Types of Editing
You have finished a draft. That is a great start. Now it is time to shape your work. Editing is not just one task; it is a series of steps that help make your writing engaging and memorable. Learning the three main editing stages can help you revise faster. No matter what you are working on, if you follow this order—structure first, then copy, then proofreading—you will save time and feel less stressed. Begin by ensuring your structure is clear and logical. Next, review your sentences for precision and tone. Finally, catch small mistakes during proofreading. This approach helps you avoid getting stuck or reworking the same parts repeatedly.
1) Structural editing
This stage is also called developmental or substantive editing. Imagine yourself as an architect assessing the overall structure. Step back, look at the big picture, and consider the foundational questions.
What are you searching for
Does the argument or story move logically? Or does it just wander?
Are there any gaps in your content? Are you repeating ideas, covering the same points multiple times?
Does the opening set the promise? Do the conclusions actually… conclude?
Example:
Original conclusion: 'In conclusion, the findings above show our strategies improved how we use resources, automate processes, and train staff. These steps have made us more efficient and our customers happier.'
Revised conclusion: 'In conclusion, our strategies improved resource use, automated processes, and staff training. These changes made us more efficient and our customers more satisfied, helping our results.'
Always start with structure. There is no point in making a paragraph perfect if you might remove it. For example, in creative writing, you might open a novel with a calm garden. Later, you could decide you need more tension and begin with a storm and surprises. These changes make your story more interesting and set the scene early.
2) Copy Editing
Now, focus on details. This stage is about improving each sentence, not just fixing typos. Make your writing clear, smooth, and consistent. These small improvements help build reader trust—even if they can’t explain why.
What you’re fixing
Focus on grammar, punctuation, spelling, and precise word choice.
Check for consistency: for example, “colour” vs “color,” or “e-commerce” vs “ecommerce.” Pick one style and use it everywhere.
Watch for awkward phrases, long sentences, and bumpy transitions.
Example:
If your draft says "the trends are up," a copy edit might be: "The trend is up." Also, choose either "recycling center" or "recycling center" and use it consistently throughout your piece. For example, instead of "He ran quickly to the store to buy something he needed very much," write "He dashed to the store to buy a necessity." This is shorter and has more energy. For tone: change "Our product might help sometimes" to "Our product consistently delivers results." This version is clearer and more confident.
Be precise, but let your writing sound natural and conversational. Aim for clarity and polish without being overly formal.
3) Proofreading
Finish with a final check. At this stage, avoid making major changes—instead, scan for small mistakes that are easy to overlook.
What you’re catching
Typos, missing words, double spaces (why do they always show up after midnight?).
Their/there/they’re mishaps, “form” vs “from,” sneaky quotation marks.
Formatting issues: inconsistent subhead sizes, misplaced numbers, or irregularly formatted lists.
Example:
For example, you might write, “We’ll cover this in detail.” Proofreading helps you catch these small details, making your work polished and professional.
How These Layers Play Together
Edit in this order: Structure, copy, then proofread. This saves time, helps you work better, and makes your writing stronger. The key is to do one step at a time, not all at once.
You may need to revisit earlier stages, but always follow this editing order: structure, then copy, then proofreading. If you focus on small details before fixing the structure, you could waste time on sections that might be cut. Dividing editing into these clear stages makes the process easier to manage.
Speed Recap
Structural: Big-picture flow, purpose, order. Cut, move, change as needed.
Copy: Make sentences clear, check tone, and keep it even. Smooth the read.
Proof: Look for mistakes and typos. Finish with clean, error-free work.