How To Build An Editorial Team For Your Book

Gary Smailes
Gary Smailes | 17 November 2025
How to Build an Editorial Team for Your Book

Define the Core Roles You’ll Need

Books reach readers when the right editors touch them. One person rarely solves every problem. Think roles, not a hero.

Developmental editor

Scope: the big pieces. Structure. Plot or argument. Pacing. Character arcs. Chapter order. Theme. Market fit.

What you receive: an editorial letter and a revision plan. Expect a clear diagnosis, priorities, and next steps. Many editors include a call to walk through the plan. Tracked changes at this stage stay minimal. You need strategy, not sentence repairs.

What they fix: a sagging middle, a confusing timeline, a fuzzy thesis, a protagonist without drive, chapters that repeat, or an ending that lands flat.

What they skip: grammar, fine‑tuning voice, and polish. Those come later.

Quick example:

Hire here when readers say, “I am lost,” or “Why should I care” or “Nothing seems to build.”

Line editor

Scope: readability at the sentence and paragraph level. Voice. Clarity. Rhythm. Imagery. Transitions. Interior thought on the page.

What you receive: tracked changes throughout your manuscript and margin notes that explain choices. You get smoother lines without losing your sound.

What they fix: clunky flow, repetition, show versus tell issues, filler phrases, vague verbs, abrupt shifts in tone.

What they skip: new scenes, chapter reordering, structural surgery.

Quick example:

Hire here when readers follow the story but reading feels like work.

Copyeditor

Scope: correctness and consistency. Grammar, punctuation, usage, spelling choices, hyphenation, numbers, capitalization, and references to a style guide. Chicago plus Merriam‑Webster for most books, or a house guide if you have one.

What you receive: tracked changes for errors and a style sheet. The style sheet records decisions, so “email” does not morph into “e‑mail,” “OK” does not drift to “Okay,” and “toward” does not flip to “towards.” It also lists names, places, invented terms, and series lore.

What they fix: subject‑verb agreement, comma splices, misused words, inconsistent capitalization, mixed spellings, and basic formatting issues in the file.

What they skip: voice overhauls and big rewrites. They will query unclear passages rather than rewrite them.

Hire here when the prose reads smoothly and you want a professional standard of correctness.

Proofreader

Scope: final quality control on designed pages. This pass runs on PDF galleys or print proofs after typesetting.

What you receive: an annotated PDF or marked pages. The focus is typos, punctuation misses, bad word breaks, rivers, widows and orphans, incorrect running heads, missing folios, broken cross‑references, and layout glitches.

What they fix: true errors. The proofreader protects the page. Big rewrites at this stage trigger reflows, new errors, and schedule slips.

Hire here when pages look like a book and release is near.

Optional specialists

Some books need extra brains.

How these roles interact

Think sequence. The developmental editor sets the blueprint. You revise. The line editor lifts the prose. The copyeditor locks usage and consistency. The typesetter lays out the pages. The proofreader guards the finish. Specialists drop in where needed, usually before copyedit for sensitivity and fact‑checking, and after pages lock for indexing.

What good deliverables look like

Set expectations up front. Ask for examples if you have doubts.

Action step: map pain points to roles

Print 15 pages. Read aloud. Mark issues with a code.

Now list the deliverables you expect from each role. One page, no fluff. Include file formats, dates, and a contact plan. Share this with every editor you hire. Alignment here saves money and keeps your book moving.

Sequence the Editorial Workflow

Order saves budget and sanity. Do the right work at the right time, and every stage pays off.

The path at a glance

Manuscript assessment, optional → Developmental edit → Author revision → Line edit → Copyedit → Typeset or design → Proofreading.

Each handoff has a purpose. Each one tightens the book. Skip a step and the next stage becomes a rescue mission.

Manuscript assessment, optional

A quick scan by a senior editor before heavy lifting. You receive a short memo with the big issues, risks, and a plan. Use this when you feel too close to the pages and want direction before committing to a full dev edit.

Example: a 90,000‑word thriller with a sluggish opening. Assessment says, start in chapter 3, fold key backstory into later chapters, trim two subplots, then proceed to a full developmental edit.

Developmental edit

Structure gets built here. Plot or argument, pacing, chapter order, character arcs, theme, and market fit. You receive an editorial letter and a revision plan, often with a call to align on priorities.

