Copy editors, a complete guide
A copy editor is a highly trained professional who uses their skills and expertise to transform written work into content that’s perfect for your audience. A professional copy editor will review your writing and make changes to strengthen the copy and make it easier to understand, ensure you’re explaining key points, and remove confusion or ambiguity.
Copy editors often work in close collaboration with writers to polish their draft into a finished piece. Writing and editing are different skills, so if you’re a writer, it's often a good idea to have an expert copy editor review and enhance your work.
Editors will work on all types of written content, including academic writing and theses, business documents and content, websites, articles, and more.
A copy editor will carry out copy editing to:
Improve readability and accuracy for your audience.
Resolve issues with the content to enhance trust.
Focus the piece so it flows and highlights your key points.
Clarify the content to make it easier to read.
Get an instant copy editing quote
The basics of being a copy editor
Here are the questions we’ll answer in this comprehensive guide to copy editors:
What does a copy editor do, exactly?
What won’t a copy editor do?
Will a copy editor fix all the errors in my copy?
What are the benefits of hiring a copy editor?
Do copy editors specialize in particular types of editing services?
What principles does a copy editor use?
Is there a difference between a proofreader and a copy editor?
What process does a copy editor use?
What is the difference between proofreaders and copy editors?
What skills, experience, and approach does a copy editor need?
Can I copy edit my own writing?
Will a copy editor completely change my initial work?
How much does it cost to hire a copy editor?
Shouldn’t I just go for the cheapest option when it comes to finding a copy editor?
What does a copy editor do, exactly?
A copy editor is a professional with one purpose: to review and improve your written content so it’s perfect for your audience. It’s vital that your work “lands” with your readers, and a copy editor is the person you trust to make that happen.
A copy editor will carry out the following editing services on your content:
Make changes to sentences, paragraphs, and sections to strengthen accuracy and clarity.
Help your writing flow and guide people through the content by moving sections of text.
Engage your readers by expanding the context and positioning of your piece.
Remove confusion by getting rid of ambiguous language and explaining jargon, acronyms, or other unusual terms.
Eliminate unnecessary or duplicated wording to make your content more concise.
Make your writing easier to understand through strengthening the outline and structure of your work.
Format your headings, lists, and more to make the content easy to understand and read through.
Edit your work to a style or brand guide, whether that’s in-house or an established style guide, like Associated Press.
Keep you informed about what’s happening with your work through regular communications and updates.
Meet your deadlines.
Use a flexible, friendly, expert approach that meets your content needs.
Have the right experience and expertise to provide high-quality copy editing that adds value to the finished content.
What won’t a copy editor do?
Copy editors typically won’t do the following:
Directly put your content into new formats, templates, or designs. A copy editor will format within your original document for consistent spacing, headings, line spacing, lists, and the like but will not normally incorporate content into a design template or other style. For these areas, you can use a freelance designer.
Localizing content for another language or region (e.g. U.S. English to Australian English). For localization, you’ll need a specialist localization editor.
Fact-checking. A copy editor will normally assume you’ve already checked the facts in your copy.
Writing from scratch. Copy editing is designed for content that’s already written and needs polishing or enhancing, so editors are not typically writers.
Checking for copyright or plagiarism. Most copy editors will assume you have not copied content from elsewhere and will not generally check for plagiarism or copyright infringement.
Indexing of content.
Assisting you in major development of your work. That requires the skills of a developmental editor.
Will a copy editor fix all the errors in my copy?
A professional copy editor will edit your content so it’s perfect for your audience, whoever they are. A copy editor will look for and fix mistakes, but editors generally focus on “big picture” changes to the style and structure of your writing.
If you want any typos, spelling, grammar, or other small content errors fixed, you may need to:
Hire a proofreader who can review and fix those mistakes, or
Look for a copy editor who also provides proofreading.
Please note that if you hire me as your copy editor, I will also proofread your work at no extra charge. You can be confident your content will read well, land with your audience, and that it’s been checked for grammar, spelling, typos, and other issues.
