In the widest sense, editing encompasses a range of activities within the process of converting a manuscript or even simply an idea into a polished publication. This could include, for example, liaising with designers and illustrators, preparation of an index, or management of a production team. However, most editors would agree that the core editing skills are those used in the improvement of texts by revision and correction. The following terms are often used to describe the major stages of this process: substantive or structural editing, copyediting, and proofreading.

Substantive editing usually has the following components:

• review of a document to ensure that its structure is logical and its content is complete and consistent with the objectives

• language and style editing, particularly in relation to the target audience

• legal aspects, including compliance with copyright law.

Some aspects, particularly of language and style editing, overlap with copyediting. It is difficult to establish a hard-and-fast division between the two, but copyediting is focussed more on the word and sentence level, while substantive editing takes an approach that is higher-level and, in sense, more fundamental.

In many cases, a substantive editor may recommend that a document, or part of it, needs major rewriting. Whether such rewriting is part of the editor’s remit depends on the agreement between author, publisher, and editor.

‘Structural editing’ is an alternative term for substantive editing. The latter term is more accurate, as substantive editing does not only address structure.

• grammar, punctuation and spelling

• consistency of organization, presentation and spelling

• references and cross-references

• completeness of the document.

Copyediting is about more than simply ensuring that correct English is used: it is also about ensuring that a text meets the specific requirements of the publisher or institution. For example, a given academic publisher may require adherence to APA (American Psychological Association) or other published style guidelines, or an organization may have its own in-house style guide.

It is better to copyedit after substantive editing has been completed. The main reason for this is that substantive editing may lead both to elimination of existing content and addition of new content.

Proofreading is the checking of proofs – a proof is a trial version of a final typeset document. The proofreader’s job involves careful scrutiny of every word, punctuation sign and design element.  This ensures that no new errors have been introduced in the transition from a final copyedited version to the typeset version.