Unless there is a time constraint, I go through every document once in soft copy and once in hard copy; I then apply the hard copy changes to the soft copy, ensure consistency of usages, run a spell-check and check for double spaces. I work on the abstract and generate a Notes document that allows the author to ‘contain’ and sign off the document.

This minimises the time and effort they need to invest in getting a document publication-ready.

What I do when I edit
Turn on the ‘Track changes while editing’ setting before starting an edit.
Remove multiple spaces and remove optional hyphens.
Amend incorrect or unnecessary formatting (e.g. change underline to italic).
Use the appropriate spellchecker (UK or U.S.) dictionary.
Correct spelling errors and ensure the consistency of optional spellings.
Delete redundant apostrophes in dates and abbreviations (e.g. 1990s instead of 1990’s).
Make specific s/z spelling changes (e.g. organisation vs. organization).
Indicate errors and inconsistencies found in the References section in my Notes.
Check that each figure and table has a heading in the text and that these are consistently formatted.
Make use of the Find function (not Find and replace).
Make spelling, hyphenation, style and usage decisions; check grammar and punctuation.
Check that abbreviations and initialisations are explained upon first usage.
If needed (e.g. in a book or dissertation), I prepare a list of abbreviations and initialisations.
Indicate in my Notes if there is inconsistent spacing between paragraphs.
Check the numbering systems.
Indicate in my Notes if the document contains text in another colour (e.g. red).
List misleading, ambiguous and unclear sentences in my Notes.
If applicable, recommend that the author check for any repetitions and redundancies.
Check for biases, parochialisms and stereotypes (e.g. by using they > he/she, he or she, s/he).
Check consistency of uses (e.g. YY% or YY percent).
Change ‘this country’ to, say, ‘Germany’.
Indicate whether the footnotes contain inconsistent line spacings and/or type-sizes.
Check that dates are written consistently (e.g. 1 January 2026 or January 1, 2026).
Recommend that the author change ‘four years ago’ to ‘in 2022’).
Check plural ‘s’ italic, possessive ‘s’; check possessives (e.g. Socrates’s > Socrates’).
Check comma or space to indicate thousands.
Change 1… 9 to one… nine, except for instance 8%.
Indicate in my Notes uses of zero vs. no zero before decimal points.
Check punctuation with closing quote (UK vs. U.S. English).
Check or recommend that the author check the spellings of the names of persons, organisations, laws, etc. (especially those that have two accepted forms).

What I don’t do when I edit
I do not screen files for viruses with antivirus software.
I do not insert Comments in a document; I do not look for or delete author Comments.
I do not change formatting; I do point out inconsistencies in this regard.
I do not check whether the sources of the figures and tables have been cited, or cited correctly.
I do not check an electronic file to see whether it exactly matches the hard copy.
I do not check cross-references.
I do not check any matters of copyright, libel, legal matters, permissions or negligent misstatement (e.g. whether the authors have acknowledged all sources, or the wording or position of acknowledgments, or whether they comply with copyright).
I do not check for factual errors (e.g. the correctness of names or dates), although I note them when I spot them.

The sooner you contact me, the sooner I can help you…