Corporate Documents need to be Edited


Corporate writers are needed because they have the knowledge and expertise required to write a corporate document. For example, lawyers often write chapters of legal textbooks because they understand the content of the chapter. PR representatives write press releases because they know the structure of these documents. Engineers might be contracted to write a government tender because they understand the logistics of a building proposal. However, these corporate writers are hired to understand the topic and not for their ability to edit their work. It is why corporate editors are necessary for editing corporate documents. A corporate writer may understand the technicality of legal argument but not have the best spelling skills or may not understand the Oxford comma’s use.

A corporate editor is hired for their ability to edit the following:

1. The layout of the document

A corporate document needs to be completely void of excess white space or indentation. If the pages’ rulers and borders are too large, it will push the text down on the page, and the document will look awkward. The text is important and how it is displayed on the page. If one page has a considerable space between paragraphs, it throws the reader. After all, corporate documents need to be immaculate.

2. Facts

Usually, this is not a large part of the editing process because it is assumed that the corporate writer has put the correct information and factual evidence in the document. However, an editor always has to check that information is accurate. For example, “The Golden Gate Bridge opened in 2009” would need to be rectified because it actually opened in 2010. If that sentence was in a government document and both the writer and editor missed it, the factual inconsistency would give the person reading it a negative impression of the company.

Dictionary Series - Miscellaneous: editor

3. Spelling, Grammar, and Punctuation

Corporate editors need to know the correct usage for ‘who’ or ‘whom’, ‘which’ or ‘that’, and ‘were’ or ‘was’, for example. Grammar rules can take years to understand, and editors should explain the grammar theory behind their edits.

4. Style

Corporate editors need to be able to edit documents for style. For example, “Mr Brown stood next to the bridge in a suit” implies that the bridge is wearing a suit, not Mr Brown. The corporate editor would need to move the phrase ‘in a suit’ to earlier in the sentence. Additionally, a corporate editor may need to edit and adjust more extensive text passages if the document is written in passive voice. For example, “The document outlines the Queensland Government’s argument that an additional bridge is built between North and South Brisbane” is a passive sentence. The corporate editor would have to rephrase this sentence and put it in the active sense: “The Queensland Government argues that an additional bridge between North and South Brisbane be built”.

The knowledge of these editing abilities comes second nature to a corporate editor. Without their expertise, it could leave a corporate document with unclear sentences, misspelt words, and a visually unappealing layout.

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