What Is Copy Editing?— The Secret To Polished, Professional Writing

Copy editing is the process of editing after the initial line editing phase that includes reviewing and correcting written material to ensure that it is free from errors, inconsistencies, and other issues that can detract from its clarity and usefulness.

Whether you're writing a story, a business report, a research paper, or even a blog post like this one, copy editing is a crucial step in producing polished, professional writing that will engage your readers deeper into the story or help you appear like an authority in your industry.

A copy editor takes an even closer look at the manuscript than a line editor will— every word is scrutinized rather than each topic, character, and situation. 

Copy editors check for:

• Incorrect grammar, spelling, punctuation

• Proper agreement among all subjects, verbs, and adjectives

• Spacing and formatting issues

• Reduced bias

• Proper word choice

• Passive and active voice used appropriately

• Repetition and clichés

• Avoiding offensive language

If you are a writer of fiction, I understand that some things included in this list might be intentional in your manuscript and that’s totally fine and up to you. That could just be your writing voice and style.

Contrary to whatever myth you’ve heard about editors, I am all for breaking the rules . . . as long as it makes sense. My aim is to always find a way for you to break those writing rules in a way that doesn’t jeopardize your storytelling or your reader’s experience.

Why Does Copy Editing Matter?

Ensuring Clarity and Coherence:

Copy editing helps guarantee that your writing is clear, coherent, and easy to understand.

This is especially important for non-fiction writing, where the goal is to convey information and ideas accurately and effectively.

In fiction, clarity is important for maintaining the reader's engagement and preventing confusion about the plot or characters.

Polishing the Language:

Copy editing can help to ensure that the words used in your writing are being used correctly and in the right contexts.

In non-fiction writing, this can boost your credibility and make your work more persuasive.

In fiction, polished language can help to create a more immersive reading experience.

Maintaining Consistency:

Copy editing can build consistency in terms of style, formatting, and tone.

This is especially important for non-fiction writing, where consistency can help to maintain the reader's trust and engagement.

In fiction, consistency can help to create a cohesive and believable world for the reader.

Catching Errors and Typos:

Copy editing can help to catch errors and typos that might otherwise go unnoticed. This is important for both non-fiction and fiction writing, as errors can undermine your credibility and negatively impact the reader's overall understanding.

No one wants to read writing where errors are consistently interrupting the reading experience. Don’t be that writer, especially because you don’t have to be, no matter what your strengths or weaknesses as a writer are.

Now, here are some tips on how to approach the process if you are doing it yourself.

Tips for Effective Self-Copy Editing

Take a break before you start editing:

It can be hard to spot errors and issues when you're too close to your writing, and this goes for every writer. It doesn’t matter what kind of writing you do.

Taking a break before you start editing can help you approach your work with fresh eyes and a more critical perspective. I’m not talking for twenty minutes either. Ideally, give yourself at least a day or two between writing and editing.

Read your work aloud:

Reading your work aloud can help you identify spelling mistakes, awkward phrasing, choppy sentences, and other issues that may be hindering your readers' comprehension. It can also help you identify errors that you might miss when reading silently.

It’s easy to skim over an error with your eyes because being too close to your writing looks like you mentally inputting what should be on the page and moving on. It’s subconscious and you shouldn’t be hard on yourself if you do it. Just learn how to navigate it.

Reading aloud is the best way, in my opinion, to avoid missing errors. I can’t lie, it’s also hilarious. For example, hearing yourself say “turkle” instead of “turtle” is a sure way to see what needs to be corrected, right?

Use editing tools, but don’t depend on them:

There are a whole bunch of editing tools available online that can help you catch errors and improve the quality of your writing.

For example, Grammarly can help you identify grammar and spelling errors, while Hemingway can help you improve readability by highlighting long or complex sentences.

Do not depend only on editing software though, because just like you, they also have their own blind spots.

Focus on one issue at a time:

When you're copyediting, it can be tempting to try to fix everything at once. Do not trap yourself like this.

This can be overwhelming and counterproductive. Instead, focus on one issue at a time, such as grammar, spelling, or clarity. Once you've addressed one issue, move on to the next one.

Your brain and eyes will thank you, I promise.

Know when to stop:

There's a point at which copyediting can become counterproductive. If you're spending hours agonizing over small details or making minor tweaks, it may be time to show yourself some grace and call it quits.

Remember that perfect writing is an elusive goal, and that there will always be room for improvement. That’s not ever going to change.

Lastly, be open to outsourcing the editing.

Here’s the thing— Maybe the mechanics of writing aren’t your strongest skill, and your focus is only on getting the writing out. That is totally okay. That is why experienced copy editors are available to you. Don’t be too prideful that you don’t outsource to a professional.

They’ve done the work to know what to fix, and they know how to do it in a way that prioritizes your writing, which is always what you want as a writer.

Hit me up if you would like some help with copy editing your writing, no matter if you write fiction or digital content.

In conclusion

Copy editing is an essential part of the writing process that can help you produce polished, professional content that will impress your readers and help you achieve your goals.

By following these tips and approaching the process with a critical eye, you can improve the quality of your writing and take your skills to the next level.