Non Fiction Book Editing

Gary Smailes | 1 November 2025

Core Principles of Non-Fiction Book Editing

Non-fiction is not one shelf. It is many. Each lane comes with its own rules and reader expectations.

• Prescriptive or how-to: readers want a clear method, step-by-step guidance, and proof it works.
• Business: frameworks, case studies, and outcomes that tie to money, teams, or strategy.
• Self-help: empathy, a grounded plan, and a voice readers trust with personal change.
• Narrative nonfiction: scenes, reporting, and a big idea threaded through a story.
• History: rigorous sourcing, precise timelines, and balanced context.
• Academic to trade crossover: authority, careful claims, and accessible explanations for non-specialists.

Pick the lane early. Editing choices follow from that call. Structure, voice, sourcing, and length all hinge on it.

Lead with a clear reader promise

A reader trades hours of life for your book. Honor that deal. Name the problem or question. State the outcome. Show the path.

Use this one-line frame:

This book helps X achieve Y by Z.

A few examples:

• Prescriptive: This book helps new managers run effective one-on-ones by using a five-part agenda and weekly metrics.
• Business: This book helps founders price B2B products by mapping value drivers and running three field-tested pricing experiments.
• Self-help: This book helps anxious professionals reset daily stress by using short, science-backed breathing and reframing routines.
• Narrative nonfiction: This book shows how a small-town newsroom fought a corporate takeover, revealing what local journalism means for democracy.

Write your promise. Tape it above your desk. Every chapter should serve it.

Prove you know what you are talking about

Authority comes from three places. Lived experience. Solid research. Clear limits.

• State your vantage point. Years in the field. Roles held. Questions you still hold.
• Source claims. Names, dates, links, page numbers. Quote accurately. Paraphrase with care.
• Distinguish evidence from opinion. Use phrases like In my experience or The data show. Keep the line clean.
• Admit scope edges. Say where your advice does not apply. Readers trust a guide who sets boundaries.

A quick test: pick a strong claim from chapter two. Can you point to the source in under ten seconds? If not, fix your notes or trim the claim.

Control scope or lose the reader

Bloat sneaks in through subtopics, pet theories, and fun facts. Edit for a tight angle.

• Write a one-sentence thesis for each chapter. Compare it to the book promise. If they diverge, reframe or cut.
• Create a parking lot document. Move interesting tangents there. Repurpose for newsletters or talks.
• Prefer depth over breadth. One great example with numbers beats four vague anecdotes.
• Trim repetition. If a point repeats, keep the strongest version and delete the rest.

Use this cut test: Does this paragraph move the argument forward? If not, out it goes.

Shape for market fit

Know who will read the book, where they buy, and how they read.

• Target reader: define age range, role, pain points, and context. A nurse on a night shift reads differently from a CEO on a plane.
• Comps: list three to five titles your reader knows. Note what those books do well and where yours offers something fresh.
• Tone: trade readers expect plain language and stories. Niche or academic readers expect precise terms and more notes.
• Length ranges:
  • Prescriptive and business: 55–75k words.
  • Narrative nonfiction: 80–100k words.
  • History with heavy notes: 90–130k words.

Shorter wins when the promise is tight. Longer works when the research warrants it.

Design follows market too. Diagrams, checklists, and sidebars help prescriptive books. Rich scenes and maps help narrative history.

Quick exercises to lock the foundation

1. Write your one-sentence promise:

   This book helps X achieve Y by Z.

   • X: name the reader type.
   • Y: state the concrete outcome.
   • Z: name the method or lens.

2. Build a comps list:

   • Title, author, year.
   • One line on what it does well.
   • One line on the gap you fill or the angle you take.

3. Draft a reader persona:

   • Name, role, context.
   • Top three problems this book will address.
   • Where this reader reads, and how much time per sitting.
   • Preferred tone, examples, and level of detail.

