Louise Harnby | Crime Fiction and Thriller Editor
  • Home
  • Resource library
  • Services
  • Courses
  • Books
  • Podcast
  • Blog
  • Training login
  • Contact
The Editing Blog: for Editors, Proofreaders and Writers

FOR EDITORS, PROOFREADERS AND WRITERS

The fiction proofreading and line-editing process

4/4/2021

4 Comments

 
​This outline of the proofreading, copyediting and line-editing process is one way of organizing your editorial workflow rather than bowling straight into a project.
The fiction proofreading and line-editing process
Picture

​What follows is my process – the steps I take and the order in which I take them. That doesn’t mean it’s THE process! You might prefer to organize yourself differently.
​

Editorial business parameters

My business model might look very different to yours. Here’s what you need to know about me when considering the process I outline below.
​
  • I work on raw-text files in Microsoft Word.
  • I work directly with crime fiction, thriller and mystery writers. I might be the only editorial person the author’s worked with.
  • I work only on fiction so my editing projects are straight text.
  • Most of my projects require line editing rather than proofreading.
  • Even when hired to proofread, I tend to work on raw-text files rather than designed PDF or hardcopy page proofs.
  • Unless otherwise agreed (and billed for), a project involves a single pass.
    ​

Proofreading designed page proofs 

I no longer work on designed page proofs (PDF or hardcopy), but at the point in my career when I did, I used the checklist below.
Picture
THE PROOFREADING CHECKLIST
​My preference is to carry out each check discretely so that I can focus on the specific task in hand rather than trying to spot different kinds of errors at the same time. 

A free copy is available when you sign up to The Editorial Letter.
TAKE ME TO THE CHECKLIST

​Step 1. Project legalities

I carry out the project legalities as soon as the author and I have agreed to work together and decided on the project's time frame.
​
This part of the process protects me and my client, and ensures we have a mutual understanding of the project’s terms and conditions.
WHAT I DO
Picture
  • Ask the client to complete the booking form and agree to the terms and conditions
  • Issue an invoice for the deposit
  • Ask the client to fill in an Author Preferences form
  • Check the signed contract is in order
  • Add the project details to my schedule
SHOW ME THE FORM
SHOW ME A SCHEDULE TEMPLATE

Step 2. File checking and organization

This work takes place as soon as the book file arrives. The checks ensure I can find the material, and that it’s usable when it’s time for the edit to begin.
WHAT I DO
  • Create a project folder
  • Check the book file can be opened and is readable
  • Check the page count to confirm that all the content is available
  • Save a copy of the project file with a unique name, eg Smith-LH-Edit-020421-v1
  • Place the original and the copy in the project folder

Step 3. Template creation

This part of the process helps me get organized. I do it before the edit begins.
WHAT I DO
  • Customize my style-sheet template and assign a unique name
    (eg Smith-LH-style-020421-v1)
  • Customize my report template and assign a unique name
    ​(eg Smith-LH-report-020421-v1)
  • Save the templates to the project folder
Picture

Step 4. Technical setup

Next up is some technical setup related to Microsoft Word.
WHAT I DO
  • Open the book file and make sure Track Changes is switched on
  • Check that the VisibleTrackOff macro is functioning. This ensures I never forget I’ve switched off Track Changes temporarily
  • Open Word’s Set Proofing Language function to ensure it’s recognizing the appropriate version of English
  • Uncheck the ‘Do not check spelling or grammar’ box

Step 5. Styles

Now it’s time to assess the book file’s styling. Even though an interior formatter might work on the design at a later stage, I want to ensure that the different elements are formatted consistently.
​
Word’s styles palette is the tool of choice. If I decide to make changes, I can amend the style rather than trawling through the entire book file line by line.
STYLES I TYPICALLY SET UP
  • Title
  • Author
  • Chapter headings
  • Subheadings
  • Full-out first lines
  • Indented paragraphs
  • Section breaks
  • Other elements (eg texts, letters, diary entries)
Picture
TAKE ME TO THE FREE WEBINAR

If I’m line editing, the author might have done some or all of this work. If I’m proofreading, another editor might have done it.

