The Ultimate 6-Step Checklist for Content Editors

Contrary to popular belief, content editing is about much more than fixing grammar mistakes and misspelled words. In fact, most writers can easily fix those types of errors in one click — or avoid them completely — thanks to modern tools like Grammarly and WordTune.

Instead, the role of today’s content editors goes well beyond basic proofreading. Voice, tone, readability, source citation, Search Engine Optimization (SEO), and style are other important factors to consider, as well as the brand’s content marketing goals.

So, how do you make sure you’ve covered your bases as a content editor? With our comprehensive editor’s checklist, of course. Review these six steps to learn the tricks every content editor ought to have up their sleeve.

Step 1: Clarify the Subject Matter

Before you dive into the nitty gritty, it’s essential to look at the broad scope of the piece. If you find yourself answering “no” to any of the following questions, it’s time to take another stab at the writing.

  • Does the subject matter align with the content brief?

  • How does the content add value or a new angle to the subject matter?

  • Will the audience care about reading this content? Why or why not?

  • Does the piece answer the questions it was intended to answer?

  • Do you already have content similar to this piece? How does this content differ from the others?

Step 2: Review the Structure and Formatting

Next, review the overarching structure of the content. Since today’s readers spend an average of 54 seconds on a web page, you’re aiming for readability and scannability.

  • Are the header styles consistent (e.g., H1, H2, H3, etc.)?

  • Are there walls of text?

  • Are bullet points and lists used to increase scannability?

  • Are images and other visual elements used to break up text?

  • Does the piece have a distinct introduction and conclusion?

  • Does the first paragraph get right to the point?

  • Is the piece easy to scan for information?

  • Does every section have a distinct point/explanation?

Step 3: Make Line and Copy Edits

Of course, no content editor’s checklist is complete without taking a close look at the copy itself. But rather than focusing solely on mechanics, the editor needs to study the sentence structure, flow, and style.

  • Are any words misspelled or misused?

  • Are the sentences grammatically correct?

  • Do the paragraphs have a smooth transition and flow?

  • Is the content easy to read?

  • Does the content follow the brand style guide?

  • Is there any “fluff” that can be removed?

  • Is there unnecessary repetition of words or phrases?

  • Does the piece use active voice?

  • Are there any overly long, run-on sentences?

Step 4: Analyze Voice and Tone

Even if a piece of content flawlessly passes through the line editing and copy editing processes, it may not be perfectly aligned with the brand’s voice and tone. After the grammatical errors are corrected, move on to analyzing the style.

  • Is the content in line with the brand voice and personality?

  • Does the tone resonate with the buyer persona?

  • Is the copy captivating?

  • Are headlines and subheads clear and compelling?

  • Is the tone positive or negative? 

  • Does the piece avoid cliches, irrelevant jargon, and words with double meanings?

Step 5: Check Sourcing and Citation

In today’s world, properly citing sources isn’t just a nicety — it’s a necessity. Plagiarism can lead to serious legal ramifications, poor SEO results, and diminished credibility with your audience. Proper attribution can help boost website rankings and reader interest. When in doubt, use a plagiarism checker or fair use evaluator to double-check work.

Is the work original?

  • Does the writer have permission to use photos, visuals, quotes, etc.?

  • Are all original sources, data, ideas, and quotes properly cited?

  • Does the writer offer a unique point of view?

  • Are names, titles, and brands spelled correctly?

  • Is anyone misquoted?

  • Is data properly cited and interpreted?

  • Are there any links to competitors?

Step 6: Consider SEO

SEO is an essential part of any online marketing strategy. If you want readers and search engines to find your piece, it’s important to include relevant keywords, phrases, and links.

  • Does the piece use primary keywords at least once in the first paragraph and title?

  • Are primary keywords used two to three times in the body of the content?

  • Is the content optimized based on the latest SEO principles? 

  • If requested, does the content have proper meta descriptions and metadata?

  • Does the piece have at least one call-to-action?

  • Does the piece include relevant internal and external links?

  • Does every image have a relevant file name and alt text?

A Final Word

It’s easy to feel overwhelmed by everything you have to “get right” with content marketing, but this checklist will help you stay on track. By following each of these six steps, you’ll come away with a quality piece that delivers value and ranks well in search engines.

Need an editor or proofreader to help you polish your content? Comma Copywriters has a team of expert editors (and writers) to help you through the process. Schedule a free consultation today to learn more.

Writing TipsTeam Commaediting, copyediting, content marketing