How Line Editing Works: A Practical Breakdown

The mark of a good text is in the writing’s refinement – a feat best achieved with a keen eye for detail and a penchant for clarity. While many writers may be skilled in this department, nothing produces refined writing quite like line editing.

Of the six different types of editing, line editing is when an editor takes a magnifying glass to the text and examines it line-by-line (hence, the name). This is where you check sentence structure, test for clarity, and assess the natural flow of each line to ensure readability and engagement. Checking elements like punctuation, grammar, and spelling is reserved for later (this isn’t the time to copyedit or proofread). Instead, line editing is all about improving clarity by enhancing the finer details of the writer’s style.

That’s only the beginning, so let’s uncover exactly what line editing is and how it serves both writers and editors.

Table of Contents

    The Difference Between Copyediting and Line Editing

    We get it. Editing this and editing that. It can all start to sound the same. However, there are differences between copyediting and line editing, and it’s important to understand them. As editors, we avoid scope creep, quote correctly, and actually deliver what the client asked for. Writers who understand the lingo know what they’re asking for and what they’ll receive. So:

      • Copyediting tackles the standard language aspects of writing. This includes checking and correcting grammar, spelling, punctuation, style conventions, and factual accuracy. A copy editor ensures the text’s language usage is correct and that it adheres to the relevant style guide.
      • Line editing improves the writing’s stylistic aspects: word choice, sentence structure, tone, cohesion, flow, and clarity. A line editor ensures the text is precise, easy to read, and effective.

    An example? What a good idea:

    Original sentence:

    The mountain range is an amazing place to visit, it’s peaks are often covered in snow and the views are incredable.

    Copyedited version:

    The mountain range is an amazing place to visit. Its peaks are often covered in snow, and the views are incredible.

    Line edited version:

    Towering and snow-capped, the mountain range offers breathtaking views – a truly unforgettable destination.

    A copy edit corrected the misuse of a possessive pronoun, the wrong spelling of ‘incredible’, and the comma splice between the two clauses. A line edit enhanced word choice by replacing ‘the views are incredible’ with ‘breathtaking views’, improved the sentence structure to combine the two ideas, and elevated the tone to be more vivid.

    Quite a significant difference between the two, right?

    What Does Line Editing Involve?

    Line editing happens while the text is still in a state of evolution. Your focus is on sentence level, which is why elements like sentence structure, word choice, and clarity are on your radar.

    Sentence-Level Editing

    The purpose of sentence-level editing is to improve individual sentences’ structure, clarity, and effectiveness in conveying the intended meaning. You’ll check that each sentence is structured clearly and correctly to avoid ambiguity or confusion.

    Take this sentence from a grant proposal:

    The program helps with giving students support, especially when they are going through tough times or challenges.

    After doing a sentence-level edit, the text is more precise, formal, and economical in word choice. It also suits the text’s context better.

    The program provides support to students, particularly during times of personal or academic difficulty.

    Word Choice & Tone

    Each word in a text must be intentional and appropriate. This means taking the audience and the context into consideration. Think of it like this: Who are you writing for and what are their circumstances? If it’s an adventure novel for pre-teens, you wouldn’t use vulgar language, nor would you make a subtle reference to the Great Recession. Basically, word choice and tone are about knowing your audience.

    Pacing & Flow

    Readability requires a natural flow between words, sentences, and paragraphs. It also requires a smooth transition between ideas. To achieve this, a line editor needs a flawless grasp of cohesion, rhythm, and speed. While a thrilling murder scene benefits from short sentences, few conjunctions, and fast-paced action, an intimate moment between new lovers is more effective when drawn out slightly, with more descriptive sentences and smoother actions to build romantic tension.

    Eliminating Redundancies

    Redundancy is one of the more annoying and wasteful characteristics of writing – and one which line editing aims to eliminate. Using multiple words with the same meaning wastes your and your readers’ time. A professional line editor can remove unnecessary words to clarify writing without losing any of the intended meaning.

