How to Become a Professional Copy Editor in 5 Simple Steps

The Editor’s Journey: How to Become a Professional Copy Editor in 5 Simple Steps

I originally planned to publish and sell this as an ebook, but I decided to share it here instead, free of charge. I hope you find it helpful as you consider pursuing the editor’s journey!

If you’re interested in another valuable resource for editors, check out Unlocking Upwork for Copy Editors: How to Earn and Excel as a Freelance Editor.

Contents

Introduction

Hi! I’m Liz Kazandzhy, and I’m a professional copy editor.

If you’re like me, you love words. You’re probably an avid reader, and maybe you’re a writer as well. But there’s also something else you can become: an editor. My career in editing has been extremely fulfilling and profitable, and my goal with this guide is to teach you everything you need to know to get started in this wonderful field.

Some people decide early on that they want to be an editor—they get a degree in an editing-related field like English, gain experience through internships, and are well prepared to step into the editorial world. Now, if you have the time and money to pursue that, by all means, please do! I, however, was not one of those people. Instead, years after graduating college (in a completely unrelated field), I simply woke up one day and decided, “I’m going to be an editor!” Now, having earned almost $50,000 just by editing as a side gig, I want to help others who have that same desire.

Like me, you can go from knowing absolutely nothing about editing to thriving as a professional editor. You can enjoy a flexible job that allows you to combine your right-brained creativity with your left-brained attention to detail. You can earn thousands of dollars doing something you love that makes the world a better place. And it can all start today.

That said, I want to clarify that this isn’t some “get rich quick” scheme. Even though the title says “5 Simple Steps,” that doesn’t mean they are easy steps. In other words, you’ll still have to put in a lot of time and work to become a successful editor. But the good news is that after reading this guide, you’ll know exactly what you’ll need to do to start and succeed in this field.

I’m excited for you to embark on this journey! Let’s delve in!

A Quick Overview of the Editing Process

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Before getting started, I want to review the types of editing there are and clarify the scope of this guide. In general, editing can be broken down into the following categories (and should be completed in this order):

  • Developmental editing (also known as substantive or content editing): Focuses on the overall structure, coherence, and quality of written content, ensuring it meets the intended purpose and audience needs. In fiction, this includes providing feedback on plot, character development, pacing, and overall story structure.
  • Line editing: Improves the flow, clarity, and readability of the text at a sentence and paragraph level.
  • Copyediting: Corrects errors in grammar, punctuation, spelling, and style.
  • Proofreading: Meticulously examines the manuscript in the final stage of the process, fixing mechanical and typesetting errors.

(To see market rates for each of these types of editing for various genres, view the Editorial Rates chart on the  Editorial Freelancers Association website. Also, their booklet called “Hiring an Editor: A Guide for New Authors” is a great resource to learn more about the different levels of editing and how they all fit together.)

This chart, provided on the website Wildflower Books: Editing & Proofreading, explains to authors the different levels of editing

This guide will specifically focus on becoming a copy editor, though it’s easy to see how your work can easily extend into the realms of line editing and proofreading. I personally do all three—usually a combined line/copy edit followed by proofreading—which in my experience is what most clients want. To put it in layman’s terms, this is how I describe my work on my LinkedIn profile:

“I am a thorough and insightful editor focused on making text clear, concise, and consistent. In addition to fixing mechanical errors, I love to help clients improve the flow of their writing so that it is engaging, impactful, and easy for readers to digest. My ultimate goal as an editor is to make sure nothing distracts the reader from the author’s important message.”

Some clients will hire you for a specific purpose, such as proofreading after the other editorial stages have been completed (because, ideally, a different editor should work on each stage separately). However, many clients don’t even understand the different types of editing—they just want their content to be error-free and engaging. And that’s where you come in. By learning the ins and outs of editing, you can help clients produce their very best work—and earn great money in the process!

1. Learn the Ropes

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The first thing you need to do to become a professional editor is simple: learn how to edit! And the number one resource for this is The Chicago Manual of Style (CMOS).

The Chicago Manual of Style

The CMOS is basically the Bible of the editing world, covering everything from grammar to footnotes and formatting. My advice is not to bother buying the hard-copy version, which is over three inches thick and cumbersome to navigate. Instead, subscribe to The Chicago Manual of Style Online, which is currently priced at $44 per year. This version has an invaluable search feature and is easy to navigate and annotate.

