The basics of copy editing
Covering everything from why we do it to how it’s done, producing clean and concise copy is as easy as 1, 2, 3 when you follow this simple guide to copy editing.
Why do we copy edit?
The purpose of copy editing is to ensure that our content is able to be easily read and understood by anyone who comes onto our website.
Essentially, when we copy edit, we are standing in for the reader. We want to test the copy to make sure that all of the facts contained in the piece are correct, that the piece flows well, and that it’is easy to follow.
How to copy edit effectively
There are three stages to copy editing, executed in the order set out below.
Stage 1: Skim reading
When receiving a piece of copy, the first read should be quick yet critical. Go through the text once to get an idea of what the story is about. Highlight anything that jumps out at you.
For example, you may find that a writer leans on metaphors too much or that their punctuation makes the piece difficult to read. You may realise that you’re unable to follow the chronology of the story. Or that there are too many unusual words in the text.
Take note of recurring errors you find as well as your overall first impression of the piece as you complete the first read. These annotations will likely be the most useful of any you make if you need to provide feedback to the writer further down the line.
Note: Many copy editors are unable to resist correcting glaring errors on the first pass. This is not necessarily a problem. However, you should limit yourself to five seconds or less per error. If you find yourself taking minutes to restructure a sentence, this is not a job for the first reading.
Stage 2: Critical reading
The second reading looks into the workings of an article and should take much longer than the first. This stage is crucial for ensuring that the piece is factually correct and easy to read.
Here, you will consider and adjust:
- spelling errors;
- repeated words (synonyms);
- clumsy wording;
- grammatical errors;
- distracting punctuation; and
- sentence structure.
This is also the stage at which you will test facts, check that names are correctly presented in the text, and apply your style guide of choice.
Use your favourite search engine to check facts. Anything that isn’t the writer’s opinion should be verified to ensure its veracity and accuracy. For example: Is X landmark really Y kilometres from Z hotel? Where is the City of Gold? Was Nelson Mandela released from Robben Island in 1994?
At the same time as you’re ferreting out facts, you’ll want to ensure you’re applying the style guide—and doing so correctly.
The best way to do this is to ensure that you are well-acquainted with the document. Although the number of rules may be a little overwhelming at first, the more time you spend with the guide, the more easily you’ll be able to apply it.
Note: It’s well-established that we absorb information better when reading it on paper. As such, it may be a good idea to print a copy of the style guide to refer to when copy editing.
Stage 3: The final reading
There’s one final read-through necessary before you can send the article off for proofreading. Ideally, there should be at least 12 hours between the critical reading and the final reading.
Here, you’ll approach the article in the same way you would if you came across it on a website or in print. You’ll want to read through it at your regular pace—and enjoy it.
This moment is reserved for picking up any residual errors or inconsistencies that may have slipped through during the critical reading and ensuring that the piece is in line with the style guide you’re using.
Once you’re satisfied that you can do no more, send the document off for proofreading.
