5 Simple Ways To Edit Copy Like A Pro

Just as some people overindulge during the holidays, copy can suffer the same fate. Whether you are writing a guide, website or brochure, it’s essential to polish everything you write.
If you cram sentences, it’s time to cut back. Editing allows you to streamline copy and ensure it’s fit for publication. Less is more…
Edited copy should be:
Clear
Correct
Concise
Complete
Consistent
Apply the 5 Cs to your editing process, and you’ll produce polished, professional publications every time. What’s the first step? Which typical errors should you avoid? Writing ‘tight’ copy is a skill. Follow these suggestions to improve your style.
Give your copy a workout
Overloaded copy can ruin a publication. Just how do you reduce excess weight in your sentences? Start by cutting the flab.
Remove excess words
Words such as ‘that’ and ‘then’ don’t add value to a sentence. As soon as you remove them, the sentence tightens up. Read over sentences to check whether any words don’t need to be there. For example, do you pad out copy with unnecessary descriptions or pointless adjectives? Instead of using wordy phrases, try these alternatives:
Can help you (Helps)
Exhibits the ability to (Can)
At the moment we are offering (We offer)
Whether or not (Whether)
Arrived at a consensus (Agreed)
Check out the Paramedic Method in concise writing, developed by Richard Lanham. Works a treat…
2 Eliminate weasel words
In your quest for clear copy, it’s best to remove anything that makes you sound weak. Avoid phrases such as: is arguably, almost certain, will most likely, might possibly, perhaps, may, maybe.
3 Simplify
Long abstract words distract the reader. Aim to include more monosyllabic, direct words in sentences:
‘Help’ instead of ‘facilitate’
‘Get’ instead of ‘procure’
‘Buy’ instead of ‘purchase’
‘Carry out’ instead of ‘implement’
‘Work’ instead of ’employment’
Simple words are easier to read. And crucially, help your text flow. Stuck for words? Use a thesaurus. Nothing beats ‘The Synonym Finder’ J.I.Rodale.
4 Get to the point
Gobbledygook is rife in some industries. It’s when you write clunky, long-winded sentences stuffed with jargon and ‘lofty’ adjectives. In other words, waffle! Aim for plain English, keep sentence length to below 20 words, avoid acronyms. It can help to read copy aloud so you can ‘hear’ how it comes across to someone.
If anything sounds awkward or unclear, either remove or replace.
5 Check clarity and accuracy
Editing involves correcting spelling, grammar and punctuation errors. It also involves semantics – how meaning is conveyed. Both are important. To ensure meaning is clear, read copy carefully to check for any references that have double meanings or create confusion. Legendary comic Groucho Marx famously joked, “One morning I shot an elephant in my pajamas. How he got into my pajamas I’ll never know.” Did Groucho find an elephant in his pajamas?! Or was he wearing PJs when shooting? Even the word ‘shooting’ has several connotations these days. Always check you don’t mislead the reader.
Does professional writing make a difference?
Why use a professional writer? Clients often ask me to edit copy, concerned theirs doesn’t get the message across concisely. If unchecked, inaccurate, wordy copy can be disastrous for business.
Sales copy must persuade; informative text must be clear. If you’ve no time to self-edit copy, always ask a specialist to keep your professional image intact.
So before you puff up your sentences with imposing, long-winded phrases, remember simple words speak volumes…
Nikki Cooke is a freelance UK copywriter who puts words to work and businesses on the map. A whizzy SEO content writer, Nikki’s copy has created an explosion of business for those she’s worked for.
Successful writer and blogger, she also finds time to coach young people how to write.