FAQs

Copy editors do far more than simply check your work for errors. And we're not here to judge you, pick apart your writing, or change what you write just to fit the rules. A good copy editor is on your side and helps make your writing the best it can be so that your voice and message are amplified and readers get the most out of it.

The reasons for hiring a copy editor are endless, but here are the top 10:

1. Copy editors are your advocates. We support and encourage you, working with you as your coach and cheerleader. The best copy editors are invested in your success and guide you toward achieving it.

2. A copy editor brings a fresh, discerning perspective to your work, examining each and every word, line, and phrase with objective eyes.

3. While working with a copy editor, you learn new tricks, tools, and methods to enhance your writing skills.

4. Worrying about the mechanics of writing can stifle your creative process. Copy editors take on that role for you so you can simply concentrate on telling your story.

5. Copy editors have extensive knowledge, training, and experience with language, usage, grammar, and all the other specific details that can help take your writing to the next level.

6. Hiring a copy editor can boost your credibility and success. If readers or reviewers find mistakes in your writing, it undermines the validity of what you write. This significantly decreases your chances of being published or accepted and can devastate your reputation as an author. Copy editors help improve your chances of publication, protect you from embarrassment, and ensure you present a professional image.

7. Working with a copy editor saves you time and money. Instead of spending valuable time editing your own work, you can focus on other tasks while your editor takes this huge one off your plate. Mistakes can also be costly, so hiring a copy editor safeguards against printing and distributing a final copy with errors.

8. Copy editors help you improve readability, which creates a better experience for your audience.

9. Friends and family may not tell you the truth if you ask them for help, and most aren't specially trained. Copy editors are honest and impartial, and they're specially trained to find specific elements of writing and follow industry style guides.

10. You can't rely on spell checkers. Computerized editing apps and programs won't catch everything and can't understand your unique voice the way a copy editor can.

Take it from a seasoned author:

"Of all the team members you can’t avoid, it’s the copy editor, and I’m not saying that because I am one. Even I hired one, and believe me I self-edited my book over a dozen times. And guess what? My copy editor found not only errors, but ways to improve the quality of my writing. This might be your highest expense, but it’s so worth it!"

— Andrea Susan Glass

Award-Winning Author and Book Coach

Simply put, no computerized algorithm can take the place of an intuitive human editor.

Some editing apps and programs are great tools for guidance. They find potential errors, offer ideas for revision, and make it possible for writers and editors to find mistakes that might otherwise be missed. However, these programs take the human element out of writing. They are called artificially intelligent for a reason, and they use algorithms to automatically flag predetermined "corrections." While they can be helpful, they do not and cannot understand the true intricacies of language or pick up on human nuances in writing. They also don't take into account author preference and choice.

Additionally, though editing apps and programs may be helpful for checking for mistakes, not everything they return on a report is actually correct. A human still needs to review the feedback to determine whether the suggestions actually fit context, style, voice, and author preference. Effective editors have a sixth sense and often have to follow instinct. Algorithms cannot do this.

Take, for example, the following real-time editing examples provided by a popular editing program. The editing program suggested the underlined terms be changed to the terms in parentheses:

• "These include gasses, acids, and alkalis." (glasses)

• "But is it okay to do that when you are archiving your photographs?" (achieving)

• "One couple wanted to get married on horses." (to)

• "Never wring an item or twist its shape." (wrong)

• "We are notorious for dropping our cell phones, and we routinely throw our cameras into our luggage, backpacks, or purses." (through)

• "Another thing to ask yourself is what you should take with you." (yourself)

• "It was the worse night of my life." (The program did not flag the error here.)

• "...and we will eat desert in the jacuzzi." (The program did not find the error here.)

• "One evening we hooked Jasper on his lease and went out for a stroll." (The program did not flag the error here.)

• Many soldiers during the Civil War were photographed using these methods because they were cheap and easily accessible. (The program did not register the misplaced/dangling modifier here. The methods were cheap and easily accessible, not the soldiers.)

And the above list doesn't even begin to address the issue of punctuation and other elements that are often subjective. Computerized editing software also often overlooks elements of writing such as pacing, reader engagement, redundancies, and inconsistencies.

In sum, editing software is a tool writers and editors use as a guide, but it's not perfect, nor is it more intuitive than a human. Relying on a robot to “perfect” your writing significantly minimizes the critical thinking that's necessary for shaping it into the best version possible. Good editors understand that the human voice—that of the author—takes priority over a "perfectly" placed comma.