What are the benefits of hiring a copy editor?
A professional copy editor will provide you with several significant benefits as a content creator:
Context: An editor will read and copy edit your work so it makes sense to your audience and let you know if adding information might be helpful.
Accuracy: An editor will check that the terminology, wording, and other aspects of your content meet standard English rules.
Clarification: An editor will remove duplication and ambiguity and explain complex terms or jargon.
Focus: An editor will understand and sharpen the highlights and key points in your content.
Consistency: An editor will help to make your copy consistent by ensuring similar word usage and formatting.
Do copy editors specialize in particular types of editing services?
Yes. Copy editors can specialize across various areas, including:
Academic copy editors for personal statements, theses, dissertations, coursework, essays, and other education-related content.
Business copy editors for advertising, blog posts, articles, case studies, documents, memos, reports, correspondence, newsletters, plans, profiles, marketing materials, policies, processes, emails, staff handbooks, presentations, press releases, product descriptions, proposals, RFPs, tenders, social media, training materials, white papers, and other business content.
Website and online copy editors for websites including home, about, and landing pages, product descriptions, blogs, articles, and other online content.
Non-fiction copy editors for other content like manuscripts, ebooks, white papers, and other writing.
Fiction editing for novels, short stories, and other creative writing.
There are other, specialist types of professional editors including developmental editors, line editors, in-depth reviews, localization editors, and more.
I am a business, academic, website, online, and non-fiction copy editor. I do not edit fiction.
I also provide some additional services that you may not find elsewhere:
Proofreading as standard and at no extra cost when you hire me as your copy editor.
Comments and advice on how to improve your content.
Localization editing services between different types of English, like U.K. and U.S.
U.K. English and international English copy editing services.
Aftercare services, so if you update your work due to my editing, I will check your changes, free of charge.
What principles does a copy editor use?
A professional copy editor will read and review your work in a specific way and apply various copy editing principles. An editor will typically read your content several times, using their skills to modify it from a draft to a final piece of writing. The copy editor is not a ghostwriter, and they may request that you make substantive changes or major revisions.
A copy editor will look at several aspects of your writing, asking questions and making edits to satisfy the following principles:
Purpose and context: What is the overall intent of the content? What are the key points that you want to explain? What is the context for the work?
Audience: Who are the intended readers of the content? How will you share the writing with them? How do you want the audience to act once they have read the content?
Introduction: Is it interesting enough to draw a reader in and does it provide context and position the rest of the work? Can the introduction be strengthened to engage the reader on a deeper level?
Organization and flow: Is the text well organized and does it flow logically and smoothly from one part to the next? Is it guiding the reader through the copy so they can identify where they are in the content?
Concise versus extraneous: Does the content need to be sharpened to strengthen understanding? Can the copy editor reign in unruly text, get rid of fluff, eliminate jargon, and reduce flowery or overwrought language?
Focus and clarity: Does the writing get the most important ideas across in the most efficient way so that the reader has a good understanding of all key points? Is the piece as focused as it could be?
Tone and style: Is the use of first-, second-, or third-person consistent throughout? Do you use past, present, and future tenses correctly? Does the writing feel like it’s been created by multiple authors? Can the editor create a streamlined approach, tone of voice, and style throughout the work?
Content length: Is the length of the content appropriate? Are individual sentences and paragraphs the right size to share information?
Wrap up and conclusion: Does the copy end with something thought provoking or worth remembering? Does the work feel complete? Is there a call to action, if needed?
Guidance, advice, and feedback: Will additional feedback be useful to help you enhance the work further?
Being a copy editor also means having a collaborative relationship with authors. Because the editor doesn’t normally carry out extensive rewriting, the document may get passed back and forth between the editor and author several times. A good copy editor must also have good written and verbal communication skills, meet all their deadlines, and provide excellent customer service to their clients.
What process does a copy editor use?
