12 Copyediting your book
Introduction
Copyediting ensures that the text is polished and professional, enhancing the reader’s experience and the author’s credibility. This chapter will cover:
- understanding copyediting
- how to employ a copyeditor
- writing a copyeditor brief
- hiring a copyeditor
- specialist copyeditors.
Understanding copyediting
Copyediting occurs after the work has been through peer review. There are three different types of editing: substantive editing, copyediting, and proofreading. Substantive editing addresses the overall structure and content, shaping the manuscript’s direction and coherence. Copyediting focuses on achieving accuracy, clarity, and consistency. Proofreading occurs after the book has been edited and the layout has taken place, and it is a final check that the document is ready for publication and that errors have been corrected.
Copyediting can cover a wide range of tasks, depending on the needs of the work. Generally, a copyeditor will improve readability, consistency, correct spelling and grammar, and ensure the text adheres to the publication’s style guidelines.
How to employ a copyeditor
Finding a copyeditor
Monash University Library (MUL) sources copyeditors via word of mouth and uses the Institute of Professional Editors (IPED) website. Their Directory allows you to filter for editors with experience in the subject area and editing books in academia.
Writing a copyediting brief
When engaging a copyeditor, it is important to provide a thorough brief of the work required to clarify expectations and avoid miscommunication. This helps the copyeditor supply a quote that accurately reflects the level of work required.
When a suitable candidate has been identified, email them with your project information to check their availability and determine their interest in the project. Your email should include:
- Brief background to the project: eg. Open Textbook Program
- Working title and abstract
- Estimated chapters/word count
- Number of authors
- General timeline to receive and return chapters
- Any specialist details: eg. language, multimedia.
If the copyeditor is available, follow up with more detailed project information and request a quote. This email should include:
- Level of copyediting required
- How many rounds of copyediting
- Style sheet
- Style Guide to be used
- Referencing style to be used
- A sample chapter so the copyeditor can gauge the amount of work needed
- The software that the authors are working on
- The platform on which the book will be published
- The format/s (e.g. web-based, ebook, and/or print) in which the book will be published.
The level of editing required is the most important element. You should prescribe the work you want/do not want the editor to undertake. Copyeditors may be employed to:
- Correct spelling and grammar
- Amend confusing sentence and paragraph structure
- Ensure logical chapter structure and flow
- Ensure style guide and style sheet guidelines are followed consistently
- Cross-check citations
- Review facts or inconsistencies
- Check referencing style guidelines are followed consistently
- Format the document
- Ensure consistency in tone and structure across all chapters.
Copyediting Monash’s projects
At Monash Library, the experience of arranging copyediting for our first four open textbook projects led to a range of learnings that may be useful for others to consider.
- Copyeditors have communication preferences. Some are willing to communicate directly with the authors, while others prefer to work with the project manager.
- MUL books had one round of editing, which was sufficient. However, if you have multiple authors, they will need to put in place a process to review each other’s work and discuss tone and structure. Adjusting chapters for consistency after they have been written creates a lot of work for the copyeditor and the lead authors.
- We published our four books in stages, each undergoing peer review and copyediting before publication. While this has some advantages, such as the ability to refine workflows, it can also create inconsistencies that require the copyeditor to do a final review across all the chapters.
- As our books were being published on the Pressbooks platform, which has formatting built into its templates, we did not require the copyeditor to format the chapters, aside from making sure heading levels were consistent and elements such as bold, italics, and bullet points were used in accordance with the style guide.
Budget
Copyediting will likely be the most significant project expense and must be budgeted for and tracked accordingly. Therefore, it is important to obtain at least two quotes based on the intended word count for the copyediting process. As of 2024, expect to pay $2000 to $3000 thousand dollars (AUD) for a book of 30,000 words and more than $5000 for works over 80,000 words, although the amount can vary depending on the complexity and nature of the work in question.
Specialist copyeditors
Note: This section makes reference to the Aboriginal and Torres Strait Islander peoples of Australia, however, international indigenous content should also be handled in accordance with the protocols and guidelines established by the relevant bodies.
Dual language copyediting
Hiring copyeditors fluent in multiple languages can benefit works involving specific linguistic or cultural contexts. They ensure that translations are accurate and culturally appropriate. Remember that fees may be higher for those with specialist skill sets, particularly when they have to edit using multiple style guides (eg. Japanese style guide for Japanese and Australian Government Style Manual for English).
Indigenous copyediting
For works involving Aboriginal English, Kriol, or specific Indigenous languages, hiring a copyeditor who is fluent in those languages may be necessary. This ensures that the text is respectful and accurate.
Cultural safety review/check
Cultural safety is an international concept that aims to address inequalities experienced by Indigenous peoples through the lens of ‘reflexivity, culture, identity, and power’ (Lock et al., Ngiyampaa, 2021, Introduction). In academic writing, cultural safety involves ensuring that content about Indigenous peoples is written sensitively and respectfully, particularly when the authors are not Indigenous. Employing an editor with cultural safety expertise will be important if you are unable to engage an Indigenous peer reviewer or an Indigenous copyeditor.
Further information
See the Institute of Professional Editors website for more information on hiring, briefing, and budgeting copy editing work.
References
Lock, M. (Ngiyampaa), Williams, M. (Wiradjuri), Lloyd-Haynes, A. (Saltwater, Gomeroi), Burmeister, O., Came, H., Deravin, L. (Wiradjuri), Browne, J., Lopez Alvarez, M. J., Walker, T. (Yorta Yorta), Biles, J., Manton, D. (Barunggam), Randell-Moon, H., Zaccone, S., Otmar, R., Kendall, E., Flemington, T., Hastings, A., Lawrence, J. (Wiradjuri), McMillan, F. (Wiradjuri), & Bennett, B. (Gamilaraay). (2021). Are cultural safety definitions culturally safe? A review of 42 cultural safety definitions in an Australian cultural concept soup. Research Square. https://doi.org/10.21203/rs.3.rs-1179330/v1
A style sheet is a crucial tool used by authors, editors, and proofreaders to ensure consistency throughout a manuscript. It outlines specific preferences for spelling, punctuation, grammar, and other stylistic elements unique to the book
A style guide is a set of standards for writing to ensure consistency and clarity. It includes rules for grammar, punctuation, spelling, formatting, citation, and tone. In the Monash open textbooks, we used the Australian Government Style Manual.
A referencing style is a standardised method for citing sources in academic and professional writing. It dictates how to format in-text citations and reference lists, ensuring consistency and clarity. Common referencing styles include APA, MLA, Chicago, and Harvard, each with specific rules for citing books, articles, websites, and other sources.