The online version of The Chicago Manual of Style

The CMOS is broken down into three parts: (I) The Publishing Process, (II) Style and Usage, and (III) Source Citations and Indexes. If you’re just starting, I’d suggest beginning with Part II, especially chapters 5–9 and 13:

  • Grammar and Usage
  • Punctuation
  • Spelling, Distinctive Treatment of Words, and Compounds
  • Names, Terms, and Titles of Works
  • Numbers
  • Quotations and Dialogue

After that, I’d focus on chapter 14, “Notes and Bibliography,” particularly if you’re going to be doing nonfiction work that requires editing a lot of citations. And finally, Part I will come in handy if you eventually venture out into typesetting work (formatting the interior layout of books before they go to print).

As you’re making your way through the online CMOS, take advantage of the “Take Notes” feature at the bottom of each section. I like to take notes about anything that causes me to have an “aha” moment—something I didn’t know or realize before. For example, in “6.51: Commas with ‘that is,’ ‘namely,’ ‘for example,’ and the like,” I would note, “that is should be preceded by an em dash or semicolon or placed in parentheses.”

An example of the online CMOS’s annotation feature

Even if you don’t remember everything you read—because trust me, you won’t—studying the CMOS will give you a solid foundation of knowledge and skills. It’s also something you can go back to (and should go back to) again and again throughout your editing career to answer your questions and refresh your knowledge.

I’ll be honest—if the CMOS is something you find to be incredibly boring or annoying, or if you think, “Why does this even matter?” then being a copy editor is probably not for you. If, however, you love the idea of there being consistent rules and practices that make content readable, clear, and uniform, then you’re in the right field!

Additional Resources

Once you’ve had a chance to study the CMOS—and you know that you indeed want to pursue copyediting—the other resource I would suggest is The Copyeditor’s Handbook and its companion, The Copyeditor’s Workbook (available as a full set).* The handbook provides valuable information on all things copyediting, and the workbook has hundreds of editing exercises to help you put what you learn into practice.

* All Amazon links in this guide are affiliate links, which means I earn a small commission from qualifying purchases.

These books are excellent resources for studying the art and science of copyediting. I’ve also heard great things about the books The Subversive Copy Editor and The Freelance Editor’s Handbook, and I’m excited to read those next!

And speaking of practice, that’s the next step I’d recommend! People tend to learn best by doing, and there’s no better way to learn copyediting than to practice doing it.

In addition to The Copyeditor’s Workbook, there are plenty of online resources that will allow you to practice editing. A quick Google search of “copyediting exercises” or “copyediting quizzes” will give you plenty to work on. Here are a few of my favorites that have challenging questions and helpful explanations:

One of the many quizzes found on the CMOS Shop Talk website

I should also mention that your go-to resource for spelling will the CMOS’s preferred dictionary, Merriam-Webster’s, which is easily accessible at the URL m-w.com. As CMOS 7.1 explains, “Chicago normally opts for the first form [of each word] listed [on the website] (even for equal variants), thus aiding consistency.” And isn’t consistency wonderful?

Finally, be aware that there are additional style guides for specific industries. For example, the AP style guide will be helpful if you plan to edit journalism of any kind, and the MLA and APA style guides will be used for certain types of academic editing. Information about these additional study guides can easily be accessed online.

Copyediting Courses

The resources I just mentioned should teach you everything you need to know about copyediting. That said, not everyone has the discipline to study a huge style guide or pore over copyediting textbooks on their own. If you find yourself needing more structure, or if you do better with guidance from others, you may want to look into copyediting courses.

For example, Writer’s Digest University currently offers a 12-week Copyediting Certificate Program for $799.99. The description for this particular course is as follows:

  • Work with expert instructors to learn proven writing techniques to help you achieve your goals
  • Get invaluable feedback on your writing from your instructor and/or fellow students
  • This course does not include live class sessions. You’ll work through the lecture material on your own, with written assignments to be submitted to your instructor for feedback.

An example of a copyediting certificate program

While a course like this isn’t necessary to become a copy editor, some have found the structure, accountability, and expert instruction to be helpful. Other popular choices (though pricier) include copyediting programs from UCSD and Berkeley, or from the CIEP if you’re in the UK. (These programs are completely online, so no need to relocate!) And for editors of all levels, the Editorial Freelancers Association also offers several wonderful educational resources.

