How Much Does It Cost To Send A Book To An Editor

Gary Smailes | 3 November 2025

What drives the cost of book editing

Editors price by time and complexity. Strip away the mystique and you get hours on a clock. Here is what moves the needle.

Level of edit

Start with the question, what problem are you paying to solve.

• Developmental editing looks at structure, plot, character, and pacing. Big moves, deep thinking, multiple passes through notes. Most expensive because it asks for the most hours and judgment.
• Line editing shapes sentences for rhythm, tone, and voice. Big attention span, but on a smaller canvas. Mid range.
• Copyediting checks grammar, usage, continuity, and style. It builds a style sheet and aligns the text with it. Mid range.
• Proofreading hunts final typos on designed pages. Least expensive because the scope is narrow and the page is stable.

A quick test. If feedback says plot holes or flat arc, you need developmental help. If readers say clunky lines or uneven voice, look at a line edit. If they point to typos or capitalization drift, book a copyedit or proofread.

Word count and complexity

More words, more hours. No surprise there. Complexity adds hours too.

• Multiple points of view require tracking tone, knowledge, and continuity for each narrator.
• Big casts or timelines invite cross checks. Birthdays, ages, school years, stardates.
• Heavy worldbuilding or technical detail invites terminology checks and consistency passes.

Example, a 95,000 word fantasy with three narrators and a magic system takes longer than a 60,000 word single POV romance. Same editor, different time sink.

Quick prep to keep cost down

• Trim flab before you hire.
• Merge or cut redundant scenes.
• Settle on spellings for names and invented terms.

Manuscript readiness

Cleaner drafts reduce hours. Messy drafts multiply decisions.

Common cost drivers

• Inconsistent voice across chapters.
• Repetitive tics and filler scenes.
• Shifting names or ages.
• ESL issues that touch idiom and word choice.
• Unstandardized formatting.

A thirty minute tidy saves money. Standard fonts. Double spacing. One space after periods. Simple styles for headings. A one page style guide for names, hyphenation, and odd terms. You get faster throughput from your editor, and lower estimates.

Genre and expectations

Genres bring their own homework.

• Historical fiction invites fact checks and period constraints. Dialogue, dress, transport, laws.
• Hard sci fi expects internal logic and consistent mechanics. Units, equations, invented tech.
• Romance tracks heat level, trope promises, and consent language.
• Thriller leans on timeline plausibility and procedural detail.

When a genre expects deep research or convention fluency, quotes trend higher. An editor with niche expertise works faster and flags more, but that insight is priced in.

Tip, send comps and a one paragraph brief on tropes and tone. Clarity reduces padding in estimates.

Timeline

Speed costs. A rush forces weekend work or late nights, and rates adjust.

• Expect a surcharge for start-now requests. Twenty to fifty percent is common.
• Staged schedules often reduce cost. For example, deliver in thirds with a review gap.
• Slipping deadlines tends to trigger rescheduling fees. Editors book months ahead.

Plan backward from your launch or submission date. Leave time for revision, then line, then copyedit, then proof on designed pages. Your budget breathes when your schedule breathes.

Editor experience

You pay for judgment, speed, and genre fluency.

• Award winners and niche specialists charge premium rates. They bring strong instincts and efficient problem spotting.
• Newer editors often price lower as they build a list. Some deliver strong work, particularly with clear scopes and good mentorship behind them.

Price is one signal, not the only one. Ask for a sample edit on the same pages from two finalists. Compare clarity, tone, and respect for your voice. The right fit saves money downstream because you avoid redo work.

Location and tax

Where you and the editor live affects the invoice.

• Currency matters. USD quotes feel different when you earn in GBP or AUD.
• VAT or GST might apply.
• International transfers often include fees. PayPal, Wise, or bank wires each take a bite.
• Some regions require specific invoice language or tax details. Get those squared away early.

Before you sign, confirm currency, who covers transfer fees, and any tax obligations. Ask for an all‑in total so you budget the real number, not the wishful one.

A quick self‑audit to predict cost

• Level of edit needed, developmental, line, copyedit, or proofread.
• Word count to the nearest thousand.
• Complexity flags, POV count, timeline sprawl, tech or history load.
• Readiness score, on a scale of 1 to 5, based on typos, consistency, and formatting.
• Genre expectations, list top three.
• Timeline pressure, normal or rush.
• Preferred editor profile, niche veteran or rising talent.
• Location notes, currency and tax.