Your job after delivery: revise to the plan. Focus on major moves, not polish. New scenes land here. Timelines get straight here. If you fix sentences now, you will redo them later.

Green light for next stage when the big problems stop driving the read.

Line edit

Now the prose. Voice, rhythm, transitions, clarity, and energy at the sentence and paragraph level. Editors use tracked changes and margin notes, so you see both fixes and reasoning.

Your job: accept, tweak, or reject changes with intent. Read aloud. Cut repeats. Replace vague verbs. Smooth point of view. Preserve your sound.

Green light for next stage when the read flows and you stop tripping over lines.

Copyedit

Correctness and consistency. Grammar, punctuation, usage, spelling choices, hyphenation, numbers, capitalization, and references to a style guide. For most trade books, Chicago plus Merriam‑Webster.

You receive two things. A marked file with corrections and queries. A style sheet which records decisions, names, timelines, invented terms, series lore, and tricky capitalization. From here on, treat the style sheet as living. Share it with everyone.

Green light for next stage when queries are resolved and the style sheet reflects final choices.

Typeset or design

Words move into pages. Fonts, margins, headings, chapter openers, scene breaks, figures, tables, front and back matter. Give your designer the cleaned copyedited file, the style sheet, and any art or captions. Ask for a sample chapter proof to review headings, running heads, and spacing before full layout.

Green light for next stage when page design matches the brief and page numbers stabilize.

Proofreading

Eyes on the final pages. Typos, punctuation misses, bad line breaks, rivers, widows, orphans, header and footer errors, wrong page numbers, broken cross‑references, and layout glitches. Limit changes to true errors to protect layout and schedule. Big rewrites here ripple through the file and spawn new problems.

Sign off when corrections are applied and verified on the updated proof.

Lock scope by stage

Protect your schedule by freezing certain moves at each step.

Quick story. An author added a new two‑page scene during proofs. Page count jumped. Running heads misaligned. The index needed new locators. Three weeks lost. Four figures remade. A full reproof. The story worked, but so did the original draft. Save ambition for the next edition.

Build an editorial calendar

Give every stage a start date, a finish date, a named owner, and a revision window for you.

Example for an 80,000‑word novel, modest complexity:

Block your own time between stages. Editors move faster when you respond to queries inside a planned window.

Maintain a living style sheet

The copyeditor starts it. Everyone updates it through proofs.

Include:

Store the style sheet with the manuscript. Share the link with editors, designer, and proofreader. Mismatched choices bleed time.

Coordinate with your designer early

Loop in design before copyedit wraps. Share trim size, fonts you like, and a sample chapter. Agree on chapter openers, scene break glyphs, and figure placement rules. The goal is simple. When proofreading starts, you want pages that match the final design. No recycled templates. No draft layouts.

If you have figures, tables, or sidebars, supply an art log with file names and captions. Confirm how edits to captions will flow during proof.

Action step

Build a one‑page workflow chart. Keep it simple.

Print it. Share it. Update it. A clear sequence turns a stressful marathon into a clean relay.

Hire and Vet Your Team

Good editors are out there. Find them, test them, and choose the ones who understand your book.

Start with professional directories

The Editorial Freelancers Association (EFA) in the US, the Chartered Institute of Editing and Proofreading (CIEP) in the UK, and the American Copy Editors Society (ACES) maintain member directories. These editors have training, standards, and professional accountability. Search by genre, specialty, and experience level.

Curated marketplaces like Reedsy screen their editors and show ratings from past projects. The platform handles contracts and payments, which simplifies logistics. The trade-off: you pay platform fees and work within their structure.

Genre-savvy referrals beat cold searches. Ask writers in your space who they use. Check acknowledgments pages in books you admire. Join author groups on Facebook or Discord and ask for recommendations. Editors who understand your readership start ahead.

Prioritize genre expertise and voice alignment

A romance editor who has never touched fantasy will miss genre conventions that matter to your readers. A literary fiction editor working on your space opera might polish out the fun. Match editor background to your book's DNA.

Voice alignment matters more than credentials. Some editors love spare prose. Others excel with lush, layered sentences. Some push toward commercial clarity. Others protect literary complexity. The right editor makes your voice stronger, not different.

