When creating long form content, editing is essential.
But not all edits are equal – or at least there are different types of editing that produce different outcomes for your document. It is useful to understand these different types of editing for two reasons. Firstly, because you need to decide if and when these edits will be done to your content. Secondly, if you outsource some/all of your editing it pays to know what kind of editor you will need and when to include them.
So, use these summaries below to get a little more familiar with the three main types of editing and what outcome they will achieve for your content.
Substantive editing
(a.k.a developmental editing)
Outcome: The document is appropriate for the intended purpose and audience
The purpose of a substantive edit is to determine whether the document structure, content, language and style is appropriate based on its purpose and proposed audience. It is not a line-by-line review. Instead, it takes a holistic view of the document accounting for intention and reader.
Sometimes it might be useful to get a substantive edit on a document before it is complete. Getting guidance on the overall structure and content earlier on can save a lot of time and effort in reworking.
Your editor needs to have a solid understanding of why the document is being created, who will read it and why they would read it. Is the reader expected to already have knowledge about the topic? What do you want the reader to do after they have read the document?
Your editor will also need to assess how the document will be read – in one sitting or in sections? Will it be used as a reference guide or for information? Will it be a hard copy or digital document?
Your substantive editor will use this detailed understanding of your document to assess the following:
- Structure
Is the arrangement of the content logical; does the document contain appropriate navigation aids (e.g. headers, internal links); is the content complete; is additional content required (e.g. illustrations, glossaries, index); is any major rewriting required? - Language and style
Is the language appropriate for the intended readership; is there unnecessary repetition/redundancies/contradictions; is there inappropriate jargon; is there consistency in tone and style/voice; are there awkward phrases to adjust? - Clarity
Do headings accurately reflect the contents; are tables, figures and other illustrations appropriate and in the correct place; are textual references to tables and figures accurate; are all symbols, abbreviations and specific terms explained in the text or in a glossary; is the content presented simply and effectively?
Your substantive edit could result in recommendations for significant rewriting/restructuring. But don’t let this dishearten you – ultimately it will help you craft a document that is going to be more relevant, easier to absorb and impactful for your audience. Which means your message is more likely to be clear and compelling!
Copyediting
(a.k.a line editing)
Outcome: The document is correct and consistent
A copyedit dives down to a deeper level of detail to ensure correctness and consistency within the material, yet also considers the bigger picture of the overall document. The focus is on removing mistakes, inconsistencies and repetition.
The aim of copyediting is to ensure that whatever appears in public is accurate, easy to follow, fit for purpose and free of error, omission, inconsistency and repetition.
Society for Proofreaders and Editors
A copyedit will include the following checks:
- Language: spelling, grammar and punctuation are appropriate for the audience and correct
- Consistency: language and visual ‘rules’ are applied consistently across the document
- Accuracy: misquotations, inaccurate numbers, broken links, errors of fact and incomplete/incorrect references are identified
- Readability: the structure, content and ‘chunking’ of information produces the best document possible
A key reference point for copyeditors is a house style manual. These documents outline the approved use of language and visuals. Language style guidelines typically cover things like spelling (e.g. UK vs US English), capitalisation, hyphenation, abbreviations, expression of numbers (e.g. 1,000 vs 1 000) and references.
Visual style guidelines typically cover things like fonts, colour schemes, heading hierarchies, page layouts, format of tables and location of captions and labels. Large organisations are likely to have developed their own style manuals. If no style manual exists your editor should work with you to develop a style sheet that is in line with common practice.
Proofreading
Outcome: The document is ready to be published
Proofreading is the final quality control check before publication. The name comes from when a hard copy ‘proof’ of a document was provided for final review before printing. These days it can be performed in hard copy or digitally, depending on the preference of the author and/or editor. The objective, however, remains the same – to ensure the document is ready to be published.
Proofreading does not result in suggestions for significant rewriting or structural changes. Previous substantive or copyedit rounds should have picked these up.
There is often a misconception that proofreading is a last-minute skim for grammar and spelling errors. However, a proofread is a detailed task that can be very time-consuming depending on the type and length of the document. Although it may not pick up a lot of errors (hopefully!), the proofreader must thoroughly check every aspect of the document to ensure it is ready. Plan your proofread well in advance and allocate sufficient time for it. While any fresh set of eyes might pick up a few errors, it is not ideal to leave the proofread to a colleague or friend.
A proofread should include the following checks:
- Verification: all previous changes have made it into the final version
NB: A ‘blind’ proofread is where the editor reviews only the final version of the document without knowing what changes were made in previous edits - Proofing: spelling, grammar and punctuation are correct
- Style: House style specifications are met (if applicable) and consistently applied
- Formatting: alignment, spacing and bold/italic type are consistently applied; tables are not split across pages (if applicable); widows (single words appearing at end of a paragraph) and orphans (single words appearing at top of a page) are eliminated
- Integrity: the document and all its sections are complete.
Sources
Society for Editors and Proofreaders, https://www.sfep.org.uk/about/faqs/
Institute for Professional Editors, http://iped-editors.org/About_editing/Levels_of_editing.aspx