After I’ve set up the styles, I apply them to the book file.
​ 

Step 6. Chapter sequence check

Now that my chapter headings are styled, I can locate them in Word’s navigation pane and ensure the numbering is correct.
​
It’s not uncommon for authors to shift chapters around, and that’s where problems slip in.
WHAT I CHECK
  • That the chapters are sequenced correctly
  • That there are no chapters with the same number
  • That there are no missing chapter numbers
  • That the headings, subheadings and first-paragraph indents are styled properly

Step 7. Front-matter check

I like to cast my eye over the front matter separately from the main edit. 
​
The most exciting part of the project for me is the edit itself, so doing mundane but critical technical checks separately ensures my eye’s on the ball and I'm not making assumptions.
WHAT I TYPICALLY CHECK
  • ISBN filled in (if available)
  • Author name correct
  • Title correct
  • Publication date correct (if available)
  • Copyright
Picture

Step 8. Macro run and style-sheet build

Next, I run a selection of pre-edit macros.
​
Editors use all sorts of different software and tools to complement their eye depending on the issues they need to check, the material they’re working on, and their clients’ needs.

The macros I've listed below are not what you must use; they’re just my preferences.
Picture
MACROS I TYPICALLY RUN
  • PerfectIt (Intelligent Editing)
  • PropernounAlyse (Paul Beverley)
  • CompareWordList (Allen Wyatt)
  • GetSpellingErrors
SHOW ME MACRO RESOURCES

I use what I learn to start filling in the project’s style sheet.
​
At this stage I’m making early decisions about spelling, hyphenation, capitalization and proper noun usage, and noting any red flags.
RED FLAGS INCLUDE
  • Inconsistent character names
  • Characters with similar or the same names
  • Inconsistent spelling of place names
  • Language that’s prejudicial or misrepresentational

Even if I locate problematic language, I’ll not make any decisions about what needs to be done until the contextual edit begins and I can review it within the wider story arc. At this point, I'll just highlight.

I’ll also record initial observations that are key to the line edit.
INITIAL OBSERVATIONS
  • Narration style (e.g. first or third person)
  • The novel’s base tense (eg past, present)
  • The author’s preferences (expressed via the Author Preferences form or email)

Step 9. The edit

Now it’s time to begin editing. This is the fun bit, what I've been hired for! It's the non-technical part of the job but the most time-consuming.

I work through the book file line by line and edit according to the agreed scope of the project.
WHAT I DO
  • Directly edit the text
  • Type comments in the margin with indicators to relevant sections in the report
  • Add information to the style sheet
  • Add examples from the book file to the report where appropriate
Picture

Step 10. The part-way PerfectIt check

One third of the way through the line edit, I run PerfectIt again.

That’s because I’ll have made many new style choices that affect, for example, spelling, capitalization and hyphenation, ones that I didn’t pick up during my pre-edit macro run.
BENEFITS
  • A part-way PerfectIt check does the heavy lifting, allowing me to locate additional inconsistencies quickly.
  • The more mundane technical work the software does, the fewer distractions for me while I’m editing for sense and sensibility.

Step 11. The technical tidy-up

When the edit is complete, I carry out another round of checks for layout, consistency, spelling and grammar – a final technical tidy-up to that ensures everything’s spit spot. A little Mary Poppins never hurt anyone!
WHAT I DO
  • Run PerfectIt again
  • Run Word’s Editor and review its grammar and spelling suggestions
  • Remove any unnecessary highlighting
  • Review my comments for clarity
  • Double check for rogue double spaces, and spaces at the beginning and end of paragraphs using Find/Replace
Picture

Step 12. Style sheet check

Next, I review the style sheet to ensure that it’s fit for purpose.
WHAT I DO
  • Check that my notes make sense
  • Remove spelling and grammatical errors
  • Remove highlighting
SHOW ME A TEMPLATE
Picture