All writers should check and double check their work, revising and rewriting before submitting for professional editing (this can also save on costs). However, they often become too close to their work to see any mistakes or inconsistencies. As the author of a piece, you already know what you mean to say, which means you might have blinders on or can lose objectivity. You may think your message is clear, when in fact it may not be.

The brain is a fascinating organ. One of its main jobs is to make sense of everything we see and hear. And it wants to do so as quickly as possible. This means that when we read something, our brains process all the letters of a word simultaneously, gathering just enough information to interpret the words on a page. If something is spelled wrong, we often miss it because our brains fill in the missing information. In other words, the eyes see what the brain thinks is there.

Editors are specially trained to find and catch such errors and inconsistencies. They look at words a bit differently than others do. Plus, because they haven't seen your work before, they can evaluate it with fresh, perceptive, and objective eyes.

The difference between proofreading and copyediting is often misunderstood, and the two processes are often assumed to be the same. However, copyediting and proofreading happen at different times in the writing process and each functions uniquely.

Copyediting typically occurs after developmental editing (and sometimes line editing) and before proofreading. It's the "meat and potatoes" of revising that evaluates and works with your words on a detailed level. Copyediting involves following a style guide and ensuring your work meets industry standards. The process includes reviewing correctness and consistency with elements such as spelling, grammar, capitalization, vocabulary, and punctuation (a key to all impactful writing!). It also explores tone and language; paragraph and sentence structure (syntax); overall coherency, flow, and cohesiveness; and clarity, point of view, and logic. In tandem with this (and sometimes in tandem with line editing), copyediting aims to reduce repetitiveness and redundancy and increase active voice, impact, and readability. It also involves fact-checking and working with citations and references to ensure you and your work are safe and credible. In general, copyediting is about advocating for readers and helping authors express a message or story as effectively as possible. And as a bonus, I include basic formatting.

Proofreading usually happens after all other editing stages are complete. It's the final step of editing before a manuscript or document goes to print. The process involves reading through a completed, fully edited and formatted document to check for any outstanding or newly introduced errors in spelling, grammar, missing words, and punctuation. It's also about flagging any problems with continuity and consistency, as well as reviewing fonts, spacing, styling, and general layout. Proofreading does not address meaning, accuracy of content, clarity, effectiveness, engagement, or impact. Proofreaders are truly the last pair of eyes that review your work before it goes to print.

In very simple terms, copyediting is more about revision, while proofreading is more about correction.

Sharing your writing with others is personal, and putting thoughts onto paper for others to read can make you feel vulnerable. Finding the right copy editor is vital. The best copy editors understand this and encourage authors to work with someone they feel the most comfortable with.

In general, consider the following when choosing a copy editor or proofreader for your project:

• Credentials and education: Is the candidate trained and/or do they hold a certificate in copyediting? Do they have a degree in English, creative writing, or journalism? Though the latter isn't completely necessary to be a good editor, those who do hold a specialized degree in a related field will have current, in-depth, and comprehensive training. Experience in the field in lieu of a degree is also sufficient.

• Experience: Has the candidate successfully worked in the editing field for at least one to two years? Do they have an available list of completed projects and/or clients they've worked with? PLEASE NOTE: Honest and trustworthy editors will not be able to show you specific examples of their work because that would show poor ethics in sharing the private work of authors. If a candidate does so, be wary; they might not be trustworthy.

• Good reviews: Does the candidate have strong, reliable reviews or referrals? What are other authors saying about working with the candidate? In addition to skill, look for those who helped make the experience a positive one.

• Works within your genre: Does the candidate have experience working in your genre? Do they have genres they prefer or topics they're more knowledgeable about and interested in? Though your copy editor doesn't have to have subject matter expertise, if they relate with the material it makes them that much more effective at the job.

• Does not promise perfection: Genuine and reliable candidates understand that no one can promise absolute perfection. However, they do strive for it and work hard to achieve it.

• Communicative and reliable: Does the candidate promptly reply to your inquiries? Generally, 24 to 48 hours is a fair response time.

• Works with your preferred method: Does the candidate communicate in the way that works best for you (e.g., email, phone, Zoom, in person)? Can they work with your preferred document format (e.g., Microsoft Word, Google Docs, PDFs, hard copies)?

• Understands your goals: The best candidates care about your goals and your purpose for writing your piece. They aim to understand your audience, your desired tone, and the main message you want to convey, and they help you achieve your mission.