4. Chapter aim check:

   For each chapter, write one sentence: After reading, the reader will be able to do X or understand Y. If the sentence drifts from the book promise, revise the chapter plan.

Strong non-fiction editing starts here. Name the lane. State the promise. Prove authority. Cut to the point. Aim for the right shelf. Do these well and every later pass gets easier.

Developmental Editing for Structure, Argument, and Flow

Structure guides a reader from question to answer. Developmental editing makes sure every page earns its place, and the book moves with intent.

Pick an architecture and commit

Your material suggests a shape. Choose one and let it lead.

• Problem, Agitate, Solve. Name the pain, show its cost, offer a method. Works for how-to, business, and self-help.
• Key principles. Three to seven rules or pillars, each in a chapter with stories and tools. Good for expert frameworks.
• Case-study driven. Each chapter follows a distinct story, with analysis and takeaways. Useful for business, policy, or social issues.
• Reported narrative. Scenes, interviews, and a central question. Best for narrative nonfiction and history with characters.
• Modular or mosaic. Short, self-contained sections which share a theme. Suits field guides or idea collections.

Test-fit your draft. If chapters fight the model, either pick a new model or reframe those chapters.

Quick test:

• Write a one-line summary for each chapter.
• Line up those lines in order.
• Do they build in a clear sequence? If not, reorder or rethink the model.

Design chapters which pull readers through

A chapter is a promise in miniature. Give readers a reason to stay.

• Open with a hook and context. A problem, a short scene, or a question.
• Build with evidence and examples. Mix data with story.
• Close with takeaways. A checklist, summary, or next steps.

Template you can lift:

• Opening: In one paragraph, name the focus and why it matters to the reader you defined.
• Body: Three to five sections, each with a clear subhead. Each section earns its place by advancing a single point.
• Finish: Two parts. A bullet list of key points. One action or reflection for the reader.

Example:

• Hook: Your weekly status meeting wastes 40 percent of its time.
• Build: Show a short study, a manager’s story, and a simple timing method.
• Close: A three-step agenda and a sample script.

Keep the argument honest and aligned

Strong nonfiction respects logic. Emotion helps, but truth carries the day.

• Tie each claim to a source. Page, link, dataset, interview date.
• Label opinion. Use In my experience or My view, then support it.
• Avoid common traps. Straw man, slippery slope, cherry-picking, post hoc, false dilemma.
• Keep a throughline. Each chapter should point to the same big idea and result.

A quick integrity drill:

• Pull five bold claims from the manuscript.
• For each claim, paste the source next to it.
• Add one counterpoint or limit.
• Note what holds and what needs revision.

Readers trust a guide who sets boundaries. Say where your advice does not apply and why.

Use signposting and scaffolding

Do not let readers wonder where they are.

• Open chapters with a short roadmap. One or two lines which preview what comes next.
• Use clear subheads. Make them informative, not cute.
• End sections with link sentences. For example, Now that we have the baseline, here is the next step.
• Repeat key terms in the same form. Avoid shifting labels for the same idea.

Mini-exercise:

• Take a dense chapter.
• Insert a one-line roadmap up top.
• Rename vague subheads. Replace “More on Meetings” with “Three reasons status meetings fail”.
• Add a link sentence at each section end.

Balance stories, data, and tools

Readers need ideas, proof, and help. Mix them with intention.

• Aim for a steady ratio. For many trade books, a 50, 30, 20 blend works. Explanation, story, tools.
• Cut anecdotes which do not move the point. Keep one strong case instead of four thin ones.
• After two to three pages of exposition, offer a tool, checklist, or reflection.

A quick balance check:

• Color-code a chapter. Blue for story, green for data, yellow for tools.
• Step back. If one color dominates, adjust.

Plan visuals early

Visuals save words and reduce friction. Decide where they help, and mark them during the dev edit.