A good copy editor will follow some version of this process:
Communicate with you to understand your editing requirements and what you want from the finished work.
Gather any special instructions for editing, including who the content is intended to target.
Read through the writing to understand its positioning, context, and key points from the perspective of the intended reader or audience.
Complete a first pass of your writing, copy editing as they go. Your copy editor is looking to make changes to enhance and strengthen the content so it reads well and achieves its purpose.
Ask questions as needed to help clarify the meaning and intent of your work.
Provide advice and comments in the work, where needed.
Proofread your work as part of a second read, correcting for grammar, spelling, punctuation, and other areas. Note that not all copy editors provide proofreading as part of their service.
Track all changes to your content, normally using “Track Changes” in MS Word.
Keep you updated on progress with your work.
Return your work to you.
Please note that I do provide a combined copy editing and proofreading service as standard and at no extra charge. I also offer an “aftercare” service, which means if you make a change to your work as a result of my comments and questions, I will re-check those parts. There is no additional fee for aftercare.
What is the difference between proofreaders and copy editors?
A copy editor might catch a few mistakes when they’re editing your content, but that’s not their main function. The copy editor ensures your work is readable and memorable by helping with sentence and paragraph structure, word choice, tone, style, and consistency. A proofreader will provide services after editing, and is a word by word check for misspellings, grammar mistakes, word choice, punctuation usage, and other errors.
Many people will wonder if they need both a copy editor and a proofreader. It all depends on how polished you need your final work to be. It can be helpful to have a separate proofreader to find and correct any mistakes that the editor may have missed. Some copy editors will also complete a proofread of your content once they’ve finished editing so it’s perfect for publication.
Please note that I am both a professional copy editor and proofreader and that all of my editing services include proofreading at no extra charge.
What skills, experience, and approach does a copy editor need?
If you’re looking for a copy editor, it’s worth looking into their background to check they have the right talent, background, and attitude to meet your needs. Here are some areas to focus on.
An academic degree in English, communications, journalism, or a related field
Although a degree isn’t strictly necessary to become a copy editor, finding someone with a qualification in communications or a similar field means they take their work seriously. Studying for three to four years in a field related to writing and editing means they have an excellent grounding for editing, proofreading, and similar tasks and should give you the confidence to hire them.
Note that many copy editors or proofreaders may have just taken a quick online course before offering services, so it’s always worth asking what formal qualifications your business copy editor has.
A deep understanding of the English language and how to connect with readers
A copy editor’s job is to help your content resonate with your audience, whoever they are. They achieve that through editing and minor rewrites of your work which means they need a deep understanding of how to use the English language. A first step to see if an editor is right for you is to look over their website and see how they explain themselves through the writing.
A fantastic eye for detail in grammar, spelling, and punctuation
Even though a copy editor may not be a proofreader, they should still have an excellent understanding of English rules and conventions.
A relentless focus on your content
Being a great copy editor requires plenty of concentration. Your editor will spend hours with your work, checking through every single word, sentence, and idea. Focus and a distraction-free approach are essential.
A good knowledge of style guides
Many individuals and organizations work to either industry-standard or brand-specific style guides. A copy editor will review any style guide you provide and edit your content to that guideline. Most editors will have a good working knowledge of the popular style guides: AP, APA, and Chicago Manual of Style.
The right balance of editing content and preserving your tone and style
You want a copy editor to strengthen your content to put your business across in the best possible way, but you don’t want to lose the tone of voice that makes you unique. A good copy editor will edit with that in mind.
A wide portfolio of editing work
You’ll want to hire a copy editor who has some experience in your field. Although editors don’t need deep knowledge of every topic to do good work, a high-level understanding will give them some useful context, both in terms of your work and your audience. Although editors probably can’t share specific pieces of work with you (due to confidentiality clauses), you should get an idea of the type of subjects they work on.
