This 'triage list' of editing levels summarises the typical copyediting tasks covered in a basic or full edit of a Microsoft Word document (doc); the 'extras' level includes tasks that normally aren't part of my copyediting services. Some tasks may be done concurrently; some may be dropped depending on your requirements and the type of doc. [PDF/printable version of this list]
How long your job will take? Well, it all depends... but as a guideline, use these time estimates, which are based on single-spaced A4 pages:
NOTES:
| Editing Task (as applicable) | Editing Levels | ||
| Basic | Full | Extras | |
| Create a copy of the original doc and work on the copy | ✔ | ✔ | ✔ |
| Track changes to text, and any other changes that may change meaning (do NOT track minor/mechanical changes or formatting) | ✔ | ✔ | ✔ |
| Follow the style guide/sheet, if there is one
Note: I can create a style sheet for the doc if the author doesn't provide one. This will add at least 2 to 10 hours to the time taken. Please clearly indicate if you want this done. |
✗ | ✔ | ✔ |
| Templates, styles, formatting | |||
| Verify correct template; if necessary, copy content to new doc based on the template | ✔ | ✔ | ✔ |
| Set up a template (with styles) from scratch NOTE: This can add 4 to 16 hours and only applies if there is no specific template and you need one for future docs |
✗ | ✗ | ✔ |
| Accept all formatting tracked changes; turn off track formatting | ✔ | ✔ | ✔ |
| Apply template's styles (format text, tables, headers/footers, headings, captions etc.); if no template, check styles for consistency | ✔ | ✔ | ✔ |
| Check heading and caption case and punctuation | ✗ | ✔ | ✔ |
| Check bulleted and numbered lists are correctly formatted with styles | ✔ | ✔ | ✔ |
| Check bulleted and numbered lists are correctly styled and use the relevant levels | ✗ | ✔ | ✔ |
| Check styles used for appendices and elements within appendices (e.g. headings, subheadings, captions) | ✔ | ✔ | ✔ |
| Check headers/footers | ✔ | ✔ | ✔ |
| Check page orientation, margins, and paper size; adjust headers/footers and page numbering accordingly | ✔ | ✔ | ✔ |
| Check for blank pages, incorrectly placed graphics, incorrect headers/footers for the page orientation, etc. | ✔ | ✔ | ✔ |
| Check page and section breaks are logical and don't split content awkwardly; avoid manual breaks where possible | ✔ | ✔ | ✔ |
| Remove all extraneous marks (extra spaces, tabs, line/page breaks, etc.) | ✔ | ✔ | ✔ |
| Insert nonbreaking spaces between values and their units of measure | ✔ | ✔ | ✔ |
| Front matter | |||
| Check title page and front matter (e.g. doc control information) | ✔ | ✔ | ✔ |
| Create/verify table of contents | ✔ | ✔ | ✔ |
| Check lists of tables, figures, and appendices are included in the front matter; update | ✔ | ✔ | ✔ |
| Tables and figures | |||
| Check all tables/figures have auto captions | ✔ | ✔ | ✔ |
| Check table/figure caption location, formatting, alignment, and case | ✔ | ✔ | ✔ |
| Format tables; check table header row repeat is on | ✔ | ✔ | ✔ |
| Check figures for correct spelling of labels/legends, correct measurement units, clarity of images, lines, and text, etc. | ✗ | ✔ | ✔ |
| Check alignment and size of figures | ✗ | ✔ | ✔ |
| Check placement of notes and source information for tables/figures | ✔ | ✔ | ✔ |
| Abbreviations and terms | |||
| Identify all acronyms, abbreviations, initialisms, and unfamiliar words, and include each in the terms list if used more than once in the doc | ✗ | ✔ | ✔ |
