writing that already exists, so a few tasks sit outside the role. A copy editor usually won’t:

• Drop your writing into a design or template (that’s a designer’s job; a copy editor will still format within your document for consistent spacing and headings)

• Translate your writing into another language, which is a translator’s job

• Fact-check your content, since a copy editor assumes the facts are already checked

• Write your content from scratch, since copy editing polishes writing you already have

• Check for plagiarism or copyright, since a copy editor assumes the work is your own

• Build an index for your document, which is a separate specialist task

• Take on developmental editing, the deeper restructuring of a whole piece that a developmental editor handles

Will a copy editor fix every error in my writing?

A copy editor will catch and fix mistakes along the way, though the main focus is the bigger picture of how your writing reads and holds together. If you want every typo and small grammar slip caught as well, you may need a proofreader, or a copy editor who also proofreads. The two are different stages: copy editing shapes how your writing reads, and proofreading is the final word-by-word check.

If you hire me, I proofread your work at no extra charge, so you can be confident it reads well and has been checked for grammar, spelling, typos, and punctuation. For how the two roles differ in full, see my guide: copy editing, explained.

The benefits of hiring a copy editor

A good copy editor brings things to your writing that are hard to manage on your own. Here’s what you get when you work with me:

• Context: I read your work the way your audience will, and flag where a little more information would help

• Accuracy: I check that your wording and terminology follow standard English

• Clarity: I remove duplication and ambiguity, and explain complex terms or jargon

• Focus: I find the key points in your content and make sure they stand out

• Consistency: I keep your word choices and formatting consistent throughout

Do copy editors specialize?

Yes, many copy editors work in particular areas, so you can find one whose experience fits your kind of writing. Copy editors often focus on:

• Academic copy editors handle theses, dissertations, and other research and education writing

• Business copy editors handle reports, proposals, and the wider range of business and marketing content

• Website and online copy editors handle home pages, landing pages, and other web content

• Non-fiction copy editors handle manuscripts, ebooks, and other non-fiction

I work as an academic, business, website, and non-fiction copy editor. I don’t edit fiction, so if you’re writing a novel or short story, a fiction specialist is the better fit.

A few things come as standard when you work with me:

• Proofreading at no extra charge as part of every copy edit

• Comments and advice on how to make your content stronger

• Aftercare, so if you revise your work after my edits, I’ll check the changes for free

I can also edit in either UK or US English.

What makes a good copy editor, and how to choose one

When you’re choosing a copy editor, a few things are worth checking before you commit. Look for a copy editor who has:

• Formal training, such as a degree in a writing-related field or a recognized editing certificate

• A strong command of English and a clear sense of how to reach a reader

• A sharp eye for the details of grammar and punctuation, even when the deeper work is structural

• A good working knowledge of style guides, so they can edit to AP, APA, Chicago, or your own brand guide

• Real experience in your kind of writing, which you can usually gauge from their portfolio or the subjects they list

• Clear, responsive communication, so you’re kept in the loop and your deadlines are met

• Reviews or testimonials from past clients, which tell you a lot about what working with them is like

A good copy editor also strikes the right balance, strengthening your content while keeping the voice that makes it yours. And it’s worth paying a fair rate. The lowest price is rarely the best value, because careful editing by an experienced professional takes time and attention.

Can I copy edit my own writing?

It’s hard to copy edit your own writing well, and there’s a simple reason: you’re too close to it. When you’ve written something, your eye skips over gaps and errors because you already know what you meant. A copy editor brings training and fresh eyes to your work, reading it the way your audience will and catching what you can’t. Most writers aren’t trained editors, so bringing one in is usually worth it.

Will a copy editor change my work completely?

No. A good copy editor sharpens what you’ve written so it reads better and flows well, while keeping the tone and voice that make it yours.

What does it cost to hire a copy editor?

Copy editing is usually priced by the work itself, so the cost depends on your project.

What copy editing costs comes down mostly to how much text you have and how deep the editing needs to go. Specialist requirements, like editing to a particular style guide, can affect it too. Most editors price by the project once they’ve seen the work, so you get a fixed quote up front and can budget with confidence. To see a price for your own project, get an instant quote below.

I’m Tara Foss, and I’ve spent 25+ years editing for the kind of experts and organizations whose writing has to be right, from PhD researchers to specialist businesses.

Common questions about copy editors

Is a copy editor the same as a copywriter?

No, the two roles do different jobs. A copywriter creates new material from a brief, while a copy editor takes writing you already have and makes it clearer and more consistent. As a copy editor, I edit your words and keep your voice, so the finished piece still sounds like you. I’m not a ghostwriter, and I don’t write content from scratch.

