Copy-Editing Tips

There is a fine line when it comes to copy-editing and copy-reading. On the one hand, as a copy-editor, it is your responsibility to correct all grammar mistakes, make sure the writing flows, and fact-check. But on the other hand, you also have to be mindful of the writer's style, and be courteous when making suggestions.

Here are some suggestions as to how to be a polite, likeable, yet respected copy-editor.

Copy-editing Tip #1: For any disputed grammatical error, make sure to use grammar books to back up your correction. Some books that are helpful include The Writer's Handbook, edited by Barry Turner, and The Elements of Style, by William Strunk, Jr., and E.B. White.

Copy-editing Tip #2: Always keep a dictionary on hand. Also, make sure it is a reputable and widely accepted dictionary, such as Merriam-Webster or Oxford English Dictionary.

Copy-editing Tip #3: Take your time reading every sentence and every word. Read everything three times. This is time consuming, but in order to be a successful copy-editor who can catch pretty much all errors, you will need to put in the time.

Copy-editing Tip #4: Use a red pen to correct errors (or marker, or crayon). This will help your notes and comments stand out. Or, if you are copy-editing on a computer, used Microsoft Word's Track Changes and Comments features. This will show everything you add and delete, so the author can decide which changes to keep later.

Copy-editing Tip #5: When making comments or suggestions, it may be more well received if you write them in the form of advice or a question. You can use the word "maybe" or, if you want to rewrite a sentence, suggest that the writer change the sentence, and then give an example of how that sentence could be rewritten.

Copy-editing Tip #6: Try to throw in some positive feedback to counteract any negative feedback.

Copy-editing Tip #7: Make sure the writer uses tenses consistently and that the writer's style throughout the piece is consistent.

Copy-editing Tip #8: Check and double-check everything. Take a break if you need to, and look at the piece again with fresh eyes later.