Writing Program
You could easily make a whole class about the different writing programs on the market, which demographics prefer them, and how to work in them. Multiple classes, even. I feel like every day, I hear about some new program people are writing in (and expect their editors to know). I’ll be honest: I like Microsoft Word. I will always ask for manuscripts in Word.

Why? Macros. Macros are lovely time-saving devices in Word that seem complex at first but are SO WORTH IT. I’ll talk more about them in another blog.

I’ve also worked in Google Docs, Adobe Reader, Pages, and Fictionary. I’m certainly not opposed to learning new programs, but time spent learning Scrivener, Dabble, Atticus, Final Draft, or whatever expands both the timeline and the budget.

It’s pretty rare nowadays for anyone to ask for offline editing, but it does happen. One publisher mailed me their proofreading test, both to check my skills and to see if I understood the editing symbols. Happily, I passed, but I haven’t been asked to do anything else with paper and pen.

Style Guide
Many freelance editors work with a variety of clients but generally within a single genre. I know someone who only works on medical texts, meaning he’s probably got the American Medical Association (AMA) style guide memorized.

For every genre, there is a style guide. It lays out standard practices for commas, capitalization, hyphenation, formatting, document design, citations, etc. They exist to maintain consistency. They’re often very long and quite complex. Most American fiction writers subscribe to The Chicago Manual of Style (CMOS).

Depending on what program you’re using, there is additional software like PerfectIt that functions like a spellcheck but for style guides.

Dictionary
Why would anyone have a dictionary when there’s a perfectly good spellcheck? Or AI-powered proofreading software? Well, unlike generative AI (which makes things through plagiarism), AI-powered proofreading like spellcheck is very useful…except when it’s not.

Absolutely use it. An editor would be a fool not to. But you also need to check things yourself, like proper nouns, fictional words, homonyms, words with multiple spellings, slang, foreign words, British vs. American English, etc.

Luckily, there are more dictionaries than you can shake a stick at, and many of them double as thesauri, which is good because one thing AI (generative and nongenerative) consistently fails at is understanding connotations. That’s where Merriam-Webster and the Oxford English Dictionary come in.

Usage Guide
This is a little tricky to explain, but style guides discuss the aesthetics of words, whereas usage guides detail the application of words. Usage guides tell you how words/phrases are used, if modern usage differs from historical usage, how commonly used the word is, situations in which the word is appropriate (or not), whether the word is offensive to a certain group, etc.

Common entries include Fowler’s Dictionary of Modern English Usage, Garner’s Modern English Usage, and The McGraw-Hill Desk Reference for Editors, Writers, and Proofreaders.

Grammar Guide
Yes, this is a separate category from usage and style guides. No, I’m not yanking your chain. Grammar guides look at syntax (in English, we need sentences to go subject -> verb -> object) and construction (putting sentences together coherently). I’m not talking about basic punctuation here; this isn’t something that software can do.

Dreyer’s English is a great example of a grammar guide that breaks things down into probably more detail than you’ll ever need (but you never know!).

Parallelism, (parallel structure or parallel construction), is a grammatical concept that enhances clarity and rhythm in writing. At its core, parallelism means using the same pattern of words to show that two or more ideas have the same level of importance. This principle helps writers maintain consistency and balance in their sentences.

One of the biggest changes a writer can make during a self-edit is to fix parallelism mistakes. Unfortunately, grammar/spellcheckers don't always point out this type of issue, so you'll have to be on the lookout!

One of the most important questions I’ve encountered from emerging authors is: “How do I know if my book is ready for an editor?” It’s not a matter of hitting a specific word count or having x number of beta readers review it.

Editing is an essential part of the writing process, transforming a rough draft into a polished piece ready for readers. But with various types of editing available, it can be confusing for writers to know when to seek professional help. Remember, not every editor offers the same services! Even if they offer everything, you may not want (or be able to afford) every phase.