Send those notes with your sample pages. You get tighter quotes, fewer surprises, and an editing plan that matches your goals and your wallet.

Typical cost ranges by editing type

Rates sit in ranges. Editors quote per word or per project. Here is what you pay for at each stage, plus what to expect in return.

Developmental editing

• Per project: roughly 2,000 to 8,000 dollars for 70,000 to 100,000 words. Higher for complex genres or a multi book arc.
• Per word: about 0.02 to 0.09. Deep coaching sits at the top end.
• Deliverables: an editorial letter, margin notes, and a revision plan. Often a follow up call.

Scope: structure, plot, character arcs, pacing, theme. Expect big picture notes, scene priorities, and a roadmap for revision. Line fixes are minimal unless your quote promises them.

Example package for an 85,000 word novel: a 10 to 15 page letter, 200 to 400 margin comments, one 60 minute call, a week for email follow up. Price near the middle of the range if the draft reads clean and the genre is familiar to the editor.

Price climbs with multiple points of view, detailed timelines, heavy research, or a requested second pass after you revise.

Quick prep: send a one page synopsis, three comp titles, and your top three concerns. Clear goals help focus the edit and keep the quote honest.

Line editing

• Per word: about 0.03 to 0.06. Lyrical or highly stylized prose trends higher.
• Focus: sentence level clarity, rhythm, tone, and voice consistency.

Scope: trims and rewrites for flow, word choice, and continuity of tone. Expect tracked changes with comments on why a line shifts, not only what changes. Dialogue beats, filter words, echo words, and repetition get attention. A light style sheet may be included, often focused on voice notes and recurring choices.

Signals you need this level: beta readers praise the story yet trip on clunky lines, stiff dialogue, or uneven pacing inside scenes.

What pushes price up: dialect on the page, humor timing, poetic effects, invented slang, or mixed tenses.

Copyediting

• Per word: about 0.02 to 0.04. Technical or academic flavor often lands higher.
• Includes: grammar, usage, continuity, style sheet creation, and basic fact checks.

Scope: mechanical accuracy and consistency. Expect corrections to punctuation and spelling, parallelism, capitalization, numbers, and hyphenation. Continuity checks on names, ages, setting details, and timelines. The editor builds a style sheet, your bible for spellings, choices, and rules. Light fact checks for public data and obvious errors, not full research.

Good fit when story and sentences feel solid, yet readers flag typos, shifting spellings, or small continuity slips.

What pushes price up: complex lore terms, large casts, heavy use of quoted material, or hybrid genres with technical detail.

Proofreading

• Per word: about 0.008 to 0.02 on designed pages or final files.
• Focus: final typos, punctuation, and layout glitches after typesetting.

Scope: last pass before publication. Expect fixes for stray spaces, widows and orphans, bad line breaks, missing headers, incorrect folios, and small punctuation misses that slipped through. This is not a rewrite stage. If you want prose changes, schedule a line or copyedit first.

Efficient workflow: copyedit the manuscript, send to layout, proof the PDF, then correct and export final files.

Hourly benchmarks

• Commonly 35 to 90 dollars per hour, depending on expertise, scope, and region.
• Use hourly only with a not to exceed cap or a detailed estimate.

Hourly work fits consults, outline reviews, or quick check ins. For full edits, per word or flat fees give clearer totals.

Typical throughput varies by level and complexity, so speed estimates swing. A rough guide many editors use:

• Proofreading: 1,500 to 3,000 words per hour on clean, designed pages.
• Copyediting: 1,000 to 2,000 words per hour on a standard manuscript.
• Line editing: 500 to 1,000 words per hour, less for dense prose.
• Developmental editing: scoped by scenes and analysis, not a reliable words per hour metric.

Reading a quote like an editor

• Match level to need. Developmental for structure, line for voice and flow, copyedit for correctness, proofread for polish.
• Scan deliverables. Look for page or word counts, number of passes, letter length, margin notes, and meeting time.
• Note format. Proofreading on PDFs carries different pricing than proofreading in Word.
• Ask about follow up. How many days for queries. How many pages for a spot check after you revise.
• Confirm extras. Heavy fact checking, a second pass, or a style sheet update often sit outside base rates.

