Spelling, Grammar, Syntax, and Usage

These four words—spelling, grammar, syntax, and usage—constitute the realm of the copy editor, and it's good to know what they comprise. Spelling and grammar are pretty straightforward, being actual subjects that have traditionally been studied in English classes (and in one case, the subject of a well-known annual competition). But syntax and usage may be a bit more obscure. Let's define these terms...and by extension, define what copy editors work at.

The Definitions

Spelling: the forming of words from letters according to accepted usage

Editors are in charge of knowing things like which there, their, or they're should be used, or whether it's seperate or separate. (It's the latter.) If editing something more specialized—say, a legal document—an editor should ensure that words like certiorari, hereditament, and judgment are spelled correctly. (If you're a British speaker, the correct spelling is judgement. And yes, an editor should know that too.)

Grammar: the set of rules that explain how words are used in a language

Editors are responsible for ensuring that the rules of grammar are followed in text. For example, an editor should ensure that a story being told is in the past tense (with a few exceptions). Editors need to know when and why to use all punctuation, including colons and semicolons, em and en dashes, and hyphens. Editors need to recognize and correct misconstructions like run-on sentences and comma splices. All this is in service to making text understandable and the author's message clear.

Syntax: the way that words are put together to form phrases, clauses, or sentences

This isn't discussed quite as often as the other terms. After all, to most native English speakers, the phrase "Toe I my stubbed" looks and sounds awkward, while "I stubbed my toe" just...seems right. (In grammar terms, English often follows a "subject-verb -object" order, or in this case, a "subject-verb-adjective-object" order.) But sometimes sentences can be complex enough to cause the reader to question construction. That's where editors come in—to ensure it really is correct, to address it if not, or in some cases, to just simplify.

Usage: the way that words and phrases are used in a language

Sometimes, the context of language dictates its usage. A fiction editor should understand, for example, that intentionally misspelled dialogue can accurately evoke what it sounds like...and thus maybe should remain misspelled. On the other hand, a scientific editor striving for absolute clarity in text should brook no misspellings. Usage can also vary widely in English depending on the author's native tongue or intended audience. British English may not resemble Jamaican patois very closely, but both forms of English are equally legitimate; to edit a Jamaican work so it conforms with British English usage norms would strip it of all authenticity.

After All...

Editors strive to make all text they are responsible for represent what is known as the four C's of editing; it should be clear, coherent, consistent, and correct. The four areas of the English language—spelling, grammar, syntax, and usage—are the editor's more concrete responsibilities, and they are how the four C's are achieved.

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