Editor is a funny word. Until I was looking for an editor for my dissertation, I didn’t realize how many different types of editors there are. Below I’ll describe what each type of editor does and how they support academics throughout their careers.
Some faculty may not realize that many of their colleagues hire various sorts of editors. When I first started as an academic, I had no idea that faculty got editorial assistance throughout their careers. I thought successful academics just… wrote perfectly the first time. Spoiler alert: they don’t!
After looking at our own work for the weeks and months it takes to draft, we lose our ability to catch mistakes because we read what we meant to say rather than what the draft actually says. This is why, even though I understand the editorial process well, I still hire editors for my own writing. I’ve hired editors for articles, book proposals, grant proposals, and other works along the way.
There is no shame in getting an editor for your work at any stage that will help you improve it! Read on to learn about the various types of editors I’ve worked with throughout my career.
Copy Editor
When most people think of an editor, this is probably what comes to mind: a person who reads your work, red pen in hand, and corrects “all of the mistakes.” Copy editors focus on sentence and word-level errors in a manuscript. They make sure you’ve used the correct “their” (they’re, there), spelled words correctly, and used proper punctuation.
In addition, copy editors help you eliminate other problems in your text. For example, an effective copy editor will spot potentially offensive (i.e., sexist, ableist, racist) language and recommend revisions. They’ll also be on the lookout for redundancies, clichés, and passive or unclear constructions.
Many copy editors can also ensure your document conforms to submission guidelines for your target journal. They may review table formatting, citations, heading styles, margins, and page number placement.
When to Seek a Copy Editor
Because copy editors work at the sentence and word level, it’s best to engage them at the end of the project after all major revisions are complete. I usually hire a copy editor when I feel like my work is “almost ready” to submit for peer review. I let them check for those “pesky” final details and adjustments.
Once I get my copy-edited document back, I review all the changes and accept or reject the suggestions. I usually accept almost all of them. Then I send my document off for review.
Even though this is the last step before submitting a paper for peer review, I mention it first because this is what I used to think all editors did—and what many of my colleagues think all editors do.
Line Editor
Line editing is similar to copy editing, and many editors provide both services. Whereas copy editing is primarily concerned with sentence and word-level editing, line editing aims to improve paragraph and sentence-level aspects of a text. There is some overlap between the two types of editing.
When I first hired an editor for my dissertation, I didn’t really know what to expect. I’d never worked with one before. My dissertation editor occasionally commented on grammatical or sentence-level errors (copy editing), but most of what she did was point out when my writing was unclear. Sometimes she recommended revisions; other times she asked questions to seek clarification. She identified when the organization of a paragraph could be improved and when I used terms inconsistently throughout my draft. This type of editing is usually classified as line editing.
When to Seek Line Editing
Line editing is often provided along with other types of editorial services (see copy editing above and developmental editing below). That doesn’t mean it always happens at the same time as other services. Because it focuses on writing at a broader view than copy editing but at a more discrete level than developmental editing, you may seek this type of editing as an intermediary step.
Most of the time when I hire an editor for a journal article or book chapter, I hire someone to do both copy editing and line editing simultaneously. You may prefer these edits completed separately, with line edits followed by your revisions, and then a final round of copy edits.
The “Last Stop” Editors
Before we discuss developmental editors (who often come in first), let’s clarify two types of editors you’ll interact with who don’t provide the same kind of hands-on manuscript support.
Journal Editor
If you’ve ever submitted an article for review, you’ve interacted with this type of editor—or maybe their associate or assistant.
Often, because the word “editor” is in this job title, new scholars may think this person will provide services similar to a copy or line editor. Generally, journal editors do not provide editorial services in the ways we’ve been discussing.
A journal editor’s primary responsibility lies in soliciting articles for possible publication, determining if an article meets minimal standards for peer review, sending articles for peer review, and then determining—based on peer review—the outcome of submitted articles.
This person makes final decisions about which articles are accepted, accepted with major/minor revisions, or rejected. The journal editor also manages the revise-and-resubmit process and often schedules accepted articles for publication.
Acquisitions Editor
Similar to journal editors, acquisitions editors are not generally directly involved in helping you improve your manuscript.