Request paid sample edits for developmental editing, line, and copyediting roles. One to two pages. Real pages from your manuscript, not generic samples. Pay their standard rate for the time. This investment reveals approach, style sensitivity, and communication skills before you commit to the full project.

Evaluate deliverables like a hiring manager

Ask for examples of their work. An editorial letter for developmental editing. A style sheet for copyediting. Tracked changes with margin comments for line editing. You want to see their thinking, not just their corrections.

Red flags in editorial letters: vague praise without specific fixes, overwhelming criticism without clear priorities, or generic advice that applies to any book. Good letters diagnose problems and offer solutions. They balance encouragement with honesty.

Red flags in style sheets: inconsistent decisions, missing categories, or overly rigid rules that ignore voice and genre. Good style sheets record choices with reasoning and leave room for intentional exceptions.

Red flags in tracked changes: corrections without explanation, heavy-handed rewrites that flatten voice, or missed errors that show rushed work. Good line edits teach while they fix. The margin comments show their editorial thinking.

Check references and portfolios

Ask for three recent clients in your genre. Contact them. Questions to ask: Did the editor meet deadlines? Did the feedback improve the book? Was communication clear and professional? Would you hire them again?

Review their portfolio for books similar to yours in word count, complexity, and audience. A picture book editor might struggle with your 120,000-word epic fantasy. An academic editor might over-formalize your beach read.

Look for editors who list specific achievements. "Helped three clients reach bestseller lists" beats "experienced in all genres." "Specializes in LGBTQ+ romance" beats "works with diverse authors."

Include specialists when needed

Some books need extra eyes.

Sensitivity readers review for authentic representation and harmful stereotypes. Choose readers with lived experience in the communities you portray. Pay them fairly. Give them time to do thorough work. Their feedback prevents public relations disasters and genuine harm.

Fact-checkers verify claims, dates, statistics, and technical details. Essential for nonfiction, helpful for historical fiction or contemporary novels with specific professional settings. Vet them for subject-matter knowledge. A science fact-checker needs different expertise than a legal fact-checker.

Indexers build navigation for nonfiction after pages are locked. They need understanding of your subject matter and readers' likely search terms. Hire them early so they reserve time in their schedule.

Series continuity editors track character details, world-building elements, and timeline consistency across multiple books. Valuable when you have established series or shared universe projects.

Write a concise RFP

Request for proposals should give editors what they need to quote accurately and show interest.

Include:

Example RFP opening: "I'm seeking a developmental editor for my 85,000-word adult fantasy novel about a disgraced knight who must train the daughter of the man who exiled him. The story combines political intrigue with personal redemption, similar in tone to The Goblin Emperor meets The Priory of the Orange Tree. My goal is traditional publication through an agent. Ideal start date: March 1. Final deadline: April 30. Budget: $3,000–$4,500. Please find the first chapter attached."

Keep the RFP to one page. Editors are busy. Show respect for their time and they will show interest in your project.

Evaluate responses for fit

Good responses address your specific book, not generic editing services. They acknowledge your genre, goals, and timeline. They ask clarifying questions about your vision or concerns.

Strong editors quote clearly. Per-word rates or fixed fees with assumptions spelled out. Word count ranges, revision rounds included, and communication methods defined. Rush fees and change-order policies stated upfront.

Professional editors respond within 48 hours, even to say they need more time. They attach samples of their work relevant to your genre. They offer a brief phone call to discuss the project before you decide.

Skip editors who:

The right editor will feel like a collaborator, not a vendor. They will understand your book's potential and have a clear plan to help you reach it. Trust your instincts, check their references, and invest in the partnership.

Your book deserves editors who care about the work as much as you do.

Set Budgets, Contracts, and Scope

Money matters. Clear agreements prevent headaches. Get everything in writing before work begins.

Understanding editorial rates and pricing

Editorial rates reflect experience, demand, and value delivered. Developmental editors charge the most because they diagnose and solve big-picture problems. Proofreaders charge the least because they catch surface errors on nearly finished pages.

Per-word rates work well for straightforward projects. Developmental editing runs $0.08–$0.20 per word. Line editing ranges $0.05–$0.15 per word. Copyediting costs $0.02–$0.08 per word. Proofreading runs $0.01–$0.04 per word. These ranges reflect editor experience, book complexity, and turnaround time.

