If you want, I can format your document without copy-editing it, but I need to format it first.

The difference between light, medium and heavy copy-editing

A light copy-edit (permitted for examinable work) is equivalent to a proofread, where the quality of the text is good (competently written, good command of language, structure, and content), having been written by a competent author.

A medium copy-edit (permitted for examinable work) contains more mechanical errors (eg, grammar, spelling, punctuation) and inconsistencies. Sometimes called copy-editing or line editing.

A heavy copy-edit contains mechanical errors, but content errors and structure (sentences, paragraphs, sections) will need a much more substantial intervention. Sometimes called substantial editing.

The following is permitted in copy-editing examinable texts:

• Ensuring clarity of expression and flow of text.
• Reducing ambiguity, wordiness and needless repetition or drawing the author’s attention to it.
• Introducing clear and logical connections between phrases, clauses, sentences, paragraphs and sections.
• Correcting errors of grammar, spelling and punctuation.
• Ensuring the appropriate use of idiom, style and tone.
• Making sure that technical and specialised terminology is used correctly, including discipline-specific terms, abbreviations and units of measurement.
• Imposing consistency in the presentation of illustrations, diagrams and other display items.
• Establishing consistency of basic formatting to meet style guide requirements (eg, italic, bold, font size and style).
• Checking and correcting the reference list according to the prescribed style (copy editors do not check the accuracy of the bibliographic information).
• Cross-checking the references (often an additional service) between text/notes and reference list.
• Commenting on layout, captions and labels of images, and limited formatting of tables.
• Copyediting includes proofreading and formatting.

Because theses and dissertations are for examinations, I cannot ethically write anything new in them. I can only rearrange the author’s original text.

My proofreading services include checking to ensure that all the elements of the academic paper are complete, consistent and correctly placed, including checking as necessary:

• completeness of all parts of the thesis,
• correct use of grammar, spelling and punctuation,
• consistency in the use of language, style, terminology, numbers, symbols, shortened forms, capitalisation, italics and other mechanics of text,
• consistency in the presentation of illustrations and tables,
• consistency in the format and layout according to the specified style (eg, headings, font size, line spacing), and
• conformity of references and citations to the specified style.

Proofreading applies to the near-final draft of a document.

Proofreading always follows copy-editing. If I am asked to proofread, the paper should already be edited.

A good first impression of a document (what it looks like) is as important as its content. A perfect layout – without any errors or typos – will make your audience take you seriously and want to read your work.

This is called technical editing, which requires a lot of conscientious nitpicking (otherwise referred to as ‘a search for excellence’ – or OCD!). My job is not finished until every ‘i’ has been dotted and every ‘t’ crossed.

I believe formatting should be completed before copy-editing, as it makes it much easier for me to work with the document. It looks professional and is much easier for examiners to navigate; this is a technical issue, not an academic one. 

HOW do I format an academic document?

Here is my checklist of the 14 steps I take:

1. Save the original document under a new name as a template.
2. Have the formatting style guide of the client’s institution handy, open to the page layout requirements.
3. Switch off the Track Changes before formatting (the author does not need to approve compliance with institutional requirements).
4. Set page size and margins.
5. Set font.
6. Set page numbering.
7. Sweep 1. Apply headings.
8. Sweep 2. Format figure captions.
9. Sweep 3. Format table captions.
10. Format tables of contents.
11. Bookmark abbreviations and definitions.
12. Cross-check references with in-text citations.
13. Format tables.
14. Check figure format.

Available as an optional add-on service after copy-editing

Notes

• Prices are based on the final, edited manuscript

• Includes one round of layout corrections

• Substantial text changes after typesetting may be charged separately

• Formatting does not include content editing or proofreading

While I can point out issues related to the student’s attention, I am not permitted to make corrections to the content, substance, or structure of the work being examined.

I am also not responsible for identifying content-related problems, such as fact-checking, proper referencing, or plagiarism. However, if I do notice any such issues, I may suggest that the student review the university’s guidelines and seek assistance from their supervisor.

Upon receiving the initial payment (deposit) to secure my services, I begin the first edit. In this stage, I activate Track Changes and review the grammar, punctuation, spelling, logic, and overall flow. Since theses and dissertations are submitted for examination, I cannot ethically write any new content in them. My role is limited to rearranging your original text.

During the first round of editing, I usually have questions (noted as comments) that need your attention or suggestions that require your input. I also use comments to clarify any changes I’ve made. Once I finish this initial edit, I will return the document to you for your approval. After you review it, please send it back to me for a final check of the text and any modifications.

A second round of editing is often necessary because the document may appear significantly different after you make your changes and address any outstanding issues.

Once the editing is complete, I will send you my final invoice based on the original word count. After receiving the final payment, I will email you both the edited document and a PDF version.

Additionally, I will provide an editing certificate to highlight the professional quality of your work while ensuring that your unique voice shines through.

If any further updates are needed, I will make those revisions at no extra charge. For example, if your supervisor requests changes, I will update the Table of Contents before the final document is submitted.

Rates per Word

Per Page vs Per Word

I believe that a rate based on word count is fairer than a rate per page. A word rate excludes the space around figures and tables and accounts for variations in font and margin sizes.

Most universities specify that a thesis or dissertation should have 2.5 cm margins, 1.5 line spacing, and a font size of 11 pt Arial or 12 pt Times New Roman. I have used these specifications as the basis for my calculation, which equates one page to approximately 400 words.

Duration

How long does it take? Note that these can only be estimated.

It averages an hour per page to edit and format a document. It generally takes

• 10 hours to format 100 pages,
• 70 hours to do the editing and proofreading,
• 20 hours to check 100 references.

This is a total of 100 hours for a 100-page document with 100 references.