On this page are definitions of some terms used in the editing and publishing industry.

These definitions can sometimes vary among locations and professionals working in the industry – these are simply the definitions of the terms as they apply to the work that I do.

Author

The person who has created the Work. Note that the Author and Client might be the same person. See also client.

Client

The person who engages the services of the Editor. Note that the Client and Author might be the same person. See also author.

Copyediting/language editing

Correcting spelling, punctuation and grammar; checking for consistency in usage, terminology and facts within the document(s); checking cross-references; inserting heading levels and noting approximate placement of elements such as art, tables and figures; editing tables, figures and lists. See also fact-checking, indexing, proofreading, substantive or structural editing.

Desktop publishing

Using appropriate design software to format or lay out a document(s) into a template developed by a designer; placing art; preparing the document(s) for various publication formats. If the Editor is required to create the design and template, this needs to be specified.

Developmental editing

Assisting the Author to develop their manuscript, often from an early draft but can be at any stage, to solve issues such as writing style, voice and tone, and plot and character development. This can be prior to, incorporated in or subsequent to a manuscript assessment, or substantive or structural edit.

Fact-checking, citation checking, reference checking

Checking if facts, quotations and references are accurate by finding the original sources. Specify whether the Author or Editor is responsible for checking the Work for any of these elements to ensure accuracy and currency. If the Author is responsible, the Editor may provide an additional but nominal level of checking, though not through finding original sources.

Formatting

Marking up text visually to express meaning (e.g., applying bold, line spacing, different typefaces).

Indexing

Preparing a list of words, phrases, subjects and concepts and their locators at final design stage (with pagination finalised) to provide a systematic hierarchical guide that helps readers navigate the text. Indexing is a specialised skill that not all editors offer. It requires the manuscript to be read and analysed from the point of view of how a reader will try to find content, and it should be priced as an additional cost if required.

Manuscript assessment (or appraisal)

Checking a manuscript to see what is required from the editing process or providing feedback about the overall content, structure and style of a manuscript without doing the editing. This usually entails providing in-text comments and a letter or report.

Mark-up, electronic coding, tagging

Adding codes to a manuscript that provide instructions to the designer.

Picture research

Sourcing suitable images to include in the Work. This can include all stages of the process – deciding which images are required; determining a suitable budget and negotiating fees for use; finding images and securing permission to use them; editing images; and writing credits and captions. Specify which of these tasks are the responsibility of the Author and which are of the Editor.

Production coordination

Coordinating and supervising the design, formatting and proofreading stages of a manuscript. This is an oversight role, where other people will be responsible for providing quotations and the detail of printer’s specifications, making changes, formatting and proofing.

Project management

Taking a project from proposal stage through to final manuscript, coordinating input from parties such as authors, consultants or reviewers. This can also include assistance with marketing and distribution.

Proofreading

Checking proofs of edited and laid-out or typeset material for typos and small errors, ensuring that the manuscript adheres to the design brief and that the editor’s corrections have been made. This may mean checking running heads and page numbers, cross-references and page breaks and carrying out copy-fitting. Specify which of these tasks the Editor is required to perform. See also copyediting/language editing, substantive or structural editing.

Rewriting

Writing material again using content supplied by the Author. This might be required of text that is multi-authored to ensure consistency of voice. If text flagged for copyediting requires rewriting, the Editor should make this clear to the Author before proceeding. This task is not permissible for PhD theses (see the Institute of Professional Editor’s Guidelines for Editing Research Theses).

Style sheet

A document containing the list of style decisions, which may incorporate spelling, capitalisation and hyphenation choices; how to treat numbers, currencies and measurements; and type and paragraph styles. Specify if the Author or Editor is to develop the style sheet. The Author may provide an initial style sheet to which the Editor contributes during copyediting, with final style decisions agreed between the parties.

Substantive or structural editing

Making sure that the manuscript’s structure, content, language and style suit its intended audience and that the text is logical, balanced and complete. Substantive editing can blur with copyediting; the Editor and Author should discuss these levels of editing so that each is clear about the requirements of the task. See also copyediting/language editing, developmental/project editing, manuscript assessment. This level of edit is not permissible for PhD theses (see the Institute of Professional Editor’s Guidelines for Editing Research Theses).

Third-party permissions

Finding the source of content and obtaining permission to use copyrighted material such as song lyrics, quotations from other texts, photographs, illustrations, cartoons, diagrams and maps. Specify whether the Author or Editor is responsible for ascertaining fees for and obtaining copyright permissions. The Author is responsible for paying any such fees.

Work

Any written material created by the Author as defined in the Letter of Engagement.