Do you edit fiction?

No, I focus on non-fiction. I edit academic, business, website, and non-fiction writing, so if your project is a novel or short story, a fiction specialist will serve you better. For anything non-fiction, I’d be glad to help.

Will you work to my style guide?

Yes. If you follow an in-house style or a brand guide, send it over and I’ll edit to it. If you don’t have one, I’ll work to a recognized standard such as AP, APA, or Chicago, and keep your copy consistent throughout.

Talk to me about your writing

If you’d like an experienced copy editor to sharpen your writing, I’d love to help. Tell me a little about your project and we’ll take it from there.

Website proofreading, explained

Website proofreading is the final, thorough review of your website’s copy before it goes live. It’s the last check after your content has been written and edited, and it catches the spelling, grammar, wording, and punctuation mistakes that slipped through earlier. A website proofreader reads every line of your pages and corrects the small errors that are easy to miss in your own writing.

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It comes right after the website copy editing stage, as the last step before you publish: editing shapes how your content reads, and proofreading makes sure that what’s left on the page is correct.

Why website proofreading matters

Your website stands in for you and your business, so careless errors in it read as carelessness about the work itself. A clean page lets readers concentrate on what you’re saying, instead of catching on a stray typo.

And readers do notice. Small mistakes in spelling or grammar can read as a lack of attention to detail, and because there’s so much competition to get noticed online, even the smallest errors can send people looking elsewhere. Correct content matters even more if you work in a field like education or science, where accuracy is part of the point.

It’s also harder than it looks. It’s easy to assume proofreading is just scanning a page and fixing whatever jumps out, but once you’ve spent time writing and editing your own copy, your brain fills in what it expects to see and reads straight past small errors. The good news is that this is easy to prevent: a professional proofreader goes through every line of your content and corrects what’s there, so the page reads cleanly from the first word.

What website proofreading covers

It’s a final, line-by-line review of your live-ready copy, catching the small mistakes that slipped through writing and editing.

Here’s what a website proofread involves:

• Website proofreading is a final, thorough review of your website content

• It’s normally done after your content has been edited and before you publish it

• A proofreader finds and corrects the spelling, grammar, wording, and punctuation mistakes that were missed while the content was written and edited

• They highlight every change, so you can update your copy before it goes live

• They’ll review whatever pages you ask them to, from your whole site down to specific areas like product descriptions or sales copy

Think of it as the last check before the page is public, after which everything should read exactly as you intended.

How the website proofreading process works

Page by page, a proofreader reads your copy twice: once to take in the style, then in detail to find and fix every error.

• You or your proofreader copies the content of each webpage into a document

• The proofreader does a quick first read of each page to get a feel for the style and tone of the copy

• They then read through each page in detail, line by line

• As they read, they look at both the overall content, such as tone and whether it reads well, and the specific mechanics, such as spelling, grammar, punctuation, capitalization, word choice, and subject-verb agreement

• They make the corrections so the content is accurate and reads cleanly

• They do a second read to catch anything missed the first time

• They send the proofread copy back to you

• You paste it into your content management system and publish

How to proofread your own website

The most reliable way to proofread your own copy is to check for one type of mistake at a time. Each time you read through a page, look for a single kind of error, say word usage on one pass and punctuation on the next. Reading the same copy several times, each time with a narrow focus, makes it far more likely you’ll catch what’s there.

Reading out loud helps too. Saying every word forces you to slow down and look at each sentence on its own, which is exactly what good proofreading needs: a slow, careful read of every word. That’s the only way to be sure you’ve found and fixed everything.

What website proofreading costs

The cost depends on the length of your copy and how much work it needs, so the simplest way to find out is to price it directly.

Proofreading rates vary with the proofreader’s experience and how quickly you need the work back. They also depend on whether you need proofreading on its own or copy editing alongside it, which I also offer. Rather than work from an average, you can get an instant price for your own pages below.

Related reading

• Proofreading, explained: what proofreading is across any kind of document

• Proofreaders, explained: what a proofreader does and how to choose one

I’m Tara Foss. I’ve been editing and proofreading professionally for 25+ years, including website copy for the businesses and organizations whose pages represent them online. Every proofread is done personally by me, line by line.

FAQs about website proofreading

Can I use spelling and grammar checkers to proofread my website?