One last sanity check before you book: run a small sample through two finalists. Same pages, same scope. Compare how the edits read and how your voice survives. The stronger fit often saves money in the end, because you avoid rework.

Pricing models and how to get a firm quote

Rates look simple until scope starts to shift. Use clear models, define the work, and nail down timeline and payment rules before you send a deposit.

Per word vs project fee

Per word offers clean math. Word count times rate equals total. Meetings and follow up often sit outside that number.

Project fees fold extras into one price. That price reflects complexity, research, calls, and a set number of passes. Fewer surprises, more room for nuance.

Which to choose

• First pass on a straightforward copyedit. Per word.
• Heavy line work with coaching. Project fee.
• Developmental work with a long letter and a call. Project fee.
• Short consults or query read. Hourly or project mini fee.

Ask for both models on the same scope. Compare totals and what comes with each.

Mini example: 82,000 words at 0.03 per word equals 2,460 dollars for copyediting. A project quote might read 2,700 dollars with a 45 minute debrief and a style sheet update after revisions. Pick the package that serves the plan for publication, not only the cheapest line.

Sample edit

Request a 1,000 to 2,000 word sample. Middle-of-the-road pages work best. Skip the prologue if style there diverges from core chapters. Include one scene with dialogue and one with description.

Goals for the sample

• Editor gauges difficulty and voice.
• You see edits in action and tone in comments.
• Both sides test the fit.

Some editors charge a small fee for this work, often credited to the project if you move forward. A paid sample tends to bring a thoughtful pass, not a quick skim.

What to send with the sample

• One page synopsis.
• Genre and comp titles.
• Word count and target audience.
• Top three concerns. For example, “dialogue feels stiff,” or “timeline slips in act two.”

Scope definition

Scope drives price. Write it down like a short contract before the contract.

Name the level of edit

• Developmental.
• Line.
• Copyedit.
• Proofread.

Spell out deliverables

• Editorial letter length in pages or words.
• Number of margin comments per chapter, or “as needed.”
• Style sheet included, yes or no.
• Number of passes.
• Debrief call length and method.
• Email support window for queries.

Cover boundaries

• Fact checking depth. Basic dates and proper nouns only, or deeper technical review.
• File format. Word with Track Changes, Google Docs, or PDF on pages after layout.
• Version control. One manuscript, one round. New chapters or big rewrites trigger a change order.

A strong scope prevents scope creep, which drains budget faster than any rate.

Schedule clarity

Dates matter as much as dollars. Popular editors book months ahead.

Lock down

• Start date.
• Delivery date for the edit.
• Your review window for queries.
• Time zone for meetings.
• Holiday or travel gaps.

Ask what happens if either side slips. Options often include a reschedule fee, a short grace period, or a shift to the next open slot. Rush requests invite a surcharge, often 20 to 50 percent.

A staged plan helps cash flow and reduces risk. For example, developmental on first five chapters and outline in March, full pass in June, line edit in September.

Deposits and payments

Expect 30 to 50 percent upfront to reserve the slot. Long projects often break into milestones.

Confirm

• Deposit amount and due date.
• Payment schedule and triggers.
• Accepted methods, such as bank transfer, card, PayPal, or Wise.
• Currency and who covers transfer fees.
• VAT or GST rules when working across borders.
• Late fees.

Ask about cancellation. Common terms include a kill fee, partial refund windows, or deposit retention once work begins.

Add-ons and surcharges

Extras belong in the quote in plain language.

Common add-ons

• Rush service.
• Second pass after revision.
• Heavy fact checking.
• Sensitivity reads.
• Extra meetings beyond the agreed call.
• Formatting for ebook or print.
• Post-layout proofing on the designed PDF.

Clarify pricing for each extra. Per word, per hour, or flat. Ask for a not-to-exceed cap for hourly work.

How to ask for a firm quote

Make the request specific. Editors love a clean brief.

Subject: Quote request, 85,000-word fantasy novel, line edit, June start

Hello [Name],

I am seeking a line edit for a 85,000-word fantasy novel.