• Use diagrams to show processes or models.
• Use tables for comparisons, numbers, or timelines.
• Use sidebars for definitions, tips, or short asides which would slow the main text.

Best practices:

• Reference each figure in the text. For example, See Figure 2 for the four-step loop.
• Write clear captions which explain purpose, not only labels.
• Keep notation and labels consistent across chapters.
• Flag likely visuals in brackets while drafting. For example, [Table: Pricing test outcomes].

A one-hour workout to tighten structure

• Reverse outline. Read each chapter and write a one-line statement of what it does. Build a list in order. Cut or move sections which do not support the main promise.
• Write chapter briefs. One page per chapter:
  • Goal. What the reader will know or do after reading.
  • Key points. Three to five bullets.
  • Evidence. Sources, interviews, datasets.
  • Reader takeaway. A tool, checklist, or question list.
• Trim or relocate. If a section repeats a point, keep the strongest version. Move extras to notes, a sidebar, or a resource page.

A note from the trenches: a founder once sent me 100,000 words on pricing. We reverse outlined in a day, wrote briefs for the weak chapters, and cut to 72,000. The book finally had a clear path, and early readers stopped asking Where is this going.

Build with purpose. Pick the right model, shape each chapter, prove each claim, guide the reader, balance your mix, and plan visuals. Do this work now and later edits get lighter and faster.

Line Editing for Clarity, Authority, and Reader Engagement

Line editing shapes how readers hear you. It polishes voice, tightens sentences, and paces ideas so pages move without friction.

Voice and tone

You lead with authority, then keep the door open. Adjust formality to the reader in front of you, trade or professional, without freezing the human voice.

• Prefer plain statements over hedged claims.
• Use specific nouns and strong verbs.
• Warmth comes from clarity, not fluff.

Before:

• "We believe that the data might suggest a range of possible outcomes."

After:

• "The data shows a narrow range of outcomes."

Before:

• "It is important to consider that managers should be mindful of the team’s time."

After:

• "Managers need to protect team time."

Quick check:

• Read a page aloud. If you sound like a memo, lower the register. If you sound like a buddy at a bar, raise it.

Plain language

Readers trust writers who speak straight. Define terms on first use, then keep using one label.

• Swap jargon for plain words. If a term is essential, add a short parenthetical.
• Choose active voice.
• Trim filler and throat clearing.
• Use short sentences near complex ideas.

Examples:

• "Operationalize" → "Put into practice."
• "Frictionless onboarding" → "A smooth start for new customers."
• "We measured outcomes which were aligned with key metrics" → "We measured outcomes which match three core metrics."

A three-step pass:

• Highlight long nouns made from verbs, like implementation or optimization. Replace with do, build, test, measure.
• Kill empty openers, like It is important to note or In order to.
• Replace weak verbs plus nouns, like make a decision, with decide.

Readability and rhythm

Set a target reading level, then write to it on purpose. Most trade nonfiction sings between grades 7 and 10.

• Vary sentence length. Short for emphasis, long for synthesis.
• Break dense blocks with subheads.
• Use bullets for lists.
• Use numbered steps for processes.

Example, before:

• One 180-word paragraph, four nested clauses, no white space.

After:

• A lead sentence, twenty words.
• A short bridge, ten words.
• Three bullets, each one line.
• A closing line which tees up the next section.

Mini-exercise:

• Take a page.
• Add one subhead.
• Split one long paragraph.
• Turn one series into a list.

Examples and analogies

Abstract ideas need ground under them. Use cases, brief stories, or visuals to land the point.

• One clean analogy beats three mixed images.
• Tie every example to a stated point.
• Keep stories short. Two to eight lines works well in most chapters.

Mixed metaphor, before:

• "The strategy is a Swiss Army knife which anchors the team and lights the path."

After:

• "The strategy gives the team a shared tool."

Case example, tight version:

• "A retail chain cut meetings by 30 percent after switching to a two-step agenda. Sales held steady. Employee survey scores rose in three months."

