What is Copy Editing? The Process, Tips, and Real Examples

Why do some essays or stories read smoothly while others feel clunky and confusing? Because the former went through copy editing while the latter didn’t.

But what is copy editing to begin with? Put simply, it’s the process of fixing the mistakes of the original writer.

In this article, we’ll explore the nuts and bolts of copy editing, from the process to the tools that make it easier.

Let’s start by answering a basic question first: what is copy editing?

What is Copy Editing?

Copy editing is the process of refining a written work to ensure it’s publication-ready.

It is the last quality check before a piece of writing goes out into the world.

The process eliminates errors in grammar, spelling, punctuation, style and just about anything compromising the text’s quality.

Have you ever written “affect” instead of “effect” or accidentally switched between “colour” and “color” halfway through your draft?

Or inserted or missed inserting punctuation marks?

It’s also common to accidentally write a sentence so long and cluttered it could make someone lose their breath trying to read it aloud.

Dealing with these and other such mistakes is what comes under the meaning of copy edit.

And don’t think copy editing only covers novels or news articles.

It’s a necessary phase across various fields, be it business reports, academic papers, social media posts, or marketing materials.

There’s a high chance you, too, have performed the role of a copy editor on occasions such as before a presentation or turning in your essay.

Key Elements of Copy Editing

There are 7 key elements of copy editing, and they are as follows:

• Grammar and Spelling: This ensures the text is free of errors and follows standard language rules.
  
• Punctuation: Correct use of commas, periods, and other marks to improve readability.
  
• Consistency: An editor maintains uniformity in style, tone, and formatting throughout the document.
  
• Clarity: Having clarity simplifies complex sentences to make the content easy to understand.
  
• Accuracy: Accuracy verifies facts, dates, names, and other details to avoid mistakes.
  
• Tone and Voice: An editor matches the tone with the target audience and the purpose of the content.
  
• Formatting: The editor checks headings, lists, and spacing to ensure a clean, professional layout.
  

The Copy Editing Process

Every editor has their own style of copy editing.

The type of text they’re working on also decides what copy editing is to them on that day.

Yet, most editors follow a few essential steps. Let’s see what those steps are.

1. Initial Review

Before dealing with the nitty-gritty comes getting an overall sense of the manuscript.

I, for example, open the document and do a quick word count to assess its length and scope.

Understanding the size and purpose of the text helps me determine the level of editing it needs.

It is at this very stage that I also quickly resolve obvious issues such as odd line spacing or distracting fonts.

I also recommend skimming the text for its main idea to understand the author’s intentions and the tone they’re aiming for.

These things create a clean slate to work on in the next step.

2. Editing for Language and Style

With the text prepared for detailed editing, start by fixing grammatical errors like misplaced commas or subject-verb disagreements.

If the text is written in a formal tone but suddenly shifts to something casual, smooth out the inconsistencies.

This might require rephrasing entire sentences or just replacing a few words or phrases.

There’s one thing that most copy editors haven’t adapted to yet.

More and more writers use AI tools in their works. While this isn’t entirely wrong, text written in a robotic tone is hardly appealing.

So when you copy edit, look for AI patterns and humanize them. An AI humanizer can be a great help here.

3. Final Proofreading

Even after extensive editing, small mistakes can slip through. This necessitates a final proofread to catch those mistakes.

It involves checking for tiny errors like an extra period, a stray space, or a repeated word word (oops).

And it’s also very possible to accidentally introduce new errors while making corrections.

This is another reason why proofreading is necessary.

This final sweep is necessary before the text meets its audience.

Types of Copy Editing

Copy editing differs depending on what a text needs and its writer (rash writers 😤).

These factors classify copy editing into three types. Here’s what is copy editing in all its forms.

1. Light Copy Editing

Light copy editing fixes a text without altering its overall structure or style.

This type of copy editing is suitable for pedantic writers who go the extra mile before turning in their work.

Editing works of such writers typically involves:

• Fixing spelling, punctuation, and grammar mistakes.
  
