Copyeditors work with your text when it is in final or nearly final form. They read each sentence carefully, seeking to fix all errors of spelling, punctuation, capitalization, grammar, and word usage while preserving your meaning and voice. With your permission, they may rewrite sentences or suggest alternative wordings. They can ensure that your text conforms to a certain style; if your project includes elements such as captions, tables, or footnotes, they can check those against the text.

This type of review is also referred to as “mechanical editing,” and it can range from light to heavy editing, depending on what is needed or what you have requested. This comprehensive edit of your work includes:

• correcting spelling, grammar, punctuation, syntax, and word usage, while preserving writer’s meaning and voice

• checking for and imposing a consistent style and format (e.g., treatment of capitalization, punctuation, numbers, hyphenation, use of abbreviations, formatting of lists)

• basic fact-checking

• preparing a style sheet that documents style and formatting decisions.

This type of review is also referred to as “substantive editing.” This involves streamlining and polishing your writing for greater clarity, flow, and conciseness. This edit of your work addresses:

• repeated words and phrases

• awkward or confusing construction

• inconsistent tone

• ambiguity

• wordiness

• areas needing clarification from the author.

Proofreading is the final stage in the editorial process. Proofreaders usually see a project after the design is complete and any photos or other visual elements have been added. They correct errors overlooked during copyediting or introduced during the design process. If you wish, they can also cross-check the text to ensure that earlier changes were made correctly, and they can check design elements such as heading and typeface styles, page numbers, and the like.

This optional step is sometimes taken by authors and is generally the first time a professional has seen their work. An editor will read the manuscript and offer high-level suggestions or opinions about the manuscript’s possibilities. It is considered a subservice of developmental editing. 

This editorial step is done at a very early stage. It may stem from a simple idea that the editor helps shape, or the editor may take a very rough manuscript and suggest big changes in the structure or narrative. 

The terms “developmental editor,” “substantive editor,” “structural editor,” and “content editor” overlap and are sometimes used interchangeably for editors who identify and/or implement different large-scale strategies for improving a manuscript.

Most editors and proofreaders perform their work on-screen using tracked changes and comments, but some still use paper and standard proofreading marks and symbols.

For purposes of efficiency and consistency, editors and proofreaders often employ macros and web-based tools such as PerfectIt in their work process. Editors also consult style and usage manuals, and dictionaries.

I prefer the Chicago Manual of Style and Merriam-Webster but have experience with others, such as AP, MLA, and house style guides.

For on-screen editing and proofreading, I prefer to use Microsoft Office Suite, but also work with Google Workspace, and Adobe Acrobat. I’m also experienced working in web-based content management systems, social media platforms, and online marketing tools, and have working knowledge of HTML and CSS. Don’t fret if your content is in other formats, I can still help!

For all projects, I conduct initial interviews, check-ins between each session, and debriefings at the end to make sure authors needs were met during the editing process. 

During the project phase, all in-text edits and comments are added to the electronic file, typically in Word Track Changes. A stylesheet will be created to document unique spellings, style choices, scenes, names, etc., and a list will be kept to track all queries.

With large projects, editorial work can be done in stages (a chapter at a time, for instance). If working in stages, it is helpful to have a check-in after each stage to review progress, concerns, and logical next steps.

Once copyediting or proofreading is complete, I return the project to the author, along with the stylesheet and queries, and (if not already scheduled) set up a wrap-up session.

After holding an initial consultation to discuss details of your project and performing a complimentary copyedit or proofread, I will provide a proposal summarizing details such as the scope of work, deadlines, and compensation. If you elect to accept the proposal and sign the forthcoming agreement, we will move forward with scheduling your project on the calendar and set up check-in dates and a wrap-up meeting at the end to debrief, answer questions, and make sure your needs were met by the editing process.

Whether or not we engage in a contract, I am happy to sign an NDA and will never share any portion of your manuscript or documents without your permission.

Cost depends on:

• complexity of the material to be edited

• type of editing to be done

• level of edit needed (light, medium, or heavy)

• tightness of the deadline.

Depending on the project, I will either charge by the hour, page, word, or flat fee. I may ask for your budget to tailor a proposal to meet it. I will ask to see a sample of the manuscript or content to be edited before setting a fee. This is to assess how much work is required and how long the editing is likely to take. 

My rates align with those published by the Northwest Editors Guild and the Editorial Freelancers Association.

In line with most editors, I will request an up-front deposit, payment upon completion of each stage, and final payment upon completion of the project.

To keep the project moving ahead smoothly and on schedule, it is important to:

• provide project files and background information as needed

• be responsive to emails, calls, or requests for further information

• promptly let me know of any changes to the scope of work or schedule.

I will provide you with the following:

• clear communication throughout the editing process

• your edited project files in the agreed-upon format

• a stylesheet outlining any decisions made on style, spelling, and so on

• a summary of any global problems or queries, along with suggestions for addressing them

• an invoice for the work.

The editor’s reference collection will depend on the types of material being edited, however essential books an editor must use include the author’s or publisher’s preferred style manual, dictionary, thesaurus, and usage guide.

My bookshelf includes the Merriam-Webster’s Collegiate Dictionary, CMOS, 18th Edition; AP Stylebook; MLA; a multitude of reference books; and numerous bookmarked websites. Two favorite websites include the Conscious Style Guide and The Diversity Style Guide, and favorite books include those written by June Casagrande.

Other resources I consult include my professional networks and associations, and I regularly take continuing education courses.