Which editorial service do you actually need? (And how to know you’re getting the right one)
The right level of editing will earn trust
You know your publications would benefit from another pair of eyes to make them clearer, more consistent and coherent, but you’re not sure where to turn or what editorial service you need.
Maybe your team writes in multiple languages, and/or your publications have multiple authors. Maybe English isn't everyone's first language and you’re concerned that inconsistencies will undermine the credibility of otherwise solid research.
Even the editorial terminology can be confusing. This article explains the difference between editing, copy-editing and proofreading, with real-world examples to give you a better understanding of when you might need them. It also explains how my approach to working with clients ensures you’re getting the right service at the right price.
Real-world examples of how you can get the right support (and better results)
It’s common to start with a rough idea of what you need, whether that’s a ‘proofread’, ‘an edit’, or ‘a quick check’, and still feel unsure. Once we talk through your audience, your goals, and what’s at stake, it becomes much easier to choose the right level of support (sometimes one service, sometimes a combination) so your content does what you need it to do.
You’re the expert in your field. You shouldn’t also have to be an expert in editorial services, too. My goal is simple: you get clear guidance on what will strengthen your message, protect your credibility, and help your readers understand and act without wasting time or budget on the wrong thing.
To get you there, I’ll ask a few targeted questions, review what you have, and point you to the most effective option, whether that’s proofreading, copy-editing, substantive editing, or developmental editing, based on what will make the biggest difference for your readers.
If you can write the content in English but want it to sound polished, natural, and professional, but without changing your meaning, then copy-editing is often the most cost-effective way to strengthen clarity, flow, and consistency.
How I help narrow things down
When you contact me, I’ll ask a few key questions so you get the right level of support, a clear scope, and an outcome you can feel confident publishing:
Who are you trying to reach? (Donors? Policymakers? Communities? Subject-matter experts? The general public?). So your tone, terminology, and level of detail fit your readers.
What format is it in? (Report? Website? Funding proposal? Campaign materials?). So the edit matches the conventions and expectations of that format.
What’s already working, and what’s getting in the way? So we focus effort where it will have the biggest impact.
What constraints do you need to work within? (Timeline? Budget? House style requirements?). So you get a realistic plan and no surprises.
These questions are there to make your life easier. They help pinpoint what will improve clarity and credibility fastest, so you get a recommendation that’s appropriate, cost-effective, and aligned with what you’re trying to achieve.
Examples from editing and proofreading projects I’ve worked on
For example, an NGO wanted a multilingual website so they could reach more people. As we looked at who they most needed to serve, it became clear they also wanted their values and services to be understood by people with learning disabilities or lower literacy levels, not just by readers comfortable with dense text and complex concepts.
So alongside translation, we added an easy-read version, making the content genuinely accessible and helping the organisation communicate with more of the people they were trying to reach.
Another team wanted a ‘quick proofread’ of an evaluation report so they could submit it with confidence. When we looked at the draft together, the main risk wasn’t typos; it was inconsistencies in terminology, formatting, and a few structural issues that could distract readers and weaken the report’s authority. Budget mattered, so we agreed a tighter, targeted scope (‘proof-editing’) that fixed the big issues and made the document feel consistent and credible, without the cost of a full copy-edit.
In another case, a team had co-authored an article in English for international stakeholders. Because English wasn’t their first language and multiple authors contributed, the draft didn’t yet sound like one clear, confident voice. That lack of cohesion could affect the credibility of the message they wanted to get across to international stakeholders. We used substantive editing to strengthen clarity, tighten the structure, and align tone and style with their goals. I recommended substantive editing, and focused on ensuring that their message was clear and impactful. Through the substantive edit, I not only improved the language clarity but also ensured that the report's structure and style aligned with their objectives.
What you get from me
Honest advice
Once I’ve worked through some initial questions, I’ll give you honest advice about what will actually work, in the most efficient possible way. I won’t try to upsell you a service you don’t need. If proofreading is going to be enough for your needs and budget, I’ll tell you.
If you’re not even sure your content needs a ‘done for you’ service, why not talk to me about more of a ‘done with you’ approach where I provide a report with my recommendations for improving it yourself first. Or, I could evaluate your text and list the kinds of things I would do in the edit.
You-focused processes
Whatever level of support you choose – substantive editing, copy-editing, or proof-editing – you get more than surface-level corrections. I’ll approach it with a strategic mindset. This means I’ll do more than apply mechanical edits; I'll consider your audience, your goals, and the best way to help your readers understand and act on your message.
An inquisitive mindset
You don’t have to worry about your meaning being ‘edited away’. I will never simply wade in and change things in your content for the sake of it, or remove or alter sector-specific terminology. I understand the concepts and terminology used in the development sector, and know when a term is correct and not correct.
Someone who checks, and checks again
You get the reassurance of a thorough, multi-pass review: errors caught, inconsistencies fixed, and style applied consistently across the whole document. House style and preferences are followed carefully, so the final version feels cohesive and professional, ready to share with stakeholders, donors or the public.
Just ask me
You don’t need to be a communications expert to get the right solution for you. Your time, energy and headspace should go into the work you do; I’m here to take all the linguistic technicalities off your plate.
If you're not sure what you need, let's talk. I'll ask the right questions to figure out what will actually help you.
No jargon, no pressure, no assumptions that you should already know this stuff.
