Every editor, whether freelance or working with a team of editors at a publishing house, will have a slightly different process for editing and proofreading a book. For indie authors, this process will largely depend on what they have hired the editor to do.
This blog post provides the what-it-looks-like snapshot of each key moment during editing (as I experience it with clients). Most of these moments should carry over, in a broad sense, to just about any editor you work with.
Understanding how editing works and what to expect can help you collaborate effectively with your editor and make the most of the experience. This guide begins with the moment you submit your manuscript to an editor and ends with any kind of follow-up consultation you may have with the editor post-editing.
Preparing to submit your manuscript
Before submitting your manuscript to an editor, it’s helpful to make it as clean and organized as possible. Start by reading through your manuscript critically and addressing obvious grammar, spelling, and punctuation errors. Revise any passages that feel unclear or redundant. You might recruit the help of family, friends, or writing buddies (critique partners/groups or beta readers) to help you take your manuscript through a few revised drafts.
Ensure your manuscript adheres to standard formatting conventions or specific guidelines provided by the editor (if they have any). In general, editing is made easier by using one-inch margins, double-spacing, a readable font like Times New Roman or Arial, and properly labeled chapters and sections. Font size can be twelve point and excessive use of boldface, underlining, and italics should be avoided. Any highlighting or font colors other than black should be removed or changed.
While not a "requirement," letting the editor know about any specific areas of concern or sections where you’d like them to focus their attention ensure your concerns are addressed (like most folks, editors can't read minds!). If you have a character list, plot timeline/outline, or list of settings and descriptions those can also be useful pieces of information to share with your editor. Editors who are looking for internal consistency, such as copyeditors and proofreaders, will be appreciative!
Rounds vs. passes of editing
Understanding the difference between “rounds” and “passes” of editing can help you plan and better understand your editing journey.
Rounds of editing involve distinct stages where the editor addresses specific aspects of your manuscript, such as developmental editing for structure and pacing, line editing for sentence flow and style, copyediting for grammar and syntax, or proofreading for correcting remaining typos and checking formatting.
Passes of editing refer to a single read-through of your manuscript, during which the editor works on the assigned task, such as catching specific types of errors or improving sentence structure. Multiple passes may be required within a single round to ensure thoroughness.
Not every pass will require a full read-through of the manuscript again. For example, during line/copyediting, an editor may read fully through the manuscript line-by-line, making suggestions related to sentence structure and variety, as well as word choice. They may, at the same time, correct obvious grammar or spelling mistakes. During a subsequent pass the editor may search for specific grammar mistakes or consistency issues either by re-reading particular sections that were flagged earlier or by using the search-and-replace feature.
Before you hand your manuscript over to an editor, you'll both agree on the scope of work. This means 1) what type (or types) of editing is (are) being completed; and 2) how many rounds those types of editing will entail (e.g., one round of line/copyediting and one round of proofreading; or two rounds of copyediting). The editor may not specify exactly how many passes are included in each round, since it can vary depending on the needs of the manuscript. In general, authors can expect that an editor will make at least 3–4 (or more) passes (including at least one full line-by-line read-through) during a round. You can always ask the editor about their process to receive a more specific number.
What to expect when the manuscript is returned to you
Receiving your edited manuscript after editing can be both exciting and overwhelming. Editorial comments may appear in the margins or as a separate letter, providing insights into overarching issues, specific suggestions for improvement, and positive feedback.
Most editors use tools like Microsoft Word’s Track Changes to show specific edits directly on the document, allowing you to accept or reject these changes as you review the manuscript. Expect to receive a marked-up copy with corrections for grammar, punctuation, and style, along with suggestions for rewording awkward sentences or improving clarity. Your editor may also recommend additional resources, further revisions, or professional proofreading before publication. If your manuscript has been proofread, the editor may send the final marked-up copy along with a clean copy (all changes accepted) to ensure that the author has access to the most pristine version of the manuscript.
Possible next steps
After reviewing the edited manuscript, decide on your next steps based on its condition and your goals. Incorporate the editor’s suggestions (accepting and rejecting their suggested changes) and make further changes based on any marginal comments or the editorial report. If agreed upon, your next step might be to share your revised manuscript with the editor for another full round of editing.
Depending on the stage of editing completed, you may need to move to a new phase, such as from developmental editing to line editing (which could also mean you have to find a new editor, since not all editors offer all types of editing and it can be helpful to have a wide range of feedback). Once all substantive changes are complete, the final step for any book should be proofreading. Whether you're self-publishing or querying agents, hiring a proofreader to catch any remaining typos or formatting errors will ensure you are putting your best book forward.
Follow-up
After editing, maintenance of good communication with your editor is essential for a productive collaboration. If you’re unsure about a comment or suggestion, don’t hesitate to ask your editor for clarification.
Whether you're working with an editor for one round or phase of editing or more, let your editor know how you’ve addressed their feedback. During your conversation, you can further clarify any concerns and confirm that what you've written captures your vision for your book. It's also a great time to discuss next steps—and confirm the editor's process and role in them (if they are involved).
If you’re satisfied with the editor’s work, consider writing a testimonial or recommending them to other authors. Building a professional relationship with your editor can be beneficial for future projects.
The editing process is an investment in your manuscript’s success. By understanding the process, you can ensure a smooth and rewarding experience that brings your vision to life.
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