They help, but don’t rely on them alone. The spelling and grammar checkers built into your writing app or content management system are a useful first pass, not a substitute for proofreading. Spell checkers catch typos and misspellings, but they work from a limited dictionary and won’t flag the wrong word when it’s still spelled correctly. Type “to” when you mean “two” and the software may say nothing, where a human proofreader would catch it. Grammar checkers can be worse: they run on fixed rules, and English has far too many variations and quirks for software to get everything right, so you get false positives, where it flags correct grammar, and false negatives, where it misses a real problem. That’s especially true of website copy, which tends to be short and punchy. Use the software to clear the obvious errors as you write, then have a professional proofread the result so you know it’s right.

Should I proofread my own website, or hire a professional?‍ ‍

You can do a lot yourself, but for anything important a second person is worth it. Because of how our brains work, it’s hard to see errors in copy we’ve written ourselves, so it’s best if the person who wrote the content and the person who proofreads it aren’t the same. Proofreading is also its own skill, with a different discipline from writing or publishing, so a professional brings an eye that’s trained for exactly this.

What’s the difference between a website copy editor and a website proofreader?‍ ‍

A proofreader fixes errors; a copy editor improves the writing. A website proofreader has the more focused task, looking for mistakes in spelling, word usage, grammar, and punctuation. A website copy editor works one level up, on how your content reads and holds together, and will often catch small errors along the way, though not as systematically as a proofreader does. If your pages need that higher-level work as well, see website copy editing, explained. For the final, error-focused check before you publish, proofreading is what you want.

Business editors, a complete guide

A business editor is a trained professional who reviews and polishes your written business content so it reads clearly for your audience. Working from the reader’s perspective, a business editor sharpens your key points, removes errors, and makes your meaning easy to follow, all while keeping the writing in your own voice.

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A business editor will:

• Sharpen your key points and tighten the focus

• Remove errors and inconsistencies

• Make your content clearer and easier to follow

• Explain your ideas and offerings so readers understand them

• Keep your writing accurate and readable for the people you are writing for

If you’d like me to edit your business copy, here are my business copy editing services for reports, proposals, websites, and marketing content.

What does a business editor do?

A business editor reads your work several times and shapes it from a working draft into a finished, polished piece. As part of editing your work, I will:

• Reorder sections so your content flows logically from point to point

• Tighten and reshape sentences and paragraphs so your ideas come through clearly

• Read for the overall context so the writing is right for your audience

• Explain or remove jargon, acronyms, and any confusing terms

• Cut unnecessary wording so the writing is clear and concise

• Strengthen the outline so it covers what your readers came for

• Polish formatting and headings so readers can scan and find their place

• Edit to a style guide, whether in-house or a standard like AP

• Keep in touch throughout, so you always know where your work stands

• Meet the deadline agreed with you

How to choose a business editor

Here’s what I would expect from a business editor, and it is fair to ask the same of me. Look for the right training and real editing experience, and a way of working that fits how you like to collaborate.‍ ‍

Relevant qualifications

‍A degree is not strictly required, but a qualification in English, communications, or copy editing shows the editor takes the work seriously. Many people offer editing after a short online course, so it’s worth asking what formal training your editor has.‍ ‍

English as a first language

You want an editor who speaks English like a native‍, so they catch the nuance, syntax, and context of your writing.‍ ‍

A real eye for detail

‍Even an editor who does not advertise proofreading should know the rules of grammar, spelling, and punctuation cold. That knowledge is what makes the editing sound.‍ ‍

Knowledge of the main style guides

‍Most businesses work to an industry-standard or in-house style guide. A good editor knows AP, APA, and the Chicago Manual of Style, and will edit your work to whichever you use.‍ ‍

The right balance

You want your writing strengthened without losing the voice that makes it yours. A good editor edits with that balance in mind.

‍Experience across subjects

‍An editor does not need deep expertise in your field, but a high-level understanding gives useful context. Ask about the kinds of subjects they work on.‍ ‍

A clear communicator‍ ‍

Look for someone who replies promptly, tells you if a problem comes up, and keeps to their commitments and deadlines.‍ ‍

What’s the difference between a business editor and a business proofreader?‍ ‍

They do related but different jobs. In short: a business editor works on the writing itself; a business proofreader checks it for mistakes.‍ ‍

• A business editor works on the big picture, editing your content so it reads well and gets your ideas and benefits across

• A business proofreader focuses on errors, correcting grammar, spelling, word use, and punctuation so your content is clean

Both make your business writing clear and easy to read. I provide both as part of the same service: if you ask me to copy edit your work, I proofread it too, at no extra charge. When you make changes after my edit, I will re-check them for you, also at no extra cost.‍ ‍

What are the benefits of hiring a professional business editor?