Fixed-fee quotes suit complex projects better. Editors consider your manuscript's condition, genre demands, and timeline constraints. A memoir needing structure work costs more than a polished mystery. A technical manual with charts and footnotes costs more than a straightforward romance.

Hourly rates apply to consultations, sample reviews, and open-ended feedback sessions. Developmental editors charge $75–$150 per hour. Line editors range $50–$100 per hour. Copyeditors run $35–$75 per hour. Always cap hourly work with a maximum fee to control costs.

Rush jobs cost extra. Editors charge 25–50% premiums for tight deadlines because they must decline other work and work longer days. Plan ahead to avoid these fees.

Geography affects rates. Editors in major US cities charge more than those in smaller markets. International editors often charge less, but consider time zone differences and communication challenges.

Defining scope prevents scope creep

Scope creep kills budgets and schedules. Define exactly what each editing stage includes before work begins.

Number of editing rounds matters most. Developmental editing typically includes one editorial letter and one revision cycle. Line editing includes one pass through your manuscript with tracked changes. Copyediting includes one thorough pass plus light cleanup after your revisions. Additional rounds cost extra.

Depth of edit varies by manuscript condition. Light copyediting fixes obvious errors and inconsistencies. Heavy copyediting rewrites awkward sentences and reorganizes paragraphs. Medium copyediting falls between. Ask editors to specify their approach after reviewing your sample pages.

Communication included should be explicit. Does the fee include phone calls? Email responses to questions? How many and how often? Some editors include one planning call and reasonable email support. Others charge for all communication beyond the delivered edit.

Response time for author queries prevents bottlenecks. If you have questions about suggested changes, how quickly will the editor respond? Two business days is reasonable for most projects. Same-day responses cost extra.

Revision window after delivery lets you review the edit and request clarifications. Most editors include 2–4 weeks for you to absorb their feedback and ask follow-up questions. After that window closes, additional support costs extra.

Protecting the schedule with change orders

Books evolve during editing. Smart contracts anticipate changes and set rules for handling them.

Added word count happens when authors write new scenes or expand existing chapters based on developmental feedback. Most contracts allow 10–15% growth without additional fees. Beyond that threshold, editors charge for the extra work.

New chapters or major additions require separate quotes. If your developmental editor suggests adding a subplot, and you write three new chapters, expect additional copyediting and proofreading fees.

Accelerated timelines cost money. If you suddenly need your line edit finished two weeks early for a publishing opportunity, your editor deserves rush fees. The alternative is losing your slot entirely while they fulfill existing commitments.

Change order process should be simple. Author requests change via email. Editor quotes the additional fee and timeline impact. Author approves or declines in writing. Work proceeds only after approval.

Build a 10% contingency into your editorial budget for unexpected changes. Books are creative projects. They grow and shift during the editorial process.

Covering rights and privacy concerns

Most editorial relationships need light legal protection. Standard terms cover the basics.

Non-disclosure agreements (NDAs) protect unpublished manuscripts. Simple one-page templates work fine. Editors see dozens of projects yearly and have no interest in stealing ideas, but NDAs provide peace of mind for authors and legal recourse if needed.

Intellectual property ownership stays with you. Editors provide services, not co-authorship. Their suggestions, revisions, and editorial letters remain your property after payment. Some contracts clarify this explicitly to prevent future confusion.

Credit line preferences vary by author and editor. Some authors acknowledge editors in published books. Others prefer privacy. Some editors appreciate public credit for portfolio purposes. Others work anonymously. Discuss preferences upfront.

Permission for anonymized samples helps editors market their services. They might want to show before-and-after excerpts from your book to attract future clients. Set boundaries. Specify what they may share and require your approval for any public use.

Work-for-hire agreements apply when editors write material for your book. Ghost writers, indexers creating indexes, or editors writing back cover copy typically work under work-for-hire terms that transfer ownership of their writing to you.

Clarifying payment terms

Money conversations feel awkward but prevent bigger problems later.

Deposits reserve your slot in the editor's schedule. Developmental and line editors typically request 25–50% deposits. Copyeditors and proofreaders often work with smaller deposits or payment on completion. Deposits are nonrefundable if you cancel within two weeks of your start date.