Here’s a breakdown of the different editing stages—developmental editing, line editing, copyediting, and proofreading—along with guidance on when to hire each service.

Developmental Editing

What It Is:
Developmental editing focuses on the big-picture elements of your manuscript. This includes plot structure, character development, pacing, and overall coherence. A developmental editor helps you shape your story and ensure that your ideas are effectively communicated.

When to Hire:
This is typically the first stage of editing, and it’s best to hire a developmental editor after completing your first draft. If you feel stuck or unsure about the direction of your story, a developmental editor can provide invaluable feedback and guidance.

Key Considerations:
- Feedback on structure: Are your plot points compelling? Are they in an order that makes sense?
- Character arcs: Do your characters evolve? Do their motives and actions align? Do their roles make sense? Do they enhance the overall themes?
- Pacing issues: Does your story drag in places? Does it move too quickly? Should you spend more time on a particular scene?

Line Editing

What It Is:
Line editing hones in on the writing itself. This process focuses on clarity, style, and flow. A line editor examines each sentence, ensuring that your prose is engaging, concise, and consistent. They’ll help you refine your voice and improve readability.

When to Hire:
Once you’ve addressed the developmental feedback and are satisfied with the overall structure and flow of your manuscript, it’s time to consider line editing. Hire a line editor after making major revisions based on developmental suggestions but before polishing your work. You don’t want to spend a ton of time tweaking things that will end up being rewritten during this phase.

Key Considerations:
- Sentence structure: Are your sentences varied and fluid? Are you using the length to convey tension, suspense, and action appropriately?
- Word choice: Is your language precise and evocative? Is there a better way to say something? Are you picking appropriate vocabulary for your target audience?
- Consistency in tone: Does your voice remain steady throughout? Are you catering to the genre’s expected tone?

Copyediting

What It Is:
Copyediting is the process of correcting grammar, punctuation, spelling, and formatting. A copy editor ensures your manuscript adheres to specific style guidelines (like APA, MLA, or Chicago) and checks for consistency in elements like character names and timelines.

When to Hire:
Once your manuscript has gone through developmental and line edits, it’s time for copyediting. Hire a copy editor after your manuscript is nearly final, ensuring that all major content and stylistic decisions are complete.

Key Considerations:
- Grammar and punctuation: Are there any lingering errors?
- Formatting: Does your manuscript adhere to your chosen style guide? [NOTE: This is not formatting bibliographies, appendices, margins, headers, footers, etc. Some copyeditors will also do that, but talk to them first about what their formatting entails beyond a style guide.]
- Consistency: Are character names, places, and timelines consistent throughout?

Proofreading

What It Is:
Proofreading is the final step in the editing process. It involves a meticulous review of your manuscript to catch any remaining typos, errors, or formatting issues. A proofreader ensures your work is polished and ready for publication.

When to Hire:
After copyediting is complete, hire a proofreader just before publication. This is your last chance to catch any mistakes that could detract from the reader's experience.

Key Considerations:
- Final errors: Are there any typographical or grammatical mistakes?
- Formatting issues: Is your layout clean and professional?
- Readability: Does your work flow smoothly as a finished piece?

Conclusion
Understanding the different types of editing and knowing when to seek professional help can make a significant difference in your writing journey. By following this editing hierarchy—developmental editing, line editing, copyediting, and proofreading—you’ll ensure that your manuscript receives the attention it needs at each stage, ultimately leading to a polished and engaging final product. If you don’t want every phase, that’s okay! Hiring a professional for even one stage can really elevate your writing.

We've all been there. An essay for school is due the next day, and you'd swear you'd read over the darn thing at least a hundred times. There can't possibly be any errors. A few weeks later, you get it back, covered in red ink. Clearly, the teacher just has it out for you, right?

Maybe not.

Even the most talented writers know better than to rely solely on self-editing their work. It's why publishing houses provide editors to their authors, and large companies have teams of editors dedicated to reviewing marketing materials and press releases. You can be an expert wordsmith and still miss plenty of errors.