Stages of editing

A comprehensive edit usually involves 2 or 3 stages of editing, depending on the level of changes needed in the publication. 

Download our quick guide for easy reference: Bare bones editing checklist [PDF 95 KB].

Substantive edit

Substantive editing (sometimes called structural or developmental editing) is about information design – the structure and flow of the ‘story’; the tone or voice of the writing; and the navigation tools and visual elements to help readers find their way around the publication, focus on key points and ‘join the dots’ in the narrative. The main tasks are to ensure that:

• the information is
  • accurate
  • presented and structured in a logical way
  • appropriately divided into parts or sections
  • easy to read and understand  
• the tone is appropriate for the audience
• repetition and irrelevant material are deleted
• headings reflect the content accurately
• technical terms are explained and used in a consistent way
• abbreviations are defined
• the referencing system is appropriate, and references are accurately cited
• tables, figures and other illustrative materials are clear and appropriate for the text, and have been supplied in a complete and consistent format.

Information about planning, structure and writing clearly is included in Structure and writing. 

Copyedit

The copyediting stage focuses on the detail of grammar, style and consistency. Specific tasks are to:

• check grammar, syntax, spelling, punctuation and clarity of expression
• establish a consistent and appropriate approach to terms used, spelling, capitalisation, hyphenation, abbreviations, expression of numbers and quantitative data, and references
• check accuracy of cross-references within the text, and between tables of contents and the body of the publication
• check conformity and completeness in textual and bibliographic references and quotations
• check that sources have been acknowledged (e.g. in figures and tables)
• check that figures and tables are complete and consistent.

Proofread

Proofreading can be done before or after design, or both.

Specific tasks before design include:

• checking to ensure that the final text of the publication is free from any typographical errors, or inconsistencies in style or presentation
• correcting the electronic copy
• ensuring that the documents to be sent to the designer include all supplied material (including preliminary pages, end matter, tables, figures and other illustrations), headings and other elements are appropriately styled for the designer, and all editorial instructions have been correctly applied
• marking up the text with instructions for the designer or typesetter, as required.

Specific tasks after design include:

• ensuring that the page proofs from the designer include all supplied material (including preliminary pages, end matter, tables, figures and other illustrations), the publication is appropriately laid out and all editorial instructions have been correctly applied
• printing the files and proofreading to ensure that the final text of the publication is free from any typographical errors, or inconsistencies in style or presentation
• returning marked-up page proofs to the designer for correction
• checking revised page proofs to ensure that proofreading changes have been entered correctly, title pages and other preliminary pages have been included, pagination is correct (e.g. there are no widows or orphans), page numbers match the table of contents and all design features have been applied consistently.

The term ‘verification edit’ may be applied to the final step listed above. Verification editing can also refer to the process of ensuring that content has been correctly transferred to a website.