Then name the takeaway in one sentence.

Figures and tables

Readers skip images without context. Pull them into the story.

• Refer to each figure in the text, by number.
• Write captions which explain purpose and highlight one insight.
• Keep labels, abbreviations, and number formats consistent across chapters.

Example, in-text:

• "See Figure 3 for the four-stage hiring loop."

Caption:

• "Figure 3. Four-stage hiring loop. Stages reduce average time-to-offer from 41 to 28 days."

Table tips:

• Left-align text, right-align numbers.
• Use the same decimal precision across a table.
• Avoid cute table titles. Go with what the reader needs to find.

Consistency at the line level

Consistency keeps readers confident and reduces friction.

• Use parallel structure in lists.

Before:

• "Hire the team, training plans, and how to track results."

After:

• "Hire the team, train the team, track results."

• Pick one term for a core idea. Do not alternate, for example, user and customer, unless the distinction matters and you define it.
• Set spelling once. American English or British English, then stick to it.
• Decide on hyphenation patterns. For example, decision-making, email, percent.

Build a micro style sheet for these choices and keep it open while editing.

Action steps for a clean line pass

• Run a plain-language pass. Aim for stable grade-level scores across two or three tools. Look for outliers, not perfection.
• Build a micro style checklist. Include preferred terms, hyphenation, capitalization, number formats, and your list style. Add examples.
• Test a chapter with two readers. One novice, one expert. Ask three questions:
  • Where did you slow down?
  • Where did you question my authority?
  • Where did you want a tool, example, or visual?
• Revise the chapter using only the feedback which aligns with your reader promise and thesis.

Line work is where trust forms sentence by sentence. Clear voice, plain words, steady rhythm, grounded examples, clean visuals, and consistent choices. Do this, and readers stay with you to the last page.

Copyediting, Citations, and Fact-Checking

Copyediting is where small decisions protect your authority. Readers feel polish at the sentence level. They trust numbers, names, and quotes because you checked them. Do this work, and the argument holds.

Choose a style guide and live with it

Pick one house style early. Then follow it without wobble.

• Chicago Manual of Style suits trade nonfiction.
• APA or MLA suits academic-leaning work.

Two quick ways a guide affects the page:

• Commas. Chicago uses the serial comma, APA does as well. If you drop it in one list then use it in the next, readers notice.
• Numbers. Chicago spells out one through one hundred in narrative. APA often uses numerals for numbers 10 and above. Make a rule, then stick with it.

Mini-exercise, ten minutes:

• Open three pages.
• Circle dates, numbers, titles, and capitalization in headings.
• Compare to your chosen guide. Fix mismatches and write the rule in your style sheet.

Notes, citations, and a living sources log

Decide how to present notes. Footnotes sit on the page and help trade readers who like context in view. Endnotes keep pages clean and suit longer academic work. Either route works if you are consistent.

Use a reference manager. Zotero and EndNote save hours and reduce typos in bibliographies. Enter full metadata once. Tag items. Attach PDFs. Add a brief note on relevance. When you cite, pull from the database, not memory.

Keep a sources log alongside the manuscript:

• Source short name.
• Full citation.
• Where used, by chapter and page.
• Status, verified or needs review.
• Permissions status if you quote at length.

Sample entry:

• Short name: Pew 2022 Social Media.
• Full cite: Pew Research Center, 2022, Social Media Use in 2022, URL.
• Used: Ch. 4, p. 6; Ch. 9, p. 12.
• Status: Verified, 2025-05-02.
• Permissions: Not needed for summary, quoted 26 words, under threshold.

Consistency is a kindness

Readers relax when terms match page to page. Build a micro style sheet, then enforce it.

Decide on:

• Preferred terms. For example, customer, not user, unless you define a difference.
• Hyphenation. Decision making or decision-making. E-mail or email. Write it once.
• Capitalization for key models, lists, and job titles.
• Numerals and ranges. Ten to twelve or 10–12, and yes, pick one.
• Abbreviations and acronyms. Define on first use, then use one form.