Key details:

• Word count: 85,000
• Genre: Epic fantasy, single POV
• Comps: The Lies of Locke Lamora, Foundryside
• Needs: Sentence-level flow, dialogue polish, consistency of voice
• Files: Word, double-spaced, Track Changes
• Timeline: Start in June, delivery by July 15 if possible
• Follow up: One 45 minute call and one week for email queries

Please send a quote with:

• Per-word rate and project fee option
• Deliverables and number of passes
• Turnaround dates and review window
• Deposit amount and payment schedule
• Any rush surcharge or add-ons

I can share a 1,500-word sample on request.

Thank you,

[Your name]

This message gives scope, schedule, and expectations in one screen. Faster quote, fewer surprises.

Red flags in a quote

• No scope detail. Only a price and a date.
• Vague deliverables. No letter length, no pass count, no support window.
• No terms on extra pages or rewrites.
• Only hourly with no cap.
• No mention of taxes or transfer fees for cross-border work.

Ask for revisions to the quote, or keep looking.

A quick gut check

Price matters. Fit matters more. Read the sample edit. See whether voice survives and clarity improves. Look for a partner, not a spellchecker. A good match saves money, because revision rounds shrink and launch moves faster.

Quick cost calculators and example scenarios

Numbers help. A quick estimate keeps nerves steady while you shop for an editor.

Fast math

Formula: cost equals word count times per word rate. Then adjust for complexity, rush, and extras.

Do this

• Confirm total word count.
• Pick service level and a realistic rate from the ranges earlier.
• Multiply.
• Add surcharge for rush or second pass if requested.
• Add payment fees and tax if relevant.

Examples

• Copyedit: 80,000 words times 0.03 equals 2,400 dollars. At 0.04 equals 3,200 dollars.
• Line edit: 80,000 words times 0.05 equals 4,000 dollars. Heavier stylistic work raises rate.
• Developmental edit: flat 3,500 to 7,000 dollars for an 85,000-word novel. A second pass often adds 30 to 50 percent.
• Proofreading: 80,000 words times 0.012 equals 960 dollars on laid-out pages.

Scenario 1: clean draft, clear scope

• Genre: contemporary romance, single POV.
• Word count: 72,000.
• Service: copyedit at 0.028 per word.
• Math: 72,000 times 0.028 equals 2,016 dollars.
• Extras: none.
• Total: 2,016 dollars.

Want a faster turnaround with a firm date two weeks earlier

• Rush surcharge at 25 percent equals 504 dollars.
• New total: 2,520 dollars.
• Tip: sending a clean style sheet lowers questions and keeps work smooth.

Scenario 2: lyrical voice, deep line work

• Genre: literary fantasy, multiple timelines.
• Word count: 95,000.
• Service: line edit at 0.06 per word due to dense prose.
• Math: 95,000 times 0.06 equals 5,700 dollars.
• Add a follow up call, 45 minutes included in a project bundle, value 150 dollars.
• Total bundle: 5,850 dollars.

If you trim 10,000 words before booking

• New word count: 85,000.
• New math: 85,000 times 0.06 equals 5,100 dollars.
• Savings from the trim: 600 dollars, plus fewer sentences to polish.

Scenario 3: developmental edit with a second pass

• Genre: epic fantasy, large cast, map and glossary.
• Word count: 120,000.
• Service: developmental edit, project quote, mid-range complexity.
• First pass: 6,000 dollars.
• Second pass after author revisions, 40 percent of first pass: 2,400 dollars.
• Total: 8,400 dollars.
• Optional sensitivity read for cultural elements: 450 to 800 dollars, quoted by a specialist.
• Grand total with sensitivity read at 650 dollars: 9,050 dollars.

Budget tight

• Start with a manuscript assessment at 900 dollars.
• Apply guidance, then book a full developmental pass on a leaner draft a few months later.

Scenario 4: hybrid project with tech details

• Genre: near-future thriller with lab procedures and legal jargon.
• Word count: 88,000.
• Service: copyedit at 0.035 per word plus targeted fact check hours.
• Math for copyedit: 88,000 times 0.035 equals 3,080 dollars.
• Fact check: 6 hours at 70 dollars per hour equals 420 dollars.
• Total: 3,500 dollars.
• Add PDF proofread on designed pages, 0.012 per word: 1,056 dollars.
• Full run-through: 4,556 dollars.