• Correcting awkward or improper phrasing without reworking the tone.
  
• Ensuring consistency in capitalization, spelling, and hyphenation (e.g., deciding between “email” or “e-mail”).
  
• Checking lists, tables, and cross-references to ensure they’re accurate and logical.

These edits are minor. They don’t require rephrasing entire sentences.

2. Heavy Copy Editing

If you’re stuck with a rash or new writer, heavy copy editing should be your go-to type.

You may have to rewrite sentences or entire sections to fix weak arguments or unclear points.

This might take adding new content, such as examples or evidence, so roll up your sleeves as you’re in for research as well.

Here’s a list of typical heavy edits:

• Reworking paragraphs for logical flow and readability.
  
• Adding or replacing citations and research for accuracy.
  
• Addressing gaps in the argument or narrative.
  
• Restructuring sections for better organization.

Not to forget, heavy copy editing also requires collaboration between the editor and writer.

3. Proofreading

Proofreading is technically not “editing” in the same way as the earlier stages.

It’s the final checkpoint to catch anything that might have slipped through the cracks during editing.

At this stage, a proofreader:

• Corrects minor errors like typos, repeated words, or small formatting inconsistencies.
  
• Checks for alignment with publisher or house style (e.g., using “OK” instead of “okay”).
  
• Verifies that page numbers, captions, and headings are accurate and consistent.
  
• Ensures that the layout and typographic elements meet professional standards.

If serious errors are found, the proofreader might recommend another round of copy editing before proceeding.

The Role of a Copy Editor

Copy editors are the bridge between the writer and the reader.

They make sure the message comes through clearly and is enjoyable to read.

Their look at a text is different from that of the writer, who knows every word.

But what does a copy editor do, exactly?

Here’s a list of some of the most important roles a copy editor plays:

• Enhancing Clarity and Flow: Sometimes, even the best ideas can get lost in messy sentences or awkward phrasing. A copy editor untangles those knots to make the text easier to read.
  
• Catching Errors: Mistakes in grammar, spelling, or punctuation can distract and make readers doubt credibility. Copy editors have an eye for these slip-ups.
  
• Fact-Checking: Accuracy matters, especially in nonfiction writing. Copy editors double-check names, dates, and other details to make sure everything lines up with reality.
  
• Maintaining Consistency: A good copy editor ensures that your text sticks to the same style for spelling (e.g., “color” vs. “colour”), capitalization (e.g., “CEO” vs. “C.E.O.”), and formatting.
  
• Adhering to Style Guides: If you’re writing for an academic journal or a media outlet, the writing style (AP Style, Chicago Manual of Style, or publisher’s unique preferences) can make or break your submission. Copy editors also detect whether or not the writing aligns with the required guidelines.
  
• Refining Word Choice: Using the right word can make all the difference in how a sentence feels. Copy editors make sure the right word has been used instead of a makeshift formation (e.g. exhausted over very tired).
  
• Proofreading for Perfection: Many copy editors also handle proofreading, although it’s technically a separate process. Proofreading catches errors that escaped or were accidentally introduced in earlier rounds of editing.

In short, copy editors do everything to ensure the writing doesn’t fall short of a reader’s expectations.

Tools for Copy Editing

We’ve covered what editing in writing is and everything the process involves.

But don’t get scared with the plenty of roles a copy editor has to perform.

There are a range of AI tools that can cut a copy editor’s work by half.

1. AI Paraphraser

Have you ever felt like a sentence is just too wordy, but you’re unsure how to fix it? That’s when you turn to an AI paraphraser.

This tool rewrites sentences to make them more concise while preserving their original meaning.

For example, if you write: “The reason why this concept is significant is because it helps in understanding the topic more clearly,”

An AI paraphraser might simplify it to: “This concept is significant because it clarifies the topic.”

It can perform the following roles:

• Reducing redundancy
  
• Improving readability
  
• Enhancing sentence flow

2. AI Essay Writer

An AI essay writer can rework your content into a tighter, cleaner version.

