Copy editing is a key stage of manuscript preparation. It comes after developmental editing, which ensures your story and structure are sound; now, during the copy edit, your editor will refine your prose so that it shines on the page and flows effortlessly.
But despite this promising outcome, handing your book over for a copy edit can still feel a bit punishing. You’ve spent months (maybe years) nurturing these words — and suddenly, someone’s adding red marks everywhere.
Never fear. With the right preparation and communication, working with a copy editor can become the most rewarding part of your publishing journey. At Reedsy, we’ve seen thousands of successful collaborations between authors and editors — so here are our top seven tips to make the most of your copy editing partnership.
The first rule of copy editing is: don’t send a moving target. A copy editor’s job is to improve voice and clarity, catch inconsistencies, and fix mechanical issues. If you keep adding new paragraphs or tweaking sentences, you’ll disrupt their workflow and risk creating new errors.
So before you hand it off, as mentioned, make sure all developmental edits are done — and then do one more self-edit. This means trimming filler words, running spelling and grammar checks, and fixing obvious formatting mistakes. The cleaner your draft, the more time your editor can dedicate to improving rhythm, flow, and tone rather than fixing typos!
Another important point: use simple formatting at this stage. Send a plain .doc file, double-spaced, in 12-point font, with no fancy typefaces or page designs. Leave the pretty layouts for after the editing is done.
Any professional copy editor worth their salt will build a style sheet as they work. This is a document that tracks spelling, capitalization, formatting, and unique terms to keep your book consistent and polished.
You can make their job much easier by sharing any preferences or materials upfront, such as:
Providing these details prevents unnecessary backtracking and helps your copy editor understand exactly what you want — which should save everyone time and stress.
Some authors mix up copy editing with other types of editing, which leads to frustration when the manuscript comes back. Again, copy editing is about refining your prose: making your writing cleaner, sharper, and more professional.
A copy editor won’t rewrite your story or alter your characters (that’s the developmental editor’s job), nor will they focus exclusively on grammar and typos (that’s the proofreader’s job). This sequence, and each individual editor’s responsibilities, should be clear from the start.
So before any work begins, get everything in writing. Even a simple email agreement should cover the basics:
Here’s the tricky part: once work begins, you may be tempted to ask for “just one more thing.” Maybe you’ll want them to check your revised ending, or do another quick proof after you accept changes. This scope creep might seem harmless, but it can derail the entire project. Your editor might say yes to avoid conflict, but they’ll be squeezing in unpaid work around other commitments — and rushed work is rarely good.
If you realize mid-project that you need something extra, that’s fine. Just be prepared to renegotiate the timeline and fee. A professional editor will appreciate your transparency, and you’ll obviously get much better work when they’re properly compensated.
Speaking of which, good collaboration is built on great communication. In addition to the project scope above, you’ll also want to agree on communication logistics. A good editor will typically initiate this conversation themselves, but keep it in mind anyway! They might be swamped and may not remember to ask — in which case you can advocate for yourself.
Will most of your comms take place through email, video call, or simply the suggested edits? Some editors like to keep everything in writing — but if you’d like a kickoff conversation and/or video check-ins throughout the process, all you have to do is ask. Indeed, you should discuss how often you’ll check in, how they’ll ask questions about your project, and how much you (the author) should be available during the edit.
And if you have any special concerns, don’t hesitate to tell them. For example, let them know if you’re worried that you switch tenses too often, or if you want them to double-check historical dates in certain parts. Editors appreciate direction!
And finally, be responsive. If your copy editor sends a query, try to reply within a day to avoid stalling the process — hopefully, given the nature of copy editing, it shouldn’t take you long to answer them. And if you’re going offline or away, let them know in advance; it’s a small courtesy that makes a big difference.
Opening your copy-edited file for the first time can be… intense. But remember, if you see suggested edits everywhere, that’s actually a good sign! It means your editor is committed to making your book truly great.
So don’t take it personally; instead, try to view your copy editor as your ally, because that’s what they are. Start by reading their style sheet and summary, in which they’ll explain the reasoning behind the changes. Then go over your entire book methodically.
This doesn’t mean you have to accept everything blindly. If you don’t agree with an edit, you can address it or reject it. But if you feel yourself getting heated or unreasonable, take a break. It’s far better for you to take a little longer than to rush through their edits with anger.
Lastly, if something confuses you 一 like a copy editing mark, a style decision, or a question about your narrative intentions 一 just ask what they mean. Your editor is there to help! Which leads us to…
Freelance editors run their own businesses; they’re not employees who must bend to your every whim. The best collaborations happen when both parties respect each other’s time and boundaries. So yes, it’s okay to take breaks every once in a while — but it’s not okay to go MIA.
Remember to communicate politely, aim to meet all deadlines, and follow the agreed-upon workflow with your copy editor (e.g., if you agreed to work in Microsoft Word, don’t switch to Google Docs midway). If your timeline shifts and you need to speed things up (or slow things down), let your editor know straightaway to see if they can adjust.
Most importantly, trust your copy editor’s expertise. You hired them because you believed they had the right skills — so try to avoid micromanaging or questioning every comma. Your trust will allow them to deliver their best work.
When your copy edit is complete, take a moment to wrap things up professionally. Start by paying promptly — it’s the clearest sign of respect.
If the collaboration significantly improves your book — which we hope it does! — you might also consider sending a thank-you note or mentioning your editor in the acknowledgments. Editors rarely get public recognition, but they genuinely care about your book’s success. You can also write a positive review for them on their site(s) of choice.
Finally, stay in touch. If you enjoyed working together, let them know and keep their contact info handy for future projects. A reliable editor who knows your voice can become an invaluable long-term partner.
Remember, your copy editor’s goal is the same as yours: to make your book into the best version of itself. With preparation, clarity, and mutual respect, this process can be not only productive but incredibly rewarding.
(Dario Villirilli is a writer with Reedsy, a marketplace that connects authors with self-publishing resources and professionals like editors, designers, and ghostwriters.)