Types of editing: Developmental editing, copy-editing and proofreading

How do you know which type of editing you need?

Many people think that editing is simply checking a written document for grammar and typos. Yes, this is part of what an editor does, but there are many more aspects to the editing process that need to be completed for a novel or document to be ready for printing.

Not only are there more aspects to editing than just checking spelling, there are several levels (or stages) of editing. The lines can be a little bit blurred between the levels, and different countries or organisations define them slightly differently, but at each stage, the editor focuses on different details until the manuscript is ‘clean’ and ready for printing.
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When you are speaking to an editor about their services, make sure you know exactly what their service at each level will include. Don’t assume you are on the same page (so to speak). 

​Most editors are specialised in one or two levels of editing as there are different skill sets required for each level.

Developmental editing
Developmental editing should be the first level of editing for a novel or non-fiction book. It is a professional writing support for the author and looks at the structure and flow of the whole storyline. Even authors who have written and published many books get a professional opinion on the structure of their novel.

Within developmental editing there are two levels: editorial letters and substantive editing.

• Editorial letters tend to be big-picture stuff and are in the form of a letter (or email) detailing any changes that are recommended.
• Substantive editing (or line editing) happens after the editorial letters and when the author and editor are satisfied the structure is good. Usually it is communicated to the author using Track Changes in Microsoft Word and may focus on specific scenes or dialogue.

 
Copy-editing
Copy-editing is the next stage in the editing process. It takes the raw manuscript and makes it ready for publication. In short: copy-editing enhances the writing to ensure the target audience receives the intended message in the style that is required.

​Copy-editing can include checking and correcting the following:

• Correct sentence structure and phrasing – Are the spelling and grammar correct?
• Content and structure – Is it complete? Is the order logical? Does it need references or footnotes?
• Consistency and appropriateness of language – Is the language appropriate for the target audience? Are all numbers, spelling, fonts, spacing and formatting consistent?
• Layout of headings, paragraphs and dialogue – Is the formatting correct and consistent?
• Fact checking – Though the author is responsible for what they write, all names, dates, quotes and references can be checked for accuracy.
• Legal issues – Issues of plagiarism, copyright, libel and racism or other extreme views are flagged. However the final responsibility rests with the author. ​

Copy-editing does not include extensive rewriting or restructuring, ghost writing, proofreading, text or cover design, indexing, research, copyright permissions or project management, though some copy-editors may provide these services.
 
Proofreading
Proofreading is ensuring that there are no errors that could detract from the published work, and that the work looks polished and professional. 

Traditionally, it is the final step before publication after all other levels of editing have been completed. It is usually done as a final proof before printing once typesetting and designing have been completed. A proofreader will compare the final proof to the edited copy, check page numbers, table of contents, consistency of the style, omissions and additions in the typography, and page layout including widows and orphans, and check the content is complete. A proofreader will be one of the last people to sign off on the final proof before printing so it is important that they are accurate.
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Many editors provide a proofreading service that is somewhere between copy-editing and proofreading. This is especially useful for organisations that need to print material quickly and don’t want to hire several different editors. Each editor will have their own list of what they include in a proofread, so it is important to check and ensure you know what the service involves.

For my clients, proofreading includes checking and correcting the following:

• Spelling
• Punctuation and grammar
• Typographical errors
• Style consistency
• Fact checking if required
• Overall consistency throughout the document of fonts, page numbers, line spacing, and numbers relating to references, contents and diagram lists etc.

It does not include copy-editing (unless a sentence is grammatically incorrect, it will not be changed for style reasons). 
 
What if you are still unsure?
If you are unsure of the level of editing your manuscript requires, speak to an editor and they will be able to advise you.
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