How to become A Copy Editor

• Sub Editor

What do Copy Editors do?

A Copy Editor would typically need to:

• Fact-check and edit the content of written text to ensure proper use of spelling, grammar, punctuation, syntax, and style guides
• Be comfortable working with publishing systems and databases via the internet or from paper manuscripts
• Edit news stories, job descriptions, manuscripts, emails, and internal documents, depending on the industry they work in
• Manage a significantly more research-centric role, if employed in a technical field that requires specialized knowledge
• Ensure the authors provide all necessary material and documentation; review the written content for style and organization; make minor corrections
• Leave detailed feedback on organization, focus and tone for the original writer to make required changes
• Be able to sub-edit text written by diverse authors to maintain a stable and coherent organisational style
• Delete sections from the text to reduce the word count; paraphrase portions of the text to streamline the content
• Check whether new words, phrases, and slang in the document suit the target market; fact-check claims, dates and statistics; check sources and add links
• Arrange page layout and formatting of photos, articles and advertisements; create and develop pre-publication titles, captions and preliminary pages
• Work with the commissioning editor, author, and publisher to improve textual clarity and resolve potentially libellous content prior to its publishing
• Supervise the indexing, typesetting and designing of articles and books prior to publishing so they meet set editorial standards
• Coordinate and liaise with writers/authors, senior management, IT team, designers, and marketers to ensure all publishing deadlines are met
• Coach writers on the style guide favoured by their employer; make suggestions for future improvements
• Keep track of publication archives to retrieve material and articles, as and when necessary

In general, Copy Editors who are full-time employees work out of office buildings in big cities where most media and publication houses are located. Freelance and contractual Copy Editors may work remotely and come into the office when required.

You may find yourself handling multiple projects at once. Travel may be dictated by the type of publication you work for and your specific responsibilities therein.

Copy Editors typically work 40-hour work weeks, although production deadlines and specific duties may dictate their day-to-day schedules, which may extend to evenings and weekends.

Finding a new job might seem challenging. Copy Editors can boost their job search by asking their network for referrals, contacting employers directly, using job search platforms, going to job fairs, leveraging social media, and inquiring at staffing agencies.

Copy Editors are generally employed by:

Media Companies

Publishing Houses

Digital Publications

Newspapers

Magazines

Marketing Agencies

Public Relations Firms

Professional associations and organisations, such as the International Publishers Association (IPA), are crucial for Copy Editors interested in pursuing professional development or connecting with like-minded professionals in their industry or occupation. Membership in one or more adds value to your resume while bolstering your credentials and qualifications.

• Stress due to tight deadlines in the high-stakes environment of publishing and media
• Finding and addressing errors in the written text while tactfully communicating with the author the need for requisite changes
• Potential disconnect with one’s own style due to long-term immersion in clunky language and texts that struggle
• Lack of freedom to produce independent writing of one’s choice due to client/employer expectations and deadlines
• Health issues from largely sedentary work done on laptops, computers and digital devices

Internships and traineeships with publishing houses, media companies, or communication agencies will help promising Copy Editors hone their eye for detail, grasp of grammatical rules, and familiarity with popular writing style guides.

Fresh graduates may find it easier to begin as editorial assistants in smaller and less famous publishing houses. You may proofread and edit texts for one to two years, develop a network of contacts, and build a strong editing portfolio in preparation for the more challenging role of Copy Editor.

An organization that gives you a taste of editorial duties while equipping you with technical knowledge about the software used on the job embodies a perfect segue into a lucrative career.

Besides, you may zero in on the specific niche that suits your talents and career goals. A well-put-together editing portfolio including a before-and-after version of assignments will showcase your impact on a client’s writing project, particularly your knowledge of standard copy editing notation and ability to refine substandard content. 

In addition, employers seek applicants with experience in other types of media, such as television, newspapers, or social media. University magazines, websites, publications, bookshops, and libraries offer alternate ways to gain relevant experience early on.

Read about the profession and interview or job shadow expert Copy Editors to prove your commitment to course providers and prospective employers.

Although copy editing is not restricted to specific majors, most aspirants find a bachelor’s degree in journalism, publishing, media, publishing studies, communications, electronic media, marketing, creative writing, public relations or English will facilitate entry into the profession. 

