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.
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.