Parallel structure keeps lists readable.

Before:

• "Hire the team, training plans, and how to track results."

After:

• "Hire the team, train the team, track results."

Mini-exercise, five minutes:

• Find one page with three lists.
• Check parallel verbs and consistent punctuation.
• Fix, then add the rule to your sheet.

Cross-references and numbering

Cross-refs build trust or break it. If you tell readers to “see chapter 7,” the page needs to take them there.

• Use consistent labels for chapter, figure, and table numbers.
• Refer to visuals in text, by number, before they appear.
• Keep figure numbers within chapters or across the book, not both.

Example, in-text:

• "See Figure 5.2 for the workflow."

Caption:

• "Figure 5.2. Hiring workflow. Four stages reduce time-to-offer from 41 to 28 days."

Practical setup:

• In Word, apply heading styles and use cross-reference fields. If a number changes, fields update.
• In Google Docs, insert bookmarks for figures or tables, then link from the mention.
• Maintain a figure and table log: number, short title, chapter, source, permission status.

Data hygiene and a clean quote record

Names, dates, and numbers carry weight. Treat them as fragile.

A simple fact-check pass:

• Print or split-screen the chapter and a verification sheet.
• For each proper noun, confirm spelling and preferred form on the source site.
• For each number, trace to primary data. Note year, sample size, and unit of measure.
• For quotes, confirm wording and punctuation against the original. If you trimmed, mark trims with ellipses where appropriate and preserve meaning.
• For URLs, load the page and record an access date. Add archived links for anything likely to move.

Example of context preserved:

• Original: "Our revenue doubled in Q2 year over year, due to one-time licensing."
• Risky paraphrase: "Revenue doubled in Q2."
• Safe paraphrase: "Revenue doubled in Q2 year over year, driven by a one-time licensing deal."

Beware compound statistics.

Before:

• "Fewer than 10 percent of teams use OKRs, and adoption grew 50 percent."

After:

• "Ten percent of teams use OKRs. Adoption grew by half over the prior year, from 6 to 9 percent."

Mini-exercise, fifteen minutes:

• Pick one chapter.
• Highlight all numbers and named sources.
• Verify five items, end to end. Write your verification notes into the sources log.

Quotations, permissions, and notes hygiene

Short quotes from public sources often fit within fair use. Longer lyrics, poems, or extended passages usually need permission. Do not leave this guesswork for production.

• Track quoted text over 300 words from a single source across chapters.
• Record word counts for each excerpt and total per source.
• For song lyrics and poems, request permission early and record responses in your permissions tracker.
• If permission is denied, paraphrase and cite the idea instead of the exact wording.

Footnote discipline:

• Keep notes concise. One purpose per note.
• Avoid new claims in notes which do not appear in the main text.
• Use the same punctuation and capitalization patterns across all notes.

Index readiness

A strong index helps long after launch day. Prep begins during copyedit.

• Flag key terms and names while you read. Many editors use double brackets or a highlight color.
• Note variants. For example, remote work, telework, hybrid work. Choose preferred entries and write cross-refs, such as hybrid work, see remote work.
• Mark any figures or tables readers might look up later.

You do not need to write the index now. You only need to leave clean footprints for the indexer.

Action steps

• Compile a master style sheet. Include voice notes, spelling choices, hyphenation, preferred terms, list style, number rules, and citation format. Add living examples pulled from your own pages.
• Maintain a figure and table log. Record number, short title, chapter, status, and source. Add a column for permission status and alt text needs.
• Schedule a dedicated fact-check pass, separate from copyediting. Treat it as its own milestone with a start and end date.
• Run automated link checks before proofing. Use a link checker, then verify dead links by hand. Add archived links where needed.
• Do a last pass on cross-refs. Update fields or links, then spot-check ten at random.