‍Even strong writing benefits from a second, objective read. When you’ve spent hours on a document, it’s easy to stop seeing it. I read it fresh and make it clearer for your audience. When I edit your work, I give you:‍ ‍

• Context: I read your work in full and edit it so it makes sense to your internal or external readers

• Accuracy: I check that your terminology and wording follow standard English

• Clarity: I remove duplication and ambiguity and explain complex industry terms

• Focus: I highlight your most important points so they are not lost

• Consistency: I keep word use and formatting consistent within and across your documents

• Direction: I make sure your call to action is clear, so readers know what to do next

How can a business editor help with your content?

‍I can work on almost any kind of business content. The job is the same throughout: make the writing clear, correct, and easy to act on. Common examples:‍ ‍

• Reports: I sharpen your key insights and the supporting detail, so stakeholders can act on the facts you share

• Proposals, tenders, and RFPs: I put your case clearly and remove any ambiguity, whether you are responding to a proposal or requesting one

• Business plans: I bring your most important facts forward for the people who can act on them

• Marketing and brand copy: I keep your collateral, campaigns, and lead magnets clean and consistent across everything you publish

• Web content: I edit every page so it reads well and stays consistent, from your home page to your about and product pages

• Articles and blog posts: I make your content marketing easy to read, so your main points come through

• Newsletters and emails: I make your campaigns clear and error-free, so your message lands

• Case studies and company profiles: I present your work clearly, whether it is a client story or your company overview

• Presentations: I keep your slides focused on your key points

• Press releases: I make the details easy for a busy journalist to pick up and use

• Product descriptions: I make the features and benefits clear to a potential customer

• Social media: I keep your posts clear and correct

• Policies, processes, and handbooks: I make your handbooks, policies, and procedures easy to read, so people know what is expected

• Training materials: I make your lessons and courses clear and straightforward to follow

• White papers: I cover your key points in a logical, easy-to-follow structure

What principles and process does a business editor follow?

‍A good business editor follows a consistent process and a set of editorial principles. In brief, they work to understand your purpose, ideas, audience, and key points. Then they edit for organization, focus, clarity, tone, and a clear ending. They will also ask questions if your meaning isn’t clear.

Here’s how I usually work: I talk through what you need, read your work from your reader’s point of view, edit on a first pass with tracked changes, add comments and advice where they help, proofread on a second read, and return your work by your deadline. I provide combined editing and proofreading as standard, and I re-check any changes you make afterward at no extra charge.

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Will editing change my work, and can I edit it myself?

Will business editing change my work?

No. I tweak and polish what you have written so it reads better and flows well. The work still sounds like you, in your own voice and style, just clearer.

Can I edit my own business content?

You can, if you are confident in your own editing and proofreading. In most cases, though, a professional second read is worth it. I have worked on hundreds of pieces over the years, and I can see what you can no longer see in your own writing.‍ ‍

How much do business editors cost?

‍Most business editors, including me, price per project rather than by the hour, so you get a fixed quote and can budget with confidence. What you pay depends on a few things:‍ ‍

• How many words you need edited

• The depth of editing the work needs

• How quickly you need it back

‍Proofreading is included in my price, not charged on top, and I do not add a rush fee for quick turnarounds. The cheapest option is rarely the best one: an experienced editor costs a little more, and you get more polished content that works harder for your audience.

Other areas I edit for‍ ‍

I edit and proofread across several business areas. You can read more about the work in each:‍ ‍

• Business and marketing

• Finance and investment

• Software and technology

• HR and employment

‍For the work itself rather than the role, see my guide to what business copy editing covers. ‍

Questions people ask

‍Do I need a business editor or a business proofreader?

‍It depends on what your writing needs. If you want the content itself improved, so it reads well and gets your points across, you want an editor. If the writing is already where you want it and you only need errors caught, you want a proofreader. If you are not sure, a business editor who also proofreads covers both. I do, as standard.‍ ‍

What’s the difference between a business editor and a copywriter?

A copywriter writes content from scratch. A business editor works on content you have already written, making it clearer and more consistent. I edit and proofread; I am not a copywriter or a ghostwriter, so I will not write your content for you, but I will get your draft ready to use.

‍How do I know if a business editor is right for my industry?

‍An editor does not need deep expertise in your field to do good work, but a high-level understanding helps with context. Ask about the kinds of subjects they work on. Most editors cannot share specific client work because of confidentiality, but they can tell you the areas they edit in most.‍ ‍

When a document carries your company’s name, it is worth getting the writing right. Whenever you are ready, I would be glad to hear what you are working on.