All about editing

By Joy Don Baker

One thing Terri and I have learned is to take editing seriously and to understand the differences between editing types. The first rule: DON’T STOP to EDIT while WRITING. A key strategy for writing is to capture all the content before starting any editing. Capture the content first. Early editing can interrupt creativity, slow progress, and become a form of procrastination. Editing belongs after a draft is complete.

The labels for editing can be confusing. Journals, publishing houses, and freelance editors sometimes use the same term in slightly different ways. This overlap creates a maze of definitions.

A labyrinth of a maze.

The most important advice I can offer: clarify terms with your editor before work begins. Make sure you both agree on what the edit includes. Misunderstandings can be costly. For instance, expecting a full developmental edit but receiving a copyedit instead could mean starting over. Always confirm the scope and expected return on investment.

Categories and Types of Editing

The six types of editing fall into two broad categories:  

A.     Detailed and Structured

1.      Developmental Editing

2.      Manuscript Critique

3.      Substantive Editing

B.      Functional and Mechanical

1.      Copyediting

2.      Citation Formatting

3.      Proofreading

Table 1: Editing Types and Descriptions

Editing Type	Description
Developmental	Big-picture focus: structure, pacing, narrative arc.
Manuscript Critique	High-level review of content, theme, voice, clarity, and consistency.
Substantive	Refines tone, sentence flow, word choice, clarity, and argument strength.
Copyediting	Improves grammar, syntax, clarity, and consistency in tone.
Citation Formatting	Checks accuracy in APA, AMA, Chicago, AP, or other citation styles.
Proofreading	Final check for typos, punctuation, grammar, and formatting.

Detailed and Structural Editing

Developmental Editing helps shape big-picture content after a draft or outline is complete. The focus is on structure, pacing, narrative arc, clarity of ideas, plot holes, and logical flow. The goal is to align your style with the target publication.[i][ii]  This level of editing is best suited for fiction, nonfiction, memoirs, or academic writing that requires a structural overhaul.

A Manuscript Critique is a strategic, high-level evaluation, similar to a peer review. The editor assesses content, theme, consistency, character development, voice, clarity, and effect. Feedback is usually delivered in an editorial memo, often with margin notes.

A person looking through a magnifying glass at a document.

Typical Suggestions Include:

• Refocusing the manuscript to fit the audience better

• Strengthening narrative voice

• Reordering content for flow

• Cutting nonessential sections

• Expanding underdeveloped content

• Improving pacing

• Highlighting repeated weaknesses

The author, not the editor, makes the changes. A critique generally avoids grammar fixes, reorganizing, or rewriting; instead, it guides broad revisions.

Substantive Editing goes deeper than critique. It addresses clarity, tone, flow, and structure, questioning weak spots and refining details. Sentences or paragraphs may be rewritten, condensed, expanded, or relocated. This process is intensive, time-consuming, and can be costly, but invaluable for manuscripts needing cohesion. Substantive edits may appear as detailed notes or tracked changes within the text.

Marked-up document

Track changes and comments

Editors vary in approach. When purchasing editorial services, clarify which type of structural support the editor provides.

Functional and Mechanical Editing

I classify this category into three editing types: copyediting, citation formatting, and proofreading. Be sure you and the editor agree and have a clear understanding of the type of editing requested.

A person is shoving a third building block on the other two blocks.

Copyediting polishes a manuscript in its final stages. It focuses on grammar, syntax, terminology, jargon, consistency, spelling, hyphenation, numerals, fonts, and capitalization. In books, it may also check continuity of plot, setting, and character traits. Copyediting does not change meaning or content. Always clarify what’s included, since copyedit may vary from one editor to another.

Citation Formatting ensures adherence to a required style guide (APA, AMA, Chicago, AP, etc.). The editor reviews punctuation, capitalization, spelling, abbreviations, and other style rules.

Proofreading is the final step before publishing and serves as a detailed spell check, catching typos, grammatical errors, punctuation issues, and formatting inconsistencies. At this stage, no significant changes should be made. Proofreading occurs during final review or after layout, just before submission or print.

A person is editing on a blackboard.

Final Thought

Editing strengthens writing at every level, from big-picture development to fine-detail polishing. Each type of editing has its purpose and place in the writing process. How have you used these approaches in your own work? We’d love to hear about your editing experiences.

[i] Savor, C. (2024). Anatomy of writing for publication for nurses. (5^th ed.). Indianapolis, IN: Sigma Theta Tau.

Additional Resources

• Archway Publishing. (2025). The different types of editing. Simon & Schuster. https://www.archwaypublishing.com/en/resources/the-different-types-of-editing

• Grammar Factory Publishing Company (2019). The 4 types of editing, and which one is right for you. Grammar Factory Publishing Company. https://grammarfactory.com/editing/types-of-editing/

• Zul M (2025). Five different editing types. PublishingState.com https://publishingstate.com/5-different-editing-types/2023/