Working with a thesis editor: What to send and what to expect

If you're a postgraduate student writing in a second language, working with a professional thesis editor can make a major difference—but only if you know how to set the process up right. Editing isn’t just a final polish; it’s a collaboration. When you send the right materials and understand how the edit works, the outcome is sharper writing, stronger structure, and a thesis that’s easier to assess.

Here’s what to send—and what to expect.

What to send your editor

Don’t just send your thesis file and hope for the best. Your editor needs more than a document—they need context. To deliver a consistent, high-quality edit, here’s what we recommend you include:

1. The full thesis file

Always send the full document in one file. Editing chapter by chapter prevents your editor from checking for consistency in tone, structure, terminology, and formatting. A strong thesis edit requires a full view of how everything fits together.

2. Your university style guide

Most institutions have strict rules around fonts, spacing, citation style, section headings, and layout. Send the official formatting guidelines and any departmental instructions you’ve received. Don’t assume your editor will guess—without these, small formatting errors can cost you marks.

3. Your references, figures, and appendices

Even if you don’t want these edited, include them. We’ll check that they’re labelled correctly, placed properly, and formatted consistently. If you want us to leave certain elements untouched, just add a note.

4. Your citation style

Tell us what style you’re using—APA 7, MLA, Chicago, Harvard, something else. Don’t rely on guesswork. Citation styles often look similar on the surface but have important differences. Clear instructions mean a cleaner, more accurate edit.

5. A note about your concerns

Tell us what matters most to you. Grammar? Sentence clarity? Structure? Transitions? Are there sections you’re unsure about? Are you trying to hit a particular tone? Has your supervisor been giving you repeated feedback about your flow or organization? Letting us know your priorities helps us focus the edit where you need it most.

What to expect from the process

Once we receive your file, your editor gets to work in Microsoft Word using tracked changes. Every revision—no matter how small—is visible, so you stay in control. You can accept or reject each change, and comments in the margin guide you through anything that needs clarification, restructuring, or your final decision.

Here’s what we will do:

• Improve grammar, syntax, and punctuation

• Strengthen sentence flow and transitions

• Refine tone and academic style

• Ensure formatting and references follow your university’s standards

• Flag structural issues or confusing sections with comments

Here’s what we won’t do:

• Add new content

• Rewrite your arguments

• Change your conclusions

• Interfere with your academic contribution

We edit for language, not content. You stay the author.

At Refinery Editing, we also match your work to an editor with experience in your field. That means someone who understands your terminology, knows the conventions of your discipline, and can edit with that context in mind. It’s not just about fixing grammar—it’s about ensuring your work makes sense to an academic reader in your subject area.

We also follow academic integrity guidelines. That’s why we use tracked changes and comments—you need to be able to review every suggestion and confirm that the final submission still reflects your own thinking. If you’re unsure what’s allowed at your institution, check your university’s policy or review these independent thesis editing guidelinesfrom the Institute of Professional Editors.

How to get the most out of your edit

Editing isn’t just a service—it’s a learning opportunity. When you get your edited file back, don’t just hit “accept all.” Take time to read the comments and study the changes. You’ll spot patterns in your writing, see where your clarity could improve, and start to internalize the techniques your editor used.

And whatever you do, don’t leave it to the last minute. Build in time to review the edits properly. A rushed thesis is a missed opportunity.

Bottom line

Working with a thesis editor should feel like having a skilled partner in your corner. You bring the research, the thinking, and the ideas. We help you express them clearly, professionally, and in line with academic expectations. The more context and clarity you give us up front, the more value you’ll get from the process—and the stronger your final thesis will be.

Not sure what your editor needs? Reach out. We’re here to make the editing process smooth, collaborative, and tailored to your work.