Scenario 5: messy draft, ESL concerns

• Genre: urban fantasy, dual POV, tense shifts.
• Word count: 85,000.
• Service: heavy line edit priced as a project due to density.
• Project fee includes two passes, a style sheet, and a 60-minute call: 6,200 dollars.
• If the editor priced per word at 0.055, single pass math would land at 4,675 dollars, then a second pass at 35 percent equals 1,636 dollars, grand total 6,311 dollars.
• Project fee here saves a small amount and sets firm expectations.

Scenario 6: combo to publication

• Developmental edit on full novel: 5,000 dollars.
• Line edit: 4,000 dollars.
• Copyedit: 2,800 dollars.
• Proofreading on laid-out pages: 1,000 dollars.
• Total for a market-ready book: 12,800 dollars.

Spread across four months with a 40 percent deposit per phase

• Month 1, dev deposit: 2,000 dollars, balance 3,000 dollars on delivery.
• Month 2, line deposit: 1,600 dollars, balance 2,400 dollars on delivery.
• Month 3, copy deposit: 1,120 dollars, balance 1,680 dollars.
• Month 4, proof in full: 1,000 dollars.
• Cash flow stays manageable, and each stage informs the next.

Fees, tax, currency

Small line items add up, so include them.

• International transfer fee from a US client to a UK editor via Wise: 10 to 30 dollars, depending on amount.
• VAT in the UK or GST in some regions, applied to services for local clients. Confirm applicability before paying a deposit.
• Credit card processing, 2 to 3 percent. On a 3,000 dollar invoice, that range equals 60 to 90 dollars.

DIY mini calculator

Grab a sticky note.

• Word count: ________
• Service level and rate: ________ per word
• Base estimate: word count times rate equals ________
• Rush surcharge: ________ percent equals ________
• Second pass: ________ percent equals ________
• Fact check or consult hours: ________ hours at ________ per hour equals ________
• Tax or fees: ________
• Ballpark total: ________

Plug numbers for two rates, a low and a high. This produces a realistic range, not a fantasy number.

Quick pivots to lower cost

• Trim 5 to 15 percent before booking. Every thousand words trimmed at 0.04 per word equals 40 dollars saved.
• Pick one pass now, schedule a second pass after agent or beta feedback.
• Move from line to copyedit if prose reads clean and story structure already sings.
• Targeted sample edits with two finalists reduce redo risk later.

One more tip

Always tie math to scope. A solid quote lists service level, deliverables, schedule, and payment terms. Numbers without context invite trouble. Numbers with context guide smart choices and a smooth path to launch.

Budget-savvy strategies that don’t compromise quality

You want strong editing without draining the bank. Good. Here is how to stretch dollars while keeping standards high.

Start with a manuscript assessment

A short diagnostic gives direction for revisions before a full developmental edit. Expect a letter with strengths, risks, and a priority list. Price range often sits between 300 and 1,200 dollars.

Why this helps

• You avoid paying premium rates for fixes you could handle yourself.
• You gain a roadmap, which makes later passes faster and cheaper.
• You test fit with an editor before a bigger commitment.

Quick exercise

• Write a one-page synopsis plus a chapter list with word counts.
• Ask for a top five list of fixes and a recommended sequence.
• Revise for one month using that plan, then reassess budget.

Trim word count before you book

Per word pricing means fewer words equals less spend. Cutting 10 to 20 percent often improves pace and clarity.

What to cut first

• Repeated beats in dialogue. One sigh works, three drags.
• Stage directions that slow momentum, like every nod or step.
• Explanations that restate what readers already know.
• Long prepositional chains. Swap for one clear noun or verb.
• Scene openings with weather or travel filler. Land in motion.

Mini drill

• Pick one chapter, aim for a five percent trim without losing meaning.
• Run a find search for “quite,” “sort of,” “kind of,” “somewhat,” “perhaps,” “really,” “very,” then prune.
• Replace weak verbs plus adverbs with strong single verbs.

Savings snapshot

• Every 5,000 words trimmed at 0.04 per word saves 200 dollars.

Phase the work

Break the project into sensible chunks. Start small, learn, then scale.

Options

• Partial developmental edit on the first three to five chapters plus outline.
• Book one pass now, schedule a second pass after agent or beta feedback.
• Ask for a revision memo with priorities, then tackle those before any line work.

Benefits

• Lower upfront cost.
• Faster feedback loop.
• Reduces rework later.