Acquisitions editors work for book publishers, and their primary aim is to identify books the press may want to publish. An author usually submits a book proposal to the acquisitions editor at a publisher. If the acquisitions editor feels the book is a good fit for the press and has potential, they’ll discuss it among colleagues at the press. This editor will send the book proposal (or entire manuscript) out for peer review, then manage sharing reader reports with the author. The acquisitions editor shepherds the project through the press to a contract.
To learn more about talking to acquisitions editors, check out this informative post by Laura Portwood-Stacer or her book The Book Proposal Book.
Developmental Editor: Often Your First Stop
A developmental editor works at the level of the manuscript as a whole. Developmental editors may come very early in a process—before you’ve completed a full draft—or after you’ve received peer reviews.
Developmental editors assess the argument, evidence and analysis, structure, and style of a manuscript. After their assessment, they’ll recommend specific revisions. They’ll keep in mind your publication and career goals and revision timeline.
The assessment and revision plan usually takes the form of a multi-page editorial letter. It may also include in-text comments and suggestions throughout your document.
When to Get a Developmental Editor
Developmental editors can be involved at different points in your writing process. Here are just a few times you might want to engage a developmental editor:
- You’re trying to turn part of your dissertation into an article
- You’re transforming your dissertation into a book
- You’re writing a grant proposal
- You have a book proposal that you want to be as strong as possible
- You’ve got peer review notes and feedback, but you’re not sure how to address it
- You’ve got a general idea for what you want to publish and some writing, but you’re not sure how to turn it into something publishable
In addition to specific points in the publication journey, you might also want to hire a developmental editor if:
- You’d like support ensuring your argument is clear and serves as a through-line for the entire manuscript (whether an article, chapter, or entire book)
- You want to make sure you’ve given sufficient evidence for your claims and argument, and that your analysis is clearly explained
- You want to structure the manuscript to guide your reader on a path through your work
- You want to convey confidence and competence without being condescending or alienating
I’ve contracted developmental editors for book proposal writing and grant proposals. Most of my developmental editing experience, however, has been with journal articles and book chapters for compiled volumes.
Coaching as a Complement to Developmental Editing
Sometimes what you need isn’t someone to edit your draft—it’s someone to help you think through your ideas, structure your argument, or develop a strategic approach to your writing project. This is where coaching can be incredibly valuable.
Through coaching, you can:
- Develop and clarify your ideas before you start writing
- Create a strategic plan for your book proposal or article
- Think through how to respond to peer review feedback
- Identify the strongest structure for your argument
- Make decisions about what to include or cut from your manuscript
- Build systems for managing complex writing projects
Coaching differs from developmental editing in that we’re working with your thinking process rather than your written draft. Some faculty find this helpful before engaging an editor—getting clear on their direction first makes the editorial process more efficient. Others use coaching alongside editing, using coaching sessions to think through revision strategies based on editorial feedback.
If you’re in the early stages of a project, struggling with structure, or trying to figure out how to respond to feedback, coaching might be the right starting point. You can always engage an editor later once your draft is more developed.
Learning More About Developmental Editing
For an in-depth conversation about working with developmental editors, I highly recommend watching my interview with Hannah de Keijzer, a non-fiction book coach and editor. In our conversation, Hannah shares valuable advice about navigating the editing process, finding the right editor for your project, and reframing editing as a nourishing experience that enhances your writing.
Understanding the Process and Costs
Of course, you don’t need to engage an editor for support with your project. Some people never get editorial assistance beyond journal editors and publishers. Many people swap papers with a colleague to get feedback on their work. I’ve done this lots of times myself.
However, hiring a professional who’s getting paid to support you and your project is a valuable investment in your career that I’m willing to make. Here’s what to consider:
Booking an Editor
Some editors have a completely asynchronous booking process. You’ll send an email or submit a form with information about your project, and they’ll give you an estimate. Then you’ll set deadlines for when you’ll send them your work to book time on their calendar. They’ll do the work and send it back to you.
Other editors offer initial Zoom meetings to learn about your project and what you’re hoping to get from the editor. They may also offer a follow-up Zoom consultation to discuss the editorial letter.