Milestone invoices spread costs across the project timeline. Large projects might split payments: 50% to start, 50% on delivery. Medium projects often use 30% deposit, 70% on completion. Small projects typically invoice on completion.

Kill fees apply if you cancel after work begins. If your editor completes 40% of your developmental edit before you withdraw the project, you owe 40% of the total fee plus any deposit. Kill fees compensate editors for work completed and opportunity cost of the declined projects.

Late payment terms set consequences for delayed payment. Net 30 payment terms are standard. Some editors charge 1.5% monthly interest on overdue balances. Others require full payment before delivering final files.

Currency and tax details matter for international projects. Specify payment currency, exchange rate dates, and tax responsibilities. US authors paying Canadian editors might face currency fluctuations and tax reporting requirements.

Creating bulletproof statements of work

Professional projects need professional documentation. A statement of work (SOW) captures all agreements in one document.

Deliverables section lists exactly what you receive. Editorial letter with revision priorities. Manuscript with tracked changes and marginal comments. Style sheet with decisions and exceptions. Timeline showing when each item arrives.

Acceptance criteria define project completion. You have two weeks to review deliverables and request clarifications. After acceptance or two weeks (whichever comes first), the project closes. Additional support requires a new agreement.

Revision windows give you time to digest feedback between editorial stages. Four weeks to implement developmental edits before line editing begins. Two weeks to review line edits before copyediting starts. One week to approve copyedits before proofreading.

Communication protocols set expectations for calls, emails, and project updates. Weekly status emails during active editing. 48-hour response time for urgent questions. Monthly check-ins for long projects.

File management specifies formats, naming conventions, and delivery methods. Final files delivered via Dropbox in Microsoft Word format. Version control using agreed naming system. Author responsible for backups.

Cancellation and modification terms protect both parties. Either party may cancel with 14 days written notice. Changes to scope require written approval and may adjust timeline and fees.

Keep SOW documents to 2–3 pages. Include the essential terms without overwhelming legal language. Both parties should understand and agree to every provision.

Good contracts make good editorial partnerships. Invest time upfront to prevent confusion and conflict later. Your book deserves editors who feel confident and protected in their work with you.

Build Collaboration Systems

Your editorial team needs structure to function smoothly. Without clear systems, you'll spend more time managing confusion than improving your book.

Setting up file management and version control

Track Changes in Microsoft Word remains the industry standard for editorial collaboration. Every professional editor knows how to use it. Turn on Track Changes before sharing files. Set your editor's name and color in the Review tab. Accept or reject changes systematically to keep files clean.

Google Docs Suggesting mode works well for simple projects and real-time collaboration. Multiple editors see changes simultaneously. Comments thread nicely for discussions. But complex manuscripts with heavy editing create messy, slow-loading documents. Use Google Docs for short pieces, editorial letters, and project coordination. Stick with Word for manuscript editing.

Centralized file storage prevents version chaos. Create a shared Dropbox or Google Drive folder with clear permissions. Give editors access only to files they need. Your developmental editor doesn't need copyediting drafts. Your proofreader doesn't need early developmental versions.

Folder structure should mirror your editorial workflow:

File naming conventions eliminate confusion. Use this format: BookTitle_Version_Date_Stage_Editor.docx. Examples: "Midnight_Storm_v3_2025-03-15_DEV_Sarah.docx" or "Midnight_Storm_v7_2025-05-20_COPY_Mike.docx".

Include the date to track chronology. Include the editor's name when multiple people work on the same stage. Never use "final" in filenames. There's always another version coming.

Version control matters more than you think. Keep a simple log in a shared spreadsheet. Track filename, date created, editor, stage, and brief notes about major changes. When your copyeditor asks which version includes the new chapter you wrote, you'll have the answer in seconds.

File permissions should be restrictive. Editors get edit access only to their assigned files. Everyone gets read access to the style sheet and editorial brief. Nobody except you gets delete permissions. Accidentally deleted files kill schedules and relationships.

Maintaining editorial documentation

Change logs capture the story behind editorial decisions. When your developmental editor suggests cutting Chapter Three, document the reasoning. When you decide to keep it anyway, note why. Future editors need this context to make consistent choices.