Clear style, clean citations, and verified facts do more than tidy your prose. They signal respect for the reader. They also protect you. Slow work here buys speed later, when you are not fielding corrections after launch.

Ethics, Legal Risk, and Permissions in Non-Fiction

Ethics is not window dressing. It is the spine of trust. Get it right, and readers stay with you. Get sloppy, and the letters start arriving.

Defamation and privacy

Write what you can prove. Not what you suspect.

• Defamation is a false statement stated as fact that harms a person or company. Truth is a defense. So are clearly labeled opinions that rest on stated facts.
• Avoid claims about motive, intent, or character. You cannot know what someone knew, felt, or planned unless you have direct evidence.

Safer framing:

• Risky: “She lied to investors.”
• Safer: “According to the SEC complaint filed on 12 March 2023, the company misrepresented revenue.”

Public figures face a higher bar. Private individuals have stronger privacy interests. Treat private people with care. Strip identifying details or get written consent. If you change details, say so in a note. Do not build composites without disclosure. Composites blur facts and undercut credibility.

Mini-exercise, ten minutes:

• Scan one chapter for any sentence about a person’s intent, morality, or crime.
• Add a source next to each claim. If you have no source, rewrite to focus on verifiable acts or records.

Privacy checks:

• For minors, anonymize and get guardian consent.
• For medical or employment stories, remove names and specifics that would allow re-identification.
• Respect NDAs and confidentiality clauses. If you signed one, do not include that material.

Trademarks, brands, and logos

Use brand names to identify products. Do not imply endorsement or partnership.

• Name the brand when it is relevant and accurate. That is nominative fair use.
• Avoid using logos on your cover or in marketing without written permission.
• Screenshots often include trademarks and user content. Check platform terms. Some allow editorial use with attribution, many restrict use. Save a PDF of the terms you relied on.

You do not need ® or ™ in body text. Keep brand names as proper nouns, then switch to a generic term where you can.

Risky title: “Mastering Photoshop in 10 Days.”

Safer title: “Mastering Photo Editing in 10 Days,” with references to Adobe Photoshop in the text.

Permissions for third‑party material

Permission is not a vibe. It is a letter or license.

You likely need permission for:

• Song lyrics of any length.
• Poems and plays.
• Epigraphs.
• More than short excerpts from books and articles.
• Photographs, charts, maps, and illustrations you did not create.
• Long tables copied from another work.
• Substantial selections from interviews you did not conduct, owned by another outlet.

Often safe without permission:

• Short quotations used for critique or scholarship with citation.
• Facts and short phrases.
• Government publications in the public domain in your jurisdiction.
• Your own photos and drawings.
• Tables or charts you created from raw data, with a source credit.

Fair use is context specific. Consider purpose, amount, nature, and market effect. When stakes are high, ask a lawyer.

How to request permission:

• Identify the rights holder. Author, publisher, music publisher, or image library.
• Send a clear request. Include the exact excerpt, your book details, print run, formats, and territory.
• Track dates, fees, and terms. Many responses take 4 to 8 weeks. Start early.

If permission is refused or costly, paraphrase the idea and cite the source. Or recreate a figure from underlying data and credit the data source.

Plagiarism safeguards

Plagiarism is taking words or ideas without clear credit. Good notes are your seatbelt.

• Separate your words from source words in your research files. Use quotation marks in notes. Color code if it helps.
• Quote verbatim within quotation marks for exact language. Cite the source.
• When you paraphrase, change structure and wording, keep the meaning, and cite the source.

Poor paraphrase:

• Original: “Teams with weekly retrospectives ship features faster and with fewer defects.”
• Bad: “Teams that do weekly retrospectives ship faster with fewer defects.”
• Better: “Weekly retrospectives correlate with faster feature releases and lower defect rates, according to X Study, 2021.”

Use a plagiarism checker as a final net, not as your only method.

