What is a heavy or structural edit?

A heavy or structural edit is where the text needs substantial rewriting, restructuring, or reformatting, and/or checking and querying of the consistency and accuracy of the information.

Please note: the text of non-native English writers is edited to conform to an acceptable standard of English language; such editing is likely to be classed as ‘heavy’ unless the author has an excellent command of written English.

A heavy or structural edit encompasses the tasks performed in a copy edit. As such, it will:

  • correct faulty spelling, grammar, and punctuation

  • ensure consistency of style in spelling, punctuation, hyphenation, capitalisation, and use of articles in headings

  • edit the text to conform to the client’s house style or preferred journal style

  • ensure consistency in the use of numerals, units, abbreviations, lists, italic, and boldface and will convert units as necessary

  • improve the choice of words/phrases and linking passages where appropriate to ensure overall clarity, readability, fluency, and consistency

  • ensure figures, tables, captions, labels, headings, and text agree in matters of spelling, content, and numbering and are consistent in presentation

  • ensure the text does not contradict data in tables and graphs

  • query tables that only duplicate data plotted in graphs

  • check numbering of references and footnotes

  • check cross-references to sections, figures, tables, pages, etc, and correct errors as needed

  • check the heading hierarchy/structure and ensure consistency of style formatting and presentation

  • query inconsistent or possibly inaccurate statements

  • check spelling and accuracy of technical terms, drug names, proper names, titles, job titles, dates, place names, etc, as far as can be reasonably expected

  • check the table of contents for completeness and agreement with text headings

  • check appendices, glossaries, indexes, and other endmatter are complete and consistent in style and content with the rest of the material

  • query inconsistent or incomplete references, footnotes, and bibliography

  • format references, footnotes, and bibliography to a consistent style

  • depending on what is agreed with the client, I will also check reference citation details in online databases (e.g. PubMed) and Google for accuracy and supply missing information in bibliographical references where possible. (This is recommended for improved accuracy of reference details.)

In addition, where required, a heavy or structural edit will also:

  • check and/or query inconsistent or inaccurate statements as needed throughout the document (e.g. sometimes a statement is made in one place and then contradicting statements are made elsewhere; this happens regularly in multi-author documents)

  • rewrite to cut verbosity, clumsiness, or vagueness of expression and to clarify ambiguous or confusing statements

  • rewrite to cut redundancies, repetition, logical fallacies, and unnecessary use of jargon

  • suggest areas where deletions, expansions, re-ordering of passages, or other amendments would improve the text’s coherence, logic, and structural organisation

  • rewrite to meet demands of a particular format (e.g. shortening sentences, breaking text up into smaller chunks, adding cross-heads, working with progressive disclosure, adding hyperlinks, and/or information architecture when working with website copy)

  • rewrite to meet demands of a particular audience and their level of existing knowledge (e.g. the general public will find it hard to understand information written for medical professionals and tend to need information in plain English)

  • rewrite/rework the text and the document formatting to enable a consistent format, style, and, where appropriate, tone of voice throughout multi-author documents.

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