Now that you know where to gain the knowledge and skills needed to be a professional copy editor, let’s move on to the next step: deciding on a specialty.

2. Pick a Niche

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Step 2 on your editing journey is to pick a niche for your copyediting services. In case you’re unfamiliar with that term, Merriam-Webster’s Dictionary describes it as “a specialized market” or, even better, “a place, employment, status, or activity for which a person or thing is best fitted” (emphasis added). When you have a specialty as an editor, it can help establish you as an expert in that area, increasing your chances of finding work.

To help you determine what kind of copyediting work you’re best fitted for, consider this list of helpful questions from an online article on this topic:

  • What are my hobbies?
  • What am I passionate about?
  • What comes easily to me?
  • How do I spend my free time?
  • Am I an “unofficial expert” on something?
  • What are people always asking me for help with?
  • What skills do I have?

Copyediting niches usually involve genres or topics. For example, I happen to be a hobbyist web developer. So whenever I used to see Upwork job openings for content related to software development, I would jump on those opportunities, emphasizing that my expertise would help me edit the material better than others. Not surprisingly, many people hired me for those jobs, including one client who has offered me consistent work that has brought in over $8,000.

A great list of topics and genres you could choose to focus on, provided by the Editorial Freelancers Association

Additionally, you can focus on a certain type of content. Here are some examples:

  • Books
    • Nonfiction*
    • Fiction*
    • Children’s
  • Magazines
  • Academic journal articles
  • Medical content
  • White papers / technical documents
  • Website content
  • Social media content
  • Blog posts (bonus points if you understand SEO and are good at humanizing AI content)
  • Resumes, cover letters, personal statements, etc.

* These can be further broken down into specific genres

A great list of material types you could choose to focus on, provided by the Editorial Freelancers Association

Niches can help you stand out when applying for jobs. For example, if you apply for an academic editing project and you start your cover letter with “I specialize in academic editing,” you’ll immediately stand apart from other candidates and gain trust from the client.

The last thing I’ll mention on this topic is to not be picky about content when you’re first starting out. Yes, your dream job might be editing Regency romance books, but before you get to that point, you might have to work your way through several other types of less-rewarding projects.

In my case, web development is actually not my passion, but I’m grateful for the experience I was able to gain through working in that field. After a while, I began seeking out jobs that would bring me more satisfaction—such as self-help, inspirational, and religious literature—and now I’m at a point where I thoroughly enjoy most of the jobs that I take.

Don’t let this step overwhelm you, and don’t feel like you have to limit your interests or that you’ll be stuck doing one thing forever. Your niche is something that will likely evolve for you over time. For now, just play to your strengths and your interests when it comes to seeking out editing work.

3. Gain Experience

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Now that you’re familiar with how to edit—and have an idea of what kind of content you’d like to edit—the next step is gaining experience.

There are two main camps of people when it comes to gaining experience: those who believe it’s okay to work for free, and those who are adamantly against offering free work. I personally believe that completing a few beginning projects for free is acceptable. But really, you won’t be doing it for free—you’ll be doing it to (1) gain experience and confidence and (2) get a testimonial that you can soon use to market your professional (paid) services.

That said, if you don’t feel comfortable offering free work, there’s nothing wrong with simply offering a low rate. Plus, remember that after gaining some experience, you don’t have to keep working for free or for low pay! Don’t be afraid to charge what you’re worth. (As mentioned before, see the EFA website for current editorial rates.)

Personally, all my pre-professional experience came from my educational background. Although I didn’t study English or editing, I did work as a research assistant for a professor who had written a book and needed feedback on it, and I ended up editing the whole book. I was also a reference desk assistant in the university library where I helped the social science librarians with various projects, some of which included editing their articles. I didn’t know then that I would become an editor, but I’m very glad that I still asked them for testimonials (like in the image below) because those reviews helped me significantly when I eventually decided to launch a career in editing.

This was the first editing testimonial I ever received. And it was enough to launch my career!

