When it comes to writing, the real magic often happens in the editing stage. Editing isn’t just about fixing typos; it’s a transformative process that brings clarity, flow, and polish to your copy. Here’s a closer look at how to approach editing with a professional touch, using practical steps and tools while staying grounded in the essentials.
Step 1: Start by Reading Out Loud
One of the simplest yet most powerful editing techniques is reading your copy out loud. This step reveals the natural rhythm (or lack thereof) in your sentences and helps you catch awkward phrases that may trip up readers. It’s like hearing the words for the first time, allowing you to notice where the message flows and where it might feel stilted or overly complex.
Reading out loud is especially useful for pinpointing sections that are too long, too wordy, or just not hitting the mark. If you stumble over a sentence or phrase, it might need simplification or rewording.
Step 2: Leverage Tools (But Don’t Depend on Them)
Tools like Grammarly or Hemingway Editor are excellent for a first pass. They can catch obvious errors in grammar, spelling, and sentence structure, providing a useful layer of polish. However, these tools have limitations—they often miss the subtle aspects of style, tone, and brand voice. Over-reliance on automated tools can result in copy that feels overly sanitized or lacking in personality.
So, while these tools are helpful, remember that the human touch is essential for refining voice and ensuring consistency.
Step 3: Check for Structure and Flow
Editing is as much about how ideas are organized as it is about the words themselves. Ensure each section logically flows into the next, building a smooth narrative that takes the reader on a journey. Ask yourself:
Strong structure allows readers to easily digest your content, keeping them engaged from start to finish.
Step 4: Cut Redundant Words and Overly Complex Sentences
Editing is the art of making words work harder. Redundancies and over-complicated sentences dilute your message, so aim for simplicity. Remove filler words or phrases that don’t add value, and be on the lookout for any language that feels convoluted. Clear, concise copy enhances readability and strengthens the impact of each sentence.
Example:
Before: “In order to make sure that the product is performing effectively, we conduct regular assessments on a monthly basis.”
After: “We conduct monthly assessments to ensure product performance.”
Step 5: Maintain Consistency Across the Board
Consistency builds credibility. Keep an eye on stylistic choices—are you sticking with Canadian spelling throughout? Are your formatting and punctuation consistent? Small details make a big difference in creating a polished, professional look that reinforces your brand identity.
Step 6: Refine the Tone and Style
Editing is also about fine-tuning your voice. Ensure the copy sounds like your brand and resonates with your audience. If you’re aiming for friendly and approachable, adjust any overly formal language. If the goal is to be authoritative, watch for casual phrasing. This final refinement is where your brand’s personality can truly shine through.
Step 7: Take a Break, Then Proof One Last Time
Before you publish, take a break from the piece. Returning with fresh eyes allows you to catch any last-minute errors you might have missed. A quick final read-through can make the difference between a good copy and a flawless copy.
At TDG Marketing, we believe that great copy is all about the details. From catching the smallest errors to refining the overall message, we put our editing process to work for you—transforming words into powerful connections with your audience. Let us handle the editing so you can focus on what matters: growing your business with confidence.