This content may contain affiliate links. If you purchase through these links I may receive a commission at no extra cost to you. However, I only recommend products or services that I genuinely like and trust.
When we think about editing, we often focus on grammar, punctuation, style guides, and consistency. And while those things absolutely matter, there’s another skill that’s just as essential: writing a great editorial comment.
Whether you’re editing nonfiction books, business blogs, or anything in between, you’ll eventually need to point something out, ask a question, or suggest a rewrite. How you do that can make or break your relationship with the author.
So let’s talk about how to write comments that are clear, kind, and constructive—and actually help the author, rather than confuse or frustrate them.
Table of Contents
1. Keep It Clear
Don’t overthink it—your comments don’t need to be long or overly formal. But they do need to make sense.
- Be direct but polite.
- Use plain English—no need for grammar jargon.
- Say exactly what you’re suggesting (e.g. “Consider splitting this into two sentences for clarity”).
Remember, the goal is to communicate, not to show off your editing chops. This is easier said than done sometimes. Editors often forget that other people don’t live and breathe grammar all day long. Authors might not know all the different parts of speech or be as familiar with Microsoft Word’s features as we’d like them to be, so we may need to take a step back and consider whether our comments are clear enough for a layperson.
2. Be Kind (Even When the Writing’s Rough)
Kindness doesn’t mean sugarcoating—it means approaching every comment with the assumption that the author is trying their best.
Try:
- “This section might be clearer if you…” instead of “This doesn’t make sense.”
- “Consider…” instead of “You should…”
- “This may be confusing for readers unfamiliar with the topic” instead of “This is confusing.”
It’s not about being overly soft—it’s about being respectful. That tone builds trust. I have to admit, I’m guilty of being a bit direct in my comments at times, so this is something I need to work on.
3. Be Constructive
Pointing out problems isn’t enough—you want to help the author solve them.
Where possible:
- Offer a concrete suggestion.
- Explain why you’re flagging something (e.g. “This shifts topics quickly; could benefit from a transition.”).
- Reinforce what’s working (positive comments are okay too!).
The author should walk away feeling like your comment was useful, not deflating. A word on positive comments: For a long time, the only comments I raised were ones where I was asking a question or explaining a change I made. It never occurred to me to make a comment on something I liked or related to. It’s important to boost the author’s confidence where you can because looking at a sea of red mark-ups can be daunting.
4. Bonus Tip: Keep a Comment Bank
If you find yourself writing the same kind of comments over and over, keep a bank of go-to phrases. You can tweak them each time, but having a few ready-to-go lines for CMOS guidelines, tone, clarity, or awkward transitions can save time and help you stay consistent.
I use TextExpander to house my comment bank. This tool allows me to create a shortcode of a few letters, and when I type my shortcode into a comment box, a longer, more detailed comment auto populates. It’s such a time-saver!
I discuss other ways I use TextExpander in this post.
Related Post: Proofreading Tools Every Proofreader and Editor Should Use
Final Thoughts
Editing isn’t just about changing words—it’s about helping writers communicate more clearly. And one of the best ways to do that is through thoughtful, well-crafted editorial comments.
So next time you’re about to leave a comment, ask yourself:
Is it clear?
Is it kind?
Is it constructive?
If your comment checks all three, you’re doing it right.