Medical, legal, and financial content

Advice in regulated areas needs guardrails.

• Add a disclaimer in the front matter and before high-risk chapters.
• Keep guidance educational and general. Avoid diagnosing, prescribing, or giving individualized instructions.
• Do not promise outcomes. Present ranges, not guarantees.
• Bring in an expert reader. Ask for a written review of claims, risks, and required cautions.

Sample disclaimer, plain and serviceable:

• “This book provides general information for education. It is not a substitute for advice from a licensed professional. Consult a qualified professional for decisions related to your situation.”

Representation and sensitivity

When you write about communities outside your experience, invite informed review.

• Hire sensitivity readers with lived experience or deep expertise. Pay them. Credit them if they agree.
• Give them scope, deadlines, and guiding questions. Ask them to flag terms, framing, and omissions.
• Use preferred names and capitalizations for identities and communities. Document these choices on your style sheet.
• Obtain consent for personal stories. Offer sources a chance to confirm factual details of their own experiences. Keep editorial control of analysis and tone.

Action steps

Build a simple risk kit and use it.

• Permissions tracker. Columns: excerpt description, source, rights holder contact, date requested, status, fee, allowed formats, credit line, expiration, backup plan.
• Disclaimer draft. Place it in front matter and repeat before risky chapters. Have an expert review the wording.
• Red flag pass. Highlight any claims about crime, health outcomes, or financial returns. Add sources or soften language.
• Visual audit. List every third‑party image, chart, and screenshot. Note source, license, and permission status. Add alt text needs while you track.
• Attorney consult. Pull high‑risk passages into a single document. Book an hour with a publishing attorney. Questions cost less than takedowns.

You do not need to fear this work. You need to respect it. Clear sourcing, fair use, and proper permissions protect readers and protect you. That is the standard.

Workflow, Tools, and Working With Editors

Books move from mess to manuscript through a clear pipeline. Respect the order, and headaches shrink. Skipping steps grows risk and cost.

Editing stages

Start with a map. Then follow it.

• Manuscript assessment. A fast read and an editorial letter. Scope, structure, market fit, and risk flags. Goal, decision support. Keep writing, revise, or rethink.
• Developmental editing. Big moves. Argument, chapter order, missing pieces, excess. Expect margin notes and a roadmap, not polish.
• Line editing. Sentence-level clarity and tone. Rhythm, transitions, parallel structure, and examples. The voice gets tuned.
• Copyediting. Mechanics and consistency. Spelling, punctuation, hyphenation, citations, terms, and cross-references. A style sheet grows here.
• Typesetting and ebook formatting. Words meet layout. Print pages and an EPUB-friendly structure. True headings, figure placement, tables that read on small screens.
• Indexing. Page proofs in hand, an indexer builds a map for search. Terms, subentries, double-postings. No good index, no discovery.
• Proofreading. Final pass on designed pages. Typos, bad breaks, widows and orphans, wrong figure numbers, funky captions.

Order matters. Indexing follows layout because page numbers lock in during typeset. Proofreading comes last for the same reason.

Mini-exercise, twenty minutes:

• Open the current draft.
• Label the next three steps using the list above.
• Write down deliverables you expect at each step.

Who does what

Pick the right help for the right job.

• Developmental editor. Partners on concept, structure, and argument. Delivers an editorial letter and margin notes. Good ones ask tough questions and protect the reader promise.
• Line editor. Sharpens meaning and flow. Smooths jargon. Keeps voice aligned with audience.
• Copyeditor. Applies a house style and cleans errors. Builds the style sheet. Flags ambiguous claims and missing cites.
• Proofreader. Checks designed pages for surface errors. Fresh eyes, zero rewrites.
• Indexer. Builds a usable index from proof pages. Knows subject synonyms and reader search behavior.
• Fact-checker. Verifies names, dates, stats, quotes, URLs, and context.
• Sensitivity reader. Reviews representation, terms, framing, and omissions with lived experience or deep expertise.
• Subject-matter expert. Validates technical claims and risk language.

