What Does an Editor Do? Roles, Types, and What to Expect

If you've been told to have your work edited before submitting it, or if you're considering hiring a professional editor for the first time, you may be wondering: what does an editor do, exactly? The answer depends on the type of editing your document needs and the stage of the writing process you're in. This guide explains what editors do, the different types of editing available, and what to expect when you work with a professional editor.


What Does an Editor Do?

At the most fundamental level, a professional editor improves the quality, clarity, and correctness of a written document. But the specific work an editor does varies significantly depending on the type of editing engaged. Generally, an editor hired by an individual will improve the clarity and readability of the document, focusing on flow, grammar, word usage, spelling, punctuation, consistency, and style.


Before hiring an editor, it's important to define what you need. Different editors specialize in different types of editing, and matching the right editor to the right task produces better results and better value. Understanding what each type of editing involves helps you make that match correctly.


Types of Editing: What Each Level Involves

The editing process encompasses several distinct levels, each addressing different aspects of a document. For a full breakdown of each type, read our article on the types of editing services. Here is an overview of the main levels:


  • Developmental or substantive editing. The most comprehensive level of editing, addressing the big picture elements of a document: structure, organization, argument, pacing, and overall clarity of the content. A developmental editor reads your work as a whole and provides feedback on whether it achieves its purpose, whether the structure serves the argument or narrative, and what needs to be added, removed, or reorganized.
  • Line editing. Sentence level work on voice, clarity, rhythm, and the quality of the prose itself. A line editor works through your text line by line, improving how the writing reads without restructuring the content or addressing technical correctness in the way copy editing does.
  • Copy editing. A thorough technical review of grammar, punctuation, spelling, word usage, consistency, and style. A copy editor corrects errors and ensures the document is internally consistent throughout, applying the required style guide where applicable. This is the type of editing most commonly hired by individuals preparing documents for work, academic submission, or publication.
  • Proofreading. The final stage, applied to a document that has already been edited. A proofreader catches any remaining typos, spelling errors, formatting inconsistencies, and minor issues that survived earlier editing rounds. Proofreading is not a substitute for editing. It assumes the document is already well written and correct at the content and language level.

What an Editor Does With Your Specific Document

What your editor does in practice depends on the type of document you're having edited and the guidelines and standards it must meet. Here are the most common scenarios:


Documents for Work

If you're writing a document for your job, you need to know what your supervisor or intended audience expects. The format, tone, and style of a business document vary by context. A document presented to help decision makers may benefit from bullet points and clear headers. A client facing proposal may require a more formal register. A report submitted to a regulator may need to follow a specific house style. Providing your editor with this context, including the audience, purpose, and any style or format requirements, ensures the editing serves your actual needs.


Academic Documents

For academic work, your editor needs to know the style guide required by your institution or target journal, whether that is APA, MLA, Chicago, or another system. Your editor will review the document for flow, grammar, spelling, punctuation, and consistency, and can also make revisions that align with your instructor's or journal's specific requirements. Providing all relevant guidelines before editing begins is essential for getting the most out of the process.


Books and Manuscripts

For authors, the type of editing required depends on where the manuscript is in the process. A first draft typically needs developmental editing before copy editing. A structurally sound manuscript that has been through multiple revisions may be ready for copy editing and proofreading. Getting the order of editing right matters because revision after copy editing can reintroduce errors that were already corrected.


How the Editing Process Works

When you hire a professional editor, here is what the process typically involves:


  • You submit your document with specific instructions. Tell your editor the purpose of the document, the intended audience, the style guide required, the turnaround time you need, and any specific areas of concern. The more context you provide, the better your editor can tailor their work to your needs.
  • Your editor reviews and edits the document. Most professional editors use Microsoft Word's Track Changes feature to mark every revision they make. This allows you to see exactly what was changed and why, and to accept or decline individual edits before finalizing the document.
  • Your editor may leave comments. In addition to tracked changes, editors often leave comments in the margin explaining a revision, flagging an area that needs your attention, or suggesting an alternative approach to a section that is unclear or could be improved.
  • You review the edited document. Once you receive your edited document, review the tracked changes carefully before accepting them. Don't accept all changes at once without reading them. Each revision is an opportunity to learn from your editor's expertise and understand your own writing tendencies.
  • You can follow up with questions. Most professional editors are open to communication after the editing is complete. If you have questions about a specific change or want to discuss a section of your document, a good editor will be happy to respond.

What to Tell Your Editor Before They Begin

The quality of the editing you receive is directly affected by how clearly you brief your editor before they begin. At minimum, provide the following:


  • The purpose of the document and its intended audience
  • The style guide or formatting guidelines required
  • The tone and register appropriate for the document
  • Any specific sections or issues you want the editor to pay particular attention to
  • The deadline for the completed edit

FAQs

What does an editor do?

A professional editor improves the quality, clarity, and correctness of a written document. Depending on the type of editing engaged, an editor may address the structure and organization of a document, the quality of the prose at the sentence level, technical correctness including grammar, spelling, and punctuation, or any remaining errors in a final proofread. The specific work an editor does depends on the type of editing you hire them for and the stage of the writing process your document is in.


What is the difference between editing and proofreading?

Editing addresses the substance of a document, including structure, clarity, style, grammar, consistency, and word choice, at one or more levels of the editing process. Proofreading is the final surface level check for any remaining typos, spelling errors, and formatting inconsistencies in a document that has already been edited. Proofreading is not a substitute for editing and should always come last.


How does an editor mark changes in my document?

Most professional editors use Microsoft Word's Track Changes feature to mark every revision they make. This allows you to see exactly what was changed, read comments explaining the revisions, and accept or decline each edit individually before finalizing your document. You should never accept all tracked changes at once without reviewing them.


What information should I give my editor before they begin?

At minimum, tell your editor the purpose of the document and its intended audience, the style guide or formatting requirements, the tone and register required, any specific areas of concern, and your deadline. The more context you provide before editing begins, the better your editor can tailor their work to your specific needs and the standards your document must meet.


Do I need editing or proofreading?

It depends on where your document is in the process. If your document is still being drafted or revised, editing is the appropriate service. If your document is finalized and well written but needs a final check before submission or publication, proofreading is appropriate. Many documents benefit from both, done in order. For a detailed breakdown of which type of editing your document needs, read our article on the types of editing services.


Editor World: Writing, Editing, and Proofreading Services

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