by Julie Valin

Created on: December 17, 2009

Any organization, business, or author that circulates writing to an intended readership will need a quality copy editor. Examples of “pieces” that will need copy editing are newsletters, brochures, letters, internal communications, catalogs, books, and product manuals.

Whereas a proofreader will be thorough in checking the piece for grammatical or typographical errors, it is the job of the copy editor to “dissect” the piece sentence-by-sentence, and then make sure each sentence constructs a solid overall document.

Because copy editing takes a special qualified eye, here are some areas of expertise to look for in hiring a copy editor:

1. A strong command of the English language.

The goal of a conscientious copy editor is to convey the writer's message in a clear, concise, consistent and comprehensive manner for the intended readership. They must be a key expert in grammar and sentence structure, and know how to strengthen the writer's intention into clear and concise language.

Once the structure of copy is free of grammatical errors, a copy editor must be able to delve deeper and look at context, factual information, and whether the piece accomplishes its overall goal. Does the brochure explain the company's products effectively? Is the tone of the internal newsletter for state employees appropriate?

2. A well-rounded background in literary pursuits & passion for the written word.

Copy editors usually have a college degree in English, literature, or journalism because of their passion and enthusiasm, in some form, for the written word. They are usually avid readers, some might be writers themselves — but all most likely have immersed themselves in anything involving the written word at an early age. They can be editors, journalists, professors, book publishers, or anyone who is an expert in molding words into effective and provoking copy.

A quality copy editor will have devoted their life (so far) to words. Although it is believed by many that a good copy editor will have a lot of life experience, a budding copy editor has to start somewhere! A good copy editor can be a new college graduate, who perhaps worked on the college newspaper, and just needs a chance to sharpen their skills.

3. Whether a new or seasoned copy editor, look for one who works well with you, and is open to back and forth discussion to carry out your vision.

Match your writing style and theme with the personality and expertise of the copy editor. If you have a friendly and humorous product brochure, choose a copy editor who will appreciate a more personable writing style. If you have a technical product manual, choose a copy editor who has a technical writing background. It is important that you have a respectable, yet friendly, working relationship that flows in both directions.

4. If you are not sure about a prospective copy editor's style, don't be afraid to ask for a test copy edit.

Most copy editors will be happy to submit for free their edits on a few pages of a brochure, book, or whatever type of document you need to have edited. After all, seeing what a copy editor can do with your copy is the most effective way to choose the best copy editor for you.

Most of all, a quality copy editor will love what they do and get absolute pleasure out of using their blue pen! And the outcome will be something you'll both be happy to present to the public.

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