Questions for any hire:

• What books in this category feel similar to yours?
• What deliverables and timeline do you propose?
• How do you handle disagreements?
• Will you do a brief sample edit?

Project management without chaos

Deadlines fail when files wander. Build light structure.

• Milestones. Anchor dates from today to proof. Add buffer between stages.
• Version control. One master file, clear names. Example, Title_v05_2025-01-15.docx. Store in a shared folder with read-only archives.
• Deliverables. Editorial letter, margin comments, style sheet, figure log, fact-check memo, index brief, proof corrections list.
• Communication. Kickoff call, midway check, and a handoff note for each stage. Fewer surprises, faster fixes.

Weekly ritual, thirty minutes:

• Update the task list.
• Rename the current file with a new version number.
• Send a short status email to collaborators. Three bullets only, done, blocked, next.

Tools that help

Pick tools for clarity, not novelty.

• Drafting. Scrivener for large, non-linear projects. Google Docs for real-time comments and easy sharing. Word for Track Changes and controlled templates.
• Citations. Zotero or EndNote. Store PDFs, export notes, and generate references. Build a living sources log.
• Style sheets and logs. Spreadsheets for terms, hyphenation, abbreviations, figures, tables, and permissions.
• Late-stage polish. ProWritingAid or Grammarly for surface checks. Run after copyedit, never before a human pass.
• Backups. Cloud sync plus a weekly offline copy. Drives fail. Backups save careers.

Tip for teams:

• Agree on comment labels. For example, [Query], [Fact], [Cut], [Move], [Caption], [Alt text]. Faster triage, fewer misreads.

Accessibility and production

Accessible books reach more readers and sell longer.

• Headings. Use true styles, not bold text. This builds a clean EPUB and a logical PDF.
• Alt text. Write meaningful descriptions for figures, charts, and photos. Store in a single inventory so production does not guess.
• Tables. Simple structure, clear headers, and notes below. Avoid tiny type and merged cells.
• Color. Do not rely on color alone for meaning. Add labels or patterns.
• Captions and callouts. Reference every visual in the text. Place figures near first mention.
• Print and EPUB alignment. Design with both in mind. Short lines for mobile, readable fonts for print.

Traditional or indie

Two viable roads, two playbooks.

Traditional route:

• Build a proposal with overview, market, author platform, detailed outline, and two strong chapters.
• Query agents who sell in this category.
• If an offer arrives, expect in-house editing and production support, plus a schedule you do not control.

Indie or hybrid route:

• Hire editors, designers, and a proofreader yourself.
• Book cover design, interior layout, ebook conversion, and distribution through IngramSpark and KDP.
• Own the metadata. BISAC codes, keywords, pricing, territories, and imprint details.

Both routes reward a professional process. Readers do not care who printed the spine. Readers care about value on the page.

Action steps

A short playbook to keep momentum.

• Map the calendar. Pick a realistic pub month. Back-plan each stage with buffers. Add dates to a shared calendar.
• Request two sample edits. One page from a developmental editor, one page from a copyeditor with a style sheet snippet.
• Decide on indexing early. Budget, timeline, and subject scope. Add a placeholder page in the back matter for planning.
• Build an alt text inventory. One row per figure. Columns, figure number, short name, source, permission status, caption draft, alt text draft.
• Create a sources log. Tool-agnostic. Fields, author, title, link or DOI, summary, page numbers, pull quotes, where used in manuscript.
• Set a weekly publishing hour. Calendar block for admin only. Trackers, invoices, permissions, and backups.

You write the book. The team helps readers reach the signal without tripping over noise. Follow the sequence, hire well, and protect the schedule. That path leads to a clean launch and a book you feel proud to hand across a table.

Frequently Asked Questions

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