Decision registers solve recurring style questions. Should you write "email" or "e-mail"? Does your protagonist say "okay" or "OK"? Make the decision once, document it, and refer all editors to the register. Consistency matters more than the specific choice.

Living style sheets grow throughout the editorial process. Your copyeditor creates the foundation: character name spellings, place names, technical terms, number style, and punctuation choices. Add to it during line editing and proofreading. Include pronunciation guides for unusual names. Note character age changes or timeline shifts. Mark dialect or accent spelling decisions.

Share updated style sheets with each new editor. Your proofreader needs to know that you spell "traveling" not "travelling" and that your protagonist's sister appears in Chapter Two and Chapter Eighteen, not Chapters Two and Nineteen.

Establishing style guides and consistency rules

Chicago Manual of Style dominates book publishing in the United States. Buy the latest edition and make it your default reference. Most professional editors expect Chicago unless you specify otherwise. Chicago covers punctuation, capitalization, numbers, citations, and thousands of other style decisions.

Dictionary choice affects spelling throughout your book. Merriam-Webster pairs naturally with Chicago. Cambridge or Oxford work too, but pick one and stick with it. Your copyeditor will flag words not found in your chosen dictionary.

Style guide exceptions happen in every book. Your fantasy novel uses "magic" not "magick." Your memoir capitalizes "Mom" when referring to your mother but not when talking about mothers in general. Your business book uses serial commas except in your company's official name. Document these choices clearly.

Character voice considerations override standard style rules sometimes. Your teenage protagonist splits infinitives and ends sentences with prepositions. That's authentic voice, not copyediting errors. Your historical romance uses period-appropriate contractions like "sha'n't" instead of modern alternatives. Mark these intentional choices in your style sheet.

Dialect and regional language needs special handling. Spell out pronunciations consistently. If your Southern character says "y'all," make sure it appears the same way every time. If your British character "queues" instead of "lines up," note it. Editors unfamiliar with the dialect need guidance.

Managing communication workflows

Weekly check-ins keep projects on track without micromanaging. Schedule brief status calls or email updates. What got completed this week? Any roadblocks or questions? Timeline still realistic? Address small issues before they become big problems.

Query logs capture editor questions and author responses. Your line editor wonders if you meant "affect" or "effect" in paragraph four of Chapter Seven. Your response goes in the log. Later editors see the decision and reasoning. No need to revisit the same question multiple times.

Escalation paths handle disagreements professionally. Step one: editor and author discuss the issue directly. Step two: if no resolution, involve a neutral third party. This might be your developmental editor reviewing a line editing dispute, or an experienced author friend breaking a style tie. Agree on your tie-breaker before conflicts arise.

Communication boundaries protect everyone's time and sanity. Email responses within 48 hours during business days. Phone calls scheduled in advance, not demanded immediately. Questions batched into single messages, not scattered throughout the day. Emergency contact methods for true crises only.

Project coordination works best with simple tools. Shared calendars show deadlines and milestones. Basic project management apps track deliverables and dependencies. Don't overthink this. A shared Google Sheet often works better than complex software nobody uses consistently.

Leveraging beta reader feedback

Beta reader summaries inform your developmental editor about reader reactions. Which scenes felt slow? Where did readers get confused? What characters felt underdeveloped? Compile feedback into a brief report highlighting patterns and common concerns.

Reader demographic notes help editors understand your audience. Did beta readers match your target audience age, interests, and experience level? Were they familiar with your genre conventions? Their feedback means more if they represent real readers, not just friends doing favors.

Specific problem areas get priority attention. If three beta readers stumbled over the same plot point, flag it for your developmental editor. If multiple readers wanted more romance or less technical detail, document those preferences. Beta feedback guides editorial priorities.

Creating comprehensive editorial briefs

Tone and voice parameters give editors boundaries for their work. Is your memoir conversational or formal? Does your

Production Handoff and Quality Control

Production rewards discipline. Clean packages go in. Clean pages come out. Mess around here and cost, morale, and schedules all suffer.

Deliver a complete, clean package

Send the designer a copyedited Word file with all changes accepted. Include:

Label files clearly. Example: Book_Title_v9_2025-06-10_COPY_Alice.docx. No “final” filenames. Add a readme at the top of the folder with contact info, due dates, and change rules.