Use targeted beta readers

Generic beta reads often yield noise. Targeted reads produce actionable notes.

Build a small panel

• Two genre-savvy readers for tropes and expectations.
• One timeline hawk for continuity.
• One subject specialist for accuracy, for example, medical or legal.
• Sensitivity readers early when culture, disability, or identity sit at the core.

Give a clear brief

• Five to seven questions only.
• Ask where attention drifted, where stakes felt low, where a character motive felt thin.
• Request page numbers for each note.

Result

• You fix big issues before paying for line or copyediting.
• Editors spend fewer hours untangling structure or logic.

Standardize formatting

Clean files reduce friction and invoices.

Before sending to an editor

• Use .docx, double spaced, 12 point serif font.
• One space after periods, curly quotes, scene breaks marked with a single symbol like ***.
• Turn off fancy styles in favor of simple Heading 1 for chapter titles and Normal for body text.
• Remove manual tabs and extra returns.
• Name files with version and date, for example, Novel_Title_v3_2025-03-18.docx.

Style sheet starter

• Spelling choice, US or UK.
• Dictionary and style guide, for example, Merriam-Webster and Chicago.
• Character names, ages, quirks.
• World terms, invented words, hyphenation choices.
• Numbers, dates, and time formats.

All of this shortens copyediting and proofreading. Less time. Lower cost.

Seek funding and friendly terms

Money can meet you halfway, if you look in the right places.

Where to look

• Arts grants from regional councils and cultural funds.
• Contests with editorial prizes through genre groups.
• Author co-ops that share vendor lists and volume discounts.
• Professional associations with member rates, for example, EFA, CIEP, IPEd.
• Payment plans, staged milestones, or split invoices per phase.

Pitch packet tips

• One-page synopsis.
• Bio with publication goals.
• Budget range and timeline.
• A short excerpt that shows voice and stakes.

Compare two finalists on the same sample pages

Fit saves money. A poor fit breeds redo fees.

How to run a fair test

• Send the same 1,500 to 2,000 words to both editors.
• Ask for margin notes plus a short summary of approach.
• Request an estimate tied to scope, number of passes, and deliverables.

Scorecard

• Clarity of notes.
• Respect for voice.
• Specificity of examples.
• Turnaround and communication.
• Total cost, including any follow-up support.

Pick the one who improves prose while sounding like you. The lowest bid rarely wins if pages feel flat afterward.

Do smart self-editing before any paid pass

A focused week pays off.

Checklist

• Read aloud once. Mark every stumble. Smooth those lines.
• Run a timeline pass. Build a simple calendar for scenes and travel.
• Track names, place spellings, and capitalizations in a style sheet.
• Search and replace double spaces, stray tabs, and smart quote inconsistencies.
• Flag any fact that needs verification, then verify.

This prep removes easy errors, which lets an editor spend hours on higher value work.

Plan around calendar and cash flow

Rushed schedules raise rates. Thoughtful timing saves.

Ideas

• Book early, then use the waiting period for a targeted revision sprint.
• Request a start date plus milestones, so payments land across months.
• Avoid holidays and peak seasons, for example, late spring and pre-NaNoWriMo rush.

Negotiate scope, not quality

Price pressure works best when tied to scope, not lower standards.

Tradeoffs that make sense

• Fewer margin comments, plus a longer editorial letter.
• One comprehensive pass instead of two lighter passes.
• Reduced follow-up call time, replaced with email queries.

Write all decisions into the agreement. Clarity protects both sides and keeps totals steady.

Quick wins you can act on today

• Cut 5 percent from one chapter before lunch.
• Build a one-page style sheet tonight.
• Draft seven beta questions and send to two trusted readers.
• Price a manuscript assessment with two editors and book one slot.
• Set a savings target based on a per word rate, then trim pages to match.

Smart process buys quality. Spend where impact runs highest, and walk into editing with a lean manuscript, clear scope, and a plan.

What to confirm in a contract so costs don’t creep

Contracts keep money where it belongs. In your pocket. Nail the details before work starts, and surprises stay out of the inbox.

Scope and deliverables

Define the job in plain terms. Name the level of edit. List every deliverable. Put numbers on everything.

