This is how I tackle the copy-editing of a postgraduate manuscript, which I hope is helpful to our new PEG members who are not sure how or where to start.

Breaking the ice

Once I’ve been approached to edit the document, I send the client a quotation. For this purpose, I have a quotation template. This template becomes the ‘contract’ between the client and me, because acceptance of the quote means that the document must be dated, signed and returned to me. It contains the following information:

• My qualification, field of experience and contact details
• The client’s name and email address
• The date
• What the copy-edit will entail
• What it will cost (I quote per word and I don’t charge extra for referencing)
• A warning that the fee may change depending on the level of copy-editing, but only once this has been discussed with the client
• What it would cost to do additional editing of the same document
• The payment terms (50% up front and 50% on completion, before the edited document is sent to the client)
• A caveat that it is not within the copy-editor’s scope of work to identify plagiarism or the use of AI
• The date the edited document is to be returned to the client
• A place for the client’s signature agreeing to the terms and conditions, and for the date of this agreement.

Step two

Once the client has signed and returned the document to me, I save the quotation in a folder with the name of the client. I then save the client’s manuscript in its original format and then again as my working document, by adding my initials ‘CAR’ and the date (in year, month, day sequence) when I start editing. I don’t over-edit by replacing the client’s voice with mine, but concentrate on grammatical and language errors, and ensuring that the text is easy to read.

In a notebook, I keep details of the client, the title of the document, the amount I quoted and the date when I sent out the quotation. Each time I edit, I record the date and duration, so that I can keep tabs on how fast or how slowly I am editing. This also helps to give me an idea of how long it takes me to edit a document. It usually takes me at least a week (seven days) to edit a master’s of, say, 40 000 words, and two weeks to edit a PhD of 80 000 words.

Starting the edit

I am now ready to begin editing the document. I do it in the following order:

1. I do some of the structural editing:
2. I check that the front pages are numbered in Roman numerals with the title page unnumbered, and start the declaration as page ii. (The front pages are the pages up to Chapter 1, which are usually in the following order: title page, declaration, abstract, keywords, acknowledgements, list of tables and figures, list of acronyms, table of contents.)
3. From Chapter 1, the numbering is in Arabic numerals, starting as page 1. The numbering is usually placed at the bottom centre, though I always check the style guide’s requirements in case they differ.
4. I then check the type of font and point size, whether it must be sans serif or serif, and the line spacing (such as 1.5 or double).
5. I check the headings. There are usually at least four levels of heading: the chapter heading, followed by levels 1, 2, 3 and 4. They will be in bold and in capital letters or sentence case (only the first letter is capitalised) or title case (each word longer than four letters is capitalised).
6. I perform the language editing, using Track Changes.
7. If the document contains tables and figures, I edit the text in them and I always check that the captions have been numbered correctly.
8. I also check that each table and figure has been cross-referenced in the body text.

Notes to the client

 I generate a second document, which I call ‘Notes to the client’. This is my style sheet in which I record any structural changes, spelling and grammatical rules that may assist the client, and my explanations of the referencing style (if the client has made a complete mess of it). The client is welcome to share these notes with the examiner, as they show what changes I have made (thanks for this suggestion, Ursula Arends). It also helps me to be consistent. For example, is healthcare one word or two words, health care?

Consistency, consistency, consistency

I check that every acronym is listed in the list of abbreviations and acronyms, and written out in full in each first instance in each chapter. I also check that every citation has been included in the reference list and I correct that reference when I check it, not at the end of the edit. At the end of the edit, I check which references do not have corresponding citations and I suggest to the client that they delete them. If a citation does not have a corresponding reference, I point this out in a comment where the citation appears; then I copy and paste the citation and its comment and put it in its correct alphabetical position in the reference list. The comment states: ‘You have not listed this citation in your reference list. Please do so.’

I check every appendix as it presents itself in the text to ensure that the client has referred to the correct one. I edit all appendices.

Second reading

I then reread the document from start to finish, checking the formatting (justified or left-aligned paragraphs), the headings and whether I’ve missed any errors (I’m often surprised at how many I’ve missed!). I do this part of the edit in Simple Markup. The first reading takes much longer than the second reading.

Once I’ve finished the second reading, I convert the document to PDF format and prepare a Certificate of Editing.

Time-keeping

 After I’ve estimated how much longer I’ll be working on the document, I send my invoice to the client, less the 50% for the deposit. I do not part with the document until the payment is in my account. Sometimes one has to take a firm line, but we are not a charitable organisation: This is our job and we work extremely hard at it.

Being nice

In the ‘Notes to the client’, I always try to say something warm and complimentary. I always keep my comments civil. After all, they have entrusted their life’s work to me for which I feel enormously privileged. Once I’ve received the payment, I send the Word document with Track Changes, the PDF version of the document, the style sheet and the Certificate of Editing to the client.

For SARS

An additional document, such as an Excel spreadsheet, keeps a record of my work: the date of my quote, the dates of my first invoice and payment, and the dates of my second invoice and payment. These I use for my tax submission for SARS.

Final word

To use an old adage: practice makes perfect (however, there never seems to be a perfect edit!).

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