New to copy-editing and unsure when to make changes beyond basic corrections? These tips will help you approach those tricky edits confidently without stepping on your clients’ toes.
BY ANDREW MURTON
As a new copy-editor, you’ve probably faced substantial anxiety over one fundamental question: ‘Should I change this or leave it alone?’
If you’ve completed a copy-editing course, you know that certain errors – typos, grammar, punctuation, and so on – can be fixed outright. But sometimes you encounter something that isn’t exactly wrong but just feels ‘off’, leaving you second-guessing your edits.
Here are five tips to help you save time, make informed editing decisions and, crucially, avoid annoying your authors!
1. Understand what copy-editing is (and isn’t)
It’s a sad fact, but true: most people don’t actually know what a copy-editor does. This is obviously preposterous, and of course, you know what you do (no, Cheryll in accounts, I’m a copy-editor, not a copywriter!) Right?
Still, copy-editing is just one type of editing, and it can be easy to lose sight of your purpose. Inexperienced copy-editors often fall into one of two camps: the timid, who are loath to make even minor edits without leaving a comment, and the overzealous who graffiti the work with their own whimsical preferences.
So let’s clear things up. As a copy-editor, your main goal is simple: correct errors and improve readability – without imposing your own style or changing the author’s intended meaning. It’s not your job to rewrite someone’s masterpiece, or to query every minor issue. You’re here to align the text with the relevant style guide, check facts and links and bring the piece up to publication standard.
So, what does that mean for the tricky edits?
2. Know the ‘4 Cs’ of copy-editing
Amy Einsohn, author of The Copyeditor’s Handbook, describes the copy-editor’s chief focus as ‘the “4 Cs” – clarity, coherency, consistency and correctness’. Keep these firmly in mind every time you tackle a new document.
When something in the text feels or sounds off, pause and analyse it. Ask yourself: Why does this sound wrong? Which of the ‘4 Cs’ is not being served? Is it a dangling modifier (clarity)? Inconsistent tense (consistency)? Confusing syntax (coherency)? Subject-verb disagreement (correctness)?
Taking a closer look, with the ‘4 Cs’ as your guide, helps you decide if a change is truly needed and, if so, what the best solution might be.
3. Don’t be afraid to edit
Once you’ve identified a problem, it’s time to act. But remember: wholesale rewriting isn’t your job – that’s for the author or a substantive editor. Make this your mantra: ‘It’s not my document.’
Experiment with the language to find the least intrusive fix. Usually, minor tweaks – like reordering words or shifting a modifier – will do the trick. However, if a direct edit risks changing the intended meaning, or if you can’t fathom what the author is trying to say, leave a polite comment, asking for clarification or suggesting a potential edit. This is known as editorial feedback.
Read More:
10 Simple Tips to Polish Your Prose: What Do Great Writers Do?
Catching Up with Copy-Editor, Lesley Wyldbore
4. Slow down
Learning to copy-edit takes time, and that’s okay! You may not be able to take on as many jobs as you’d like in the beginning, but speed and confidence will come with experience – don’t rush it.
Aim to do at least two passes of every document. Start with a slow pass to address the bulk of the errors, then follow with a quicker pass to catch anything you might have missed. Reading at different speeds can help you spot different errors.
Additionally, a copy-editing checklist can be incredibly useful. You probably won’t need it forever, but it’s a great way to build a solid workflow. Just make sure you adapt your checklist to suit your current style guide.
5. Be kind to yourself
Copy-editing is a highly skilled profession that requires ongoing development. To quote Amy Einsohn: ‘In many ways, being a copyeditor is like sitting for an English exam that never ends: at every moment, your knowledge of spelling, grammar, punctuation, usage, syntax and diction is being tested.’
That may sound awful, but it’s actually a positive thing. It means you’re not expected to be perfect, and every mistake is an opportunity to learn something new.
Take your time while you’re learning, develop good habits and don’t beat yourself up for making mistakes.
Good luck!
About the Author
Andrew is a copy-editor and writer from Johannesburg with a keen love of language, literature and learning. He holds a BA in English and linguistics from the University of South Africa. Since 2023, Andrew has facilitated the copy-editing and proofreading internship programme with the Writers’ College, where he is privileged to mentor some of its brightest graduates.
When he’s not working, Andrew can be found relaxing at home with his girlfriend, watching movies, playing the banjo or enjoying a braai (that’s a BBQ!) and board games with his nearest and dearest.
Reference:
Einsohn, A., Schwartz, M., (2019). The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications (4th ed.). University of California Press. pp. 3–5.
