A Better Editor ^SM

Professional proofreading/copy editing to fit your budget and meet your deadline! Business correspondence, reports; personal writing, letters, memoirs; Web site proofing/navigation; and APA style theses, dissertations, bibliographies, and journal articles.

I do copy editing in several steps. Sometimes a preparatory step of word processing, including computer spell, format, and grammar checking is needed before the manuscript is ready for copy editing. I appreciate receiving the original draft on a computer disk along with a printed copy. However, you could also e-mail an attachment in rich text format for shorter documents.

STEP ONE

• STYLE: checking for consistency of all the details of grammar, spelling, punctuation, capitalization, use of abbreviations and numbers, all based on the writer's choice of dictionary and style manual. When desired, a style sheet is produced showing the choices made by the copy editor (based on what the author has requested).

  The author has the option to look over the manuscript at this point, and can approve or make desired changes. Usually, this is not necessary here and just takes up your time and runs up your cost.

STEP TWO

• VOICE can be active (John threw the ball.), or passive (The ball was thrown by John.).
• PERSON can be first, second, or third, singular or plural: I/you/he-she-it, or we/you/they. These should be consistent and correspond with verbs and nouns.
• TONE can be neutral or objective; convey humor, anger, satire, persuasion, or purpose appropriate for the intended form and audience: report, information, education, motivation, entertainment, and so forth.
• DICTION refers to the selection of words and the way they are used for clarity and effectiveness.

1. The correct word, such as affect/effect, or assure/ensure/insure.
2. The right word and grade level for the audience: ethnic terms, jargon, inclusive, or technical terms.
3. Best word to convey the idea, for example: Mother - Mama - Mom - Ma.
4. Usually preferred: short over long; concrete over abstract; specific over general.
5. Words are always more clear than symbols, acronyms, or abbreviations.

• SYNTAX looks at the way in which words are put together to form phrases or sentences.

1. Clarity: not confusing to the reader, not open to misleading interpretations.
2. Parallel construction: papa bear, mama bear, and their cub is not parallel compared with: papa bear, mama bear, and baby bear.
3. Not wordy: when effective in the context use paper production is instead of the production of paper is, or use choose rather than make choices about.
4. Items in pairs, series, or compounds: use short to long, simple to complex, one word to many words.
5. Options include use of commas and semicolons, and using a comma (or not) before the and in a series.

   The author also has the option to look over the manuscript at this point, and can approve or make desired changes. Some authors want to check at this stage, however it is not usually a good use of your time.

STEP THREE

• CRITIQUE: examines sentence, paragraph, and content flow and makes suggestions for possible changes. Copy editors do not change the writers ideas or the message. Instead the process helps transform thoughts and speech into written materials that are easier to read, increasing the chances they will get read and achieve the purpose for which they were written.

The author has the option to look over the manuscript at this point, and can approve or make desired changes. Most authors want to check at this stage. Then the copy editor incorporates all requested changes and/or makes suggestions again.

For these first three steps there may be several back and forth trips until the author is satisfied.

STEP FOUR

• FINAL REVIEW: This is the last step before the manuscript is ready to submit to the professor, agent, editor, or publisher. It is a collaborative review by both the copy editor and author to polish any loose ends and details. I recommend that both copy editor and author have the time to let it sit for a week before doing this review. Then they can come back to it fresh.

This whole process offers several advantages to a writer. Step One can save a lot of time and frustration getting all the little details right, and can increase the chances that an editor will actually read the manuscript and pass it on to the reviewers. Step Two addresses the subtle differences that can distract the attention of a reader (including editor or reviewer) away from the report or narrative and the ideas and points the writer wants to make. Step Three provides the finishing touches, smoothing the flow of the presentation that helps keep the reader interested to the end. Step Four allows the copy editor and the author to fine tune any last minute details. This minimizes the chance of expensive costs to make revisions to the galley proofs.

Good editing takes time. Please don't wait until the last minute and then want a miracle. I am fresh out!

For an overview of Copy editing steps click here

To find out more about costs click here

For things you can do to reduce your costs click here

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Like many people, after looking at all this you may have particular questions about your manuscript. Please do not hesitate to contact me for more information. The first 30 minute phone call, or e-mail consultation is always free!

Telephone 1-800-301-8847 (near Green Bay, Wisconsin, USA)

For my e-mail address and to request a free half hour sample of copy editing your document, please call. I get way too much spam! I will need your phone and e-mail address, too. Please give a brief message of what you are seeking. I usually respond within 48 hours on business days. If you are in a hurry it is okay to try again sooner.

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A Better Editor ^SM

Tel: 1-(800) 301-8847 (USA-48) *** 1-(920) 855-1483

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© 1998-2008 Anne V. Sutherland, Ph.D.,     A Better Editor, ^SM     1-800-301-8847 (USA-48)

This page last updated 7-27-08.