Rules of Copy Editing

Originally by Karina Hernandez

Copy editors can edit any kind of copy. They read through endless pages of newsletters, marketing materials, Web material, academic works, books, newspapers and magazines with a fine-toothed comb. They must address issues of language mechanics, grammar, spelling, punctuation, style and, just as importantly, fact checking. They also must identify problems and correct them for clarity and accuracy without reworking the author's original style or ideas to the point of inauthenticity.  

Style

Vigilant copy editors do well by keeping themselves acquainted with the most commonly used style guides: MLA (Modern Language Association), AP (Associated Press) and the Chicago Manual of Style. The style manuals publish the most up-to-date information on commonly used (and confusing) words, their proper usage, as well as punctuation and information on the writing discipline. Usage manuals and dictionaries are also an important part of the editing repertoire. Copy editors also must be familiar with the specific style guide of the publication for which they are working, which may cover local or in-house issues not included in a general style guide. The in-house style guide may also have rules that contradict traditional style guides, and the copy editor must get to know them well A copy editor must be a master of her in-house style. Because the writers and authors whose work they edit may write for a spectrum of publications, they may confuse or apply a writing convention that's inconsistent with the publication for which the editor works.  

Punctuation

Copy editors must tackle the most difficult punctuation issues to ensure clarity and convey the emotion intended by the writer through the text. The University of Capetown says the comma and apostrophe are the most confusing punctuation marks when writing and are often used incorrectly .  

Spelling

The advent of the computer spell-check function has made this part of a copy editor's job somewhat easier. But the copy editor still must be vigilant, as not all words are included in computer dictionary. A computer spell-checker also won't catch if a correctly spelled word has been used in the wrong way (led vs. lead or rein vs. rain).  

Grammar and Syntax

Copy editors must not only know the principles of grammar and syntax, but also how to convey them to the author in a tactful and professional manner. They must meet tone and sentence structure guidelines without affecting the author's message or their relationship.

Checking the Facts Just as they must preserve a writer's integrity and style, the copy editor must also protect the integrity and reputation of the publication, which he helps do by double-checking the facts, statistics and quotes of an article to reduce the risk of embarrassing and potentially libelous mistakes. Fact-checking may include contacting the author's sources; making sure the writer cites the source of information and gives credit where it's due; and researching the facts online or from texts.  

Brevity and Concise Writing

A piece of writing must convey important information clearly and concisely. The copy editor must weed out unnecessary words and make sure the piece is free of the journalist's opinions or flowery language, keeping the article as tight and factual as possible.