Some editors book their calendars based on projects they’ve committed to working on. In this case, authors are expected to provide a manuscript at or before the assigned calendar slot (usually a one- or two-week timeframe, depending on the type of editing and length of the project). Other editors work on a first-in-first-out (FIFO) basis. This means that when you submit your work, you’ll be in line waiting for the editor to finish their other work before they get to your project.
Consider how you’d feel most comfortable working. It’s always a good idea to get recommendations from colleagues who’ve had good experiences with editors when you’re looking for your own.
The Editorial Process
After finding the editor you need (word of mouth is an excellent way to begin), you’ll submit your document, usually in MS Word or Google Docs format. The editor will use the track-changes and commenting functionality to edit your document so you can clearly identify the recommended changes.
It’s important to note that with any type of editor, they may not be an expert in your field, so you should review their work to ensure everything is correct and communicates what you want to say to your readers.
Expected Investment
The Editorial Freelancers Association (EFA) provides median rates for various types of editing on their website. These are medians and may not accurately reflect rates for editing services in your area, or if your work is highly technical or specialized, since that takes additional time. Editors may price their services by manuscript word count, pages (250 words/page), hourly, or in some other way. Rates also vary significantly based on the editor’s experience and specialization.
Generally, copy editing is less expensive than line editing, which is less expensive than developmental editing.
Academic articles or book chapters editing costs:
- Copy and line editing: expect to invest $150-400
- Developmental editing: expect to invest $400-800
Book proposal editing costs:
- Developmental editing with coaching: expect to invest $800-3000, depending on the level and type of services (i.e., does it include regular coaching and consultations)
Full book manuscript editing costs:
- Costs vary widely based on length and complexity, but expect developmental editing to be a significant investment in your academic career
Many editors accept institutional payments, so you might be able to pay with grant funds, start-up funds, or other professional institutional funding. The editor will want confirmation from your institution that payment is approved before beginning work.
Often, especially if it’s the first time you’re working together and you’re not using institutional funds, you’ll need to pay your invoice before the editor sends you their work. Some editors will require a deposit to book time in their editorial calendar, and then you’ll pay the rest when they’ve completed the work.
Finding the Right Editor for Your Project
Finding a good editor is crucial to a positive experience. Here are the best ways to find qualified editors:
Word of mouth: Ask colleagues in your field or discipline who they’ve worked with and would recommend. This is especially valuable because you’ll get honest feedback about responsiveness, quality, and working style.
Faculty-focused groups: Many online communities for academics share editor recommendations. Look for discipline-specific groups or general academic writing communities on social media platforms.
Professional organizations: The Editorial Freelancers Association maintains a directory of editors, and many academic professional associations have resources for finding editors with expertise in your field.
Academic writing support services: Some universities maintain lists of recommended editors, particularly for graduate students and early-career faculty.
When you contact potential editors, don’t hesitate to ask questions about their process, timeline, experience with your type of document, and familiarity with your field. A good editor will be happy to discuss how they work and whether they’re the right fit for your project.
Next Steps
Understanding the different types of editors and when you might need each one is an important part of managing your academic writing projects effectively. As you plan your writing timeline—whether for an article, book proposal, or other scholarly work—consider building in time and budget for appropriate editorial support.
Remember: using an editor isn’t a sign of weakness; it’s a strategic decision that successful academics make throughout their careers. The right editorial support at the right time can make the difference between a rejection and an acceptance, or between a good piece and a great one.
Additional Resources
- Watch my interview with Hannah de Keijzer about working with developmental editors
- Hannah’s book: How to Enjoy Being Edited
- Editorial Freelancers Association: Rate guidelines and editor directory
- Laura Portwood-Stacer’s guidance in The Book Proposal Book or Make Your Manuscript Work
If you’re struggling with managing your writing projects or need support developing systems for your scholarly productivity, that’s where coaching can complement editorial services. While editors help polish your work, coaching helps you create the systems and strategies to get that work done in the first place. Feel free to explore my coaching services or reach out with questions about how to approach your next writing project.
About the Author: Dr. Kimberly J. Hale, ACC, is a faculty success coach who helps academics create sustainable systems for productivity and career advancement. With over 15 years of experience in higher education and extensive work with faculty evaluation and development, she supports faculty in navigating the complexities of academic life.