How to carry out effective Copy Editing?

Friday, February 05, 2010


Copy editing is all about making a copy clear, correct, crisp and concise so that it becomes reader friendly. There is a misconception that the copy editing work is only related to the book publishing industry. However, any manuscript regardless of industries needs a professional makeover. And this is where the importance of copy editing comes into play. A copy editor is responsible for creating a flawless copy by making necessary changes in it.

The copy editing job not only involves correcting grammatical errors but also dealing with the problems like verbosity, style related errors and proper usage of words and phrases. A brief discussion about all these issues can give a clear picture about copy editing and its basic nitty-gritty.

Correcting grammatical errors: The core part of copy editing

Any copy that is full of grammatical errors lacks readability. So at the time copy editing, it is necessary to be alert for any kind of grammatical mistake. Some common grammatical mistakes are like

  • Wrong usage of tense: Wrong usage of tense is a major grammatical mistake that can make a copy completely irrelevant. At the time of copy editing, it is the job of a copy editor to make sure that the appropriate form of a word has been used in the copy.

  • Proper place of punctuation: Many writers often use punctuation marks in wrong places that can be an impediment to the flow of a copy. During copy editing careful attention should be given in the punctuation part as well.

  • Putting right preposition for right words: The usage of preposition is quite tricky and at the time of copy editing, this part should not be overlooked. Wrong placement of preposition, many a time, changes the meaning of a sentence. For example the word boast means contain or have, whereas boast about denotes pride and glory. Now, if the word about is used incorrectly with the word boast, it will change the meaning totally.

  • Checking Spelling: Checking spelling is also an essential part of copy editing in order to make the copy a readers' delight.

  • Alert for articles: The appropriate placements of 'the' and 'a' are essential to maintain the standard of a copy. So while copy editing, an editor should pay heed on this part as well.

Reducing Verbosity: An essential part of copy editing

Verbosity defines the excessive use of words that can also deter the flow of writing. Therefore, the skill of reducing verbosity without changing the meaning of a text is extremely important in copy editing. For example, if the main text contains a line like, "She provides advice to him," a copy editor can easily change it to "she advised him."

Style Related Errors: Maintaining the consistency of a text

In the copy editing job, an editor is very much responsible for adhering strictly to a particular style and ensuring that a similar style has been followed in all over the text. Some writes-up may follow US English and some may follow UK style. While copy editing, one should check that a copy has been written following one particular style.

Proper usage of Words and Phrases: The key for good copy editing

A good copy editing is very much dependent on an editor's ability to use the right words and phrases in the right places. Many a time, writers mess up words, especially when it comes to similar sound words, such as affect and effect, advise and advice, proscribe and prescribe, just to name a few. For correct meaning of the sentence, a copy editor should make sure that the right word has been used in the text. Similarly, wrong phrases and idioms can mar a copy completely. In copy editing, proper attention should be given to this factor as well.