    Imagine you came across this sentence:

    In my personal opinion, I believe that the incident reflects the dangers of trusting anyone who doesn’t trust themselves.

    A line editor would remove ‘In my personal opinion’ since the statement ‘I believe’ echoes the same sentiment (what you believe is naturally your personal opinion).

    Strengthening Voice & Style

    All of these changes have one goal: making the writer’s voice sing. It isn’t about stripping away what makes the writing unique. It’s about removing all the debris burying the writing. Here’s a simple example:

    She always had this way of walking into a room like she owned it, not in a loud or showy way, but like the air just shifted to make space for her.

    After editing for voice and style:

    She had a way of walking into a room – not loud or showy, but like the air shifted just to make space for her.

    The edited version is shorter and more emphatic while conveying the same imagery effectively. 

    Step-by-Step Process of Line Editing

    As with any type of editing, the line editing process is best done in a structured manner to ensure efficiency. Whether you’re an editor or writer, we’ve broken it down into five steps to use as a simple guideline in grasping this essential piece of the puzzle.

    Step 1: Read the Full Piece for Flow

    A professional editor knows that a full read-through is mandatory before any editing can start. Regardless of text length or type, read the full piece once before making any changes so you can grasp the flow and get a good feel for the writer’s tone, voice, and style. You also want to understand the intended message to avoid removing anything essential.

    Step 2: Work Sentence by Sentence

    Now that you have the big picture, go through the text sentence by sentence. Look at how you can improve sentences individually and as a contribution to the whole text. You can break down lengthy, complicated sentences into simpler, shorter ones. They still keep their intended meaning and readers can digest them more easily.

    Original version:

    Although the renovation project was initially delayed due to funding issues, which caused frustration among the stakeholders, the team eventually managed to secure the necessary budget and move forward with the construction, which is now progressing steadily and expected to be completed by the end of the year.

    Edited version:

    The renovation project was initially delayed due to funding issues, causing frustration among stakeholders. However, the team eventually secured the necessary budget and resumed construction. The project is now progressing steadily and is expected to be completed by year-end.

    Step 3: Fine-Tune Word Choice & Transitions

    Every word choice should have a purpose. You should replace any vague or irrelevant text with something clear and impactful. Additionally, check that transitions between sentences, paragraphs, and ideas are smooth and natural. If they feel abrupt or forced, then you need to work your editorial magic.

    Original text:

    She studied architecture in Berlin but preferred being in nature to the city. Her work is inspired by this.

    After an edit:

    She studied architecture in Berlin, during which her affinity with natural forms first took root – a theme that now defines her work.

    Step 4: Ensure Style Consistency

    Consistency is key in writing and it’s an editor’s job to maintain the same tone throughout the text. A creative text shouldn’t be rigid and formal, while an academic paper shouldn’t be too flowery and descriptive.

    Consider these two sentences:

    The sky bled into the sea, bruised with twilight. Statistically, sunsets last an average of 7 minutes.

    The first sentence is descriptive and creative, with strong metaphors. The second sentence is formal and academic. Together, they make for a confusing read. To improve this, change the second sentence to create a stylistic whole:

    The sky bled into the sea, bruised with twilight. Those seven minutes of sunset never seemed to last long enough.

    Step 5: Final Read-Through & Tweaks

    When you feel your work is done, we recommend a final read-through. Editors aren’t perfect. You’ll probably find some mistakes you missed, and the best way to catch these is to read the edited document aloud. You’re more likely to pick up awkward-sounding phrases and determine if each sentence is clear and impactful. This is also your chance to ensure that all the changes you’ve made have been for the better.