You can also assign it entire sections to write. In return, you get a draft that’s easier to refine further.

You can leave the following edits to this tool:

• Restructuring awkward paragraphs
  
• Creating a base draft for further refinement
  
• Making extensive edits

3. AI Humanizer

AI-generated text can sometimes sound… well, robotic.

So, use an AI humanizer to turn overly mechanical writing (e.g. “The solution was executed effectively”) into something more conversational and engaging (“The solution worked really well.”).

An AI humanizer’s role in Copy Editing:

• Ensures the tone feels natural and relatable.
  
• Makes AI-written text sound more human.
  
• Improves engagement for diverse audiences.

If your writer or you are using AI tools to assist with editing, always pass the text through an AI humanizer before finalizing it.

4. Word Counter

Most text editors, like Microsoft Word or Google Docs, have built-in word counters.

But if you’re working on a different platform, there are standalone tools for counting words, characters, sentences, paragraphs and more.

You can also run just specific sections through these tools to check their word count.

When copy editing, using these tools in tandem can be the most effective.

And since AI usage is skyrocketing among writers, don’t forget to run the text through the AI Humanizer.

Common Mistakes in Copy Editing

While we have covered what copy editing is, discussing what it shouldn’t be is equally important.

What does a copy editor do when they stumble? What? They can also make mistakes?

Unfortunately, yes, especially when juggling tight deadlines or complex content.

Let’s explore some common missteps that copy editors might make and how to avoid them.

• Overwriting the Author’s Voice: Making heavy changes that overshadow the original author’s tone and intent can strip the piece of its authenticity. Stay true to the author’s voice and ask yourself, “Does this still sound like the writer?” after every heavy edit.
  
• Ignoring Context or Nuance: Too much focus on grammar and mechanics can result in corrections that technically “work” but miss the bigger picture. For example, changing the word “shall” to “will” might be unnecessary while editing a historical article. So understand the subject matter before making edits.
  
• Introducing Errors: Yes, it happens. Ironically, while fixing one issue, an editor might create another. So, double-check every change you make.
  
• Overusing Style Guides: Strictly applying style guides might conflict with the writing’s natural flow or the author’s preferences. You should use style guides as guidelines, not rigid laws. Adapt them to suit the piece you’re working on.
  
• Over-Editing: Sometimes, less is more. Over-editing can lead to unnecessary changes. If a sentence works as it is, leave it alone.
  
• Rushing Through Proofreading: In the rush to meet deadlines, hasty proofreading can let overlooked typos or formatting issues slip through. So always set aside time for a final proofread.
  

Examples of Copy Editing

Here’s a before-and-after example that shows what copy editing is in action.

Original Version:

“the quick brown fox jumped over the lazy Dog. This is a story, about a animal who was brave enough to faced challenges in a big forest.

Despite of many obstacles, the fox always found way to suceed; because of it’s determination. In the end, everyone had no choice but admiring it’s cleverness.”

A terribly written piece, I admit.

Copy Edited Version:

“tThe quick brown fox jumpeds over the lazy Ddog. This is a story is about an animal who was brave enough to bravely faced challenges in a big vast forest.

Despite of many obstacles, the fox always found a way to succeed; because of its determination.

In the end, everyone had no choice but admiring to admire it’s cleverness. ”

See how the original version was cluttered with errors and awkward phrasing? A light copy editing cleaned it all up.

Wrapping It All Up!

Mistakes are what make us human. But most of them are fixable, if not avoidable.

In this article we’ve explored everything about fixing the mistakes of a writer.

From the basics of copy editing to the common mistakes of even the copy editor, we’ve covered a lot of ground.

The key takeaway is this: clarity and precision make all the difference.

To make sure your editing job hits all the right spots, Undetectable AI can be your best friend.

It’s packed with features like an AI Paraphraser for refining your sentences, a Humanizer to keep your tone natural, and a Word Counter to count your words.

So work smart and sign up for Undetectable AI for flawless copy editing.