Step 13. Create the editorial report

​Now I create my editorial report. I use a detailed template that’s already populated with client-friendly summaries of the theory behind the edits (accessible via my course How to Write the Perfect Fiction Editorial Report).
WHAT THE REPORT INCLUDES
Picture
  • An introduction that outlines the content
  • Any red flags I need to alert the author to
  • A narrative analysis (explanation, evaluation, and guidance)
  • An analysis of the dialogue (explanation, evaluation, and guidance)
  • A layout review
  • A summary

Step 14. Delivery and invoicing

Finally, I prepare the files for my client. It's time to show them what I've done and why I've done it!
WHAT I INCLUDE
  • The edited book file with all tracked changes and comments
  • The edited book file with all changes accepted but comments still showing
  • The edited book file with all tracked changes accepted and comments removed
  • A PDF of the style sheet
  • A PDF of the editorial report
Picture

After I’ve emailed the files, I issue an invoice for the outstanding fee. Some editors choose to send the files only after all monies have been paid. How you do it is for you to decide.
​ 

Wrapping up

So that's my way. I hope it'll help you streamline your process if you're unsure where to start.

Just bear this in mind: There's no one best way. We all work differently, and there are multiple ways to edit efficiently and productively.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with crime, mystery, suspense and thriller writers.

She is an Advanced Professional Member of the Chartered Institute of Editing and Proofreading (CIEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast.

FIND OUT MORE
> Get in touch: Louise Harnby | Fiction Editor & Proofreader
> Connect: Twitter at @LouiseHarnby, Facebook and LinkedIn
> Learn: Books and courses
> ​Discover: Resources for authors and editors
4 Comments
Tom
5/4/2021 10:45:23 am

Thanks for this. This is a perfect process for me to adopt.

Reply
Celise link
6/4/2021 11:21:30 pm

Thanks for posting this. So, you do these steps even when you're JUST proofreading?

Reply
Louise Harnby
7/4/2021 09:37:05 am

Pretty much, Celise, though I don't do a such a detailed report at proofreading stage.

Reply
Dover Whitecliff
30/4/2021 01:23:42 pm

Thank you so much. Especially for the tip about the Word styles for chapter checks. That will be a huge time saver!

Reply



Leave a Reply.

    BLOG ALERTS
    If you'd like me to email you when a new blog post is available, sign up for blog alerts!
    Proofreading stamps
    ALERT ME!
    WHAT DO YOU NEED?
    • Training courses
    • ​Books and guides
    • Editor resources
    • Author resources
    • ​Monthly newsletter
    Picture
    SIGN ME UP
    PDF MARKUP
    Proofreading stamps
    AUTHOR RESOURCES
    Proofreading stamps
    EDITOR RESOURCES
    Proofreading stamps
    BOOKS FOR EDITORS AND WRITERS
    Picture
    Picture
    Picture
    Picture
    MORE BOOKS
    TRAINING COURSES FOR EDITORS
    Picture
    Picture
    Picture
    Blogging for Business Growth course
    MORE COURSES
    TESTIMONIALS

    Dare Rogers

    'Louise uses her expertise to hone a story until it's razor sharp, while still allowing the author’s voice to remain dominant.'

    Jeff Carson

    'I wholeheartedly recommend her services ... Just don’t hire her when I need her.'

    J B Turner

    'Sincere thanks for a beautiful and elegant piece of work. First class.'

    Ayshe Gemedzhy

    'What makes her stand out and shine is her ability to immerse herself in your story.'