There are several ways to gain experience at this early stage of your career, but here are the most popular ones:

  • Let friends and family know that you’re launching a copyediting career and are looking to help out with editing projects in exchange for testimonials. (Social media is great for this.) This could include blog posts, resumes, cover letters, essays, book chapters—anything they might be writing!
  • Join writer groups on social media (or in person) and propose your services there. Beta reader groups are especially great for this because they’re full of authors looking to make their work better. (Yes, beta-reading and editing are separate things, but still, you could agree to beta-read their book and copyedit a chapter or two if they’d be up for that.)
  • If you already have a job, and your company doesn’t have an in-house editor, ask if you could take on some editing tasks in addition to your normal assignments.
  • Volunteer for a non-profit organization editing their materials.
  • Look into doing a copyediting internship.

In my opinion, you don’t need a ton of experience before moving into well-paying work. After all, that paid work will produce a snowball effect resulting in more and more experience, testimonials, and impressive bullet points you can put in your resume. For now, just focus on gaining enough experience to be able to say, “I’ve edited _____, ______, and _____ [genres, material types, etc.] for numerous clients, who have provided the following testimonials: [insert awesome testimonials here].”

4. Find Clients

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Now let’s move on to the real (paid) work! This is when impostor* syndrome is most likely to rear its ugly head, but don’t worry—you’ve got this! Like I told a class of editors at a publishing conference, when I was first starting out, I put together a fantastic-looking profile, threw some testimonials in there, and pretended like I knew what I was doing. If I can do it, so can you!

* Did you know that the proper spelling of this word, according to Merriam-Webster, is impostor and not imposter? If that’s not enough to give you impostor syndrome as an editor, I don’t know what is! 😅

It’s totally normal to feel impostor syndrome (graphic retrieved from this article)

There are several ways to find work as an editor. While there are full-time opportunities at established companies, it’s very unlikely that you’ll be able to land a job like that when you’re first starting out. That’s why I advise freelancing, specifically (1) working with private clients and (2) utilizing online platforms such as Upwork. Let’s take a look at both of these options.

Work with Private Clients

The first thing you need to do if you want to work with private clients is to create a website showcasing your expertise. This can be as simple as a landing page—a single webpage containing various sections. To give you an idea of what to include, my page has these sections:

  • Editing Services by Liz Kazandzhy: A brief overview of what I offer and what experience I have.
  • How It Works: A brief explanation of what a client can expect from the editing process.
  • Testimonials: Three client testimonials, complete with the names, photographs, and descriptions of the clients.
  • Why Hire an Editor:* A summary of why it’s important to work with a professional editor.
  • Portfolio: A gallery of images showcasing the books I’ve edited throughout my career.
  • Contact:** A contact form that will notify me of the sender’s message via email. I also include my email address in case clients would rather email me directly.

* I wrote about hiring editors in general, but another option for this section is “Why Work with Me,” followed by a list of reasons they should hire you specifically.

** Check your contact form occasionally by sending mock messages to yourself! Technology has a way of breaking down over time, and that includes website features. Make sure this works so that clients can contact you without any issues.

The first section on my editing services page

If you’re clueless about how to set up a website, it’ll likely be another skill you’ll need to gain as a freelancer. (I highly recommend using WordPress as your website’s platform.) If you feel comfortable self-teaching, I suggest using YouTube tutorials or investing in a Udemy course on the topic. But if you’d rather someone else set it up, you can always hire a freelance web developer to do it for you.

With your website complete, you’ll be able to direct people there to view your experience, see what you offer, and ideally hire you!

One of the best ways to find private clients is through word of mouth. Use social media to broadcast your services, and tell friends and family to keep an eye out for writers who may be interested in hiring you. After you’ve worked with one author, ask them to send other authors your way. You can also join author-editor groups on websites like Facebook and Reddit and keep an eye out for opportunities there.

Utilize Upwork

Another option to find work is to use a freelance platform like Upwork, where clients post jobs to be performed by freelancers in various fields. That way, instead of waiting for clients to come to you, you can go to where the clients are! This is where my editing career started—and where it continues to thrive—and I highly recommend it to other copy editors. Keep in mind that any middle-man platform will take a cut of your earnings (currently 10% for Upwork), but that’s just the price you pay for gaining access to a huge number of job opportunities.

Upwork is a popular online platform for freelance editors and other specialists

Upwork isn’t the only good freelance platform out there—others include Fiverr, Freelancer.com, and Guru, for example—but it’s the one I have the most experience in and thus the one I can personally recommend.