Quick check before handoff:

Proofreading on pages

Proofreading happens on PDFs or galleys. The goal shifts now. No sentence surgery. Only true errors. Typos, punctuation slips, spacing problems, wrong headers, missing folios, dead links.

A story from last spring. One author rewrote a paragraph right before press. Page count bumped by two. Running heads misaligned across a whole section. Index locators off by dozens of pages. Printer slot lost. Stick to the rule. Error fixes only.

Set up a change key so everyone marks the same way:

One proofreader marks. A project manager reviews. The designer makes corrections. A second pass confirms fixes and checks for new errors introduced during corrections.

Preflight checks before sign-off

Do a slow, methodical tour of the pages. Use a checklist. Pencil in hand, coffee nearby.

Run a preflight tool if your designer supplies one. Then run eyes over everything again.

Nonfiction indexing

Indexing happens only after pages lock. An indexer works from final PDFs and delivers a draft index with locators tied to page numbers. Budget time for:

Maintain a terminology list. Product names, acronyms, people, places. Share that with the indexer before work begins.

Metadata and accessibility

Strong metadata helps readers find the book and helps retailers shelve it correctly. Confirm:

Accessibility sets a higher standard for readers and libraries. Plan for:

Release checklist and cooling-off period

Create a one-page checklist. Print it. Hold a pen. Check items off while looking at the files, not from memory.

Schedule a cooling-off window. Twenty-four to forty-eight hours between “looks good” and “go.” No edits during this window. Brains spot problems once urgency drops.

Archive and debrief

After sign-off, archive everything in a structured folder:

Store one copy in cloud storage and one offline. Label with book title and pub date.

Then run a short debrief. Fifteen minutes with each contributor works. What saved time. What caused churn. Which decisions belong in a series bible for the next book. Capture three lessons and one process change. Fold those into the next project.

Frequently Asked Questions

How do I map manuscript problems to the core editorial roles?

Run a quick diagnostic: if readers say “I got lost” you have a structural problem—hire a developmental editor. If the story is clear but sentences drag, you need a line editor; if the prose is smooth but errors and inconsistent spellings remain, that’s copyediting territory; and layout glitches on PDFs call for proofreading on designed pages.

How should I hire and vet a developmental editor?

Ask for genre fit, examples of prior work and a paid sample edit; a solid RFP (synopsis, audience, word count, sample pages and timeline) brings better quotes. The right developmental editor will offer an editorial letter, a chapter map and a revision plan—and will explain their decisions rather than just listing problems.

What deliverables should I expect from copyeditors, line editors and proofreaders?

A line edit returns tracked changes and margin notes focused on voice, rhythm and clarity; a copyedit delivers tracked corrections plus a style sheet (spelling, hyphenation, numbers, names and usage choices); a proofread on designed pages supplies an annotated PDF with precise page/line fixes and a short errata summary.

What should go into a statement of work for editing?

A concise SOW lists deliverables, rounds included, timelines, response windows, file formats, payment schedule, change‑order rules and acceptance criteria. Clear clauses on added word count, rush fees, kill fees and revision windows prevents scope creep and protects both parties.

How do I build collaboration systems and version control that editors will use?

Use Track Changes in Microsoft Word for manuscript edits and Google Docs for lightweight collaboration; store files in a central Dropbox or Google Drive with a clear folder structure and consistent file naming (Title_v#_YYYY-MM-DD_STAGE_Editor.docx). Maintain a simple version log and a living style sheet that every contributor can access.

What should I include when I prepare files for typesetting and the production handoff?

Deliver a copyedited Word file with Track Changes accepted, the latest style sheet, an art log (figures, captions, filenames), separated front/back matter, a list of special characters and any non‑standard fonts. Label everything clearly and confirm image resolution and licences to avoid production delays.

When is it ever acceptable to make changes during proofreading, and what are the risks?

Only true errors should be fixed at proof stage—typos, bad breaks, wrong headers or broken links. Introducing new text or moving chapters risks reflow, misaligned running heads, index locator shifts, extra proof passes and missed printer slots; such rewrites are better handled in earlier stages to avoid time and cost penalties.

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