    Salt Publishing

    'A million thanks – your mark-up is perfect, as always.'
    TESTIMONIALS

    CATEGORIES

    All
    AI
    Around The World
    Audio Books
    Author Chat
    Author Interviews
    Author Platform
    Author Resources
    Blogging
    Book Marketing
    Books
    Branding
    Business Tips
    Choosing An Editor
    Client Talk
    Conscious Language
    Core Editorial Skills
    Crime Writing
    Design And Layout
    Dialogue
    Editing
    Editorial Tips
    Editorial Tools
    Editors On The Blog
    Erotica
    Fiction
    Fiction Editing
    Freelancing
    Free Stuff
    Getting Noticed
    Getting Work
    Grammar Links
    Guest Writers
    Indexing
    Indie Authors
    Lean Writing
    Line Craft
    Link Of The Week
    Macro Chat
    Marketing Tips
    Money Talk
    Mood And Rhythm
    More Macros And Add Ins
    Networking
    Online Courses
    PDF Markup
    Podcasting
    POV
    Proofreading
    Proofreading Marks
    Publishing
    Punctuation
    Q&A With Louise
    Resources
    Roundups
    Self Editing
    Self Publishing Authors
    Sentence Editing
    Showing And Telling
    Software
    Stamps
    Starting Out
    Story Craft
    The Editing Podcast
    Training
    Types Of Editing
    Using Word
    Website Tips
    Work Choices
    Working Onscreen
    Working Smart
    Writer Resources
    Writing
    Writing Tips
    Writing Tools

    ARCHIVES

    July 2025
    June 2025
    May 2025
    April 2025
    March 2025
    February 2025
    January 2025
    November 2024
    October 2024
    September 2024
    August 2024
    July 2024
    June 2024
    May 2024
    April 2024
    March 2024
    October 2023
    August 2023
    July 2023
    June 2023
    May 2023
    April 2023
    March 2023
    January 2023
    December 2022
    November 2022
    October 2022
    September 2022
    August 2022
    July 2022
    June 2022
    May 2022
    April 2022
    March 2022
    February 2022
    January 2022
    December 2021
    November 2021
    October 2021
    September 2021
    August 2021
    July 2021
    June 2021
    May 2021
    April 2021
    March 2021
    February 2021
    January 2021
    December 2020
    November 2020
    October 2020
    September 2020
    August 2020
    July 2020
    June 2020
    May 2020
    April 2020
    March 2020
    February 2020
    January 2020
    December 2019
    November 2019
    October 2019
    September 2019
    August 2019
    July 2019
    June 2019
    May 2019
    April 2019
    March 2019
    February 2019
    January 2019
    December 2018
    November 2018
    October 2018
    September 2018
    August 2018
    July 2018
    June 2018
    May 2018
    April 2018
    March 2018
    February 2018
    January 2018
    December 2017
    November 2017
    October 2017
    September 2017
    August 2017
    July 2017
    June 2017
    May 2017
    April 2017
    March 2017
    February 2017
    January 2017
    December 2016
    November 2016
    October 2016
    September 2016
    June 2016
    May 2016
    April 2016
    March 2016
    February 2016
    January 2016
    December 2015
    November 2015
    October 2015
    September 2015
    July 2015
    June 2015
    May 2015
    March 2015
    February 2015
    January 2015
    November 2014
    October 2014
    September 2014
    August 2014
    July 2014
    June 2014
    March 2014
    January 2014
    November 2013
    October 2013
    September 2013
    August 2013
    June 2013
    February 2013
    January 2013
    November 2012
    October 2012
    September 2012
    August 2012
    July 2012
    June 2012
    May 2012
    April 2012
    March 2012
    February 2012
    January 2012
    December 2011

    RSS Feed

Alliance of Independent Authors
Picture
Picture
CIEP Advanced Professional Member
The Publishing Training Centre
INFO ABOUT ME
About Louise
Bio page and business profile
Contact form
Louise's fiction
​Portfolio 
Privacy policy
Professional Practice Code
Qualifications
Terms and conditions
INFO FOR INDIE AUTHORS
​Why choose Louise?
Editorial services
Books and guides
Contact form
​Free resources
​Order form for books
Self-editing book
Testimonials
Transform Your Fiction series

Want to sign up to my monthly newsletter, The Editorial Letter? 
INFO FOR EDITORS
​1:1 business consultations
Books and guides
​​Business Skills for Editors series
Free resources
Order books and courses
​The Editing Podcast
​The Editing Blog
Training courses
Transform Your Fiction series
Gift vouchers for editors and proofreaders
© 2011–2025 Louise Harnby
  • Home
  • Resource library
  • Services
  • Courses
  • Books
  • Podcast
  • Blog
  • Training login
  • Contact