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.
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.