An excellent communicator who keeps you in the loop
Running into a communications black hole can be frustrating! A good copy editor will keep you informed, let you know if they run into any problems, and meet all their commitments and deadlines. Look for editors who are responsive to your emails and other communications.
A professional, friendly, and expert approach
Most copy editors take their own freelance business seriously. They understand the challenges you face and can be flexible and accommodating in how they work with you. This may include:
Collaborating closely with you on specific content.
Providing details of fees and pricing up front.
Timely communications, especially if they run into questions or problems.
A polite and professional approach to both you and your work.
Agreeing reasonable deadlines with you and always meeting them.
Building a positive, trusting relationship with you.
Can I copy edit my own writing?
It’s not a good idea for a writer to copy edit or proofread their own work. The person who wrote the copy will have a hard time seeing their own mistakes. A good copy editor has special skills and training to look for specific flaws, and an editor will also use their experience to strengthen the content in ways you may not have thought of. Most writers are not trained editors or proofreaders, so it’s worth hiring someone with the right approach and expertise. Copy editors will read your work as your audience will, and polish it to connect with them in the best possible way.
Will a copy editor completely change my initial work?
No. A copy editor will enhance your existing content so it reads better and flows well. They will strengthen the piece while retaining your unique tone of voice and approach.
How much does it cost to hire a copy editor?
You might wonder how much you’ll pay for a copy editor. Here are the answers you need.
What factors affect the price of a copy editor?
The fees for a copy editor vary depending on several areas. Editors with higher qualifications and more advanced skills will charge a little more. Likewise, copy editors with plenty of experience may be priced higher. Copy editors may also charge higher fees depending on what you need them to do. For example, I charge slightly more if you need some types of specialist editing like localization or working to a style guide.
Some copy editors will also charge more depending on how quickly you need the work returned. I don’t charge extra for returning work quickly, and always return your edited work as soon as I complete it.
How much do copy editors charge?
Most copy editors, including myself, charge between $30 and $50 per hour depending on the depth of editing you need. Most editors won’t actually invoice you by the hour, instead they’ll price depending on several factors, including:
How many words you need them to edit.
The type and depth of copy editing you need.
How quickly you want the work returned.
Whether you need proofreading as well.
This allows a copy editor to provide a fixed quote for completing specific pieces of work. It also means you can budget more effectively, so it’s better for everyone.
Shouldn’t I just go for the cheapest option when it comes to finding a copy editor?
When it comes to finding a professional editor, the cheapest price is definitely not the best. A good copy editor will have experience and insight into editing, including understanding what their readers are looking for. You will pay a little more for that expertise, but you’ll get more polished content which will work better for your audience.
Do you have any final tips for finding a good copy editor?
There are many people offering copy editor services and it can be hard to choose the perfect freelancer. Here are a few tips for finding the best copy editor for your work:
Pay a fair price for a copy editor: Don’t base your search on how low the prices are. We all want to save money but detailed work by an experienced copy editor is worth the extra cost. Some of the cheaper copy editors may not be native English speakers, or they may be offering proofreading instead of copy editing.
Good copy editing takes time: Copy editors can do basic work at 5-10 pages per hour but more detailed work can mean 3-5 pages per hour. Make sure you plan for the time an editor needs and hire an editor who will give your content their full attention.
Check for credentials and experience: Look at the copy editor’s portfolio of work to see if they have expertise and experience in your topics. Find out about any degrees or professional qualifications that your copy editor might have. See if the copy editor lists examples of work, clients, or publications for whom they have provided services.
See if they specialize in specific areas: Copy editors who have an understanding of your topic are more likely to provide quality work.
Read reviews or testimonials: Find out what other people think of the copy editor you want to use. Word of mouth is a good indication of the quality of work, and can help you select the right editor.
This all sounds great, how do I get you to edit my content?
I’m glad you asked. You can get an instant quote here, or head over here to get in touch. Thanks!
Other terms related to copy editors: Copy editing, editor, editing, copy editor services, proofreading, proofreader, line editing