Include

• Number of passes, for example, one developmental pass plus one follow-up check on revisions up to 5,000 words.
• Editorial letter length, for example, 8 to 12 pages or 2,500 to 4,000 words.
• Margin comments, approximate volume per chapter or per 10 pages.
• Style sheet, included for line or copyedits, with topics covered.
• Follow-up support, one 45-minute call, plus one week of email for queries linked to this pass.
• File format and method, Word with Track Changes and a clean copy.

Sample wording

• “Scope includes a single line edit of 82,000 words, one pass. Deliverables include Track Changes markup, a 3-page style sheet, and a 30-minute review call within 14 days of delivery.”

If a detail lacks a number, add one. Vague deliverables widen invoices.

Turnaround and revision windows

Dates shape budget as much as rates. Lock them in.

Confirm

• Start date and delivery date.
• Your review window, for example, 10 business days to respond to queries or to submit a clean revision.
• Response time for the editor, for example, replies within two business days.
• Office hours and timezone.
• Weekend work policy.
• What happens if anyone misses a date, rebooking fee or new timeline.

Mini exercise

• Open the draft agreement, highlight every number. Missing numbers invite scope creep.

Change policy

Word count grows. Chapters multiply. Protect the quote from ballooning without your consent.

Spell out

• Base word count and rate tied to that count.
• Overages for extra words, priced per word.
• Fees for new chapters or scenes added after the quote.
• Rates for substantial rewrites.
• Cost for extra meetings, extra sample pages, or extra passes.
• A written approval step before any work outside scope begins.

Sample wording

• “Quote covers 82,000 words. Additions billed at 0.03 per word. New chapters or rewrites over 1,500 words require a new estimate.”

Style choices

Decisions here prevent churn later. Put the reference tools and preferences in black and white.

Decide

• Dictionary and style guide, for example, Merriam-Webster and Chicago Manual of Style, 17th ed.
• US or UK spelling, and any series conventions.
• Numbers, dates, time, and hyphenation preferences.
• Capitalization for world terms and ranks.
• Dialogue style choices, for example, single or double quotes, treatment of slang.
• Scope of fact checks, basic checks only, or none.

Provide a starter style sheet with names, locations, and special terms. Consistency burns fewer hours.

Confidentiality and rights

Protect your work and your name.

Confirm

• You retain copyright.
• No license granted beyond services needed to edit the text.
• NDA on request, either mutual or one-way.
• Portfolio use allowed only with your written permission, with names and passages anonymized, or not used at all.
• No training or dataset use of your files.
• Storage and deletion timeline for project files.

Short clause

• “Author retains all rights. Editor will not share, post, or excerpt files without written permission.”

Invoicing details

Money terms need the same precision as commas and periods.

Include

• Total fee and currency.
• Deposit amount, often 30 to 50 percent, and due date.
• Milestones tied to clear events, for example, start date and delivery date.
• Late fees and grace period.
• VAT or GST, if applicable, and where it is collected.
• Payment methods, for example, bank transfer, Wise, PayPal, Stripe, and who covers platform fees and exchange costs.
• Rush surcharge percentages.
• Rescheduling and cancellation terms, with any kill fee and refund rules.

Example

• “Deposit of 40 percent due to reserve the slot. Balance due within 14 days of delivery. Late payments accrue 1.5 percent per month. Rush work adds 30 percent with prior approval.”

Red flags to watch

• “Unlimited revisions.” Endless loops drain time and cash.
• “As needed” calls with no cap. Phone time eats budget fast.
• No base word count. The meter never stops.
• Rights language that lets the editor share pages without consent.
• No dates, only “estimate.” Goodbye schedule, hello fees.

Quick checklist before you sign

• Level of edit, passes, and deliverables match your goals.
• Every deliverable includes a number or a range.
• Start date, delivery date, and your revision window are clear.
• Overages, new pages, and extra calls have stated rates.
• Style guide, dictionary, and spelling choice align with your market.
• Rights stay with you, privacy covered, portfolio rules spelled out.
• Full fee, deposits, taxes, payment method, late fees, rush, and cancellation terms listed.

One last sanity test

Email this sentence to the editor. “If I stay within the agreed word count, meet dates, and follow scope, will the total bill equal the quote plus any taxes listed here.” Wait for a clear yes. If the answer wobbles, fix the contract first. Then write in peace.

Frequently Asked Questions

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