An editing checklist for business writing
Before you publish or send, run through this checklist for clarity, accuracy, tone and formatting. It catches most problems in minutes.
- Published
- Reading time
- 1 min read
Key takeaways
- Edit in passes: structure first, then clarity, then details.
- Cut words that don't add meaning.
- Check every fact, name, number and link before publishing.
Good writing is usually rewritten writing. Editing in deliberate passes is faster and more effective than trying to fix everything at once.
Pass 1: purpose and structure
- Is the purpose clear? Can you state the main point in one sentence?
- Is the most important information near the beginning?
- Does each section follow logically from the last?
- Are the headings descriptive enough to scan?
- Is there anything missing that the reader needs to act?
- Is there anything included that the reader doesn't need?
Pass 2: clarity
- Are sentences short and direct? Split sentences that carry several ideas.
- Is every term understood by the intended reader? Explain or replace jargon.
- Are you using active voice where it's clearer? "We'll send the report" rather than "The report will be sent".
- Are vague words replaced with specifics? "Within two working days" instead of "soon".
- Is there one idea per paragraph?
Pass 3: concision
Cut words that add nothing:
- Filler phrases such as "in order to", "it is important to note that" and "at this point in time"
- Repetition of the same point in different words
- Unnecessary qualifiers like "very", "really" and "quite"
Pass 4: tone
- Does it match your brand voice?
- Is it appropriate for the situation: reassuring, confident, neutral?
- Would it make sense to readers from other countries and cultures?
- Does it sound natural read aloud?
Pass 5: accuracy
- Names, titles, dates, prices and numbers checked
- Claims supported by evidence you can share
- Quotes approved by the people quoted
- Links working and pointing to the right pages
Pass 6: formatting and finish
- Consistent spelling conventions and capitalisation
- Lists formatted consistently
- Headings in a logical hierarchy
- Images with descriptive alternative text
- A clear call to action at the end
Final read
Read the whole piece once more from start to finish, ideally after a break, as the reader would.
Our content and copywriting team edits client content with this checklist before anything is published.
Frequently asked questions
Should someone else edit my writing?
Ideally, yes. A second reader spots gaps and errors the writer can't see. If that's not possible, take a break before editing your own work.
Are grammar tools enough?
They catch many errors, but not unclear structure, wrong facts or the wrong tone. Use them as a helper, not as the editor.