Freelancers tend to have a love-hate relationship when it comes to using Upwork. For one, there are a lot of scams and low-paying work that you have to weed through, and it can be especially hard to gain momentum when you’re first starting out. But considering that I’ve earned more than $20,000 on the platform just for side gigs, I can definitely say that it’s worth trying out!

My current Upwork profile, showing my total earnings to be $20K+

Because this is such an important topic that deserves its own “deep dive,” I decided to write a separate book called Unlocking Upwork for Copy Editors: How to Earn and Excel as a Freelance Editor. If you’d like to know how I went from zero editing experience to being one of the top 3% of earners on the platform—and how you can do the same—that book is for you. As a sneak peek, here are the main things it covers:

  • How to build a stunning profile page that persuades clients to trust you with their projects.
  • How to apply for jobs wisely, helping you weed through scams and low-paying work.
  • How to write a convincing (and reusable) cover letter that grabs a client’s attention and lands you jobs.
  • How to stay active on the platform, maximizing your chances of finding relevant work and getting hired to do it.
  • Why patience and perseverance are so important when using Upwork and what you can accomplish if you don’t give up.

I was able to start on Upwork without any previous work experience, and you can too! Moreover, the experience I gained on Upwork later helped me land a job at a traditional publishing company, which has offered me consistent, well-paying work for years. After some time, when I wanted more work than what that company could offer me, I returned to Upwork and was happy to once again find great-paying opportunities there.

Whether you work exclusively with private clients, edit exclusively on a freelance platform, or utilize a combination of the two, just know that there are clients out there who need your copyediting skills and are willing to pay good money for your services. Your business might start out small and slow, but with diligence, it can grow into something that can support you financially and bring you a lot of fulfillment.

5. Grow Your Network

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Finally, like in all career fields, networking can make a huge difference in your success as an editor. As the famous proverb goes, “If you want to go fast, go alone. If you want to go far, go together.”

The “why” of networking

Don’t think of networking just as meeting people so you can get more job opportunities. People can often sense a self-centered attitude like that and will be put off by it. Instead, think of it as a way to learn from and help others.

I’ve found that one of the best ways to network is through publishing conferences, which are typically open to authors, editors, publishers, and other creators. In my state (Utah), some of the most popular organizations are LDSPMA and the League of Utah Writers (both of which put on annual conferences). For your state, just Google “publishing conferences in [your state],” “writing groups in [your state or city],” or other similar queries.

There are also numerous groups and resources available online. Consider looking into these:

Also, remember the online CMOS we talked about in section 1? When you subscribe to the website, you also gain access to an invaluable online forum that covers everything from grammar and punctuation to business topics like author relations and editing workflows. It’s an excellent resource, allowing you to (1) get answers to your own tricky editing questions and (2) learn from past threads by browsing the archives.

Here are some topics you can discuss on the CMOS forum

The more you network, the more opportunities you’ll have to learn and grow as an editor, find employment opportunities, and help others on their own journeys. Not to mention that it just feels good to be part of a community of people who love words, grammar, and punctuation as much as you do!

Wrapping Up

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Congratulations on finishing this guide! Let’s review the steps you’ll need to take to become a professional copy editor:

  1. Learn the ropes by studying The Chicago Manual of Style and other helpful books and websites and possibly taking a paid copyediting course.
  2. Pick a niche by considering your strengths and interests.
  3. Gain experience by editing for friends and family members, writing groups, and/or organizations in exchange for testimonials.
  4. Find clients through your personal marketing efforts and freelance platforms.
  5. Grow your network through conferences, groups, and forums for editors.

These are the steps I’ve followed that have led me to an extremely fulfilling career as a copy editor that has become more profitable every year. In a world where so many people are looking for some extra income to get by as prices rise all around us, I’ve been so grateful to have copyediting as a flexible, work-from-home career that has allowed me to support myself and my family.

In closing, I wish you the very best as you pursue the editor’s journey! It’s a wonderful journey to pursue!

PS: If you enjoyed this guide and found it helpful, please share it with others! And if you have any questions or feedback, please don’t hesitate to reach out to me at lizkauthor@gmail.com—I’d love to hear from you!

© 2024 Liz Kazandzhy