| Delete any unused terms | ✗ | ✔ | ✔ |
| Sort terms into alphabetical order | ✔ | ✔ | ✔ |
| Citations and references | |||
| Check citation formatting; if numbered cross-referenced citations are used, check the links | ✗ | ✔ | ✔ |
| Check citations match the corresponding items in the references list; delete uncited references (track changes on) | ✗ | ✔ | ✔ |
| Check formatting of bibliographic items in the references list; make sure there is sufficient publication information for others to find the resource | ✗ | ✔ | ✔ |
| Check URLs and DOIs (Note: This can add many hours) | ✗ | ✗ | ✔ |
| Check accuracy of bibliographic data (Note: This can add many hours) | ✗ | ✗ | ✔ |
| Check journal abbreviations and titles (Note: This can add many hours) | ✗ | ✗ | ✔ |
| Accuracy and consistency checks | |||
| Apply designated spelling language settings to entire doc | ✔ | ✔ | ✔ |
| Check spelling (general) according to specified dictionary | ✔ | ✔ | ✔ |
| Check/confirm spelling, spacing, and capitalisation of company names (in full and abbreviated) | ✗ | ✔ | ✔ |
| Check/confirm spelling of personal names, job titles, etc. (if possible) | ✗ | ✔ | ✔ |
| Check spelling of geographic names/locations | ✗ | ✔ | ✔ |
| Check consistency of names, phrases, hyphenation, etc. | ✗ | ✔ | ✔ |
| Check consistency of voice between authors | ✗ | ✔ | ✔ |
| Check calculations in tables and equations (where possible) | ✗ | ✔ | ✔ |
| Check formatting of chemical symbols | ✗ | ✔ | ✔ |
| Check formatting of Latin names (including species' names) and abbreviations | ✗ | ✔ | ✔ |
| Check spelling of Latin names (including species' names) and abbreviations | ✗ | ✗ | ✔ |
| Check formatting of species' common names (e.g. initial capitals or not; hypenation or not) | ✗ | ✔ | ✔ |
| Check spelling of species' common names | ✗ | ✗ | ✔ |
| Check formatting of long numbers | ✗ | ✔ | ✔ |
| Check date formatting | ✗ | ✔ | ✔ |
| Check currency designators are used, and the date when the amount was applicable | ✗ | ✔ | ✔ |
| Alert author to anything potentially requiring a legal opinion (copyright, libel, plagiarism etc.) NOTE: I'm NOT a lawyer, so can only alert the author if something raises a red flag for me | ✗ | ✔ | ✔ |
| Check for duplicate words (e.g. the the) | ✗ | ✔ | ✔ |
| Check case used at beginning of bulleted and numbered lists | ✗ | ✔ | ✔ |
| Check all cross-references to sections, tables, figures, appendices are automated fields and the links work | ✔ | ✔ | ✔ |
| Check page numbering | ✔ | ✔ | ✔ |
| Check notes, cautions, warnings for consistency | ✗ | ✔ | ✔ |
| Update all fields and check for error messages; resolve, where possible | ✔ | ✔ | ✔ |
| Read every word of the text | |||
| Check for redundancy, repetition, misused words, and general word usage errors | ✗ | ✔ | ✔ |
| Check subject/verb agreement | ✗ | ✔ | ✔ |
| Reword/rewrite in plain language for clarity | ✗ | ✔ | ✔ |
| Split long sentences into two or more | ✗ | ✔ | ✔ |
| Move/delete words, phrases, sentences, paragraphs to improve clarity | ✗ | ✔ | ✔ |
| Check grammar and punctuation | ✗ | ✔ | ✔ |
| Use serial (Oxford) commas in run-on lists to remove ambiguity | ✗ | ✔ | ✔ |
| Check for parallel verbs in bulleted and numbered lists | ✗ | ✔ | ✔ |
| Finalise | |||
| Email author, summarising the changes and main issues found that the author needs to address | ✔ | ✔ | ✔ |
Minor/mechanical changes are not tracked (UNLESS specifically requested to do so); these changes include, but are not limited to:
Webpage last updated: 04 January 2022