• Values your voice over all else: Ideal candidates strive to maintain your voice. They care more about maintaining that than they do about following the "rules" of grammar. They never change your meaning or push their own beliefs and preferences on you or your work.

• Compatible personality: Is the candidate friendly and supportive? Do you feel comfortable with them? The relationship between editor and author is essential.

• Able to meet deadlines: Is the candidate available to and capable of meeting your schedule and deadlines? Are they flexible? PLEASE NOTE: Fast work does not always equate to good work.

• Agreeable pricing and payment terms: Can the candidate work within your budget, and do you both agree on costs and terms? Though pricing might be your main determining factor in choosing a copy editor, keep in mind that cheap rarely means good. With editing, you truly do get what you pay for. Highly skilled and trained candidates might cost a bit more, but you'll receive much better results. TIP: Avoid anyone who offers to do all editing as a cheap "package deal."

Yes. By request, I'm happy to provide a free sample of line editing, copyediting, or proofreading for up to 1,000 words.

I work with nonfiction, and my specialties are memoir, autobiography, self-help, personal development, personal philosophy, spirituality, how-to, education, and business and leadership.

I'm experienced in and comfortable with working with sensitive topics such as mental health, drug use, alcoholism, suicide, and bullying, and I understand the special requirements of editing such topics.

I do most editing projects digitally using Word's Track Changes function, but I can work in Google Docs if that's an author's preference. By special request and with special arrangements, I can also edit hard copies and PDFs.

Though I customize each project, my copyediting process typically consists of five to six main steps:

1. Meet with the author via Zoom, phone, or email for a brief Q&A and to establish expectations and needs of both parties

2. Prepare, send, and finalize a contract with agreed-upon terms, including a schedule

3. Begin round one, keeping in touch with the author regarding any questions or concerns.

4. Send a fully revised copy to the author for review and revision, remaining available for any questions or concerns

5. Receive an updated copy from the author with all changes accepted or rejected and all comments addressed, then complete a full second pass

6. Send final revised manuscript to the author along with a style guide

For hybrid editing and proofreading, I follow the same process but with three passes and a single pass, respectively.

Many writers I've worked with have never used Track Changes and/or don't fully understand the four levels of editing or the steps of the editing process. That's okay! I'm here to guide and support all writers in any way I can. If needed, I'm happy to arrange a complimentary Zoom meeting during which I can review with you the levels of editing and/or share my screen with you to walk you through the necessary steps.

Yes. As part of my line editing, copy editing, and hybrid editing processes, I offer free basic formatting to industry standards, including styling of titles and headings; consistency with margins, spacing, fonts, alignment, lists, and indentation; footnote and endnote formatting; visual organization; and general overall layout. I also offer this as a separate, paid service if your piece doesn't need editing but you need to get it ready to send to a publisher. I do not work with book design or graphics, but I can recommend fantastic people from my network who do.

Though I'm not a publisher and can't help you publish your book, I do work with several publishers and am familiar with the hybrid-publishing process. I can guide you in the right direction and even recommend you to the publishers I work with if applicable. I also work with self-publishing authors.

I offer these elements as part of my hybrid editing, line editing, and copyediting services but not for proofreading or manuscript reviews. Though getting special permissions, verifying sources and facts, and properly quoting material are the responsibility of the author, I help by researching and verifying facts, flagging any areas that need attention, and offering suggestions for revision. I have extensive training in and experience with these elements and can help you correctly style and format your footnotes, endnotes, in-text citations, and bibliographies. My specialty is Chicago style, but I also work with APA style.

Absolutely not. Your voice takes priority over everything, including my suggested revisions. My aim is never to change your voice but enhance it. You always have final say whether to accept or reject any of my suggestions. While other editors strictly adhere to the "rules" of grammar, I believe the rules are more like guidelines and leave room for context, nuance, and author voice and preference. I do not enforce my personal preferences on you or your work, and I take pride in being an ethical and intuitive editor who maintains your authentic voice and style.

I also advocate for conscious and unbiased language and can guide you in the right direction if needed.

Absolutely. I never share your manuscript or documents with anyone, and I never post our work together as example edits. It's very important to me that you feel safe sharing your work with me, so everything we do with your manuscript remains between us.

Though I prefer working in Microsoft Word with Track Changes, I can work in Google Docs, as well as in Adobe Acrobat Pro for PDF editing and proofreading. I use comments and track all revisions. Please keep in mind that a minimal extra fee might be involved for any PDFs requiring hefty changes or file conversions.