    Common Issues Addressed in Line Editing

    Knowing what common issues to look for while line editing can improve your editing process. We’ve compiled a quick cheat sheet:

      • Overly complex or awkward phrasing, such as over-explaining a concept or not saying what is meant clearly.
      • Filler words, which show that the writer feels they should be saying more but don’t know what.
      • Inconsistent voice or tone, causing a disconnect between the reader and the text.
      • Weak sentence transitions, which create a jarring and stunted reading experience.
      • Repetitive language that makes it seem like the writer was lazy or inexperienced.
      • Passive voice, which can be vague and make the text lengthier and underwhelming.

    Tools & Techniques for Effective Line Editing

    With a few good tools in your belt, line editing can be a clear-cut process. With the right combination of online platforms and practical techniques, you don’t have to edit without backup.

    Editing Tools

    While still a major point of contention, you have various AI editing tools at your disposal. Grammarly, Hemingway Editor, and ProWritingAid are popular examples. We’ve found them particularly useful for getting through the more repetitive aspects of editing. For example, catching typos, missing punctuation, double spaces. And every once in a while their rephrasing suggestions aren’t that bad.

    However, certain nuances shouldn’t be left to AI. When it comes to aspects that require human judgement, such as style consistency, relying on a professional line editor’s expertise and insight is your best option. Although you can prompt AI to maintain the same style across a text, it might remove words or phrases of value. There’s always the risk that you won’t notice it if you weren’t aware of it in the first place, and the text may be weaker as a result. So choose your AI opportunities wisely.

    Editing Techniques

    These editing techniques can make your process easier and more efficient:

      • When checking for flow, try reading aloud to get a better idea of whether the text reads naturally.
      • You may work with other editors or help the writer learn from the edits. The Track Changes function is a great way to collaborate on the same text document.
      • Use the Find function to ensure you’ve corrected all instances of a mistake that appears more than once in the document.
      • Editing in multiple rounds is also beneficial as it gives you several opportunities to pick up mistakes.

    Top 5 Readability Tools

    AI comes in handy here too, and different readability tools can support different areas of your line editing efforts. These are our top five (which are all free, with some having paid options for additional functions):

      1.     Grammarly is a writing and editing assistant. It’s great for spotting inconsistencies in tone, improving word choice, and suggesting edits for context and suitability.
      2.     Hemingway Editor is a platform that helps make writing more concise and correct by doing readability assessments. It’s best for finding lengthy, complicated sentences and common errors and suggesting edits.
      3.     ProWritingAid is a self-proclaimed AI writing coach best known for its ability to do in-depth analyses on full manuscripts, addressing everything from structure to pacing and flow.
      4.     AISEO offers direct readability analysis and picks up whether a text feels more man-made vs AI-generated, assisting with authenticity and quality.
      5.     The Writer’s Readability Checker compares texts and offers a readability rating based on the Flesch Reading Ease score. It’s ideal for a quick check to keep you on track.

    Who Needs Line Editing?

    Every writer benefits from line editing. Because line editing aims to produce refined writing that uses language expertly and is a pleasure to read, no text is exempt.

    This includes long-form writers like fiction and nonfiction authors, academics, and researchers, as well as short-form writers like content creators, copywriters, and bloggers. Even business professionals need line editing to ensure their reports and presentations are well-crafted and easy to understand.

    The Bottom Line of Line Editing

    From improving word choice and sentence structure to maintaining style and tone, line editing gets into the finer details to enhance clarity, readability, and audience engagement. It’s a part of the editing journey that every writer can benefit from, as it makes the text impactful while keeping it authentic. With all the techniques and tools currently available, writers can even self-edit if necessary. However, as with every essential service, no one conducts a line edit quite like a professional editor.

    Equipped with your newfound insight into this crucial part of the editing process, we deem you prepared to take the next step in your journey towards creating writing that achieves its full potential – clear, compelling, and undeniably effective.

    Blue Leaf Team

    The Blue Leaf Editing team has over 15 years of combined editing, publishing, and book industry experience. We’re passionate about content and storytelling, and sharing our knowledge with others.