An ideal program would include electives, such as editing fundamentals, news editing, corporate communication, pagination, literary journalism, public relations, journalism ethics, and proofreading.

Graduates with scientific or technical degrees can utilize their subject matter expertise to land entry-level jobs with specialist publishers and society journals. Some employers may prefer applicants with a master’s degree in publishing. Choose one that fits in with your interests and career plans.

An HND (Higher National Diploma), an accredited certificate course, a foundation degree, or an associate degree in the above-mentioned fields may also serve the purpose if you can prove your work capability.

Prospective Copy Editors who love language and pay attention to detail should focus on honing their English usage, research, and writing skills in high school.

An accredited copy editing certification can demonstrate a rookie Copy Editor’s competence, typically through work experience, training, and passing an examination. 

Certification from an objective and reputed organization can help you stand out in a competitive job market, increase your chances of advancement, and allow you to become an independent consultant. Besides, successful certification programs protect public welfare by incorporating a Code of Ethics.

Applicants may also need to undergo an employment background check that can include but is not limited to a person’s work history, education, credit history, motor vehicle reports (MVRs), criminal record, medical history, use of social media, and drug screening.

Personal performance, experience, the acquisition of further knowledge, and specific industry norms drive the career progression of Copy Editors, many of who would have begun small with small-budget projects or less popular sections of a publication before moving on to more challenging assignments.

You may eventually become a Managing Editor or Executive Editor. The entrepreneurial route to becoming the Publisher of your own publication is also a viable, although fairly ambitious option.

Copy Editors with a flair for writing may become Reporters, Editors, or Freelance Writers while those with a penchant for numbers may seek to further their careers as Business Reporters or Financial Editors.

Candidates with a bachelor’s degree in a related field, relevant internships and experience, strongly ingrained knowledge of grammar, punctuation, spelling, and syntax, and a keen eye for detail have the best job prospects.

Continuing professional development (CPD) will help an active Copy Editor build personal skills and proficiency through work-based learning, a professional activity, 

formal education, or self-directed learning. 

With numerous opportunities to carve a niche for yourself in technical, scientific, and specialised editorial roles, all you need is to further your expertise in a specific discipline. 

Make the most of your inherent aptitude for words or numbers to thrive in positions that need one more than the other. Demonstrating a keen eye for detail and a willingness to learn usually leads to better opportunities and responsibilities.

Take advantage of professional courses that help build technical skills through instruction focusing on various editing and marketing tools currently affecting the publishing industry.

Testing a Must

Take note that passing a copy editing test - correcting mistakes in a sample story - is a mandatory qualifying norm for employment as a Copy Editor.

The Four C’s

Any content reviewed by an accomplished Copy Editor must be clear, concise, coherent, and correct to serve the “Cardinal C” - communication. 

Aesthetics and UX

A growing number of companies seeking to increase their customer appeal find User Experience or UX positively affects consumer loyalty and sales. Close attention to layout, font choice, and wording that resonates with the audience will help create services and products with practical and aesthetic appeal.

Rise of the Digital Editor

With the progressive shift towards digitisation across industries, editorial work has also gone digital; a lot of content is now being published online. Copy Editors can help create accurate and reader-friendly content that is easy on the eyes and easy to navigate.

Potential Pros & Cons of Freelancing vs Full-Time Employment

Freelancing Copy Editors have more flexible work schedules and locations. They fully own their business and can select their projects and clients. However, they experience inconsistent work and cash flow, which means more responsibility, effort, and risk.

On the other hand, a full-time Copy Editor has company-sponsored health benefits, insurance, and retirement plans. They have job security with a fixed, reliable source of income and guidance from their bosses. Yet, they may experience boredom due to a lack of flexibility, ownership, and variety.

When deciding between freelancing or being a full-time employee, consider the pros and cons to see what works best for you.

According to IBIS, the global publishing industry comprising over 16,000 businesses was worth USD119 billion in 2019.

Also referred to as “the grammatical gatekeepers of the media world,” Copy Editors who can make sure that their client’s story tells the best story possible are their true partners in publication.

“Editing is simply the application of the common sense of any good reader. That's why, to be an editor, you have to be a reader. It's the number one qualification.” 

Robert Gottlieb